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march 2010 NATCAP News & Views SGmP NaTcaP for Professional Growth

&NewsViews

Society of GovernmentMeeting Professionals

NATCAP

Volume 27, No. 7MARCH 2010

NatioNal Capital Chapter

SGMp

SGmP NaTcaP Board members 2009-2011 ..........................................2

President’s column ........................................................................................3

committee reports: community Outreach ...............................................................................3 membership .................................................................................................4 communications ........................................................................................4 honors & awards ......................................................................................11

Program recap – Winter meeting & Trade Show ................................5

It’s Showtime!...................................................................................................5

Winter meeting & Trade Show Photos ....................................................6

help Wanted .....................................................................................................9

communications ad....................................................................................10

miller Tyme .....................................................................................................13

Sample of rFP ................................................................................................14

VIPs! Where Do I Seat Them at my meeting? ......................................15

The certification alphabet Blocks ..........................................................16

The road to cGmP .......................................................................................17

Great Expectations .......................................................................................18

What’s on Your Plate? ..................................................................................18

2010 annual Education conference ......................................................19

NaTcaP calendar .........................................................................................20

Industry calendar .........................................................................................20

on the INSIDE

Visit NaTcaP at: www.sgmpnatcap.org

HostingandManagingInternationalMeetingsandEventsSean Wilkerson, CGMP, Department of Commerce

as a planner you may have been asked to consider hosting and managing an international meeting or event, or you

may be in the midst of planning one now and not know where to turn. Now is your chance to get the inside information on what it takes to work within a government agency, and some of the details needed to consider when planning an international meeting.

The march program will bring three different agency meeting professionals together in a panel discussion to share their industry knowledge of how they host and manage international meetings and events. Learn why and when it is appropriate for government agencies to host meetings overseas. Find out what role the embassy can play in your planning, how to identify venues and hotels, and how to create a risk assessment. Don’t miss this opportunity to learn, share, and gain information that can help you in your career.

We look forward to seeing you on Wednesday, march 17, for this interactive session at the Liaison capitol hill, an affinia hotel, Washington, Dc. robert Coffman, cGmP, U.S. Department of the Treasury; raymond herrera, cmP, cGmP, Department of Defense, and Sean Wilkerson, cGmP, Department of commerce, will be our guest speakers for this session.

To register, go to www.sgmpnatcap.org/html/monthly_program.html.

Effective January 1, 2010: To receive credit for attending this meeting or .125 CEU toward your certification, you must be in your seat by 5:15 PM. n

NATCAP News & Views MARCH 2010

Cindy Barner, CGMPPresident

Quinn Bruster, CGMP1st Vice President

Bernard howe Treasurer

renita Street, CGMP Secretary

latonya JacksonDirector at Large

NATCAP News & Views is

published 10 times a year

(monthly except July and August).

all articles must be received

on or before the 12th of the

month to be considered for

inclusion in the following

month’s newsletter.

Please send articles to:

[email protected].

renita Street, cGmP

SGmP NaTcaP

P. O. Box 2486

Washington, Dc 20013-2486

202-857-2666

to purchase an ad in the newsletter:

contact renita Street, CGMP, 202-857-2666

[email protected] ad rates: See www.sgmpnatcap.org.

robin Dixon-Jefferson, CGMPDirector – Government Planner

Brian Chung, CGMPDirector – Supplier

tracey Chapman2nd Vice President

tecumseh Deloney, CMP, CGMPImmediate Past President

SGMp National Capital Chapter

P.O. Box 2486Washington, Dc 20013www.sgmpnatcap.org

SGMp National headquarters

Charles S. SadlerchSP, chSc, cGmP

Executive Director & cEO908 King Street,

Lower Levelalexandria, Va 22314

703-549-0892 or 703-549-4276

www.sgmp.org

For further information, check out these Web sites.

www.conventionindustry.org/ or www.gao.gov, www.sgmp.org.

Society of GovernmentMeeting Professionals

NATCAP

SGMPNational Capital Chapter

Board of Directors2009-2011

Cindy Barner, [email protected]

Quinn Bruster, CGMp1st Vice presidentprograms [email protected]

tracey Chapman2nd Vice presidentCommunications and honors & awards [email protected]

Bernard [email protected]

RenitaStreet,[email protected]

DireCtorSrobin Dixon-Jefferson, CGMpGovernment plannerSpecial events [email protected]

Brian Chung, CGMpSupplierCommunity outreach [email protected]

latonya JacksonDirector at largeMembership [email protected]

tecumseh Deloney, CMp, CGMpimmediate past [email protected]

march 2010 NATCAP News & Views

President’sColumn

DearNATCAPMemberCindy Barner, CGMPATS Inc., Office of Naval Research

MOMENTUM

We are on a roll! SGmP NaTcaP is working toward our goals to best

serve YOU, our members. Our momentum is full speed ahead. I would love to celebrate a few of our successes.

R Our membership is climbing! We are now at 884 members. We increased our membership from last month by 5.4%.

RWe increased our monthly meeting attendance by 16% for September-December 2009 over September-December 2008. and, we had a record number of attendees at our January 2010 monthly meeting.

R Our monthly meetings are now cEU credited. Last year, cEUs were only offered for the Winter meeting & Trade Show.

