Footprint Management Systems Inc.

Spending Time in the Shallow End of the Pool

2012-01-16T11:50:00.003-07:00

I had such a Judgy-McJudgerson weekend….it was awesome!

The stars aligned and brought me the Miss America Pageant on Saturday, followed by the Golden Globes on Sunday. Obviously I was #winning.

Let’s break it down…shall we?

To be clear and to remind all of us beforehand, the Miss America Pageant is a “scholarship competition”!!! (stamps feet, raises eyebrow). Therefore….they must have written an essay or solved an algorithm to qualify…right? Nope! There is an evening gown, swimsuit, talent (cough) competition followed by a Q & A with the judging panel. Oh and the judging panel? Let’s just say, MENSA Members need not apply. How do I know this? One of the judges names rhymed with Kardashian.

They added a fun twist for the viewers at home by including little nonsensical tidbits about the finalists that appeared in text at the bottom of the screen. Information such as, Miss Illinois is “afraid of windmills”, or Miss Oklahoma “knows how to give a cow a pedicure”.

Miss Illinois eventually was crowned the winner, which proves that just because you suffer from Anemomenophobia, doesn’t mean that you can’t achieve greatness.

FYI…even after watching the pageant whilst consuming chipits of un-melted fondue chocolate (from the bag no less), I still went to bed feeling pretty darn good about myself.

The pageant was simply a primer for my Sunday night, which was spent watching the Golden Globes hosted by the hilariously inappropriate Ricky Gervais. After hosting the 2011 Golden Globes he received a lot of criticism, but responded to said critics by saying that the Golden Globe audience "wasn’t a room full of wounded soldiers" but "the richest, most privileged people in the world!"

True. Get over yourselves people.

All in all, the time spent watching both programs was 5 hours of my life that I will never get back. I could have exercised my right to change the channel to something less trivial like Hillbilly Handfishing, but instead I turned it into a learning experience. Here are my “take aways”:

Give them space: Unless you are going to teleport the winners to the stage to accept their award, provide sufficient space between the tables allowing easy access to the podium.

Don’t rely on technology: When the teleprompter froze and Julianne Moore and Rob Lowe had to rely on (gasp) their improvisation skills until a paper script was handed to them…it just proved that even the biggest budget events need to have a back up plan.

You get what you pay for: Personally, I don’t think that Gervais was irreverent enough this year, but that didn’t keep me from watching the entire 3-hour telecast. I watched because something might happen. The Hollywood Foreign Press knew what the potential was when they hired Ricky. Takeaway for planners? When you are hiring a speaker for your event – always do your research; get references and recommendations; ask to see clips of previous engagements.

Have the courage to try something new: The weird bits of information that appeared on the bottom of the screen during the Miss America pageant was a good idea gone bad. We all know that each gal wishes for world peace so we don’t need to be reminded of it. The vacuum between “wishing for world peace” and being “afraid of windmills” could have been filled with information such as, “volunteers at her local shelter”. I’m just sayin.

Next up? The Oscars!!!!!! I might even melt the fondue chocolate next time.

Judy

Don't pee on me and tell me that it's raining....

2012-01-06T10:25:00.006-07:00

One of my very few (okay, okay..I have more than a few) pet peeves in life is being lied to…or deliberately misled, or manipulated or B.S.’d. I don’t think any of us like it. It makes us feel a little dirty and not in a good way. I have a B.S. meter that is very sensitive and reacts quite quickly and accurately around even small, seemingly innocuous piles of steer manure. Oftentimes, when listening to a conversation, I gauge the B.S. factor of the exchange. A high B.S. factor sometimes results in raucous laughter and snorting coffee out of my nose…that is, until I realize they were serious. Then I get peeved.

Why this sudden interest in B.S.? I actually got thinking about it after reading the blog post, “This Post is Filled With Bullshit” by Erika Napoletano on her blog RedheadWriting. NOTE: This gal is funny and smart and yes….you should also follow her on twitter. She shares my dislike of thinking inside/outside/underneath the so called “box” and plus…she uses pretty colours on her blog and rumour has that she might be giving away ponies….

I believe that my sensitivity to B.S. came from my upbringing. Yes….I am going to blame my parents for something else. It started with “Are we almost there?” to which they responded, “only a few more miles”. Hours later (no…not very perceptive at that age), I would realize that my parents were lying and that Hell No! we were not almost there yet.

The Correction Line

2011-12-30T11:39:00.003-07:00

(photo courtesy of www.veezzle.com site)

Do you know what a “Correction Line” is? Don’t feel badly if you don’t….it is an obscure land survey term that is used when a slight correction is needed. You can actually see a correction line when you are driving down the road. For example…you may be driving north in a boring straight line and then seemingly out of the blue, you will come to a sharp corner that will perhaps take you east for maybe 500 metres, followed by another sharp corner that will take you north again, returning you to the original direction of travel. That is a correction line. You might have seen these and said to yourself… “was the road builder medicated at the time?” or “Did someone make a mistake?”. Correction lines are not mistakes, they are necessary to compensate for the curvature of the earth’s surface. If we didn’t have correction lines appearing every now and then, we would have chaos (yes, I will admit that was a bit over dramatic).

Okay…so now let’s go on a wee bit of a journey. Are you willing? What about taking the same principle and applying it your life direction? Instead of the same old, same old resolutions like losing weight, quitting smoking, exercising more (all very valid, meaningful resolutions)….instead of making traditional resolutions…why not resolve to create a Correction Line in your life direction. No rules, no one will judge you – this is a gimme. You can take a short diversion to get your life back on track.

What will you do with your “correction”?

Use it for education: Let’s face it….the world seems to be going to hell in a hand basket. If I see one more commercial showing a momma polar bear separated by her babies on an ice flow, I don’t know what I am going to do. During your correction, you could begin educating yourself about the world in which you live. You could educate yourself about global warming and how it has and will continue to impact your life.

Use it to see/look/become aware: Take some time to become aware of the world around you. WARNING! This will involve removing your head from the sand (we are all guilty of this from time to time)

Use it to advocate: Advocate for others less fortunate, who do not have a voice.

Use it to give back: Make your community a better place.

Use it to make a plan: Are you making the most out of that thing called “life”?

So what do you think? Do you want to try it with me? Tell me what you would do with the opportunity?

Judy

The Bonus Sandwich

2011-12-22T09:11:00.002-07:00

I was watching my hubby make some tuna sandwiches the other day. He mixed the tuna with some Miracle Whip (not mayonnaise), added some chopped onions and then combined it until it was just perfect (I prefer dill pickles in mine). Then…he removed four slices of bread from the bag and buttered them thoroughly. Finally he began to transfer the tuna onto the buttered bread, methodically spreading the tuna out to all of the edges of the crust. After he had made the two sandwiches, he realized that he had enough remaining tuna for a third, albeit smaller, sandwich. A tiny smile tugged at the corner of my mouth......I said to him, “You are lucky! You are getting a “bonus” sandwich!”

I began to think…..why can’t we look at our lives like it is the unexpected “bonus” sandwich? Would we greet the day differently if we did? If we got up each morning and said to ourselves, “I am going to live today as if it was a bonus….given to me unexpectedly. I am going to appreciate that I am healthy, that I live in a free country, that my children have clean water to drink, that we have enough food to eat. I am not going to look at my life through the eyes of a cynic…I am going to appreciate every beautiful nuance of today because tomorrow it could change.

It struck me that when we lack appreciation for the wonders which surround us and never take a moment to express or acknowledge our pleasure of simply being alive, we are shortchanging ourselves.

So…look at today and all of your tomorrow’s as your ‘bonus” sandwich. Unexpected…. and appreciated.

Judy

Table Topics

2011-12-20T08:46:00.001-07:00

Tis the season for a myriad of social interactions, both professional and personal: Office parties, large family gatherings, and even the random chit chat with folks that you bump into at the mall while shopping. Do these events make you nervous? Are you concerned that you will forget a name or commit a social faux pas?

Imagine you are spending your very first holiday season with your in-laws, surrounded by people you probably met only once (at the wedding). You meet Uncle Joe who drinks a bit too much which results in the occasional wandering hand; Auntie June who is a “close talker” and tends to spit a bit and, to wrap up this gaggle of fun, you have been seated for dinner next to Margaret who has recently experienced an unusual “awakening” while on sabbatical from her University teaching job. This “awakening” now precludes her from bathing regularly, leaving her smelling like stale tomato soup.

Tongue tied due to nerves, and on edge because of the group dynamics, you are hesitant to join in on the conversation.

There is an art to making great conversation, but many of us fall a wee bit short. That is okay because if we were all extroverted wordsmiths who love to hear the sound of our own voices…..it would be painful and probably mean that we were on Parliament Hill (wink).

Here are some tips to get you through the holiday season. DISCLAIMER – I took some (cough) artistic licence with these tips and they should be taken with a grain of salt:

Remembering Names: Face association and repetition can be helpful tools in remembering names. When you meet someone, repeat their name a few times (do this in your head – not out loud please) and associate their face with the name. It doesn’t always work, especially if you are meeting many people for the first time. If you are in a work setting and are exchanging business cards, try to take a moment to jot down something specific about the individual on the back of their card. It will be a useful reminder for when you return home, and need to begin putting faces to names.

If you have forgotten someone’s name, sometimes it is best to ‘fess up and say, “I’m sorry, what was your name again?”.

If all else fails….Listen!: Becoming a good listener is definitely a gift that many do not have. A good listener is both attentive, and reflective and focuses their full attention on those talking and being open to the conversation. Do not sit with your arms crossed, instead, lean in slightly, making eye contact (except when you are speaking with Uncle Joe or Auntie June). “Reflect” back which means to occasionally repeat back some of what they are saying so that they know you are listening, and that you have understood what they are saying.

Awkward Conversations: There are times when people want to over-share. Oftentimes this will occur in direct relationship to the amount of alcohol which has been consumed. If you feel you are going to become the conversation target of “TMI” (too much information), disengage yourself from the individual and walk away. If the TMI is a result of alcohol over-indulgence, you are doing them a favour by not staying to listen to all of the personal detailed information and sparing them potential embarrassment.

The Seating Chart: If you have been seated next to an Auntie June, Uncle Joe or a Margaret, you do not have a lot of choices available to you with the exception of jumping up to offer the hostess your assistance in the kitchen. You will be remembered as being “such a helpful” guest and no one will know that you had an ulterior motive.

The Safe Word: Lastly, if you are going to a social event and want to be able to signal your friend or partner that it is time to go, or if you need rescue…come up with a “safe” word before you arrive. Interjecting the safe word into the conversation will allow you to remove yourself from conversations or situations where you feel uncomfortable. Reminder!!! Unacceptable safe words are: Fire! Bomb! Gun! Rat! Bee! and finally, Spider!

Happy Holidays!

SS Event Camp

2011-11-09T09:43:00.003-07:00

Are you missing Event Camp Vancouver already? If you have the urge to revisit the theme song........here you go!

“GET YOUR GREEN ON”

Written by: Judy Kucharuk & Shawna McKinley

sung to: The Gilligans Island Theme Song

Just sit right back

And you'll hear a tale

A tale about a really neat game,

An App created by QuickMobile

“Get Your Green On” is it’s name

"Get Your Green On" is it's name

The mates were green meeting keeners,

The Skipper smart and sure,

They wanted to create something fun,

For the three day tour,

The three day tour.

The first mates and the Skipper too

Know that Get Your Green On is a test

Of how we can help you all know the difference

Between good, better and best

Good, Better and Best

Throughout the next few days my friends,

You will network and be inspired

But don’t forget to play the game

Sustainable actions are desired

So play along with us dear friends

We hope the game is fun

With check in cooooodes

And photo opsssssss

Twitteringgggggg

And Acts of Greeeeeen

So grab your phone,

download the app, sign on to play

Get Your Green on has begunnnnnnnn!

Judy

Are you a Dreamer?

2011-11-07T12:10:00.004-07:00

Have you ever been asked to work on a project with people whom you have never met? Or…..perhaps you have met them, but have never worked with them?

Such is the case with a committee driven event made up of volunteers (freely contributing time, effort and resources). At times, these committees are made up of “Doers”…..those individuals who always get the job done. But! Sometimes, the groups are made up of only “Dreamers” who, unfortunately, may not have the skill set to execute the task at hand. The perfect committee is made up of both “Doers” and “Dreamers”. Let me explain.

Dreamers are those individuals who always think yes before no. They do not see limits, only opportunities. Doers sometimes get frustrated with Dreamers because they are turning left when the Doer is turning right. They think differently and it challenges the mindset of the Doer. In essence…..they can make the project exciting!

Can someone be a Doer and a Dreamer? Yes, most definitely – but they are few and far between. If you have one on your team I suggest you treat them like a rare find. They are a little like a double rainbow or a Unicorn.

In the real world, a great collaboration needs the following:

1. You need a mix of both “Doers” and “Dreamers”

2. You need a “Dream Wrangler”: someone who can draw out the ideas from the Dreamers, keep them on track.

3. You need a leader: As much as you might be a committee, everyone needs a leader. You need a point of contact, someone to make decisions, give final approval. Committee’s can become very passive aggressive and leadership is integral to a successful outcome.

4. You need to create an environment of trust.

5. There needs to be an articulated goal that all parties understand.

Finally, it is important to know what your “Doers” and “Dreamers” need so that you can feed them. What I am saying is, that everyone participates in collaborative projects for different reasons and if you can identify what those reasons are from the beginning, you will better able to position them in the project so that they get what they need out of it.

Recently, the planets aligned for me in such a way that I was able to become a part of a unique collaborative process. I was asked by Dream Wrangler Tahira Endean to participate in the EventCamp Vancouver planning experience. Tahira is a "double rainbow" - she is both a Doer and a Dreamer and artfully worked her magic throughout the planning process. She assembled a unique group of both Dreamers and Doers from near and far. It was truly an amazing experience that is sending ripples exponentially throughout the network of those who attended.

So…..the next time you are working on a collaborative event, think about this process. Appreciate your Dreamers, because without them you wouldn’t push boundaries, stretch your imagination. Acknowledge your Doers because without them – it would just be a page filled with ideas.

Judy

A "green" Party Trick

2011-10-26T07:33:00.003-07:00

I thought I would share a couple of green event "party tricks" with you. One of my green event strategies is to save the coffee grounds from events/conferences/meetings for use as compost. I have a network of friends who are happy to receive the coffee grounds. Note: You can divide them up amongst a number of people. If I am working on an event out of town, I try to partner with a local organization and arrange for them to take the grounds (horticultural society, community garden, etc.)

It isn't a difficult strategy to achieve...you just need to arrange with your caterer to save the grounds and provide something for them to put the grounds in. I generally line a bin with a strong garbage bag (the wet grounds get heavy) and the caterer positions it beside the coffee maker. Believe me.....when you are serving coffee to 650 attendees, the grounds add up!

It occurred to me that my attendees didn't know what was happening behind the scenes. They didn't know that we were saving the coffee grounds. For some events I began posting a sign by the coffee station that informed the attendees that we were saving coffee grounds and what the grounds were going to be used for (use pictures to help to illustrate, perhaps a photo of a vegetable garden that received some of the rich compost).

You can take this one step further by having a chalk board or white board beside the coffee station where you can record daily, the weight of the coffee grounds going to compost. If your event is only a one day event, you can still do this.....simply post the results from the morning coffee and then the results from the afternoon coffee break. For multi-day events, you can share the impressive numbers via email in an "eco-daily". An "eco-daily" is an newsletter that informs the attendees of what has been accomplished each day.

If you don't inform your attendees, you can't influence them. Share the message, share the strategies, share the successes.

I believe that your attendee's have an inherent wish to "do good" and when you share with them that they are actually playing a part in something positive, they will respond positively.

Judy

Gone Fishin'

2011-10-03T07:42:00.004-07:00

As a Green Meeting planner, I tend to focus on the question, “what strategies can I implement during my event that will minimize the footprint while balancing the delicate equation considering people, planet and profits”. I admit it….I consider(ed) my actions (the action of the planner) to be omnipotent to the overall success of greening the event.

Recently, I had a gut check which resulted in an epiphany of sorts (don’t worry folks…..it wasn’t physically painful, just mildly embarrassing). While collaborating with Shawna McKinley, Director of Sustainability with MeetGreen on the gaming component of Event Camp Vancouver, I was tasked with developing the first draft of green action items. I had to consider these actions from an attendee’s point of view. At first, I struggled…..I was a bit discombobulated with the exercise. I am embarrassed to admit it, but as a planner, I never thought of it that way. In the past, it was always about me (my husband will agree with this). Me! Me! Me! What choices can “I” make that will lessen the overall footprint of the event? I was making these choices on behalf of the attendee. I mean….it made sense right…..?

Wrong!