R all “angels” were adopted and received aLL wish list items for the angel Tree Program. Our suppliers are currently the “biggest giver” of food items. Planners, get to the store and buy, buy, buy.

R We held our first Webinar.

National and SGmP hQ are working to improve our organization. We have a new online association management system (amS). We are able to access the amS system to update our information and offer renewal payments. National’s Web site will become more interactive. SGmP hQ “holds” the cGmP designation, and we are able to offer mOrE opportunities for YOU to receive your cGmP designation.

as an organization and a chapter, we have several initiatives on the horizon. Join us in keeping our momentum going. Go NatCap! n

CommitteeReport

CommunityOutreachBrian Chung, CGMP, Alexandria Convention & Visitors Association

The children’s Inn at NIh needs NaTcaP’s help! Items needed for their Help Yourself Pantry and Wish List include, but are

not limited to:• Small individual boxes of cereal• Jelly (grape, strawberry, and other flavors) and peanut butter• Individual serving-size containers of applesauce, puddings,

Jell-O, and fruit cups• Long-life reduced-fat milk• cup of noodles• Juice boxes• cans of soup, spaghetti, and vegetables• Pasta and sauces• Baby food and formula• Toiletries• Giant and Shopper’s Food gift cards• metro fare/Smart cards (increments of $6)

For more information about the Inn and their Wish List, visit www.childrensinn.org.

also, don’t forget to bring your skeins of yarn in support of our National charity this year, Cancer action. Visit the community

Outreach committee table at the next monthly meeting for more information or to drop off all of your donated items. make a difference and be NaTcaP’s Biggest Giver! n

Plan now to join your NATCAP friends and colleagues for an evening of recognition and celebration!

NATCAP’s Annual Honors & Awards Gala

Wednesday, June 16Westin Alexandria Virginia

Save

theD

ate

SavetheDate

??n

Thank You!

A special thank you to the Hyatt Regency Crystal City,

Arlington, VA, for hosting our Winter Meeting & Trade Show on

February 4.

The February Board Meeting was cancelled due to bad weather.


CommitteeReports

MembershipLaTonya Jackson, U.S. Department of Commerce

Welcome,NewMembersSusan M. Artz, CMP, CNI-FBILauren Attaway, Nellis AFB – Nellis Support CenterWallace Edward Averill, Chickasaw Nation IndustriesAndrew Bean, U.S. Bureau of Labor StatisticsKristy Benton-Grover, Department of Veterans AffairsJunou Bernadin Connie Brewer, Crestline Hotels & ResortsTheresa M. Calderon-Puentes, MTCSCAndrew A.S. Defler, Office of the Under Secretary of Defense for IntelligenceLauren Francois, Department of DefenseGaylen Garnand, Westat, Inc.Catherine Gill, Four Points LAX by SheratonCharles Gonzalez, U.S. Department of LaborJennifer J. Harrison, Harrah’s Entertainment - Flamingo Las VegasKathryn Hoch, Hawks Cay ResortKaren Holsendorff, Administrative Office of the U.S. CourtsBill Howell, U.S. Navy – Navel Weapons StationBart Lasner, Loews HotelsMarsha Marsden, U.S. Department of EnergyCynthia Olsen, Chickasaw Nation IndustriesDeborah Palmer, Department of Veteran AffairsFreda A. RichardsMichelle M. Ripple, Chickasaw Nation IndustriesVerna C. Robinson, Millennium Services 2000+, Inc.Jessica Santos, Palladian Partners, Inc.Ella Savon, The Churchill HotelAnya Smith, U.S. Department of EducationJoseph P. SmithBianca Terry, National Oceanic & Atmospheric AdministrationValerie W. Todd, Crowne Plaza Hampton MarinaOmar Torres, Courtyard by Marriott Isla VerdeHeather Turner, Station CasinosJodee Warner, EDJ Associates, Inc.Michael S. Wick, Air National Guard

WelcometotheBenefitsofNATCAPMembership

NaTcaP thanks all of our new members for joining with us. We know that membership in NaTcaP opens new doors

to professional growth and job success. We encourage all new members to take advantage of all of the benefits that NaTcaP membership has to offer:

1) Networking opportunities that will allow you to get to know your peers on a personal level while you exchange ideas and discuss work experiences;

2) continued learning through our educational programs to enhance the skills and knowledge critical to your job; and

3) Being a part of the only national body established especially for professionals involved in government meetings.

NaTcaP membership has great benefits in store for you. But, the best way to get the most out of your NaTcaP membership is to get involved by actively participating in a committee. So, as NaTcaP benefits its members, so do the members benefit NaTcaP. members bring a wealth of ideas, experiences, and energy to the chapter. We urge all members to maximize your NaTcaP experience. roll up your sleeves, get to work, join a committee, and help NaTcaP achieve even greater success.

NATCAPMEMBERSHIPDRIVEISUNDERWAY

YOUCANHELPNATCAPREACHITSGOAL

InviteaColleaguetoExploreNATCAPMembershipFor more information on membership and applications, visit www.sgmpnatcap.org. n

ChapterMembershipasofJanuary20=884

Membership By the Numbers

planners .......... 483Suppliers ......... 370other ................. 31

Communications Tracey Chapman, Travel Portland

Become a fan of SGmP NaTcaP on Facebook and get the latest updates, connect with colleagues, weigh in

on discussions, and more. To join us, click the Facebook icon at http://www.sgmpnatcap.org/. n


It’sShowtime!Rachel Sultzer, Hyatt Regency Crystal City

HostingtheWinterMeeting&TradeShow

having the opportunity to host the SGmP NaTcaP Winter meeting & Trade Show (Wm&TS) was a wonderful

experience. We were very lucky to showcase our property to government planners, contractors, and suppliers alike. With such an emphasis on the Government market this year due to the dramatic changes in the economy, hosting an SGmP NaTcaP event has given us a “leg up” within the industry.

The entire process was a great one. From start to finish, it felt as though we had planned this event with a close friend. It was enjoyable to work with the NaTcaP Board members as everyone had the same goal in mind. We wanted to work together as a team to ensure the success of the meeting. This gave us the opportunity to strengthen the bond between NaTcaP and hyatt.

as many of you know, the Programs committee submits rFPs for the upcoming year. Once the rFP was made public, we decided to bid on the Wm&TS. This meeting had been held in Dc in the past, and we wanted to bring it back to Virginia, and of course, to the hyatt regency crystal city. after we submitted the bid and were selected to the host the 2010 Wm&TS, the contracting process began. We worked closely with NaTcaP Board members, especially Quinn Bruster, cGmP, to negotiate the contract terms. after easy negotiations, the contract was signed and the real fun began!

Working with robin Dixon-Jefferson, cGmP, and June Campola from the Special Events committee was a real joy! These amazing women taught me the true meaning of patience, organization, and authentic hospitality. On event day, everyone was prepared and ready to pull together an amazing meeting. For the first time, in a long time, I was able to step outside my role as a Sales manager and become my counterpart, a meeting Planner! It was a true thrill to see the hyatt regency crystal city staff and the NaTcaP members work together as a cohesive group. Not only was I able to showcase my hotel to so many influential people, but I was also able to showcase myself by introducing the guest speaker, laura Schwartz. meeting Laura was an experience within itself, and I would have never had the chance to spend time with such an incredible person had we not hosted the Wm&TS.

The hyatt regency crystal city was honored to host the annual NaTcaP Wm&TS. The Government market plays a very crucial role in the success of our hotel. We have always and will always continue to appreciate and honor Government business. It has “rescued” us in times of need, and we expect it to continue to “rescue” us as the year progresses. We are looking forward to hopefully hosting again in 2011! n

WinterMeeting&TradeShowRecap Karen Castrillo, Sheraton Premiere at Tysons Corner

Since I have been a NaTcaP member, I have always looked forward to the Winter meeting and Trade Show (Wm&TS).

It’s such a great opportunity to see so many of my colleagues who may not be able to attend monthly meetings. This year, I was even more excited because I was part of the team that arranged for the keynote speaker and hotel for the meeting.

During one of our monthly Programs committee conference calls, we learned that the 13th annual Wm&TS would move to a new location—the hyatt regency crystal city. With a new venue, we discussed how we could “think outside the box” and try something different. how ironic that the two points from our keynote speaker, laura Schwartz, Former Special assistant to the President and the

White house under the clinton administration, were just that! This year’s Wm&TS not only offered some exciting changes, but

it also was one of our most highly attended meetings, with more than 250 registrations. Planners and suppliers attended to hear Laura offer insights into meeting planning. She spoke about topics from working with the White house to “The Networking Power of Social Events.” as a supplier, it was nice to hear Laura focus on partnerships and how important it is for planners and suppliers to collaborate. She provided us with so much motivation and inspiration that I was moved in many ways to “think outside the box.” her message was directed to planners but, as a supplier, I too benefitted.

In this very competitive industry, we all know how vital it is to be as creative as possible in our business dealings. This is when we try not to do things the usual or the normal way, but instead, when we “think outside the box.” Laura said (and I agree) that being creative will allow us to connect more with our clients.

Each month, we meet to collaborate and network with each other and new relationships are created. Laura really addressed this, and people at my table agreed and really learned from her session. Before her session ended, Laura gave the suppliers a huge applause as we exited to the Exhibit hall to prepare for the trade show. I learned from the planners who visited my booth that Laura’s talk inspired them to reach out to suppliers and to visit each booth to connect with them.

I was very happy to learn that we were not forgotten once we left the room. and, as part of the Programs committee, I was especially pleased with the success of the Wm&TS and the outstanding job of the hyatt regency crystal city! n

ProgramRecap–WinterMeeting&TradeShow It’sShowtime!


WinterMeeting&TradeShowPhotos

(Photos are courtesy of Don Webb.


NATCAP needs a Professional Photographer to shoot select NATCAP monthly meetings and special events. In exchange for services, complimentary advertising will be provided on the NATCAP Web site and in News & Views. Professional photographic equipment is required. NATCAP member preferred.

Communications

For more information, please contact TraceyChapman at [email protected] or at 301-681-0025.

Are you social media savvy? Do you have a nose for news? The Communications Committee needs you! Join our team and become part of the voice of NATCAP by contributing articles to our award-winning News & Views and helping to maintain our Chapter Web site and recently launched Facebook Fan page. If you prefer working behind the scenes to make a difference, this is a perfect committee for you! To join, contact TraceyChapman at [email protected]. n

HELP WANTEDPrograms

Everyone wants to hang out with the ‘in’ crowd, and now you have a chance. The Programs Committee is looking for very active individuals to join this FUN and ACTIVE committee. FUN people love to tell people what sessions they should attend and how to help their careers. ACTIVE people love to write articles, introduce speakers, and moderate sessions. FUN people know the best places to host meetings and the ACTIVE ones know how to get the members to attend. Are you missing some FUN in your life? Don’t miss your chance to join this ACTIVE committee!For more information, please contact QuinnBruster, CGMP, at [email protected] or call 202-357-5443.