During this exercise, I quickly realized that I need to get over myself (once again, my husband will agree). I need to recognize the tremendous impact of the individual personal actions of my attendees. It is wonderful if everyone uses the refillable water bottle that I have planned for and provided during my events, but it will be even better if they take the bottle home and use it everyday. It is called building a sustainable event “legacy of actions” (not an official term, but catchy nonetheless).

Oopsey daisy….there goes the light bulb and I find myself having an Oprah “ah ha” moment. Maybe I should sit down.

I realized that (in the past) I was not giving my attendee’s the power, the knowledge or the tools necessary to contribute personally to the overall footprint of the event. When they are at the event, I have made the choices for them, but am I negating the impact/importance of their personal choices?

· Travel

· Hotel Accommodation

· Transit

· Meals

The event might last two days, but if I really want to be a change agent, I have to find ways to influence long term behaviour…..daily actions at home and on the road; at work; at play.

How do I do this?

Realize that control and influence are two separate things. Control is what you have (wish you had in some cases) while planning the event. You are in the driver’s seat; you are the one negotiating with vendors, you are making choices. Influence is what you have with your attendee. You have the ability to influence behaviour through education and awareness. They are a captive audience…..don’t miss the opportunity.

Whew…..that was some heavy stuff; maybe I should lay down.

During Event Camp Vancouver, we are trying to influence the behaviour/actions of our attendees by reinforcing that behavior through the game application. We are making a case for a much more holistic approach to sustainable event planning, but trying to do so in a fun and interactive manner.

There is a famous quote by an unknown author that says, “Give a man a fish; you have fed him for today. Teach a man to fish; and you have fed him for a lifetime”. Well…….we are going fishing folks!

See you at EventCamp!

Why event planning sometimes feels like a bad/good/horrible first date…….

2011-09-27T12:38:00.003-07:00

Now…..you all are saying to yourself, “how is she going to make this comparison work?”, or “honestly….what some people will do to get attention on their blog”. But, I have been thinking about this for quite some time and there are some very real comparisons to be made between a first date and the relationship that a planner may have with a first time client.

The “Hugger”:

You all know what I mean……many of us have had experiences with a hugger. Generally, you get a sense of this during your first meeting when the client envelopes you in a great big bear hug, crushing her moon beads (her necklace….get your minds out of the gutter) into your chest. She is just “certain that you are going to do a great job”, because she is “sensing great energy” in the room. It actually was the hum of the air conditioner, but you don’t want to ruin her moment. Do not confuse the “Hugger” with ……

The “Cuddler”:

The cuddler is the client who seems really normal before and during the event, but afterwards, just wants to “cuddle”. And by cuddling, I mean they won’t leave you alone. They call you to go for coffee on a daily basis, they invite you to dinner, they text you with things like, “seems like just yesterday we were picking out menus together (insert happy face emoticon here)”. They want the relationship to continue, aka “lets be friends”. They cross the client/planner boundary. Unfortunately, you can never work for them again, because they probably will expect you to give them the “friends” rate. Don’t get me wrong, we all have clients who become friends, but the “cuddler” becomes a creepy friend.

“I just called to say I love you……”:

Kind of like the “hugger” and “cuddler” rolled into one. Terrifying….simply terrifying.

The stalker:

Not to be confused with the micro manager. The stalker is always watching or having someone else watch and report back to them. They don't want to be perceived as micro managing, so they delegate someone else to do it.

I’m not laughing at you, I am laughing with you:

The client who never takes anything seriously.

It’s not you…it’s me and by that I mean that it actually is you:

You just didn’t click, therefore you won’t be making event magic together today or well….ever.

The “quickie”:

This is the out of town client who contacts you via your website, you only ever speak with them on the phone, you only meet them in person the day of the event and then never hear from them again.

We just don’t share the same values….:

Your client is balloon arches and plastic table skirting and you are LED lighting and sustainable centerpieces.

The Daredevil:

“What do you mean we need a back up plan?”

The Passive Aggressive :

“Here you go (hands the planner a daily planner/notebook), I thought you might need a nice notebook, I notice you never write anything down”.

I welcome any other examples…..I am certain there are more out there.

Being an event planner is a constant test of communication skills. Not everyone will like you and you will not like everyone. That is life. However, you do need to get along with many different personality types and be able to switch up your communication strategies as new situations/personalities emerge. Planning an event is stressful for clients, many of whom look upon the success or failure of the event as a personal reflection of themselves. Stressful situations can bring out the best and worst in people, it is our job to (as Tim Gunn from Project Runway says) “Make it work”.

As Canadian as Rex Murphy

2011-09-11T14:54:00.004-07:00

I am Canadian. I am a proud Canadian. But......sometimes I forget just how wonderful it feels to be born and live our lives in this great country. I was reminded of that this week after having the distinct pleasure of hearing a keynote presentation by National Post columnist and CBC Radio Host, Rex Murphy. Rex was speaking at the 2011 BC Oil & Gas Conference in Fort Nelson, a conference which I had coordinated.

Murphy has a unique manner of drawing you in close to him while he is speaking. He tells stories of his life as a Newfoundlander and of the triumphs and the struggles of his fellow Newfoundlanders. He makes you laugh and he also can render a room silent in reflective thought. He reminds us that life can change in a heartbeat (vanishing cod fishery) and how having compassion for our fellow man is life changing.

Murphy is a wordsmith on a level that I had not seen before. He doesn't throw them around at random, he doesn't waste a word...instead he carefully selects each word he uses, artfully and intelligently weaving it into the presentation.

I am Canadian, but after hearing Rex Murphy remind us of how wonderful our country is, I hold my head up high as a proud Canadian.

If you ever have the opportunity to book Rex Murphy as a speaker......do not walk, but RUN to your telephone and contact the National Speaker's Bureau. He is simply that good.

Judy

The Last Password Standing....

2011-08-26T09:49:00.001-07:00

“Please choose a new password”. As my eyes skimmed the five words, I felt sickened…..almost light headed with the realization that today might just become THAT day….the day I had known would come eventually, but that I had feared with an unhealthy fear…..today would become the day that I end up using, “the last password”.

How did this happen? How did we get here….now…today? What led up to this moment (insert 60’s psychedelic swirls here)?

We are all born with a certain number of things; the obvious are arms, legs, fingers, toes….brain cells, ovum, etc. But…I also believe that the human body contains a limited supply of computer passwords. Yes….that is correct. It is a little known fact that we are born with a limited supply of these word/number/uppercase/lowercase combinations and that when you run out – you ARE out. Sure, you can go back and begin reusing something that you used in the late 1990’s but honestly, you are sacrificing your online security.

A good password is like an old friend. It roles off your fingers onto the computer keyboard with nary a backward glance. A bad password makes you stumble, trips you up. We all do the unacceptable with our password selection. A good password with good “security strength” contains a magical combination of uppercase and lowercase letters with a few numbers thrown in for good measure. It shouldn’t be your wedding anniversary date with the initials of your children thrown in; it shouldn’t be the name of your first boyfriend/girlfriend. It is supposed to be completely random and hard to remember because if it is hard for YOU to remember, then it certainly should be difficult for a hacker to hack.

My point is….we all have had good passwords in our lives and bad passwords. A good password is comforting like a warm blanket, a bad password irritates you every time you use it.

Which brings me to now…today, the day that I might have to break out my last good password. Why is it my last? I honestly don’t think I have another really great one in me. I always thought that I would be in my 60’s or even 70’s before I used my last really good password, but between the online banking, itunes, facebook and now google+, I have used up my passwords like the U.S. government has used up stimulus funds. And now it is time to pay the piper.

Walking out to the yard with the shovel, a rush of emotion washes over me and I prepare to dig up the canister that contains my last, perfect, password. I have secured it much in the same way as the cold war launch sequence codes or the Cadbury secret. As I began to dig one hole, then two, then three I realized that perhaps I should have told someone where I had buried my hidden treasure.

Bits & Bytes

2011-08-24T19:52:00.000-07:00

For any of us who travel for work regularly and stay in hotels, access to the Internet is a not an added benefit, it is a necessary amenity. I don’t even like to refer to it as an amenity (a useful or pleasant facility or service), because to me, an amenity is the little shampoo’s in the room or the strange little shoe shine foams. No…. Internet access for me is a requirement and I compare it to having access to a telephone in the room, or sheets on the bed.

I have stayed in hotels where the internet access costs me ten dollars a day, isn’t wireless and the cord they provide is 4 ½ inches long ensuring that my comfort is compromised. I have stayed in hotels where the access is “wireless” which is code for only having two bars of signal strength. My favourite marketing ploy by a hotel is the signs that state, “free internet” and then they limit how much I can use it OR the server that they are using limits how many guests can be online at any given moment. They installed the server in 2001 when the hotel had only 40 rooms and since then have gone through an expansion and now have 120 rooms but the server hasn’t been upgraded to accommodate the additional potential users. As a consequence, you can only get online at weird times like 3:45 a.m. or 2:00 p.m.

Strangely enough, the best Internet access service I have received is at a smaller, privately owned hotel. It is at these establishments where I have access to free WiFi with great signal strength and I can work well into the late evening or begin early in the morning. No 4 ½ inch cords, no limiting bits and bytes.

These are some “fun” experiences I have had with Internet use while traveling:

Pay me once, pay me twice – You log onto the hotel Internet and it informs you, “There will be a $10 charge per day for Internet access – please check the box if you agree”. So you check the box and proceed. You go to check out the next morning and you see a $20 charge on your bill for Internet access. Mistakes occur, make sure you check your bill carefully.

I am not a geek – so don’t baffle me with terminology. All I want to do is check my email, send and receive some information and perhaps check my facebook.

Don’t lie to me Argentina – When I can’t get on the Internet and you tell me it is because I have exceeded my free bits and bytes amount…I call steer manure on that one. Do you know how I know? I know that I didn’t exceed my free bits and bytes because I HAVEN’T BEEN ABLE TO ACCESS THE INTERNET SINCE I ARRIVED!!! (sorry, I will use my inside voice from now on). So, don’t try to sell me a package upgrade – just provide me with what you promised when I checked in.

I am not Lounging in the Lounge – (In response to your suggestion to solve my broken internet access in my room) No, I don’t want to go into the lounge where you offer free WiFi….unless of course, I can go down there in my pajama pants.

Is there a moral to this story? No, not really….did writing it make me feel better? You bet!

Are you a fast talker?

2011-08-12T12:22:00.003-07:00

Have you ever sat through a power point presentation, bored to death, eyes barely able to focus on the power point slide because it is filled with numbers and lines…..the guy/gal presenting is speaking in a monotone voice with no highs and lows to their pitch, filled with “um’s and ah’s”. Have you begun counting ceiling tiles or light fixtures or maybe even have begun pulling on a wayward thread on your sweater, hoping that somehow it will make the presentation go a bit faster? You begin thinking about spontaneous combustion and wondering if it could really happen and if it did, could it happen here, in this room, with these people, now…..during the presentation. You drift off and are startled awake by limp applause and the sudden realization that you were drooling and probably mouth breathing.

I have been to these presentations. They can certainly be a challenge to sit through. What if the challenge was the other way around? What if the challenge rested on the presenters’ shoulders? What am I talking about? I am talking about Ignite presentations; 5 minute powerhouse presentations on any subject with a power point presentation set to auto advance the slide every 15 seconds. Keep up with the slides or risk embarrassment.

Now you are interested…..right? No matter how boring the subject matter, you are going to be watching and listening and waiting to see if the presenter can get his/her point across in the 5 minute time limit. Bring on the popcorn! You will now be leaning forward in your seat, no longer pondering such things as spontaneous combustion.

Introducing the Ignite session. 20 slides, but only 15 seconds per slide before the slide auto advances. Now that is a challenge! The tagline of the Ignite session is “Enlighten us but make it quick”. It originated in Seattle in 2006 with Brady Forrest and Bre Pettis of O’Reilly Media. It took off and over 200 Ignite Sessions have been held since.

I have scheduled an Ignite session into a conference I am currently planning. We sent out a call for presentations with a couple of caveats. The first being that topics were provided; community, leadership, change or social responsibility, and the second was that they needed to name a local charity in their proposal. Why the local charity? We threw a bit of a twist into the session. We are going to have the audience vote on the best presentation and the winner will receive $1000 to pass along to their favourite local charity. It is a win win!

How did it all turn out? Well, ask me in about a month after the conference is over. I will either have a big toothy smile and a bounce in my step, or I will be seen walking along with my toes dragging, shoulders slumped and a nervous tick.

Wish me luck!

Java "Script"

2011-07-24T12:01:00.003-07:00

Do you ever get confused by the labels on coffee? Fair Trade, Bird Friendly, Shade Grown, Organic, Rainforest Alliance……and so on. It can be frustrating to wade through all of them in a quest to be more “socially responsible”. You almost need to bring along a dictionary when shopping to figure out what everything means.

Then….once you have determined what kind of coffee to buy, you have to consider what kind of cup you are going to drink it in. Are you going to use a china mug, or a TO-GO cup and is that TO-GO cup plastic? And if so, is it BPA free? And what the heck is BPA and why should I care about it?

Advertisers know this and they also know how to wordsmith themselves into your shopping cart. Which brings me to a conversation I had recently with a 20 something young lady with a tight budget. Disclaimer alert***Please bear in mind that while the premise of this story is real, the other part is made up to make it funnier and/or to protect the innocent :)

Melissa was shopping at Rostco (the uber wholesale store) and was on a tight budget. She desperately needed to restock her coffee supply and had been standing in front of the coffee selection for the past ten minutes, unable to make up her mind.

Normally Melissa purchased Fair Trade coffee beans and then ground them at home. On this particular day, she was struggling with the price difference between the Fair Trade coffee beans and the remaining brands on the shelf and unfortunately was going to have to purchase a “non” Fair Trade brand of coffee until her bank account recovered sufficiently. Normally the two or three dollar difference didn’t weigh that heavily on her decision making process, but after watching a television marathon of “Til Debt Do Us Part”, Melissa had been bitten by frugal bug and her grocery “money jar” contained a limited supply of purchasing power.

Not willing to completely abandon her sense of social responsibility, she was carefully weighing the choices before she made her decision. There were two different types of coffee and each indicated that, while they weren’t Fair Trade, they did give a portion of their profits to children. Hmmmmmmm…..Melissa was perplexed. Does she buy the coffee that supports children in sports? Or does she buy the coffee that supports children in the Arts? Relieved that she had brought along her iphone, Melissa quickly Google searched each coffee company prepared to compare “apples to apples” or actually, “coffee to coffee”.

Each company extolled the virtues of their corporate social responsibility and generously listed all of their community accomplishments. Satisfied that she had done her due diligence, Melissa decided to purchase the coffee from the company that supported the children in the Arts and reached for a bag. It was at this point, that out of the corner of her eye, she spotted a ribbon on the corner of the other coffee package. After pausing to examine the ribbon more closely, is appeared to be cream coloured with a gold edge. The presence of a ribbon on one of the bags certainly trumps the sports versus arts comparison. “What does a cream ribbon with gold edging support?” Melissa wondered aloud, getting more frustrated and confused by each passing moment. All she wanted was a bag of coffee – but all of a sudden that simple bag of coffee was becoming a personal and political statement.

Once again taking out her iphone she Google searched “what does a cream ribbon with gold edging stand for?” and watched the search icon blink…..and blink….and blink. The answer? Ribbon status: pending.

To make a long story short, unable to make an informed decision that would enable her to sleep at night, Melissa left Rostco without purchasing any coffee.

Like I said, I took the liberty to change a few things in the story, but the premise remains the same. Advertisers like to baffle us with steer manure in an attempt to gain our purchasing power. Melissa was an informed individual willing to research her way towards a coffee purchase and even she was left confused.

I should have something eloquent to say now to wrap this up. A famous quote about choices, a comment about sustainability…..but I have nothing.

Making decisions in the 21^st century is exhausting and stressful. Make the right one and you send a child to school; make the wrong one and you have supported child labour or denied a worker an honest, living wage. Such pressure, but oh so much power!

And you thought you were just buying coffee….

Father's Day 101

2011-06-19T11:11:00.002-07:00

Father’s Day is right around the corner and it has me stymied. What to get for my dad? I know he doesn’t really need anything, but when they say, “I don’t really need anything” that usually means that they secretly wish you would surprise them with a Prince Rupert fishing trip or something else really cool.

There are definitely Do’s and Don’ts to Father’s Day gifting. I thought I would go over them briefly in advance of the special day.

The phone call – For those kids who are off to college or living away from home, there is an unwritten code which states, “if you are going to give your Father the gift of your precious voice for Father’s Day, that phone call must be made before noon (that is when both hands are pointing straight up kids). That phone call should be made with enthusiasm and love. The phone call should not be made in that post-drunk whisper (you know, the one where the sound of your own voice makes your head hurt). Please refrain from imbibing too heavily the night before.