The Membership Committee seeks energetic, motivated NATCAP members to join its ranks. The Membership Committee is responsible for Chapter meeting registration, new member recruitment, member retention, and outreach. Put your talents and experience to work. Help NATCAP reach its membership goals! To sign up, contact LaTonyaJackson, at [email protected] or submit the Committee Volunteer Form at www.sgmpnatcap.org/html/volunteer.html.

Community Outreach

Honors & AwardsHelpSaluteourNATCAPStarsThe Honors & Awards Committee needs creative and committed volunteers willing to recognize and reward our NATCAP stars. The Committee solicits nominations for planner and supplier of the month, selects speaker and winner gifts, and plans the Annual Honors & Awards Gala. Join now as we begin preparing for our milestone Silver Anniversary Celebration in 2011! For information, contact TraceyChapman at [email protected].

The Community Outreach Committee needs a few good men and women who are:• Genuinely excited to help make a difference with NATCAP’s

chosen charities• Able to help staff our committee table at monthly meetings• Willing to participate in monthly conference calls• Interested in writing an article for News & Views• Eager to help sell 50/50 raffle tickets at monthly meetings

For information, contact BrianChung, CGMP, at [email protected]. n

Membership

Special EventsDo you have a creative flare? Areyou willing to work hard? Doyou play well with others? The Special Events Committee (SEC) is looking for a few good men and women to join our team of dedicated volunteers. SEC is responsible for planning and executing the Holiday Celebration & Silent Auction, Winter Meeting & Trade Show, and our Summer Outing. For more information please contact RobinDixon-Jefferson, CGMP, at 202-493-6308.

Learn more about these committees and find out how you can become involved at the NATCAP Committee Fair held in conjunction with the March 17 monthly meeting at the Liaison Capitol Hill, Washington, DC.


News & Views

1/4 page = $125/mo

1/2 page = $200/mo

Full page = $350/mo

WeB Site BaNNer aDS

monthly rate = $125/mo

3-month rate = $200/quarter

6-month rate = $350/half-year

MAY 2009

NATCAP News & Views

Page 1

On the INSIDE

SGMP

NatiONal CaPital ChaPter

SgMP NaTCaP for ProfeSSioNal growTh

VoluMe 26, No. 9

&NewsViews

Society of Government

Meeting ProfessionalsNATCAP

SGMP NATCAP Board Members 2008-2009 ..............................

............2

President’s Column ..............................

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............................3

2009-2011 National Board of Directors .............................

....................3

Committee Reports:

Membership ..............................

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Communications ..............................

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Purposed Professional .............................

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A Note to Our Supplier Members ..............................

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.5

Under the Sea: Creative and Cost-Effective F&B Planning ...............6

April Chapter Meeting Recap ..............................

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April Chapter Meeting Recap Photos ..............................

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It’s Conference Time ..............................

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Board Report ..............................

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Family Day – A Lesson Learned ..............................

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...11

NATCAP By the Numbers ..............................

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Annual Education Conference ..............................

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.....12

Update on SGMP’s National Charity ..............................

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NATCAP Calendar ..............................

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5

Industry Calendar ..............................

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5

Visit NATCAP at: www.sgmpnatcap.org

Honors & Awards Gala

Sherry Tiggett, CMP, CGMP

Please join us in celebrating the end of our 2008-2009

program year by attending the NATCAP 8th An-

nual Honors & Awards Gala, Savoring Sweet Success. The

event is June 10 from 6:00 PM to 9:00 PM at the L’Enfant

Plaza Hotel in S.W. Washington, DC. Bid the 2007-09

Board of Directors a fond adieu, and hail the 2009-11 Board

members as they will be sworn in at the dinner. Building

upon our educational program-year theme of becoming

top-chefs, we thought it only appropriate that the dinner’s

theme serve as our Chapter’s just desserts!

Come see who will receive the Planner-of-the-Year,

Supplier-of-the-Year, Members’ Choice, and the coveted

President’s Award.

Admission is $35 per person, with a maximum of 5

sales per individual. Table sponsorships are available for

$400, $500, or $600 (please see sponsorship form for benefit

levels and amenities). To register for individual admission

or to sponsor a table, go to the NATCAP website, www.

sgmpnatcap.org, or to the Honors & Awards page and

click on the registration link. We are encouraging those

(Continued on page 6)

e-BlaStS on NatCap FlaSheS2 E-BLaSTS = $350

NatCap FlaSheS are sent to our members twice a month. Your e-blast ad will be listed in our

advertising section on a first-come, first-served basis. Please provide the company name, brief statement,

link, call to action, and contact information.

ToorderAdsontheWebsiteorNewsletter: Contact RenitaStreet, CGMP • 202-857-2666 • [email protected]

ToorderAdsonE-mailBlast: Contact LaTonyaJackson • 202-482-6031 • [email protected]

Reach more than 800 members By advertising your services or venues

Shoutit Out!

SGMP NATCAP wants YOU to Advertise!

CommunicationsAd


Honors&AwardsStephanie Soper, Seattle’s CVB & Ruthie Browning, CMP, CGMP, MayaTech

NATCAP’sAnnualAwards–Offtoa“Soaring”Start

NaTcaP’s honors & awards committee is pleased to announce the theme of this year’s annual honors &

awards Gala – “Soaring to Success!” Our event will be held on Wednesday, June 16, at the Westin alexandria, so please mark your calendars to attend this spectacular evening!

The honors & awards committee is hard at work on our celebration. We are thinking of new ideas and different ways to present the awards this year, so members and friends will have more time to mingle and get to know each other. So, get ready and start thinking with an open mind for a new format.

however, that doesn’t change the fact that we’re going to have a great time and celebrate our members who are soaring to new achievement heights. We want this to be a “good time for all.” as we move closer to the program, we want all planners and suppliers to begin thinking of people to nominate for the MeMBerS ChoiCe aWarD. This prestigious award is presented to a member who is voted on by the entire membership. Ballots will be available soon. Each member can nominate one person or him/herself only once.

CommitteeReport

Soaring to

SUCCESSSUCCESS While our members continue to soar in this year, budgets are not which is why pricing will stay at the 2009 levels. Individual tickets will be $35 per

person, and sponsorship levels will be available at $400, $500, $600, and $1,500 for table purchases and other opportunities.

We will continue to send new information about the event and the awards via News & Views, FLaSh, and Facebook to keep you informed. Be sure to keep an eye out for our table and announcements at upcoming monthly meetings!

If you have any ideas for the honors & awards Gala, please contact tracey Chapman at [email protected]. n

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MillerTyme

Tips,Quips,AdviceandInsightsfromtheSupplierSideTed Miller, CHME, CHSP, CGTP, Starwood Hotels and Resorts Worldwide, Inc.

How to Generate an RFP that Will Get You Results

From the Supplier side we see a great many variations on meeting

requirements being sent to us. While we certainly do not expect every planner to use the exact same format, the way you submit your information makes a difference in how we respond. Let us start with some basic information that is usually missing on most rFPs.

First, make a point to set up a template that you can use with basic information on your organization; who is attending the conference, why the event is being held, and what attendees should learn. State the city or cities you are considering, indicate whether the dates are firm or list a range of dates you can use. make sure you list your full contact information and the way you prefer to receive responses. This last part can save you a lot of time as it will show you who has read your rFP completely and will deliver the information to you in the most useable format. You can most certainly state, as an example, that you will not accept E-Proposals. remember, in creating a template, you are going to be able to change it for each meeting type you handle. This should then save you time and better organize your meeting information. (See sample of RFP on the next page.)

Next, make a grid showing the days of the week and number of rooms required each day. Let me show you what I mean:

Sunday, June 6, 2010 monday, June 7, 2010 15 125

Tuesday, June 8, 2010 Wednesday, June 9, 2010 125 125

Thursday, June 10, 2010 Friday, June 11, 2010 40 c/O

Never use numerals for the month—always spell it out and make sure you have verified with a calendar that you have the

correct day of the week corresponding to the day of the month. If you need suites or have staff rooms, list them in separate columns using a grid.

remember, if you do not put it in your information, then as far as we know, you do not need or want it.

The room block is one of the most crucial bits of information, and you need to be as exact as possible. Based on the city that is being used, it is possible that if a meeting runs until 5:00 Pm in the afternoon, some of those at the conference may need to stay another night based on flight availability. Do not list your block as 100% stay-over that last night unless you know for sure that everyone will not have a choice and must stay one more night.

as I mentioned earlier, telling us why you are having a meeting can help us offer the meeting space that makes the most sense. If everyone is going to have a lot of materials, make sure you state that in your rFP, and be specific. Explain what type of audio-visual equipment will be used and how it will influence the ability of your attendees to learn the material that will be covered.

make sure you list the factors that will influence your selection of a facility and how you plan to grade each proposal submitted. Be specific on the materials that are to be provided and the due date of the materials. If you set a deadline, you need to hold to it and not allow late offers to be considered. If someone makes a late submission, think of how they will perform if you select them.

If you decide that you want to provide a “Wish List,” better known as concession requests, make sure the items are reasonable. Do not take the concession list from a meeting that requires 250 rooms and put that same list on a meeting for 40. If you do, most of those who receive it will not take you seriously and will probably offer less than they might have if you did not submit a list at all.

There are other parts of an rFP that can help you get more of what you want. Send me one of your existing rFPs and I will address it in my next article. Naturally, I will not publish your name or agency to protect the innocent. as someone who reads numerous rFPs everyday, I am sure with my counterparts’ assistance that we can help improve your rFP and have more people wanting to submit offers to you. my contact information for this purpose is [email protected]. n


organization Name

Conference Name

City or Cities being considered

Dates for conference • Firm dates or a range of dates

purpose of Conference

Day of Week Sunday monday Tuesday Wednesday Thursday Friday Saturday

Dates ______ ______ ______ ______ ______ ______ ______

Singles ______ ______ ______ ______ ______ ______ ______ Doubles ______ ______ ______ ______ ______ ______ ______