The homemade card – Oh yes….the homemade card. The homemade card is honestly one of the most wonderful gifts a small child can give her daddy. But…when the child is 19, and the ink is still wet because they “created” it 15 minutes earlier with a Sharpie after remembering it was Father’s Day……it isn’t quite as “special”.

The “IOU” card – Once again, the IOU card or the card that is crafted that states, “this is good for breakfast in bed” is charming when it comes from your 10 year old twins. When it comes from your 30-year child who still lives in your basement because he/she can’t hold down a job, it loses its luster.

The gift of time – “Hey Dad…..it’s steak night at the golf course, lets go!”, which is code for “I would like to go golfing, but I have no money right now….if I offer to go with you, you will probably pay”.

The Imaginary Gift – The imaginary gift is the gift that is best explained by, “I was going to get you this cool *insert something extravagant/priceless/cool/hard to get*, but they were all sold out”. The imaginary gift is given when the child can see a sibling give an actual gift to their father and feels guilt ridden.

The last minute gift – normally something from the local convenience store, i.e. Sen-Sen packets, snowbrush and Mentos

The “ask” – The “ask” is when the child comes to mom for a loan because they want this to be the “best Father’s Day ever” for dear old dad.

The Dad’s that say they don’t want anything – these guys are the hardest to shop for. They only say they don’t want anything because they have been burned before….when they were hoping for some recognition on Father’s Day, but it never came through. Now they use the “I don’t want anything” phrase as a defense mechanism. These are the guys that you have to go a little overboard on, spend that little bit extra.

I hope these made you smile - Happy Father’s Day!

Squirrel!

2011-06-02T10:28:00.003-07:00

“Squrrel!”, a word that became part of our vernacular following the release of the movie “Up” when Doug, the dog couldn’t focus on one thing for very long.

Do you use the “Squirrel” approach to your green meeting planning? Let’s face it…..there are so many products and services in the market place to support sustainable event planning that it can be easy to abandon the boring “less flashy” strategies from days of yore (that word has been sitting on my desktop BEGGING for a place to use it).

Badges made out of corn plastic, lanyards made from pop bottles, plates made from wood fiber, biodegradable pens, eco friendly bags and totes, bird friendly, fair trade, rapidly renewable, energy star……so many choices out there. Don’t get me wrong. I think it is wonderful that industry is recognizing that there is a market for these products and that the market itself is driving industry to come up with better alternatives. What I am concerned with, is that some will abandon their decision making process (good, better, best) because they are distracted by shiny things (aka the next big thing) “Squirrel”!

How can you continue to focus when everything is moving so quickly around you?

Here are some tips:

Keep a portfolio of products you trust – When you find a great product or service and you have taken the time to research it thoroughly, put it in a portfolio. These products and services are now in the “Circle of trust” (Meet the Focker's movie reference). You have done your homework and can call upon these products and/or services at a moments notice.

Proceed with caution – When a colleague sends you a link to the next best/greenest thing…..do your homework and check it out thoroughly.

Embrace the boring stuff – All the newest and greatest products in the world won’t green your event or label it “sustainable”. It is the decision making process up to the point of the purchase that helps to minimize the environmental impact that you are making. You need to employ the same process as you always have:

· ReDUCE our willy-nilly purchase of unnecessary “stuff” – will it enhance the attendee experience?

· ReUSE all the “stuff” that we got before we didn’t know we could live without it

· ReCYCLE as much as we can and if we can’t recycle it – know that we probably shouldn’t have purchased it

· ReTHINK everything that we use which includes our suppliers

Squirrel!

A Girl Named Sue

2011-05-28T08:24:00.002-07:00

What do you think of when you hear the term “social responsibility”? Social responsibility, the theory that an organization or individual has an obligation to benefit society at large, is interpreted by each of us differently. Many of us do it passively, meaning we avoid participating in socially harmful acts. How many of us are actively engaging in social responsibility?

Which brings me to a Ninja, actually a “Super Ninja” and her name is Sue.

For Sue, a trip to Central America became a journey of self-discovery and appreciation for the world in which she lives. The story really began when her friend Debbie, tragically lost her daughter in Afghanistan. In 2008 Shirley Case, a small town British Columbia girl from 100 Mile House, along with two other aide workers, was gunned down by Taliban insurgents. Shirley was only 30 years old and had dedicated her life to helping people. Fast forward to 2010. In partnership with SchoolBOX, a Canadian grassroots charity, Shirley's families and friends celebrate Shirley’s life by building a school for over 100 children in Monte Olivo, Nicaragua creating a living testament to this amazing woman. It was an opportunity for the Case family to have a connection to the kind of life that their daughter lived. When Sue finds out that Debbie and her husband Alec are about to embark on a trip to Monte Olivo, she volunteered herself and her sister Karen.

This past Easter, after a four-hour flight from Houston, Sue and Karen arrived in Managua, Nicaragua. They joined ten others, forever known as Shirley’s Super Ninja’s, to help begin building a four-room school in the community of Monte Olivo.

For six days, traveling for over an hour each day to the school site, the group worked in the scorching heat, digging trenches, laying rebar, mixing concrete. “It was the hardest I worked, but the most fun I ever had” said Sue. They also had a daily connection with the locals, especially the children who would get to attend the new school. “It was seeing the children and how hard they worked for something that we take for granted that had a profound affect”. When I asked Sue what was her “awesome”, meaning what was something that she will remember forever she said, “working side by side with a seven year old boy shoveling dirt and knowing I couldn’t quit him and he wouldn’t quit me”.

The trip changed Sue’s life and much like someone who has had a life changing experience, she is reflective about how she has lived in the past and how she can see things differently. “I am much more thankful than before. When I watch programs like World Vision I get emotional because it is real to me in a way that was different before ”.

Sue will be the first person to admit that you don’t have to travel across the world to make a difference; but for her, getting out of her comfort zone, getting the dirtiest she has ever been, crying tears of joy and tears of sadness, working so hard she felt sick, was very rewarding.

For more information about the project in which Sue participated, check out www.schoolbox.ca

I loved hearing about the trip to Central America. But let’s face it, the majority of us will not get to Central America to build a school; we won’t get to Japan to help rebuild after the tsunami and we won’t even get to Slave Lake to assist them in rebuilding their community after the devastating fire. Nevertheless, we can be active socially responsible citizens in our own community. We don’t have to belong to a group to get something done. Personal actions can have a profound impact. Simple actions may include keeping our community clean and free of hazards, ensuring that our children have a full tummy when they go to school, and assisting our seniors.

Shirley Case was known to have said to each person she met, “Be the change you want to see in the world” Mahatma Ghandi.

Are you the change?

The day I ran away from home

2011-05-02T21:58:00.001-07:00

White Space. Graphic designers describe white space as the “absence of content”. We live in a world with very little white space. We brand ourselves as “accessible” and the fact is that we pack our smart phones EVERYWHERE and are available 24/7. How healthy is that? Where are our boundaries? Where is our personal “white space”?

We are scheduled and programmed to the extent that spontaneity is no longer possible. If I were to ask you, “when was the last time you did something crazy and impulsive?” what would be your answer?

Today I ran away from home. I will be back tomorrow, but for today I am a runaway. I chose to drive 5 hours to a meeting instead of flying. I chose to sit in a car for 5 hours with no cell phone, no computer, and no one else to talk to. I created 5 hours of “white space”.

I set my cruise control for 110 kph, put the “Devil Wears Prada” book on cd in the player and drove. It was heavenly.

Tomorrow I get to drive the 5 hours home. I can’t wait

A Recipe for Earth Day 2011

2011-04-07T19:38:00.003-07:00

April 22^nd will mark Earth Day, the largest environmental event worldwide. It began as an environmental awareness event in the U.S. and has grown to an event celebrated or acknowledged by over 170 countries.

What is Earth Day? Earth Day is a day that is intended to spread awareness and appreciation for the world we live in. It should be a catalyst for change and provides an opportunity for positive actions and results. Some examples of celebrations include garbage pickup, eco festivals, river valley clean up, energy fasts, etc.

I have had the following idea in my head for years (scary) and have always felt that it would be an appropriate way to spend Earth Day. It is a recipe for success because you are combining the act of giving with fellowship = magic. Please….enjoy and yes, you may steal my idea!

Find a project - call around to non-profit organizations, etc. and identify a "project" that you participate in. Perhaps it is painting a clubhouse for the soccer association, or cleaning out the flowerbeds of the local seniors home. The important thing to remember is that the project must be designed to be completed that day. A project that can be started and finished in one day fosters a feeling of accomplishment.

Now that you have identified a project you need to.....

Come up with a guest list - write down a list of individuals whom you could invite to participate in this project. Make sure you will have enough to complete the project as promised.

Send out the "invitations" - Go to the local Home Depot or hardware store and purchase work gloves. These will become your invitations for the event. Hand deliver only one glove to each invitee. Write on the palm of the glove, the details of the event, i.e. time, date, etc. You can explain that they will receive the other glove when they show up that morning.

"Lend a hand to celebrate Earth Day"

April 22nd

Time

Location

Project

When everyone arrives at the project site, hand out the second glove to participants. Arrange to have a member of the organization that you are supporting be there to explain the project and what the contribution means.

Post Project Picnic (love alliteration!) - You can either have a post project picnic at the site, or you can invite the participants over to your home for a barbeque. If you give them an hour to freshen up with the promise of a cold beer or glass of wine, they will be sure to attend. Psst....try to make it local beer or wine

Pictures!! Make sure that you take lots of pictures during the project. A group photo is really important because you will want to send each participant one as a great keepsake and thank you!

I hope you have a wonderful Earth Day!

What I learned standing in line at Voodoo Doughnut

2011-03-19T09:58:00.003-07:00

Have you ever realllllly stood in line for something? I am not talking standing in line at the grocery store or the coffee shop…I’m talking about investing some serious time.

Recently I stood in line for over an hour for a doughnut. Not for tickets for Oprah’s final show or a chance to win something….it was to buy a doughnut. A Voodoo Maple/Bacon Doughnut to be precise. Are they the best doughnuts in the world? Maybe…maybe not. Were they worth standing in line for? Definitely.

While in Portland for the GMIC Sustainable Meetings Conference, Jenise Fryatt (one of the nicest, sweetest, talented human beings I know) and I decided to use our precious free time to check out the local hotspot known as Voodoo Doughnut. After taking a short, free MAX train ride (we were traveling within the free zone….yeah!), Jenise used her telephone navigational system to locate the bakery. As we approached, we could see that a line wrapped around the building and down the side street. “Is that it?” I asked….not sure why a doughnut shop would have a line up that long on a Sunday afternoon. We stationed ourselves at the end of the line not knowing exactly how long we would be in line and whether or not it was even going to be worth our while.

Life is like that. Sometimes we wait patiently for something, not really knowing how long it will take or if it will pay off. We just have a sense that it is worth waiting for.

We don’t know how long the line actually is because all we can see is how many are directly ahead of us before the line makes a sharp turn at the corner.

Sometimes in our lives, we have to move forward on blind faith alone, knowing that something better is around the corner.

In the end, it became less about the doughnut and more about the experience... a take on "life is about the journey, not the destination". We laughed, we shared and we made friends with those around us. We even got rained on a little bit. We had no idea what awaited us, yet we bonded over the unknown – the elusive Voodoo Doughnut.

Judy

Oh Holiday Inn Express Grande Prairie...you make me laugh!

2011-03-13T11:59:00.003-07:00

Lately it seems that I have been sharing alot of beefs and bouquets with regards to customer service. I think that the "bouquet's" are winning and I have another to share with you today.

My husband and I planned a getaway with another couple to Grande Prairie. We chose to stay at the Holiday Inn Express because a) we had stayed there before and b) I form habits easily.

I called the hotel and made reservations, letting the clerk know that we would be arriving sometime early evening.

It was a hectic day, and we didn't arrive at the hotel til about 6:30. Checking in was simple (as usual) and the clerk provided me with my complimentary WiFi password (love free Wifi).

Opening our hotel room door, I quickly spot a bag of chips sitting on the credenza. Beside it was a personalized letter to me, thanking me for choosing to stay once again at the Holiday Inn and then proceeded to tell me a cute joke. The personalized letter (signed by a real human being), the cute little joke and the bag of chips made me smile.

Quickly, I tweeted my twitter buddy @9InchMarketing and gave him the 911 on the "extra special" touch that the Holiday Inn Express added for me. He agreed, this was definitely an example of "lagniappe" and it would be listed as #740 in his Purple Goldfish Project. Yeah!

Now....if you want to know what "lagniappe" means and perhaps read a little more about their Purple Goldfish Project you can check it out here.

So....to the gal at the Holiday Inn Express Grande Prairie who left me the personalized letter WITH a cute joke AND a treat....you made me smile! Thank you

In case you are interested...here is the cute joke:

A nurse at a hospital received a call from an anxious patient. "I'm a diabetic and I'm afraid I've had too much sugar today", the caller said.

"Are you light-headed?" the nurse asked.

"No," the caller answered, "I'm a brunette".

Judy

Sprinkles of Sunshine

2011-03-07T08:25:00.002-07:00

A very, very long time ago I participated in a webinar where the facilitator/moderator told us to “sprinkle sunshine throughout the events we plan”. I am not a “sunshine sprinkling” kind of gal and I began to wonder, at what point would she attempt a virtual “group hug”. It is not that I am not a happy person. In fact, a couple of years ago I announced to the world that my New Year’s resolution was going to be that I was going to become a “beacon of light”. My friends even mounted a high-powered flashlight onto a hardhat, which was bedazzled with the words “Beacon of Light” to assist me with my resolution. With one click, I could illuminate the world around me!

What I am saying, is that I am not above sprinkling sunshine or being a beacon of light….it’s just that I was strangely uncomfortable with her terminology. I was squirming in my seat by her “new age” language…heck I thought this was a professional webinar.

Squirming aside, I understood what she was trying to say. Remembering to “sprinkle sunshine” equates to giving that little bit extra. Sunshine sprinkling is anticipating the needs of your guests and going one step beyond that.

For example, having a staffed coat check at your event is a nice touch and is appreciated by your guests. How can we go one step further? Have a lint roller brush handy to give the jacket a once over before hanging it up. You may even check the buttons on the jacket to see if they are affixed securely. A loose button could be attended to in moments, and your guest would feel like royalty.

Here are some other examples where you can sprinkle some sunshine. Washrooms are often overlooked during events. You don’t hear a word about them until someone says to you, “Hey, the ladies washroom is out of paper towel”. By having a washroom attendant during the busiest hours (during coffee breaks and after sessions) you can ensure that your guests are using a tidy, well stocked powder room. I recommend having some fresh flowers on the vanity along with a basket or tray of items, like stain remover packets, or Bandaids, etc. Provide a pump mouthwash that has been diluted slightly with water, which is another bit of “sunshine”

Providing a shuttle service is a great perk during conferences and events. It helps to minimize the carbon footprint, and the shuttles can be scheduled to arrive and depart at the hotels and the conference site. You can kick it up one more notch, by providing a “Speedy Car” and a driver on site at the conference. The “Speedy Car” is an economical compact car available for attendee’s who need to quickly rush back to their hotel for a missing item. Providing this unexpected extra will certainly be appreciated and remembered.

My last “sunshine sprinkling” idea has to do with those out of town guests who are staying at a local hotel where the conference has arranged a room block. Leave a welcoming message on their room phone saying something like, “Welcome to the XYZ Conference. We look forward to seeing you at the reception this evening, which begins at 8:00 p.m. in the Civic Center Round Room. A shuttle schedule can be found at the hotel front desk”. Immediately, they feel special and welcomed. You have also reminded them of the reception and advised them of the shuttle service. (This idea came via Ignite Magazine). You have set the tone for the attendee and you haven’t even met them! Bravo!

Whatever you call it, whether it be “sprinkling sunshine” or just going that extra mile, it is really important for you to anticipate your attendee’s needs and then go that one extra step. You will win a customer/client/friend/member for life and they certainly will leave with a pleasant memory of your community and organization.

Judy

The Power of '10'

2011-03-01T10:13:00.006-07:00

Generally, we arrive at our destinations tired, a little out of sorts, looking forward to getting into that hotel room, catching our breath and relaxing. I am no exception. Last week when I arrived in Portland for the GMIC Sustainable Meetings Conference all I wanted to do was get into my room, take my shoes off and kick back for a while. Traveling can be stressful!

Arriving at the airport in Portland, I was a little confused at which MAX line ticket I required. A very nice guy assisted me with my purchase and then said, “I am driving the train you are on today Miss…I will make sure you get on the right one”. I began to relax.

Hopping on the train, I grab a seat and look at the map on the wall. Of course, the MAX driver is unable to assist me now (he has to drive the train), but the gal sitting next to me pointed out which stop was mine. Knowing this, I now can enjoy the ride. I relaxed a little more.