Suites ______ ______ ______ ______ ______ ______ ______

Staff ______ ______ ______ ______ ______ ______ ______

Meeting Space required

Day/Date Start Time End Time meeting Type Setup attendance

________ _________ ________ ___________ ______ __________

________ _________ ________ ___________ ______ __________

________ _________ ________ ___________ ______ __________

abbreviation index

G/S General Session T/S Theater Style S/r Schoolroom rDS rounds

B/O Breakout Session c/S conference Style U/S U-Shape h/S hollow Square

c/O checkout day c/r crescent rounds

contact ______________________________________________

address ______________________________________________

______________________________________________

Telephone ______________________________________________

Fax ______________________________________________

E-mail ______________________________________________

q contact me by E-mail q Telephone

q Submit your bid via E-mail q Fax q mail/Overnight

Submission Date Deadline _______________

Expected Decision Date _______________

Far regulations that apply; _________________________________________________________________________________

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

__________________________________________________________________________________________________________

SampleofRFP


VIPs!WhereDoISeatThematMyMeeting?

Wedding

Birthday or announcements

promotion

Do you have news to share?

Change of Job

Let us know. E-mail Tracey at [email protected].

VIPs!WhereDoISeatThematMyMeeting?Kathleen Ryan, CGMP, U.S. Air Force

In my job, I am often asked by colleagues something along the lines of “OMG! I have

Secretary and Mrs. Big attending my event along with other government officials, so now how do I arrange seating?” Seating can get quite complicated, especially if there are a large number of guests and a variety of officials attending. While there are general rules, various factors have to be considered: who is the host(s); what type of guests are coming (e.g., official government representatives, international guests, industry leaders, or community and civic leaders); and, what is the physical venue or room setup?

The first consideration is to determine the room arrangement. The nature of the event will drive the room setup. It is typical for meetings to be arranged with a center rectangle table or a U-shaped table. U-tables and table rectangles are commonly seen in meetings with the host at the “head” and others in precedence order down the table. conferences will vary depending on the intent. at times you may see a center table with the “heavies” seated at it and other chairs lined up opposite and behind. Or in the case of large gatherings, most meetings/conferences are set up in rounds, U-shaped, in classroom style, or in theater style, all of which have merits depending on the event. U-shaped rounds help promote conversation and interaction. classroom style gives the participants a place to

put books and take notes. Theater style is the least conducive for note taking, but the best for large gatherings if space is a limiting factor.

The second consideration is to determine who is hosting. The place of honor is to the right of the host/hostess. Place the host in position #1 and then the ranking guest to the right of the host. The next ranking guest goes to the left of the host and so on, back and forth down or around the table.

If you have high-ranking dignitaries and government officials, there will be precedence among the participants. Seldom will you see an event where these types of attendees are invited to an event and told to fend for themselves for a seat. Once you have a precedence list or rank order 1, 2, 3, etc. of your attendees, use it to seat them.

There may be times when deviation is necessary. Take into account disabilities. consider where you might place a person on crutches or in a wheelchair, a blind person, or one who cannot hear or has partial hearing. remember to account for service animals or attendants when developing your seating plan.

The sample diagrams below will help visualize precedence seating. n


DesignationsAdministeredbyHSMAIDeidré Young, CMP, CGMP

The hospitality Sales and marketing association International (hSmaI)

and the hSmaI University offer four certification programs:1. certified hospitality marketing Executive (chmE);2. certified in hospitality Sales competencies (chSc);3. certified in hospitality Business acumen (cBha); and 4. certified revenue management Executive (crmE).

CertifiedHospitalityMarketingExecutiveHSMAI, with assistance from Educational Institute of the

American Hotel & Motel Association, has administered what has become the Certified Hospitality Marketing Executive (CHME) certification since 1974. To obtain the CHME designation, a candidate must be actively employed within the hospitality industry (lodging, airlines, cruise lines, car rental companies, convention and visitors bureaus, and other related segments) and meet three pre-examination requirement summaries listed below:

• a summary of your professional experience. • a summary of your association service—not just in hSmaI,

but in other related customer/industry associations as well. • a summary of your education, to include your college

background, industry-related educational programs, and seminars and conferences.

The pre-examination process assigns points based on experience, association service, and education listed on the summaries each candidate submits. a minimum of 250 total points is required, with a maximum of 125 points in each of the three summaries.

Following review of the pre-examination materials, candidates must complete a written, proctored examination, and submit a research paper of no less than 2,500 words. The paper’s subject must first be approved by a staff administrator from the hSmaI certification commission.

a complete application package includes the completed application; the three pre-examination summaries; proposed research paper title and brief outline; applicant’s resumé; name, title, and address of candidate’s supervisor; and the application fee.

CertifiedinHospitalitySalesCompetenciesTo obtain the Certified in Hospitality Sales Competencies

(CHSC) designation, candidates must be currently and actively employed in the lodging industry; complete a pre-qualification application, and then pass an online examination.

The pre-qualification component includes industry and industry-related experience, association service, and educational aspects, with a required total of 50 points attainable from any combination of the following:

• professional experience: a minimum of 5 points may be applied for sales-related experience in the lodging industry, to be verified by hSmaI.

TheCertificationAlphabetBlocks

• association Service: a minimum of 10 points may be applied according to the outlined allotment system for hSmaI activities, industry, and community service.