Disembarking at my stop, I am momentarily disoriented. I swing around 360 degrees trying to determine the proximity of the hotel to my location. I look up, and see the Doubletree logo illuminated….I am less than a city block away. My posture immediately softens, I laugh at myself a little (such a worry-wart I am), and I begin to make my way to my conference hotel.

Whoosh! The doors to the Doubletree Hotel Portland open and I immediately spy the registration desk. I am greeted by not one, but three employees as I make my way to the registration desk. “Welcome”, and “Hello”, they say to me and one offers to assist me with my luggage.

Three minutes later, and after the registration clerk properly pronounced my last name (“I am Polish as well” she explains), I am provided directions to my room, handed a warm cookie and sent on my way. Anxiety free……totally relaxed.

What is wrong with this picture? Absolutely nothing. For the first time, I am arriving at my destination having experienced a trouble free, anxiety free, travel and check in process.

You would think that this story ends here….but of course, it doesn’t. I had begun to notice that the employees at the Doubletree Hotel Portland all wore pins on their uniforms. These pins, while some in different colours, all said the same thing. They simply said, ‘10’.

Approaching Steve Faulstick, AGM Doubletree Portland, I said, “I love your ‘10’ pin! How can I get one?” Smiling, he immediately removed it from his lapel and replied, “take mine”. Now…although I am not one of those people who bedazzle themselves with pins (my husband will disagree, I kinda do), I was actually curious as to the purpose of the pin. I had a good idea that it had something to do with customer service (see the pic of Steve’s pin), but I wanted to know the story around it.

Here is what he told me:

What is the significance of the pin?: It is our pledge to delivering a ‘10’ experience for our guests.

They certainly delivered on that pledge! Warm cookies and proper pronunciation of my name at check in set the tone for service. I know it sounds simple, but my name gets butchered so often that it is a pleasant surprise when said correctly.

Does everyone wear the pin? It is part of the uniform. We are consistent throughout and everyone wears them, although different colours are available.

I did notice that some wore black pins, others wore hot pink. Steve’s pin was a little different (see pic)

When did the pin program begin? About 8 years ago with Doubletree

What kind of results have you seen since the program began? It has provided three great things for us: 1) A ‘badge’ of personal commitment by our team members. 2) A ‘sign’ of our commitment for our guests to see. 3) A great ‘engagement’ tool. Customers ask all of us daily what it is for, and gives us a good chance to ensure their experience has been a 10, and if not, we can turn things around for them!

You notice that Steve used the words “team members” – they are not employees, they are part of a team. The pins are a constant reminder to the team members of their commitment to providing a great experience.

Is the pin specific to this hotel or part of a corporate program? It’s available to all Doubletree Hotels.

Steve also thanked me for my interest and repeated that he “hoped my experience at the hotel is a ‘10’ so far!” which didn’t surprise me. Steve’s commitment to excellent customer service, and experience is evident in the way that he personally responds to online concerns regarding the hotel. For example: Steve reviews the TripAdvisor comments for the hotel, and personally responds to individual concerns. Amazing! Who wouldn’t want to stay at a hotel like this where your concerns are taken so seriously?

Thank you Steve Faulstick and the great Doubletree Portland staff who made my stay so comfortable. Thank you to the MAX driver who eased my anxiety and assisted me with the train. Thank you Portland…you are a ‘10’!

Judy

You did "what" with the lanyards?

2011-02-27T10:06:00.002-07:00

I stumbled upon a twitter conversation with Heidi Thorne and Tahira Endean this morning regarding lanyards. It all started with a terrific blog post by Heidi where she was discussing a Dark Side of Going Green at Events, i.e. the challenges with reusing lanyards for events when they may be soiled, have makeup on them, etc. and how some may be uncomfortable wearing a used lanyard. Some great comments came fast and furious... obviously it had touched the audience (way to go Heidi).

So this morning, the conversation continued. I suggested that perhaps we came up with an alternative post conference use for the mighty lanyard. That was intriguing. We threw some ideas out quickly. It was like a twitter brainstorming session. Tahira suggested creating clothing perhaps? I suggested creating tote bags out of the lanyards and then THAT got me thinking.

In 2008, I attended the Vancouver GMIC Sustainable Meetings Conference. At that conference, there was a gentleman from...I believe Japan (not sure...so sorry) who said that at a festival there, the attendees are given a bag to collect their garbage, bottles, etc. that they used that day and to drop it off when they left. The creative aspect to this, is that all the plastic bottles that they collected, were used to create the plastic bags that were then given out at the next festival. I was blown away by the creativity and imagination. Wow!

So...we return to today, 2011 and the conversation is about post event uses for the lanyard. Here is my suggestion for a use. Collect the lanyards at the end of the event (which many of us do already), and use them to create "one of a kind" conference tote bags which will be either given out at next year's conference or they can become an exclusive item and sold at next year's conference. They can be created by local artists which will make them really unique. Perhaps an auction could be held where attendee's could bid on this creations......

Please share your thoughts and yes, I will be passing this along to the GMIC Sustainable Meetings Conference committee LOL!

Thanks to Heidi and Tahira for inspiring me this morning!

Judy

A small(er) world

2011-02-24T15:44:00.009-07:00

When I was a little girl, we didn’t do much traveling. If we did, it was taking the family fifth wheel and parking it at a lake for two weeks. It was a much slower pace, a la Ozzie and Harriet. Fast forward to the travel experience of my own children and it is in stark contrast. When they were in grade 4 and 7 respectively, they traveled to Hawaii with their grandparents. The year they graduated, they went on a European vacation. In the past 18 month period, my daughter has traveled to the Cuba, the Bahamas, New York, Las Vegas and Mexico. They have had passports for so long, they have renewed them multiple times.

When I was little, traveling out of Country was like wanting to own a trampoline. It was something rich kids got to do and have.

The world was huge! You never would have dreamed that ordinary folk could just jump on a plane and fly to China or Japan or even Toronto. The price of fuel made this possible. In the past 20 years, air travel is not just something that the rich can participate in….. Slashed fares, bargains and the use of airmiles put air travel within reach of almost everyone.

Once again, the price of fuel is forcing change. Dr. Ian Lee, Professor at Sprott School of Business at Carleton University in Ottawa, and panelist at the recent GMIC Sustainable Meetings Conference, quoted fascinating statistics from research that indicated that if fuel prices remain at their current levels that only five airlines may remain in business in Europe. Wow! What will that mean for North American airlines? We are already feeling the squeeze with the implementation of extra bag charges, seating priority charges, etc. The airlines are feeling the squeeze as well.

If airline travel prices itself out of the picture for us “normal folk”, what will that mean to the meetings industry? What will that mean for Associations that rely on the revenue from annual meetings? What will that mean for convention centres and hotel chains that also rely on the revenue?

If the meetings industry and it’s vast network of planners and suppliers, is to survive this massive shift, we have to begin implementing strategies immediately. We can’t have a wait and see attitude.

We must be PROACTIVE not REACTIVE.

When you are proactive, you are in a position of power. When you are reactive, you are in a defensive position….you have your back against the wall and are defending the palace gates. It is not a good place to be.

What can we proactively do now to be able to address this issue effectively?

Continue implementing and improving the hybrid meeting model – It is an additional revenue stream that is growing and improving. Consider giving equal planning consideration to the hybrid attendee experience. Don’t let it be a last minute add on. It may outpace the traditional model in the future.
Think Sustainable Event Chain – Shauna McKinley recently wrote a blog post titled “Sustainable Event Chain: Can we Build it?” where she addressed making events better by “connecting them as a chain – from event to event – in order to maximize economic and environmental efficiency”.
Think carefully about the event content and ensure there is a substantial ROI for attendees. This may mean taking an organizations’ previous model of hosting four quarterly meetings and replacing it with two larger meetings augmented by smaller regional meetings.
“Don’t lock your mind into a rigid assumption of what the future will look like” (Dr. Karl-Henrik Robert – 2011 GMIC Sustainable Meetings Conference, Portland)

Let’s face it. The rising cost of fuel will impact us greatly. For some, it will make their world a little smaller due to the cost of travel. For others, it will mean rethinking how we do business to meet the challenges ahead.

Judy

I’m a realist with an optimistic ♥

2011-02-24T10:35:00.006-07:00

Pretty profound isn’t it. Say it with me again, “I’m a realist with an optimistic heart”.

These words were spoke by Dr. Karl-Henrik Robért during his presentation at the GMIC Sustainable Meetings Conference that I recently attended. Dr. Robért is the founder of the Natural Step and has worked with well-known organizations such as IKEA, McDonald’s, NIKE, Scandic Hotels, and Electrolux to help them pioneer sustainable solutions and transform their organizations. Dr. Robért is one of Sweden’s foremost cancer scientists and is a frequent speaker and author on sustainability. Amongst his many accomplishments, in 2000 Dr. Robert won the “Blue Planet” prize, which is often described as the Nobel Prize for ecological sustainability.

What I am really saying….he knows his stuff.

I admit I was smitten. It was a heavy subject, but his easy-going speaking manner and sense of humour enabled us to travel on the journey with him. I felt like he was speaking directly to me. Afterwards, while discussing with another attendee about how much impact the presentation had, I actually started a sentence with, “when Dr. Robért was talking to me…” which of course wasn’t true. The general session room was packed with 250 plus attendees, but he made us feel like he was speaking directly to each of us individually.

I wanted to take notes, but I was so engaged in his presentation that I put my pen down and simply listened.

What did I learn from Dr. Robért? I learned so much, but these stood front and center:

Ask for advice – When you really need to engage someone and want him or her to be a partner in your process, simply begin the dialogue by asking for advice. By doing so, you are demonstrating that you are willing to listen. Follow that conversation up with….
"Yes, and….” – shows collaboration of the idea/conversation. No longer are you two opposing sides, you are now sharing information respectfully. It builds trust and acceptance. (Jenise Fryatt of Icon Presentations and founder of Eventprov also introduced this term to us during her fabulous opening presentation. The term was used often through this conference)
It only takes 10% - 15% to create a paradigm shift – A paradigm shift is a change from one way of thinking to another and once started, goes rapidly. It can happen with as little as 10% - 15% of the population acting as change agents.

Each year that I attend the GMIC Sustainable Meetings Conference, I walk away inspired, invigorated and with a spring in my step. This year is no different.... Thank you!

Judy

Things we can learn from the Super Bowl

2011-02-13T08:32:00.002-07:00

We can learn a lot from the recent Super Bowl. We can learn that no matter how famous a celebrity and how often she might have sung the National Anthem, she may still benefit from a teleprompter. We can learn that even when John the technical guy said he plugged in Fergie’s mic, we might still want to double check to confirm so that her voice doesn’t mysteriously cut in and out during the half time show, making her sound like a commercial for dropped calls. Yes, we can learn these things.

I think the most important lesson though is never, ever, ever (did I say ever?) over promise on something and then not be able to make it happen.

It doesn’t work in relationships, it doesn’t work in business and it certainly didn’t work at the Super Bowl.

What am I talking about? You may have already heard about this story. Apparently, leading up to the Super Bowl, additional temporary seating for spectators was to be added to the stadium and tickets were sold for these temporary seats. Unfortunately, “incomplete installation of temporary seats in a limited number of sections made the seats unusable” (USAToday.com). So, what did this mean for those unlucky fans that purchased tickets for those seats? Many fans were found seats elsewhere, but reports state that approximately 400 did not and were forced to watch the game on a television set like commoners (aka – everyone else in the world). As one displaced spectator said in an interview, “I have cried three times today”.

Word in the blogsphere is that these fans were offered their money back, but to die hard football fans, all the money in the world wouldn’t ease the disappointment that they were feeling. It certainly wouldn’t cover 100% of the travel expenses or make them feel any better about painting themselves from head to toe in green paint which now seems silly considering they were going to have to watch the game from the T.G.I. Friday in their hotel. (Actually – the fans were taken to an area within the stadium where large screens had been erected for them to watch the game).

Sports fans are passionate. They can handle a lot of things, but they can’t handle it when things aren’t fair. The fact that they were sold something that either didn’t exist or wasn’t ready, wasn’t fair. They won’t forget…..ever.

Building additional seating so that more fans can enjoy the experience was laudable. Not having them completed in time for the big event, was a risk that they shouldn’t have taken.

You have heard the saying, “If we build it, they will come”….well these event organizers should have said, “If we build it, we will make sure it’s done”.

What kind of lesson’s can we learn? Well, we can learn never to assume anything. They assumed Christina would know the words, they assumed that the audio was fool proof, someone assumed that someone else had made sure the additional seating was complete. And you know what they say about assuming……yup, that’s right.

Update: It is reported that NFL officials have so far contacted 260 of the 400 fans that had to watch the game on television screens inside the stadium. Those fans can accept $2,400 and a ticket for next year’s Super Bowl, or a ticket for any future Super Bowl plus airfare and hotel accommodations.

Believe it or not, for many, that still won’t be enough compensation.

Lowered Expectations.....

2011-02-09T08:29:00.004-07:00

_lowered Expectations

This morning I was reading through my twitter timeline and stumbled across a great blog article which came to me via Robin Walker (@RobinWalker – great person to follow, hilarious tweets, great links) It was called “Warm Bread is not Toast” by Chris Brogan (www.chrisbrogan.com) and it spoke about the difference between “good enough” and “close enough” in business. It was a great article and the warm bread vs toast illustrated his point perfectly.

So, I basked for a moment in the afterglow that comes after reading something really brilliant and happened to glance below the post in the “related post” column. The top title “Warm the Mug” caught my eye and I clicked on it.

You have to read it. It was a short blurb describing a customer service experience that met and exceeded expectations. It spoke to an experience wherein the server not only provided “expected service”, but understood the finer nuances of exceptional customer service and delivered. Brogan was so impressed, he wrote about it.

It brought to mind a recent conversation I had with a friend who had just spent the evening having dinner at a trendy restaurant with her husband. She said they had received great service. I was intrigued and I asked her to tell me what prompted her to say that it was great service. Well, she said….the server was friendly, the food was warm and tasty and the kitchen was really understanding when she had to send her meat back the first time because it was a little undercooked. Really…I replied? Servers are supposed to be friendly, the food is supposed to taste good and honestly, it should have been cooked properly the first time. This is what a restaurant is supposed to do. You are confusing great service with it barely meeting minimum expectations.

Are we so desensitized by the poor service that we have received in the past, that we are now confusing superior/great service with the simple act of being served? Are we just happy that no one was rude, that we didn’t have to confront someone or defend ourselves? Are we happy that we didn’t have to renegotiate the bill, ask to speak to the manager or raise our voice? Have we become satisfied with mediocrity?

Was it close enough….yes, but really….was it good enough? No.

We can learn alot from Andrea, the exceptional server who warmed Brogan’s coffee mug.

Little things DO matter: Never forget the details – they are often what is remembered
Anticipate need: Like a chess game, always be one step ahead of your customer and their needs
Be Professional: Be the very best you can be at whatever you do – be a professional

Judy

How NOT to make friends and influence people...

2011-02-02T20:13:00.005-07:00

A humorous look at what NOT to do when contacting potential clients.

Sure….I will throw in this disclaimer: The names and events used are made up, not real, etc. The names and incidents are the product of my twisted imagination. Any resemblance to actual events or persons living or dead is a coincidence.

Jane Smith has just returned from a successful networking conference in Phoenix. She shared many business cards and spoke to a number of potential clients. Now home, Jane is excited about following up post conference with one of her most promising leads. Let’s listen:

*ring *ring *ring *ring - click (goes to voicemail)

“Hi, you have reached the desk of Jennifer Doe (not her real name), I am either out of the office or on another call. Please leave a message after the beep and I will try to return your call within the next two hours”.

Professional Jane: “Good morning Jennifer. This is Jane Smith calling…we met at the XYZ Conference last weekend in Phoenix. I am just following up regarding our conversation about an upcoming project that you thought I might be interested in. I will be in my office for the remainder of the day and look forward to hearing from you. Have a great day!”

3 minutes later

*ring *ring *ring *ring - click (goes to voicemail)

“Hi, you have reached the desk of Jennifer Doe, I am either out of the office or on another call. Please leave a message after the beep and I will try to return your call within the next two hours”.

Embarrassed Jane: “Hi Jennifer, Jane Smith here again. I just realized that I did not leave the number where I could be reached. You can call me at (234) 555-1212. Thanks!”

1 day passes – Jane wonders why she hasn’t heard from Jennifer. Maybe she gave the wrong number? Maybe she should send an email? Hmmmmmm…..

Meanwhile….Jane locates @JenniferDoe on Twitter and is now following her. A request has also been sent to LinkedIn.

*ring *ring *ring *ring - click (goes to voicemail)

“Hi, you have reached the desk of Jennifer Doe, I am either out of the office ……blah, blah, blah…..the beep and I will try to return your call within the next two hours”.

Desperate Jane: “Good morning Jennifer, Jane Smith calling. I am sorry if I may have missed your call (totally lying – Jane has call display, she would know it if Jennifer called). I will definitely have my cell with me all day and would love to hear from you. You can call me at (234) 777-2323 or if it is more convenient, you can email me at jane.smith@.....”

Two days pass.

Frustrated AND Desperate Jane muses aloud: Darnit! We had such a great conversation at the XYZ Conference! She said I was perfect for the next project they were considering. I thought we had a connection. What to do..what to do. I wonder why she hasn’t returned my call? Maybe that storm that recently passed through Chicago affected their phone lines? Yes! That must be it…...it probably knocked out all of their voicemail and she likely hasn’t received my messages. I will email her AND then I will call her to make sure she knows I have sent the email.

*ring *ring *ring *ring - click (goes to voicemail) Darn!

“Hi, you have reached the desk of Jennifer Doe, I am either out of the office ………blather, blather, blather…..try to return your call within the next two hours”.

Jane (now known as Creepy Jane): “Hi Jennifer, this is Jane Smith calling. Hope you survived the storm…ha! ha! Anyway, no doubt my voice mail messages were lost in the power outages. I wanted to let you know that I sent an email to you with all of my contact information so that we could connect about that project you thought I might be perfect for. I am in between events right now…so it would be a perfect time! Have a great evening at the Opera! (Jane knows this because @JenniferDoe has tweeted that she will be attending the opera that evening and of course, Creepy Jane is following her tweets)”

Next Day

Crazy Jane muses aloud yet again: What the heck! Two hours my a$$! It has been 5 days since I first left that message and she hasn’t even had the courtesy to return my email. I KNOW she received it because I had flagged it with read receipt. I know she is in town – she tweeted she had an orthodontic appointment today. I have half a mind (yes you do Jane – you have LOST your mind) to give her a piece of my mind! When we spoke at XYZ Conference she basically offered me a job right then and there. I mean, of course there would be formalities involved, but I basically was a shoe in for the project. I don’t deserve to be treated like this. I am going to give her one more day and then….”

*ring *ring *ring *ring - click (goes to voicemail)

“Hi, you have reached the desk of Jennifer Doe, I am either out of the office or… yada, yada, yada ……..within the next two hours”.

Psychotic Jane….sobbing, “Jennifer, this is Jane calling. I apologize for the tears, but I am very upset that I haven’t heard from you….I thought we had a connection. I have discussed our relationship with my therapist and he said that I would feel better if I have some closure. PLEASE call me…anytime day or night!”

So.....I have to ask....do any of you know a Jane?

Guest Blog! - The 5 pound gift

2011-01-31T15:31:00.006-07:00

Last week I read with extreme interest, the following article written by fellow Daily News columnist Margo Hannah. I was surprised that I had never heard of the organization "Pack for a Purpose" and was really excited to share her information with my readers.

Thank you to Margo for allowing me to post the article!

In this article Margo writes about an easy way to share when traveling to poorer communities for your winter getaway!

One of my sisters used to live in a tourist destination country where the majority of the population is very poor. Schools are poorly supplied with items like paper, reading material, and pencils. I know children can learn to read and write if someone takes a stick and draws on sand, but getting other materials opens the world to children and helps encourage them to seek further education.

Sis took a suitcase of books with her on one occasion. They were all good quality used books, but the cost of transporting them was so much that she only did it once. However, the recipients of the books acted like she had brought them the greatest treasure on earth, which in a way is true. Literacy is hard to provide when you don’t have materials like books for students. Particularly in countries where people are poor, books are hard to come by and many times libraries don’t exist.

I ran across an interesting site the other day called packforapurpose.org. Pack For A Purpose is designed to aid travelers to take a few items with them in their luggage to deliver them to a safe location, from which the items may be distributed.

Judging from the horror stories people tell of luggage searches and delays at the airports, I thought the idea of taking small items in your luggage to donate is an idea that rates more attention. Taking an entire suitcase of books these days might get you set aside for further investigation by some paranoid airport employee. Taking an extra bit of stuff in your luggage won’t get so much attention and it won’t eat into your budget either.

Pack For A Purpose states in their brochure that if 500 individuals pack five pounds (2.27 kgs.) each they can provide 1.25 tons of supplies. That may not sound like much, but wise choices can make a real difference. The reason Pack For A Purpose works it seems is that it’s set up so that travelers can participate without making a huge effort. They simply check the area to which they are travelling to see if any of the companies providing accommodations in the area are registered with Pack For A Purpose. If there is someone registered, they will also have listed supplies needed by projects in their area.

The reason this works is that five pounds of supplies is not a big problem for most travelers. Pack For A Purpose lists in their brochure that “five deflated soccer balls with an inflation device or 400 pencils or a stethoscope, a blood pressure cuff, and 500 bandaids” are some of the items that can be taken along on travels to needy destinations. Once the traveler arrives they can hand over the supplies, which means they can donate at their travel destination with very little trouble on their part. This small contribution adds up to big changes for the recipients.

I went and checked some of the accommodations’ listings for recipients in their areas. For example, The Hacienda Chichen Resort at Chichen Itza, Mexico has listed four projects in their local area to which travelers may donate five pounds of supplies. Along with an explanation of the project, the resort lists the items requested by each project. It’s surprising how many things we take for granted that would be seen as an incredible gift by some of the projects.

Most of the items on the list are very inexpensive and easy to obtain and transport in one’s luggage. A children’s nutrition clinic listed their needs and I was surprised to see vitamins on the top of the list. I would have assumed that a nutrition clinic would have easy access to vitamins, but apparently not, and so it seems that five pounds may make a life saving difference as well.

Pack For A Purpose even provides tips for getting the most of your donation. For example, they recommend that items with extensive packaging be taken out of the original packaging and placed in light plastic bags. It appears the organizers gave a lot of thought in making it easier for travelers to share some of their good fortune with other less fortunate than they.

Margo is a regular columnist for the Daily News with a column titled Folkmarks. Since arrival to Dawson Creek in 1960, Margo Hannah plants, paints and ponders, utilizing thrift and sloth to accomplish all.

In a Nutshell....

2011-01-24T09:17:00.003-07:00

A couple of years ago I was doing a radio interview to promote an upcoming event and I felt it went really well. I recall mentioning the event time and date, the sponsors, and some of the exciting speakers in the lineup. I was pretty pleased. In fact, I asked the program director to email me the radio clip so I could listen to it again.

When I returned to my office I was excited to see the morning radio clip waiting for me in my email inbox.

So I listened to it. And I listened to it again. Then I began to laugh. I laughed a lot. You see, I had used the phrase, “In a nutshell” about 14 times throughout the radio interview. It was hilarious and I discovered that not only did I love to say, “In a nutshell”, but that “awesome” is also a word that I enjoy………a lot!

So I set out on a journey of self discovery and “discovered” that I have a love for idioms. I use them all the time. “In a nutshell” was just a drop in the bucket of my repertoire of idioms. Without a doubt and make no bones about it…I hit the nail on the head with this one.

But, you know there is no use crying over spilled milk and I needed to find a way to improve my use of the English language. It wouldn’t be a piece of cake, but practice makes perfect and if I hit the books, I just might get better.

Do any of you suffer from “idiom” overuse? Did I hit the nail on the head with this blog post? Let me know how you kicked the habit!

Fly Away with Me!

2011-01-24T08:00:00.001-07:00

Some of you will have just returned from a Christmas vacation and many of you will soon be taking a winter vacation to somewhere tropical. For those just returning, I wish I had written this earlier. For those of you just getting ready to leave, this short article might be helpful.

Travel is stressful. Airline travel can be really stressful. Early departures, tight connections and all the preparation that is required to go on vacation can create tension and stress when it should be enjoyable. You ARE going on vacation…right? We just returned from Las Vegas. We had a really fun time….once we arrived. The travel portion was stressful. I am a worrier. I worry about everything, consequently, I am constantly asking my traveling party (all grown adults), “Do you have your passport?” (I was carrying mine in a pouch on a string around my neck like a seven year old unaccompanied minor).

From visits to some of the airline websites, I have compiled some information that may help alleviate some of that travel stress.

Booking your ticket – I generally book my travel through a local agency. Sue makes sure that if I have a connection, that I have enough time to make said connection. There is nothing worse than running through the airport screaming like the IKEA commercial lady, “Stop the Plane! Stop the Plane!”. Make sure you have enough time to make connections.

Weights & Measures - Go online and find out exactly what the airline allows for bag weights. If you go over the weight, expect to pay a fee. When you are online, also find out what is allowed for carry-on, or sky check and then pack accordingly. Weigh your bag on your home scale to see how heavy it is and adjust accordingly.

Using a measuring tape, give your carry-on bag a quick measure to ensure that it will fit in the overhead bin. I have a small rolling bag that doesn’t fit in the overhead bin because of the wheels. If I had measured it, I might have avoided the five minutes I spent trying to jam it in the overhead bin. I am sure that the Flight Attendant was thinking, “there is one on every flight…sigh”.

Be Early – Check in as early as possible giving yourself ample time to clear customs (international flight), go through security and find your gate. For example, the Air Canada website (www.aircanada.com) states that for domestic travel on their airline (within Canada), the recommended check in time is 1 hour prior to departure; the check-in/baggage drop off deadline is 30 minutes prior to departure; the boarding gate deadline is 20 minutes prior to departure. For international travel, you need to check in even earlier. These times vary with individual airlines….check their website!

Some additional travel etiquette tips that I have learned in my travels….

Su seatback, Es Mi seatback – Just because the seatback reclines a long way, doesn’t mean that you should recline it all the way. If I can see your hair plugs or hear the music coming out of your ipod ear buds because YOU HAVE RECLINED ONTO MY LAP – then perhaps it is a bit too far (see recent trip to Las Vegas).

Bag Ladies – Many of us carry large purses and we like to carry them over our shoulders. Unfortunately, when we board the plane with them over our shoulders, we tend to hit all the seated passengers on the head as we move down the aisle to our seat. Carry your bag in front of you.

We will eventually ALL get off the aircraft – The plane has reached the gate, but the door hasn’t opened yet. If you are in seat 37B, you don’t really need to get up and start retrieving your large carry on from the overhead bin. There is plenty of time and we will ALL eventually get off the aircraft.

They are not your enemy – Going through security doesn’t have to be a nightmare. Read the signs and follow directions. If you are unsure about something, check out the CATSA website before you travel (www.catsa-acsta.gc.ca).

Personal hygiene – I am impressed that you are committed to oral hygiene, but flossing your teeth while sitting next to me kinda grosses me out (really happened), likewise for clipping your toenails (didn’t happen to me, but would be equally gross).

SMILE – Everyone responds to a friendly smile and smiling is said to release endorphins, lower blood pressure and lower stress. Smiling is contagious!

Blood on the Streets

2011-01-09T11:12:00.004-07:00

The bad part of driving through a snowstorm is that it can be dangerous and, of course, it takes a lot longer to arrive at your destination. The good part is that I was able to listen to the whole January 7, 2011 episode of “The Bottom Line” hosted by Canada’s very own David Suzuki. This past week, the show was titled, ‘Eco’nomics and it followed David and former Minister, Jim Prentice, as they went camping in Haida Gwaii. It was really very interesting and David was extremely effective as he questioned the Minister about climate change and world economics.

At the tail end of the program, David interviewed the former chief economist of the World Bank about climate change. They admitted that there seemed to be a lack of urgency, that we needed a “wake-up call” that would force us to act on climate change. David stated that unless there was “blood on the streets” meaning that unless we could actually see the affect of climate change, that it would remain an abstract thing for most people, unless of course you live in the South Pacific or the Arctic or an African desert where the affect of climate change is evident.

I found the statement really compelling and so very true. We fail to act on so many things in our lives because there isn’t “blood on the street”. For example, we don’t quit smoking til someone close to us is diagnosed with cancer or we are diagnosed; we don’t tackle weight loss until we develop diabetes or a heart condition; we don’t tackle our addictions until we have lost everything. The list goes on and on.

Maybe what the world needs is a good old fashioned INTERVENTION

You can download the January 7th podcast through itunes here

Gift giving that makes a difference

2010-12-09T07:34:00.002-07:00

“What do you want for Christmas or better yet, what do you want for your birthday? (I am a December baby)”. People have already begun asking. I get uncomfortable being asked that question for a multitude of reasons. One reason is that I have a “room” in my home which qualifies me for an intervention and/or an episode on “Hoarding”; secondly, I have “stuff” that I don’t use; lastly, with everything that is going on in the world (Haiti, Indonesia, etc.), do I really need/deserve another “something”?

This is something that I struggle with every year. We get to that stage in our lives where we don’t need or want for much. (No Bob this doesn’t let you off the hook – I still am expecting the slippers from Peavey Mart). We certainly don’t need anything to add to our special “room” (I know I am not the only one that has one). What do we do? How can family and friends give a gift that makes them feel good about giving it, the recipient feel good about receiving it and benefits someone in need?

If you are struggling to get that perfect gift for someone who you know has pretty much everything….it might be time to consider the following ideas:

CanadaHelps.org – Love this website! Many, many charities have registered themselves making it super easy to find one towards which you (or your recipient) would like to donate. You get a tax receipt, and then CanadaHelps disburses the funds to the designated charity. The kicker is that you can set up a “Giving Page” for yourself (a mini website) where you can specify the charities about which you are passionate. You can share this URL with your family and friends and, they can donate directly to your charity. You can even track how much money has been given to your favourite charity. The “giving page” is used for weddings, anniversaries, graduations, birthdays, memorials and holidays (Christmas). What a great idea! If you are a local charity and have not registered yourself, you might want to look into it. I personally searched for a couple of local charities that I would like to support, and couldn’t find them. I will be placing a phone call and giving them the head’s up about this great site.

Oxfam Canada – Oxfam has a unique holiday gift site called “Oxfam Unwrapped”. For only $22 you can purchase the gift of ‘Safe Water’, the money being used to purchase water filters, tap stands and plastic water tanks. In Haiti, as we speak, many are suffering and dying from Cholera – a disease transmitted through contaminated water and food.

Oxfam has many other gifts to give including a flock of chickens, goats, sheep, mosquito nets, etc. Check out www.oxfamunwrapped.ca

Unicef Canada – Unicef has responded to the cholera outbreak in Haiti and is accepting donations to provide them with much needed help. You can go to www.unicef.ca to learn more. In addition to supporting those in Haiti, Unicef has a Gifts of Magic campaign where you can choose from a variety of gifts at various price points.

WWF – Canada has a unique symbolic wildlife adoption program as well as other great gift ideas. While you are on the site check out the Polar Bear Tracker which is following three polar bear families (a great, interactive site for the whole family) www.wwf.ca

Think local – Think about your own community and those organizations that need your support. You need look no further than the Salvation Army supporting many, many families all year long.

Remember, support can take many forms – financial support, donating time and energy, volunteering as a board member, etc. I have read that Altruism (an unselfish concern for the welfare of others) can even be good for your health! Some say that it releases endorphins, helps your brain, strengthens the immune system and even gives you a “Helper’s High” (www.squidoo.com/altruism).

Whatever you decide to do this holiday season, remember that before you give online, make sure it is a safe and secure site and that you are confident that it is a reputable organization. Nothing takes the place of good old common sense – if your spidey senses are tingling, take that as a sign that perhaps you should take a pass on that particular site. You need to apply the same amount of due diligence to the sites which I have mentioned.

Can Planner's "fist bump" their way to a germ free event?

2010-11-10T19:30:00.004-07:00

As I am writing this, I am sipping my piping hot cold and flu beverage, the overpowering scent of Vicks Vapor Rub lingering in the air. My eyes are running, my voice is raspy and the tickle in my throat has now manifested itself as a full blown, lung emptying cough which terrifies Ozzie, my Shi Tzu, every time I let loose. He looks at me with those big brown eyes and I am sure he is thinking, “If she does that one more time I am going to do something nasty in her nicest shoes”.

Can you imagine if I had an event or conference to attend? The big question is…..after paying hundreds of dollars in registration fees, purchasing airline tickets, making travel arrangements, etc. would I still go….. feeling like I do?

The correct answer is “no”, but I am sure that in the real world, most would still attend, bringing with them their cold or flu virus as carry on baggage.

How can we, as conference and event planners, protect our attendee’s from the cold and flu virus without coming across as over- anxious germaphobes?

The truth is, there are many small ways with which we can protect our guests without appearing intrusive.

Think like a cruise ship! – Cruise ship management and staff have to constantly be thinking of ways to keep their guests healthy. Hand sanitizers are mounted everywhere, specifically at entrances to restaurants and bars. You can do the same at your event by providing sanitizers throughout the conference or event space. Offer attendees mini pen sized sanitizer pumps at your registration desk that they can drop into their purse or briefcase; place boxes of tissue in restrooms and sitting areas.