• education: a minimum of 20 points may be applied from a combination of outlined academic and continuing education sources. courses taken as a full-time college student and student work experience do not apply in the areas of Experience and association Service since a specific number of points are granted for college attendance and completion under the Education section.

ExaminationComponentThe examination component of the certification requirement

consists of an online written examination. Following verification and approval of the pre-qualification point schedule, hSmaI will notify the candidate and, upon payment, a password to access an online study guide (or a book) will be sent.

When the applicant is ready, he or she will be given a password to take the online exam. The purpose of the online examination is to test the candidate’s capacity to apply knowledge and skill acquired through study and experience in developing solutions to problem situations, and the ability to communicate thoughts and decisions in writing. a passing grade is successfully answering 70% of the questions. The candidate will know immediately if he or she has successfully completed the examination.

Costscosts for hSmaI member candidates include a $75 non-

refundable application fee plus the $295 exam fee if certification criteria have been met.

Non-hSmaI member costs include a $100 non-refundable application plus the $395 exam fee, which includes a six-month hSmaI membership for successful candidates.

CertifiedinHospitalityBusinessAcumenCertified in Hospitality Business Acumen (CBHA) is a new

certification offered by HSMAI University and Johnson & Wales University-Denver (JWU-Denver). To qualify for the CBHA, candidates must demonstrate industry experience in certain areas and successfully complete two unique training courses offered by HSMAI University and JWU-Denver—Managing Business Results and Managing Revenue.

candidates are given the opportunity to manage a hotel from the Gm’s chair and to fully grasp the total hotel picture. The program provides skills and outlooks to increase candidates’ effectiveness in their current position while at the same time preparing them for broader responsibilities.

Designed around the renowned hotel management simulation called hOTS (hotel Operation Tactics and Strategy), this simulation course has been offered as a core management course to major hotel chains and as upper level courses at noted hotel schools such as cornell, UNLV, Umass, and Penn State. hSmaI University is the only professional association to present the course to the public.

(Continued on page 17)

1

3

2


CGMP

TheRoadtoCGMP

QuestionoftheMonth:HowhastheCGMPImpactedYourCareer–What’sYourROI?Carla Cannonito, CGMPInterContinental Hotels Group (IHG)

as a former high school and college cheerleader, my years were spent “shooting for the stars”, “movin’ to the top,”

or “being aggresssive”. my business career, as a hospitality sales professional is no different.

In 2008, I sought cGmP certification as a key performance objective of IhG’s annual performance evaluation process. It was a way to improve my understanding of the needs of my government customers. as I reflected on my course experience and certification, I realized not only did it provide the continuing education that we all need to remain competitive with our colleagues—it changed my stature in the eyes of the government customer. The cGmP certification is your “uniform” or your designation as part of a group of hospitality sales professionals that are knowledgeable, trained, and skilled in the niche market of Government acquisition and contracting specifications.

No other market segment has the requirements that the U.S. Government segment mandates by Federal law. No other industry is growing as the Federal Government in the current economy.

I’ve found cGmP certification not only beneficial but critical to my continued success. It has conferred a sense of confidence in my abilities to serve the SGmP Planner community.

Summed up—“what’s my rOI?” S-U-cc-ESS, cGmP is the way I spell success! n

Costsregistration for members is $995 and $1,155 for non-hSmaI

members (includes one year hSmaI membership). Late registration (2 weeks out) for members is $1,095 and $1,255 for non-hSmaI members (includes one year hSmaI membership).

CertifiedRevenueManagementExecutiveCertified Revenue Management Executive (CRME) was

designed for Individuals working in revenue management in the hospitality industry. If they meet the minimum qualifications, they can take an online examination offering them a chance to confirm their knowledge, experience, and capabilities in their field.

To qualify, candidates must obtain a minimum of 50 total points in the following areas of the application:

• professional experience: a minimum of 1 point and a maximum of 10 points may be applied for revenue management experience in the lodging industry, to be verified by hSmaI.

• Scope of last Calendar Year responsibilities: a minimum of 3 points and a maximum of 25 points may be applied for revenue management experience, to be verified by the candidate’s supervisor’s signature.

• higher education Coursework: a minimum of 20 points is required.

• hSMai University Courses/Webinars & Non-academic Coursework: No minimum required.

• association Service: a minimum of 1 point and a maximum of 10 points may be applied, to be verified by hSmaI.

Once your application has been approved by hSmaI University, and the application fee submitted, candidates will receive the study guide, Defining Revenue Management: Top Line to Bottom Line. candidates then notify hSmaI U when they are ready to receive a UrL and password to access the online exam.

CostshSmaI members pay a non-refundable application fee of $75.

Upon confirmation that candidates meet the criteria to take the exam, a $295 fee is charged to take the online exam.

Non-hSmaI member candidates pay a $100 non-refundable application fee and a $395 exam fee.

To learn more about certifications offered by hSmaI, visit: http://www.hsmai.org/resources/certification.cfm. n

Designations Administered by HSMAI (Continued from page 16)

4


GreatExpectationsChris Bunting, Norfolk Waterside Marriott

It’s almost that time again…the SGmP annual Education conference is may 19-22.

Expectations always run high before the event. Each year the attendees of the conference enjoy great networking opportunities and education. The staffs of the host city, the hotels, and venues will roll out the red carpet. New relationships are created, topics learned, and fun is had by all.