Having a buffet? Pre roll your cutlery in a cloth napkin – Have catering staff offer the wrapped cutlery and plate to guests at the entrance to the buffet line thus minimizing the transfer of germs…another cruise ship strategy. Better yet, place the cutlery on the table.

Immune boosting beverages – Instead of the traditional coffee break menu items, consider adding items such as orange or cranberry juice (source of vitamin C) and Green tea (anti-oxidant). Provide plenty of water stations throughout your venue to keep your attendee’s hydrated.

Fist bumps or hand shakes? – Howie Mandel fist bumps as a way to avoid germs. It is perfectly fine for Howie Mandel, but I think that fist bumps have a weak position in corporate culture. They infer a level of familiarity that may not be appropriate. Can you imagine being introduced to the CEO of a company (that you are hoping will employ you) and instead of reaching forward to grasp his/her hand…you throw out a casual fist bump? Don’t forsake the traditional handshake; instead wash your hands often, using soap and water, vigorously rubbing your hands together for the length of time it takes to sing “Twinkle Twinkle Little Star”. Placing signage in the restrooms encouraging hand washing and how it prevents the spread of germs, may also be helpful. I know we are all grownups, but sometimes reminders can make a difference.

Touch Screens – Have you ever visited your ATM and wondered what may be lurking on the keypad? The same can be true at your touch screen event kiosk. Keep germs at bay by frequently wiping down the touch screen and/or keypad.

Cancellation policy – Does your event have a cancellation policy? Your cancellation policy should be simple and straightforward and should clearly state alternatives, i.e. substitution of attendee, full and/or partial refunds, credits.

None of the strategies I mentioned were anything new or exciting, but are often overlooked. We consider our attendee’s comfort when planning our events, we should also consider their health.

Today's article brought to you by the common cold....*cough* cough*

Judy

Can you hear me now?

2010-10-30T11:22:00.004-07:00

Price for flying in world renowned motivational speaker $10,000;

Venue and catering $25,000;

Not being able to hear a word she says, because her lapel mic keeps cutting out and, you were too cheap to retain an on site A/V technician – tragic

Times they are a changin’ and if you are still thinking that your administrative assistant, or your in house IT Technician can look after all of your audio visual needs at your next staff conference….you may be heading straight for disaster.

Cutting corners in you’re A/V area is not fair to your speaker and it is not fair to your audience. Speakers, particularly those traveling the professional speaking circuit, become accustomed to a certain level of expertise. Sure, there are some that will say, “no powerpoint screen? No problem, I can do it without”. But, there are many who have carefully designed their presentation and will be frustrated if their needs cannot be met. I was once at a very large gathering where the speaker, a Master Event Designer, said at the beginning, “I have everything I need right here on my IPhone – I can control the lights, the sounds, the mixed media right here” and…..he couldn’t. The worst part was that he kept interrupting his presentation to troubleshoot his A/V problems and as a result couldn’t deliver what we were expecting. In hindsight, maybe he was showing us what not to do….but I don’t think so.

Audio Visual expertise is not only important for large conferences and presentations, it is equally important for social events. You owe it to your guests at your wedding or party to have a handle on the lights and sound. No one wants to look back on the wedding video and see Great Aunt Sophie holding the microphone like a telephone and not being able to hear her words of wisdom, or your master of ceremonies is unaware that his lapel mic is still on when he makes an inappropriate remark.

So here are some quick tips for ensuring your audio visual goes off without a hitch.

Get to know your speaker – contact your speaker well in advance to ascertain his/her audio visual needs and expectations. Make sure that you are asking all of the questions required to ensure that you will be adequately prepared for the presentation. Some basic questions to ask are: Do they require a proxima, computer (MAC or PC), lectern, handheld mic or lapel mic, whiteboard or flipchart, markers. Is the presenter going to move around the stage or go out into the audience? If a stationary lectern mic is required, you might want to discern how tall the presenter is and if that will be adequate for his/her needs. If the presenter is short like I am, a stool may be necessary..or if taller than average, you don’t want them to have to stoop to speak into the microphone.
Hire a professional – If you are moving beyond the realm of the banquet hall sound system and having to rent additional equipment, then hire a professional to be on site. Make sure that you budget for the professional technician to be there during set up and run through to troubleshoot any unexpected problems. I cannot count how many times a speaker has arrived with a presentation that is just that much different that it requires completely different hardware and software. By having an A/V professional in attendance at the run through, you are dealing with any problems and coming up with solutions in plenty of time to ensure the event goes off without a hiccup.
Examine goals and objectives thoroughly – If you had your heart set on an amazing wedding day video compilation set to music, etc. then perhaps having Cousin Betty capture the magic on her new phone isn’t the best option available. And no….it doesn’t matter if she just finished an online video editing webinar and is “super stoked about shooting the film” – you might want to check into a professional.
Think a wee bit outside the box – If you have a large number of people attending the presentation and the room is quite large, consider hiring a professional to film and project the speaker onto the large screen simultaneously so that everyone can see him or her. We all can relate to being at the back of the room and not being able to pick up on the subtle nuances of the presentation that come from being able to hear AND see them.

The bottom line is, the proper audio visual design can make or break your event. You can wow your audience with the sights and sounds or you can make them wish they were somewhere else.....

Want to know a little more about me?

2010-10-27T19:45:00.003-07:00

Recently I was approached by the editorial director for "The Meeting Planner's Best Resource" a weblog and e-newsletter for the meetings and events industry about being their October Planner.

I responded with something like "I am tickled pink that you would consider me for a profile" (because I was tickled pink) and that started the ball rolling.

I took the weekend to respond to the questions.....it was harder than I thought it would be, but in the end I think it turned out pretty darn well.

So...if you want to know a little more about me, check it out here!

Judy

The Good, the Bad and the "Oh No You Didn't"

2010-10-24T13:30:00.004-07:00

The dreaded nametag, badge holder and lanyard….. Most of them have one thing in common, as soon as I put them on, they flip over showing…..well, showing nothing. If I am so fortunate to be given a badge holder and lanyard that is constructed so that it doesn’t flip over, then most likely there is a nametag inside the badge holder with my name printed in a font from the times of early Rome. Very pretty, but unreadable. It is quite embarrassing to have someone standing there looking directly at your chest (where the darn badge holder is hanging) trying to read your name. Invariably I look down as well, just to be sure that I don’t have a button popped. Can this be fixed? Of course! If you have badge holders which flip over – utilize that back of the nametag white space real estate by printing the attendee’s name AGAIN. It can then flip flop as much as it wants and the name will still be displayed.

First name first! – Print the attendee’s name as if it is being read (because it is). First name, then last name. Use a larger font for the name than you are using for the rest of the information. Don’t clutter the nametag with useless information. Name and company is adequate. Don’t get fancy with the font and make it large enough to read from a comfortable distance.

My biggest pet peeve is the “us versus them” nametag/badge holder. Perhaps you are attending a luncheon or evening networking event, and those belonging to the hosting association have fancy, schmancy badge holders whereas the invited “guests” receive the standard, “Hello My Name Is” stick on type and are handed a sharpie with which to write their name. This doesn’t work on so many levels. First, no one wants to stick a super-sticky adhesive nametag onto their nice blouse and secondly, by having guests write out their own nametags, you end up with a hodgepodge of handwritten nametags with differing information. Some will default to using only their first name, others will write their first and last name, title, place of business, etc. filling in the white space to the point that it is unreadable. Secondly, what if you didn’t print enough fancy, schmancy badge holders/nametags for the association members and end up having to give a member one of the “Hello My Name Is” nametags? They won’t be very happy because they will spend the time responding to the question, “I thought you were a member? You aren’t a member anymore?”. My feeling is that if you are going to use an “us versus them” nametag strategy, then you must commit to being 100% correct, i.e. no mix ups. Someone told me once that even the nicest, most expensive outfit can be ruined by a crappy, scuffed up pair of shoes. Think of the event as the outfit and nametag/badge holder and/or lanyard as the shoes. If you are concerned about having to provide that many lanyards and holders and the expense, simply ask for them back which really, you should be doing already (see previous blog article).

Lettering on the lanyard – “1 888 We Rent Crappers” along with a picture of a porta-pottie written over and over and over again on the lanyard. A perfectly good sponsor, but not for your lanyard. Think carefully about the logo (if any) imprinted on the lanyard as it also impacts whether or not the lanyard can be recycled to be used at another event. Perhaps better to imprint the sponsor’s name or logo on the paper nametag insert in the corner or along the bottom.

Use badge holder ribbons – I love badge holder ribbons! At the MPI Conference I attached so many ribbons to the bottom of my badge holder that it looked like a flag! Badge holder ribbons are a great way to personalize a nametag. There are stock ribbons that say things like exhibitor, speaker, attendee….but the possibilities are endless if you customize. My badge flew the “First Time Attendee, I Tweet and MPI Member” ribbons. Anyone looking at my badge holder could easily see that I was new, that I used Twitter and I was a member, which breaks the ice for conversation. You could have utilized the ribbons for your “us versus them” badge holder’s and avoided any controversy by giving EVERYONE badge holders including the guests and differentiating the two by attaching ribbons….simple!

Can this Conference be saved?

2010-10-17T11:46:00.003-07:00

Many have attended them. One, two or even three days of mind numbing sessions, in a large space devoid of attendees, people leaving early. This is a conference gone bad. It might have been great at its “first annual” but now has run its course. It just may be time to say farewell and move on.

What should you look for when planning your next annual conference that speaks, “time to pull the proverbial plug”?

Look back – Look back at the post mortem notes from your last conference. Read them carefully and look for clues. The post event survey should highlight where there were difficulties. Be incredibly open minded when reviewing this data…..you are about to commit precious time and money.

Volunteers have vanished – No one wants to volunteer! Volunteers sense a sinking ship and if they participated last year and were under-whelmed, don’t expect them to come back for a repeat performance. These alternatively compensated employees are seeking something other than money…they look for excitement, the opportunity to network, fun, personal fulfillment, etc. If they are not getting it at your conference, they won’t come forward willingly.

Poor attendance – Look back at the attendance for the past couple of years….is it decreasing? If you are seeing a decrease in attendance that you cannot explain, that is a sign that this year may yield even lower numbers.

Sponsorship is diminishing – There MUST be a return on investment for sponsors…..if they don’t see value for their sponsorship money, they will quietly step back. It starts with a large sponsor who might have been a “Premiere, Gold, or Platinum” sponsor last year but this year are looking at only sponsoring at the silver or bronze level. They are being kind – they don’t want to say no right off the bat, but next year they may be “unfortunately going in another direction with sponsorship funds”.

Speakers have gone A.W.O.L. – You have difficulty recruiting speakers for the conference. You may be trying to pull from a pool of speakers who have attended a previous conference where they were not impressed with the lackluster attendance and audience interaction.

The good news is that these signs don’t have to spell disaster. Sometimes, when you note these issues occurring, it just means you have to change the way you are doing things.

Here are some tips for reinventing your annual conference:

Re energize your organizing committee – this may mean replacing your chairperson which can be difficult. Often annual events go the way of the dinosaurs because someone in the organizing chain is resistant to change. Engage these individuals in other ways utilizing their expertise and experience.

Downsize – Wouldn’t you rather do an amazing job of a smaller event than a poor job of a large event? Downsize and make your new event much more exclusive. Downsize the maximum number of attendees, cut the event back to 1 day, change the venue to a more intimate space, etc.

Be Sustainable – By taking a sustainable approach to your conference, you will minimize unnecessary waste and become much more attractive to sponsors and attendees. No one wants to see waste or over the top excess. Focus on the hospitality – a smile is free!

Rewrite your sponsorship package – Completely change up your sponsorship proposal to reflect the new project. Look carefully at exactly what sponsors are receiving in exchange for their money.

Be Relevant – Times….they have changed and your conference needs to keep pace with not only the material being presented, but also the use of social media.

Be Responsible – Attendee’s are spending money on registration, accommodation and travel – you need to take some responsibility for this and offer them excellent value for their dollar.

Be Creative – Don’t create a cookie cutter conference – personalize it as much as possible.

Be Organized - Many times attendees are frustrated because the conference seems unorganized and/or unprofessional. If this is the case it may be time to call in a Professional Meeting & Event Planner who can guide you properly through the planning process.

I'll trade you!

2010-10-11T13:25:00.005-07:00

After reading the blog post of Heidi Thorne of Promo with Purpose Today about Promotional Tradeshow Lanyards - How to save money and go green, I was inspired to write one of my own which I think (hope) complements it.

The badgeholder and lanyard....they are simply a given for conferences and events. We have come a long way in greening that industry with lanyards made from recycled pop bottles and badgeholders made from corn, but how can we take this one step further? Heidi talks about asking attendee's to give back their badgeholders at the end of the event. Some relinquish theirs without even asking, others seem to want to hold onto them. What can we do to encourage more attendee's to hand theirs back which ultimately addresses the first and second "R" - Reduce and Reuse (we can use them again at the next event).

Trade the attendee something for their lanyard! At one of my events I asked the caterer to bring in freshly baked chocolate chip cookies when there were only 10 minutes remaining to the event. The smell was heavenly and everyone's mouth was watering. Standing at the exit, our staff "exchanged" or "traded" a cookie for a badgeholder and lanyard. We got over 80% back!

Have a draw! Advertise throughout the event that there will be a draw from those who hand in their badgeholders/lanyards. At the exit, have containers clearly marked for that purpose. We have given away such things as an IPOD, but wouldn't a Kindle be great!

Heidi was right about being fairly generic with the lettering on the lanyard. That way, you can reuse it at any future event.

If you have personally collected a number of badgeholders and lanyards when attending conferences and events, give them away to non-profit groups in your community to use for their smaller events. They often need badgeholders for support groups and seminars.

Judy K

"No Soup for You!"

2010-10-06T17:14:00.003-07:00

“No Soup for you” was a catchphrase made popular by a 90’s Seinfeld episode. A restaurateur dubbed the “Soup Nazi” insisted on patrons ordering their soup according to his strict instructions. Those who deviated from this are told, “No Soup for you” and are turned away….never to taste the delicious soup.

Funny on a television show…yes….not so funny in real life when the caterer actually says, “no food for you” because they ran out!

Catering nightmares…..as with anything, they definitely do happen from time to time. Problems are not the norm as there are many great, professional catering companies out there. Oftentimes, the nightmare stories arise more from miscommunication.

Here are some tips!

First! Check with the venue about bringing in an outside caterer. Some venues insist that you use a specific caterer.

Check references – When you approach potential caterers, ask for references, preferably from similarly sized events. If they tell you that they have never catered an event for more than 50 people and your event will have 400+ guests, that may be a potential red flag.

When you call the references ask many, many questions including:

Was the caterer easy to work with?
Were they flexible?
Did they source local ingredients?
Were they on time?
How did the food taste?
Was there enough food?
Were they professional in manner and appearance?
Did they have enough staff?
Were they accessible?
Would you hire them again?

Communicate – Oftentimes problems arise from miscommunication between planner and caterer. You must be crystal clear regarding your needs – do not assume that the caterer is a mind reader.

Put it in writing – Make sure that you draw up a contract with your caterer, which outlines the deliverables and expectations. Go over it carefully with the caterer to ensure that you are both satisfied.

Arrange for a tasting – If you are indecisive about some menu items, arrange for a tasting. Whereas some caterers allow for a free tasting once the contract has been signed, don’t be shocked if there is a charge for a menu tasting especially if you are tasting many, many selections.

Food Service Permit – Catering companies are required to have permits, discuss this with your caterer to ensure they have proper permits/licences.

Guaranteed Guest Count – The number of guests you are guaranteeing for the caterer. If you have agreed on a luncheon at a price of $15.95 per plate, when you guarantee/confirm 85 persons to the caterer, you will be billed for 85 regardless if only 60 people attend. Usually the number is confirmed 3 days to one week prior, but in remote locations, the date could be two weeks ahead of the event. After you have provided the guaranteed guest count, you cannot decrease that number. The caterer has already purchased food, etc. for that amount. You can sometimes increase that number slightly, but this option must be discussed with the caterer prior (when you are negotiating the contract).

Gratuities – A gratuity is charged in amounts varying from 15% upwards. Confirm the gratuity with your caterer when negotiating the contract.

Insurance – Proof of liability insurance

Some additional points to discuss with your caterer

Has he/she worked in this particular venue before?
Menu planning
Food service style, i.e. buffet, plated, etc.
Timing
Food quantities
Food presentation
Staffing
Staffing supervision
Leftover food policy
Dress code, protocol, behaviour
Rentals
Corkage fees
Cake cutting fees
Special meal requests
Set up/take down

Champagne wishes on a beer budget – Be realistic with what you can afford!

How I spent my weekend....

2010-09-27T08:58:00.002-07:00

On Saturday I woke up nice and early (check out the pic of my sunrise :)) so that I could head over to my mom's where she was going to instruct me on the art of canning meat.

Why was I going to do this? Well, for a couple of reasons. We are fortunate to live in a part of the world where we can actually go out and literally bring home the....elk which my husband and son had done and secondly, by canning some of the meat it creates another great way to enjoy it.

So....as I was saying, my mom was going to assist me with this venture as she does whenever I attempt to preserve something (the pressure cooker terrifies me). I had 50 pounds of lean elk meat, cut up into stew size chunks. We proceeded to sterilize jars, lids and seals. The meat loses flavour while processing so we browned up each batch on the stove adding roasted garlic, pearl onions, cracked black pepper and salt. The house smelled heavenly!

It was such a lovely day, spending time with my mom, creating something that we all were going to enjoy all year.

Many, many hours later we had 29 jars of elk meat done. What can you do with this antibiotic free, hormone free creation? Well, I can make stew with it, I can serve it with pasta or rice, I can make a blue ribbon worthy pot pie.....

It was alot of work, but eating local is alot of work.....but totally worth it :)

Becoming a greener guest

2010-09-27T08:38:00.005-07:00

The most popular season for entertaining is right around the corner, beginning with Thanksgiving and then the slippery slope to Christmas and New Years. Many will receive invitations to homes during the holidays for either dinner, drinks or a party. Combining etiquette and sustainability, how can we become a “greener” guest?

Here are some tips to help to minimize your environmental footprint and that of your host during this upcoming holiday season.

RSVP or “répondez, s'il vous plaît," which means "please reply." – By sending your RSVP to your host, you are actually minimizing waste! By letting your host know that you will or will not attend, you are ensuring that they do not overbuy or over-prepare food for the party, therefore minimizing waste.

These Boots are Made for Walking – When considering transportation to the party or event, consider how you will travel. If you live close, consider walking. Not only will you be minimizing your carbon footprint, you will not have to worry about determining who will be the designated driver. High heels? No problem, throw on your runners and change into your heels when you arrive. If you live in the city, there is no shame in taking public transit or sharing a cab ride with other guests. Of course, carpooling with other guests is always an option.

Hostess gifts – We always want to bring something for the host or hostess just to say thank you. Many bring wine….if this is the case, try to bring a local wine. In lieu of the traditional flowers consider bringing a lovely soy candle. If you have just finished a great book and are ready to pass it along, don’t be shy about tying a lovely ribbon around it and bringing it with you…..wrap it with a package of tea and a note that says, “Hope you enjoy this book as much as I did and you have a chance to relax with it and a cup of tea”. Home decor & living icon, Martha Stewart, suggests bringing something homemade like a preserve with a lovely personalized label. Whatever you bring, don’t be disappointed if they don’t serve it or use it that evening. There is no rule that a hostess gift needs to be used during the course of the evening. In fact, it is the opposite. Your host has already considered the food, wine and décor for the event and quite frankly, your gift may not suit the theme.

Potluck? – If your host asked you to bring a food item, consider using local ingredients. Make sure you bring your dish in a reusable container. Tip – If you are concerned about getting your serving dish back, put a piece of tape on the bottom with your name.

Green it forward – What about bringing your host something which will help them green their future dinner parties. Purchase some linen napkins in a neutral colour and present them wrapped in a lovely ribbon. Simple napkin rings can be added the next time you are invited. Linen napkins can be used over and over again, taking the place of single use paper napkins.

Do green events lack creativity?

2010-09-15T07:31:00.003-07:00

I don't know what it is, but for the first time in my green meeting planning career, I have been asked the question "don't green events lack creativity? I don't want to have a boring event" not once, but twice recently. Once we begin planning the event, their fears are soon dispensed. It is clear that their green event will not be boring.

So I have to ask the question.......

Are we emerging from the recession driven period of individuals shying away from over indulgence who came over to the "green side" in an effort to not appear over indulgent? Are clients once again jumping on the "the more the better" band wagon?

I never questioned the motives of clients who wanted to green their events. For me..it didn't really matter what was driving them to greener pastures because once they went on that journey with me, I knew I could convince them that it truly was the better way of doing business. When the recession occurred, clients felt that going green = being able to still hold meetings/events because they were being "good". Now that the economy is picking up, I am finding that new clients are questioning the amount of "greening". They don't want to appear cheap.

Green events/meetings do not have to appear cheap. In my experience green events and meetings can be some of the most creative events out there! Why? Because we are always looking for ways to innovate. We are the early adopters.

Is there anyone else out there sensing a shift?

The dry, dry summer of 2010

2010-08-30T21:27:00.003-07:00

Why do we fail to appreciate something until it is gone? This summer has been one of the driest on record where I live and for the very first time (in my whole life), we have rapidly moved from Stage 1 water restrictions to Stage 4.

Stage 4 water restrictions mean that you are not allowed to water anything...period. No watering lawns, flower beds, gardens. No Sunday afternoons washing your car in the driveway. No children playing in the sprinkler. Large fines for anyone doing any of the above, bylaw officers paroling the neighbourhoods. It felt.....scary.

Water is not a right. Water is a resource that must be conserved and protected. It can be gone in a heartbeat. We must remember this.

Redefining luxury

2010-08-18T09:42:00.003-07:00

Although I knew that cruise ships were far from eco-friendly, I was shocked to read some of the statistics in the attached article from Investigate West.

Cruising is not unlike the meetings industry in many ways. Large groups of individuals gathering for a specified time period. We have begun to change the way attendees see the meetings industry, why can't we do the same with the cruising industry?

We have learned in the meetings and event industry that green meetings can be as exciting and impactful as traditional meetings and events. The cruise industry can do the same thing, one cruise at a time. It is simply a matter of redefining luxury.

Judy

It's paperLESS not paperFREE

2010-08-13T10:10:00.007-07:00

I have been reading with extreme interest some of my meeting planner colleagues posts about paperless conferences.

The subject caught fire recently after the MPI World Education Congress in Vancouver where some attendees were openly critical of the decision to not print programs. A firestorm of comments were posted on Pathable by some attendees who were not pleased with this decision stating that they didn't have an I-Phone or blackberry (couldn't download the app), they didn't have the resources for some of the technology being utilized, etc. Perfectly justified comments when faced with the prospect of possibly having no access other than digital to conference information.

Just to be clear, I don't believe that the MPI ever indicated that they were going paperfree. What they did say was:

(source http://www.mpiweb.org/Events/WEC2010/Information/Sustainability)

Printing - This year MPI has decided to use a digital format for its conference guide. The guide information will be available through the MPI website and through a mobile application on both iPhones and Smartphones. We will share basic schedule information with attendees through a z-card. These are daily cards that give attendees an at-a-glance view of the day. These will be printed on FSC certified paper.

Phone/Blackberry Application - We’re trying to cut back on printed materials at WEC and to help in the transiation we’re providing conference materials in real-time with the free WEC iPhone/Blackberry app. Easy to navigate, the app offers a searchable conference agenda, speaker information and profiles, access to the MPI Twitter feed and Facebook page, an attendee list and a direct connect to social networking site Pathable.

Paper"less" yes....paper"free" no

Omnipress has posted a couple of great blog entries about the decision to limit handouts and has even offered to do the printing at the next MPI WEC in Orlando. The comments on his blog entry are great and I highly recommend you to read them - some great information.

My thoughts are as follows. The word "paperless" conference has been used and abused so much that even green meeting planners like myself are struggling to define it. In frustration, I have quit using it, relegating it to the shelf with other words and phrases I dislike like "carbon neutral" meetings or "zero footprint" meetings.

If I have learned nothing else in the past few years as a green meeting planner it is that utilizing all or nothing strategies leads to failure. Using terminology like "paperless" leads the attendees and organizers to assume that the strategy is to be paperfree when in fact the very word is paperLESS, not paperNONE. Simply stated...use less paper.

The comments surrounding the MPI WEC decision to limit handouts, limit printing of programs, etc. has created so many terrific conversations about alternatives that it was worth the price of registration just to hear them all.

Judy

I Heart Travel Alberta!

2010-07-26T22:03:00.004-07:00

Wow.......who knew that the MPI World Education Congress would be so much fun! Tonight I attended a reception hosted by Travel Alberta and only one word could describe it....AWESOME! The fun and laughter was contagious and the smiles were genuine.

After being greeted by the wonderful Jennifer Holly of Travel Alberta who was waiting at the Pan Pacific Hotel, we were bused to the marina. The boat awaited.....it was wonderful.

Food and drinks were plentiful, everything was geared to beautiful Alberta. We had Alberta beef, Alberta Bison, spicy caesars (a drink invented at a bar/hotel in Calgary) and many other great creations.

You would think that the evening couldn't possibly get better...but it did. We were entertained by the Edmonton music group, the Be Arthurs and they were fabulous!

I can't say enough about the Travel Alberta group, so I will just simply say, "Thank you"

Judy

Yes, it's a Big Deal

2010-07-24T22:20:00.002-07:00

So...day started reaaaaalllllly early this morning as I set off to go to the MPI World Education Congress 2010 in Vancouver. I was pleasantly surprised by a genuinely friendly Flight Attendant for Air Canada Jazz (I am going to send in a comment card). She was attentive and friendly and really seemed to enjoy her job. That translated into a very pleasant trip for the passengers.

After arriving in YVR, I took the Canada Line to my hotel. Why Vancouver didn't build that years ago, I don't know. It is fabulous. I wish that Edmonton would build a high speed rail service to YEG!

I went to the opening reception and the food was fabulous. All local fish, veggies and fruit topped off with BC Wine. Outstanding!

Judy

Moving on and moving up!

2010-07-12T15:08:00.002-07:00

Summer’s here and many of you will be moving on and/or moving up. Moving to your first home or apartment is an exciting time. Moving from your first home to a larger, new home is exciting too! Friends and family will be anxiously waiting for the invitation to a housewarming party so that they can get a tour of the new home and maybe bring you a little something!

Here are some tips for throwing a stress free housewarming party!

Change of address cards can double as invitations. Send out postcards with your change of address, directions to your new home and the time and date of your housewarming. Personalize the postcard by taking a photo of your new home and print them out on 4 x 6 stock. On the reverse you can provide the details. Only use traditional mail for those few individuals who live out of town and aren’t connected via the internet, as there are definitely “greener” options.

“Facebook” them with the details. For your facebook friends, create an event on your facebook page with all the housewarming details, directions, etc.

E-vite them! If the majority of your friends and family are connected via email, send them the information via an email message. You can still attach the photo, directions, etc.

No need to decorate, your new home is the decoration! You can create a welcoming atmosphere with candlelight and fresh flowers (never leave a candle unattended).

Set up a no-host drink station so that guests can serve themselves. (You will be too busy giving tours) Don’t go overboard with the choices. Why not come up with a signature cocktail and call it the new “Hometini”? The mix can be prepared ahead of time and sitting in pitchers. Have a little index card with instructions on how to create the cocktail. Beer and/or coolers can be sitting in buckets of ice for easy access. Always ensure you have something non-alcoholic available for guests who are driving.

Create a coffee station that is extraordinary. Brew both a pot of caffeine free coffee and of regular coffee and set them out in pump pots or carafe’s clearly labeled. Rim your coffee mugs by dipping them first in either a simple syrup or a liqueur, then press the rim into a mixture of cinnamon sugar (just like the kind you would put on your toast in the morning) Provide coffee cream and milk for the coffee as well as a selection of sugars (including splenda, equal, etc). If you wish, you can also set out a selection of coffee liqueurs such as Irish Cream. Tip: Rolo candies are delicious dropped into hot coffee and stirred!

High Impact – low effort appetizers. No one has to know it is takeout! Order an assortment of sushi from a local restaurant and display it beautifully. When you place the order, drop off your own serving platter(s) and ask them to use them instead of takeout containers. This will save time for you and be more eco-friendly.

Lollipop’s are fun! We are all kids at heart and can’t resist anything on a stick. Make Rice Krispie treats, mold them into small balls, insert a lollipop stick and dip in melted chocolate. Display them by inserting one end of the stick into a watermelon (you can have watermelon the next day)

Are you invited to a housewarming party? Here are just a few ideas for gifts that will set the new homeowners on the right “green” path:

§ Purchase recycling bins and print out instructions on what is recyclable and how to sort.

§ Sign them up for curbside recycling – pay for the first 6 months

§ Water saver faucet attachment for kitchen sink

§ Water saver attachment for shower

§ A bucket filled with an assortment of green cleaners such as Seventh Generation and a collection of “pre-loved” rags

§ A compost collection container for under the sink (provide a cheat sheet on what is acceptable for compost)

§ A backyard compost container.

§ If they have teenagers, purchase a shower timer that sticks to the shower stall (4 minutes!)

§ Purchase them a replacement shower curtain that is not made from polyvinyl chloride (PVC)

MPI World Education Congress here I come!

2010-07-10T14:02:00.002-07:00

I am so excited about attending my very first MPI World Education Congress and it is being held in my home Country and Province!

I am not sure what I am most looking forward to.....checking in with friends and colleagues or all of the great workshops, seminars and featured speakers! I am particularly looking forward to hearing Ed Begley speak.

I think that any time we have the opportunity to connect and network with colleagues we should take advantage of it.

Can't wait!

I spy with my green eyes......

2010-07-02T07:28:00.002-07:00

The Hyatt Regency Boston! I just was reading about how they sliced their annual energy consumption by 42%!!! It didn't happen overnight, but happened as a result of improvements to infrastructure, equipment and systems to improve efficiency. Read more about it here on Green Lodging News.

Way to go!

Just give me something to talk about

2010-06-24T10:22:00.002-07:00

Wow! I recently attended the MPI Greater Edmonton Chapter Event Management Awards and was fortunate enough to share a table with three gentlemen from the Edmonton area. Each were specialists in a different field. One in insurance, one in marketing and strategic management and the other in sales motivation and training. Wow! What delightful dinner companions. Each brought a unique perspective within their chosen field.

As they asked, "what do you do?", I became very animated and excited as I described Green Event Planning. It was clear that I loved what I do. They were interested in the aspects of green events and impressed at the numbers which I was able to share, i.e. amount of waste generated, etc.

I returned home with a renewed sense of spirit and, quite possibly, a bounce in my step. If you believe in the Law of Attraction, that positive energy could be responsible for the call which I received yesterday wanting to hire me for a green event next month.

To David, Michael and Frank....thank you for sharing your table with us and thank you for reminding me why I do what I do!

Judy

Celebrate Canada's Birthday in Style!

2010-06-24T07:49:00.003-07:00

This is going to be the best Canada Day ever! Why? We are still bursting with pride from the recent Olympic games. Most of us can still close our eyes and hear the Nikki Yanofksy song, “I Believe”. We can still remember exactly where we were when the overtime goal was scored in the Canada versus U.S.A. men’s final hockey game. We can still see the tears on the face of Canadian Ladies Figure Skater Joannie Rochette as she finished her short program. We can still feel the excitement from when Kevin Martin threw his final stone to win gold and lastly, we can still hear the strains of O’Canada as our flag was raised many times during the games.

Come on folks….let’s make this 2010 Canada Day Gold Medal Worthy.

Wave your maple leaf – Flags are on sale everywhere right now. Proudly display your Canadian Flag. If you can’t display a flag, buy a pin and wear it on your lapel or hat.

Break into Song – We have incredible Canadian musicians. Create a nostalgic play list of Canadian favourites by encouraging your guests to think back…..way back to the year they were born and choose a Top 40 single from a Canadian Artist. I can imagine that it will end up being quite an eclectic mix of tunes…..everything from “Four Strong Winds” by Ian and Sylvia Tyson to “My Heart will go on” by Celine Dion.

Set the Scene – A clean, freshly ironed, white cotton flat sheet can double as a table-covering. The simple centerpiece can be a grouping of large and small clear glass jars, some can contain sand and soy votive/pillar candles (beware – jars can become very hot), others inexpensive red and white carnations. Wrap some of the jars with ribbon…..think red and white with possibly a twist a la aqua or chartreuse. Fruit can also make an impact on the table. In keeping with our colour theme, what about cylinder vases filled with red apples or green limes!

Hail Caesar? – Did you know that the delicious drink, the “Bloody Caesar” was invented by a Canadian in 1969 at the Owl’s Nest Bar in Calgary (source Wikipedia). The traditional Caesar contains vodka, clamato juice, and seasoning. Garnish it with dill pickles, hot peppers, pickled carrots or asparagus. My personal favourite is pickled beans!

Share some trivia – Research some random pieces of Canadian trivia and stump your guests at your party. What about, “What is Canada’s longest river” or “Whose face is on the Canadian 100 dollar bill?”