Of course, each year I hear that some suppliers complain about the trade show at the conference. “Not enough people came by my booth.”“I am not getting a good ROI out of this trade show.”

“Came by my booth”, “Return on investment?” are you serious? What were you expecting? Did you invest anything personally for these shows? Did you really network?

Take a moment and ask yourself these questions.ADid i attend some events, then “work” in my room most of

the day?ADid i miss events to visit with family and friends in town?ADid i fly in the night before the trade show then out after

the show?If you answered “Yes” to any of these…you are correct. Your

company may have not gotten the expected rOI.as most of us already know, the SGmP annual Education

conference is not your typical trade show. You can’t expect to follow the “FaILING” business model from

other shows. You know the steps…1. register for trade show2. Send pre-mailer postcard or e-mail3. Set up booth4. Show up at booth on exhibit day5. collect rFPs6. Follow-up with contactsI realize all of you have heard this before…so really listen this

time. “Sales” is about relationships. There are great opportunities to meet people and create new relationships at the annual conference. Give greater value to the education and networking portion of the conference. You need to think about truly attending this conference and not just exhibiting at it.

Want to have a successful conference this year? Try this business model:

1. register for the trade show2. register and attend cGmP class3. attend events4. attend educational sessions5. Network at breaks and between formal events6. make new friends—both suppliers and planners7. remind people to stop by your booth8. Visit with old and new friends at your booth9. Keep in contact with those you met after the showYou need to realize this process will take some time. Trading

cards at a class does not qualify for a relationship…but it is a start. If you “invest” your efforts in the proper areas and have realistic

expectations, the SGmP annual Education conference will provide needed results. n

GreatExpectations

What’s On Your Plate?

Early Head Start National Orientation conferences with expected attendance of 700-800 per meeting. We've already held two this year:

January 8-11Grand Hyatt Washington

February 1-4Gaylord National Harbor Resort & Conference Center

We're hard at work on two upcoming conferences:

March 1-4Marriott Wardman Park

March 8-11National Conference Center

Tecumseh Deloney, cmP, cGmP, ZErO TO ThrEE andrenita Street, cGmP, ZErO TO ThrEE n


Please join us at the Society of Government meeting Professionals’28th annual Education conference and Trade Show!

Experience the value of SGmP’s education resources and networking byearning up to 2.5 cEUs, gaining insight from renowned speakers, and enjoying industry forums and events with your colleagues.

register at www.sgmp.org.

host hotelshyatt regency Crown Center Westin Crown Center2345 mcGee Street One East Pershing road Kansas city, mO, 64108 Kansas city, mO, 64108Tel: 816-421-1234 Tel: 816-474-4400Fax: 816-435-4190 Fax: 816-391-4438www.crowncenter.hyatt.com www.westincrowncenterkansascity.com

registration Fees(fees are subject to change)Government Planner member $325 Government Planner non-member $400 contract Planner member $410 contract Planner non-member $575 associate Supplier member $550 associate Supplier non-member $1,115 Supplier member (non-exhibiting) $610 Supplier non-member (non-exhibiting) $1,175 retiree member $325 Guest $335Educator/Student member $280 Gilmer awards Banquet $75

See you in Kansas City…For updates, go to www.sgmp.org.

For questions, please contact the meetings Team:Chris Middleton, cGmP, Director of conference Services

Mark harvey, cGmP, Program and Events manager703-549-0707

SGmP • 908 King Street, Lower Level • alexandria, Va 22314

Plug into Kansas cityMaY 19-22, 2010

Back by Popular Demand!

CGMP Course & Exam: May 16-19

Supplier Bootcamp: May 18-19

New this Year!Protocol & the Government

Meeting Professional: May 18-19

2010AnnualEducationConference

Get CoNNeCteD to SGMp


Newsletter of the Year; 1999-2003, 2008

2010ProgramYear“Elevating Education”

NATCAPCalendar

Board Meetings:MarCh 9hampton Inn Washington Dc convention centerWashington Dc

april 19hyatt Fair Lakes • Fairfax, Va

MaY 11Doubletree hotel annapolis • annapolis, mD

JUNe 8hampton Inn National harbor • Oxon hill, mD

Chapter Meetings: MarCh 17hosting and managing International meetings and Events The Liaison capitol hill, an affinia hotel • Washington, Dc

april 13collingwood Library & museum on americanism • alexandria, Va

MaY 19-22annual Education conference • Kansas city, mO

JUNe 16honors & awards Gala • Westin alexandria • alexandria, Va

contact Quinn Bruster, cGmP, at [email protected] if you have questions about the schedule.

check the NaTcaP Web site, www.sgmpnatcap.org, for updates to the chapter calendar. If you’re interested in attending/observing an upcoming NaTcaP Board of Directors meeting, please contact Cindy Barner, cGmP, at [email protected] in advance to ensure space/seating is available. n

IndustryCalendar

Spring

MAY15-19TIA International

Pow WowOrlando, FL

ACTE Global Education Conference

MAY16-18ACTE Global Education

ConferenceChicago, IL

MAY19-22SGMP Annual Education

ConferenceKansas City, MOwww.sgmp.org

MAY27ASAE Springtime ExpoWalter E. Washington

Convention CenterWashington, DC

JUNE2ECEF

Washington, DC

JUNE16-17HSMAI Affordable

Meetings WestLong Beach, CA n

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