A bit of “Tim Bit” Heaven – Let’s face it, Tim Horton’s is a Canadian past time. Try this Tim Bit Dessert on July 1^st.

You will need: Large Box of chocolate Tim Bits, wooden skewers, fresh strawberries and powdered sugar for dusting.

Instructions: wash, dry and hull the strawberries, thread the Tim Bits and the strawberries alternating until you have three of each on every skewer, lay on a platter and dust with powdered sugar! Garnish with fresh mint and serve immediately with…what else but Tim Horton’s coffee.

Dress the part – Encourage everyone to wear a bit of red

Movie Time – watch a movie with a memorable Canuck actor, like John Candy in “Planes, Trains and Automobiles”.

Join the party – Participate in local Canada Day celebrations.

Show them a good time – There are many visitors from other countries traveling through our communities during the summer. Take a moment on July 1^st to share your Canadian pride with them.

Happy Canada Day!

Father's Day Fun!

2010-06-09T14:00:00.002-07:00

Hidden Fun on Father's Day!

Are there any father’s out there who don’t enjoy cool gadgets and the rush of an adventure?

This Father’s Day discover Geocaching! A worldwide, high-tech treasure hunting game played by curious individuals armed with a handheld GPS (Global Positioning System) receiver. After logging onto www.geocaching.com (The Official Global GPS Cache Hunt Site), you can look for geocache coordinates in the area that you are interested hunting in. A typical cache is a waterproof container containing a logbook and maybe even “treasure”, usually small items of little value. The cache’s are listed according to difficulty, family friendly locations, terrain, etc. You enter the coordinates (longitude and latitude) of the hidden cache into your GPS and then go searching for it. The geocaching.com website contains all the information required to begin, including geocaching “etiquette”.

What do you do when you find a cache? Well, high fives all around that is for sure…..great job! The rule is that you never take anything out unless you replace it with something else. There generally is a small guest logbook in the container that you can record comments in.

There are many different types of GPS receiver’s on the market right now with various price points. When you are at the store, discuss what your needs are with the sales person and they should be able to steer you in the right direction. Explain that you are going to use it for geocaching. The Apple iphone can also be used….like they say, “there is an App for that” .

Here are some tips for planning your very own Father’s Day “Geocache Adventure”

· Pick an easy location to start - This is your first trip out, so pick a location that is easily accessible with a low difficulty rating. You want this to be a positive learning experience for everyone.

· Be sneaky about it! – this is a surprise, so you will have to be a little discreet when learning all there is to know about geocaching on the website.

· Get the kids involved! – Kids love a treasure hunt and will be as excited as you are.

· Make sure that you have looked after all of the safety stuff such as making sure that your cell phone is charged, plenty of gas in your vehicle, extra batteries for GPS, let someone know where you are going, pack an emergency kit, spare tire, etc.

· Prepare a picnic – Treasure Hunters get hungry, so prepare a picnic lunch with some of Dad’s favourite items. Be Green….pack your picnic in reusable containers and bring “finger” food which doesn’t require plates or cutlery.

· Bring a bag to pick up any trash you come across. “Cache in, Trash Out” is the motto

· Don’t Idle – Turn off your vehicle when parked

· Record your mileage – Knowing your mileage for the day gives you the option of purchasing carbon offsets to assist you in reducing the carbon footprint of your Father’s Day adventure.

· A trail of Breadcrumbs - If you need to walk any distance, mark your vehicle as a waypoint on your GPS so that you do not get lost!

· Be Patient & Persistent – Oftentimes the cache is not going to be in plain site so you are going to have to look around for it. Technically, it should be within 3-5 metres of the coordinates (A big thank you to Cathy for this tip).

· Say Cheese! – Make sure that you bring a camera or digital video camera to document the trip. The geocaching.com website encourages you to upload pictures from your adventures!

· Have fun…lots of fun – This is quality family time folks…enjoy it and enjoy the great outdoors!

Upright & Smiling

2010-06-02T16:52:00.002-07:00

Any time you are planning an event with a lot of emotion tied to it, there is going to be stress. Graduation is one of those events in life. As a graduate you are stressed about what to wear, your date, the transportation choice for the “red carpet” entrance, your corsage or boutonnière, your hair, etc. As the parent (who is usually the party planner), you are stressed about wanting to create a nice day for your graduate, coupled with the fact that he/she is “all grown up” and that makes you a little wistful for the diaper days….. Tears are to be expected.

When I trained for my first marathon, I told everyone that my goal was to finish “upright and smiling”. So, for all of you parents planning graduation festivities for your children, let’s give you some tips so that you can finish “upright and smiling”.

§ Make a note…a “thank you” note: Think about how you are going to say thank you before you say thank you. Encourage the graduate to create a thank you card perhaps using a personal photo scanned into the home computer. Ensure that these thank you notes are completed and delivered in the days immediately following graduation.

§ Accept help when offered: When your friend or neighbour offers to lend a hand, accept it graciously. When my children graduated, my friend Sue spent hours preparing meat trays and cutting up vegetables. She also did my dishes, which was no small feat!

§ Hire a housekeeper: If you can afford it, hire a housekeeper who can come clean a couple of days before the party. You won’t regret it!

§ Make up the bed in the RV: The RV can become an additional bedroom when entertaining out of town guests. Don’t forget to ensure that the heater is working as the evening may get chilly and you don’t want your guests shivering all night. Another nice touch is to have a small coffee maker in the trailer all ready to go so that in the morning they can enjoy a leisurely cup of coffee before coming inside.

§ Plan ahead: Make sure that you have enough chairs, dishes, glasses, etc. for everyone who is attending. If you don’t have enough or are “close”, borrow from friends. Have them bring the item(s) over the day before so you are not scrambling at the last minute.

§ Stay Cool: You WILL run out of room in the refrigerator. Borrow coolers ahead of time, they will become temporary refrigeration.

§ Prep ahead: Plan your menu so that you aren’t stuck in the kitchen the whole time. Create a menu where some items can be prepared in the days leading up to the event and then frozen. The food can then be reheated in slow-cookers which double as serving dishes.

§ Don’t forget the ice! Purchase it ahead of time. If it is a nice weekend, you will go through lots of ice just for the beverages and no one is going to have time to keep refilling ice trays. Ice is also needed to keep dishes like potato salad at the correct temperature. Here is a trick for you. Find a clean, plastic storage tub “lid” that is at least 3 inches deep. The lid now goes onto your table and you fill it with ice, becoming a “cooling” tray for your shrimp, salads, etc. Just nestle the bowls in the ice!

§ Bring the inside outside! If you are entertaining on the deck, don’t be shy about bringing some non-traditional items outside to create a cozy atmosphere. Table lamps look spectacular outside!

§ Create opportunities: Friends and family are going to come to the event to see the graduate in his/her finery and to wish them well. Make sure that you have created this opportunity. Set up an old fashioned “photo booth” so that everyone can get a photo of the graduate. A simple backdrop, seating and voila! Photo booth a la grad 2010.

§ Comfortable yet chic: This isn’t the time to break in new shoes…., dress comfortably but at the same time, dress to impress. Remember, you will be in many of the photos too!

§ Drink with care: As much as you would love to relax with a large glass of wine, remember you are on speed dial for your graduate. They need to be able to call you for a ride if necessary and drinking and driving is a no-no.

When we lose our way....

2010-06-01T09:12:00.002-07:00

Lately I have been feeling uninspired and unmotivated. Maybe it is because we are moving into summer and it is really hard to knuckle down and get things done, maybe it is because I need someone or something to re-energize me.

When we find ourselves in this situation, it is really easy to sit back and do nothing. I don't want to have that happen. So here is what I intend to do:

I am going to call one of my green meeting colleagues whom I really admire for a "pep" talk

I am going to go through my books and re-read one or two with "fresh eyes"

I am going to clean my office (sometimes the removal of excess clutter can help me focus)

I am going to write something every day

Hope it works :)

How do we curb "over indulgence" at our next event?

2010-05-19T13:36:00.007-07:00

What do you do about Uncle Joe?

We all have an “Uncle Joe” …you know, the relative that tends to over-indulge at family events and before you know it, the pants are off and they are leading the audience in the chicken dance.

What can you do, or more importantly, what strategies can you incorporate, to keep individuals from over-indulging at your next event?

The most obvious solution is to exclude them from the guest list. In other words, don’t invite them. This solution is fraught with problems right out of the gate. If you don’t invite them, someone is going to be upset and hurt and the ripple effect will cause others to be upset and hurt. Not a good way to start.

Whew! We avoided that potential family conflict. So, we have decided to keep Uncle Joe on the guest list, now what are we going to do to ensure that he doesn’t drink too much and embarrass himself and others, take his pants off and/or play “pull my finger” with your boss?

Here are a few tips:

Shorten the cocktail reception. By having a shorter cocktail reception, you are reducing the time for individuals like “Uncle Joe” to power drink
Reduce the bar hours. Close the bar during the meal service
Compromise on the open bar concept by having a “toonie” bar ($2). The thinking behind this is that if individuals have to pay for their drinks, they will consume less. A “toonie” is not a lot of money, but it does create a small stumbling block. If that makes you uncomfortable, you can always have a sign that states that the proceeds from the bar are going to a non-profit
Serve food at your cocktail reception. Food slows the absorption of alcohol
Don’t put wine on the tables! Not only is having open wine on tables wasteful (often the guests favour red over white or vice versa) it encourages over-consumption. By having servers coming around to each table offering to refill glasses, there is greater control.
Talk to your bartender and servers about the potential for over indulgence and come up with a plan to deal with the possibility. Bartenders and servers have legal responsibilities when serving alcohol.
Diversion tactics! Separate Uncle Joe from the bar by engaging him in conversation or dancing
Serve a “midnight lunch”. When serving alcohol, a midnight lunch is a must! A midnight lunch is a late evening snack often consisting of cold cuts, pickles and buns, veggies and dip, etc. Once again…food slows the absorption of alcohol.

If all else fails and Uncle Joe has over-indulged……..

Create a security team. Your security team is a group of friends or family that can swoop in and assist in putting Uncle Joe’s pants back on and escorting him out of the reception hall before he starts the chicken dance.
Take his keys! Make sure that Uncle Joe does NOT attempt to drive himself or others home. The greatest gift you can give your guests is the offer of a safe ride home. There are organizations in each community who can provide this service at a nominal fee.

I have been referencing a family event such as wedding, but the same rules apply at a corporate event. Over drinking at an office function or corporate event is a no-no…nothing good can come of it. Uncle Joe may lose the respect of his family and be the subject of conversation for the next few days, but if someone over-indulges at an office function, they may lose their job.

Disaster unfolds slowly in the Gulf of Mexico - The Big Picture - Boston.com

2010-05-18T10:43:00.003-07:00

I don't normally post things like this, but the images in the attached article are very vivid and thought-provoking and now make up our past, recent as it may be.

Someone said to me recently, "....but if stuff like this keeps happening, why do we bother with green strategies at our events....it doesn't make a difference."

As George Santayana said, "Those who cannot remember the past are condemned to repeat it"

I post these pictures as a reminder that what we do does make a difference. Everything we do, small or large makes a difference. I know it feels like two steps forward, one giant step back, but we have to keep going forward.

Disaster unfolds slowly in the Gulf of Mexico - The Big Picture - Boston.com

Posted using ShareThis

I spy with my green eyes....

2010-05-10T08:24:00.004-07:00

"Clean the World".....I met a representative of Clean the World at a conference I attended in February. They have an amazing program operating in the states. Of particular interest to me is the soap recycling program. We have all used those little hotel soaps and thought...wow, what waste we are generating, there has to be a better way. (It is estimated that 2 million bars of soap end up in landfills each year - source National Geographic)

There is a better way and Clean the World has a wonderful soap recycling program. Working with hospitality partners to educate their staff on the soap and shampoo program, they provide bins which housekeeping uses to deposit collected soap. They use two recycling methods, re-batching and sterilization.

Rebatching applies to moderate/heavily used bars. Soap is cooked to remove all impurities and reformed into 2-ounce bars.

For the remaining 90% of slightly used bars, the soap soaks in a sanitizing solution and then treated with a steam/pressure combination. It is then tested for pH level and cooled for packaging.

For green meeting planners, this is another way for you to be socially responsible. Clean the World donation stations can be set up at the hotels where your attendees will deposit their bathroom amenities at the end of the day.

Your attendees get to see first hand how this program impacts the environment and helps save lives:

After the meeting, Clean the World will provide the actual totals of the donated items that were collected during the event and the number of families that will benefit due to the organization’s participation in the program.

More information about the program can be accessed at www.cleantheworld.org

They also have a facebook page and a channel on Youtube. I am in the process of finding out if their operations extend to Canada....will keep you posted.

Celebrate Mother's Day and Mother Earth!

2010-05-05T09:24:00.003-07:00

Are you wondering how to celebrate Mother’s Day and leave a lighter footprint? Look no further, because we have come up with some great ways to honor the women in your life in ways that you can feel good about!

Who is your mom? Your Mother’s Day plans can take on a new life if you focus on your mom’s unique personality. Does she love the outdoors? Does she love to cook? Is she artistic?

The outdoorsy mom – The outdoorsy mom’s are always itching to get outside and enjoy the fresh air. What about organizing a day by the lake or the river? Pack a picnic and don’t forget your collapsible chairs. Spend the afternoon scouring the beach for colorful rocks and branches and let mom enjoy the peace and solitude. Make sure you “pack out” what you “pack in”!

The art critic – These moms’s love to do anything creative. Scapbooking is a great way to spend an afternoon and it gets even better with friends’ and a glass of B.C. wine! Invite some mom’s and daughters over to create some scrapbooking pages. Create a keepsake you can treasure forever.

The foodie – We have often heard that the way to someone’s heart is through his or her stomach. The “foodie” mom knows this is a fact and loves to share her culinary prowess. She is usually a Food Network junkie and often tries out “new recipes” on family and friends. What about organizing a cooking lesson with a local chef specializing in a cuisine that mom is interested in? Just don’t expect her to clean the kitchen afterwards!

The fitness freak – If you can get this mom to stand still for a moment, hand her the brand new playlist you have created for her ipod complete with her favourite workout music.

The bookworm – There is nothing better than a good book. Download the newest novel by mom’s favourite author and either burn it onto CD’s that she can listen to while in the car or load it onto her ipod.

The environmentalist mom – Let’s face it….all mom’s are concerned about the world their children are growing up in. Here are some suggestions for the eco-warrior mom. Arrange for a tour of the local Wind Farm, have an “earth hour” at your home by turning off the lights, lighting some soy or beeswax candles and playing a board game with the family or prepare a brunch at home using local ingredients.

Here are some eco-friendly mother’s day gifts and ideas that you can feel good about giving!

Consumables – Gift certificates for restaurants or movie theatres, i-tunes gift cards, Starbucks or Tim Horton’s gift cards in reusable mugs.

Art – Make mom something! Mom’s love to get something hand made by her children. Frame a poem or a school art project…the sky is the limit! I have a lovely poem my adult daughter wrote for me sitting on my desk in a frame. When I look at it, it makes me smile.

P.S. I love you – Create a DVD for mom with pictures of you growing up including video telling your mom how much you love her. It will be a keepsake she will treasure forever. Most newer home computers have the software necessary to create your own DVD.

Time –Turn off your cellphone or blackberry and enjoy some quality time with your mom…. perhaps the most priceless gift of all, give your mom the gift of “you”.

Happy Mother's Day

Oh Green Meetings by Travel Portland....I Heart You

2010-04-27T14:47:00.005-07:00

I must have fallen and hit my head or something, because how could I have missed the Green Meetings by Travel Portland website.

I can honestly say that it is to green meeting planners what Las Vegas is to gamblers. The motherland of information and resources.

It contains tons of info, packaged cleverly so that it will be memorable. Particularly impressed with the videos, which you can access on their site or on youtube. "Mon Assemblee Vert" is my favourite, love the faux Parisian accent.

Even seasoned green meeting planners can learn something on their site. The link to "Meeting Land" is savvy and you get to travel to the famed city of "Greentopia" while getting great tips along the way.

I know I am gushing, but I like to give credit where credit is due and this site definitely deserves it.

Congrats! Keep up the great work. P.S. I get to go to Portland next year for the GMIC....yeah me!

Commit a Random Act of Green for Earth Day!

2010-04-20T09:09:00.003-07:00

Here is the challenge for everyone......Commit at least one "Random Act of Green" between now and midnight April 22nd (Earth Day) and send me a blog post about it.

What is a "Random Act of Green?".....well it can be anything that promotes sustainability. It can be picking up a wayward pop bottle and dropping it in a recycling container, walking to work or using cloth bags at the grocery store. The sky is the limit and I am excited to hear what everyone comes up with.

Get ready, get set.....GO