In the Grand Scheme of Things

Beep Beep!

2009-05-06T15:26:00.004-04:00

Growing up in the middle of two boys, I found my play time to be equally distributed between dolls and cars. When we would play with toy cars, there was often a bus route involved that the little metal cars had to follow. What I didn’t know then was that I would be doing the same thing when I was a “grown up”.
During RCMA, we had shuttles taking attendees to and from the airport, to three different locations for a 3 hour event, to companies spread throughout GR, and to some of our biggest attractions.

Here’s what helped make this process work:

Clear communication with the drivers. We told them about the group, why it was important to us, and what they were doing at the places they were going.
A greeter. We had volunteers on each bus who acted as a host, answering any questions that the attendees might have and assisting when neededed
The right amount of busses. Just because you can afford more busses, it doesn’t mean the process will necessarily go faster. Set the transportation schedule to rotate so that the shuttles are not overlapping each other and holding everything up

Going the wrong way. Work with the city if you feel that a shuttle bus would be better off making a turn in a no left turn lane or parking in a metered zone. They can be flexible and make things easier!

Communicate the shuttle schedule to riders effectively. They will thank you!

Just Push Play!

2009-04-30T11:10:00.006-04:00

I dont know how many books are in the "I will read this someday" pile, but I have a lot on mine. Yet I still find myself spending that time watching videos and T.V. So this week, lets skip the reading and just push play!

The video is more than a testimonial of the experince in GR for RCMA, it shows how great teamwork and awareness generated about a convention makes a conference here even more memorable! We truly strive for that here in Grand Rapids with every group!

Who has the popcorn?

Welcome to my block!

2009-04-23T10:42:00.008-04:00

It’s funny how terminology in one industry translates to something totally different in another. For example, the term “Block Plan” could mean something to do with a prison to a police officer, a layout of a neighborhood to a homebuilder, or even a castle design to someone at Lego Land. To me, this means managing sanity during event. In other words, in this industry, a Block Plan is a schedule of the event minute by minute, showing what is happening, who is the leader of the activity, and listing details pertinent to the event.

With a five day event and several different people involved, I learned from a local meeting planning company, Grand Connection, about how to create a Block Plan and make it work for RCMA. Here’s how I did it:

1. Write down major events and activities at your conference and their day/time.

2. Also, include the contact person/leader for each event. Make sure this isn’t you all the time!
Think about the events you wrote down. What information would you want to share about each of them? These will be your columns. Your rows are the day and time of the event.

3. Fill in the blanks as you go – you probably won’t have all of the information at once! Remember, include every detail. If you have to pick up a box in the loading dock at 11:30, put it in the schedule. This not only reminds you, but lets others know where you are if they need you.

4. When you are confident with your BP, tape it to a wall. Mentally walk through the event using the BP, and highlight areas that you may have missed.

5. The BP changes daily so don’t be afraid to edit it. Just make sure you notify others involved of the new copy!

The BP was a way of managing confusion and creating ownership and initiative to those that are assigned to lead an activity. I just wonder if those designers over at Lego Land manage their designs… I’m still working on figuring out how to build a tower.

Feeling Blue

2009-04-15T16:41:00.013-04:00

Our staff increased by about 150 people during the week of RCMA –in the form of volunteers. With our staff and volunteers wearing blue vests, attendees knew to look for the blue if they needed help! We spent the months before RCMA recruiting volunteers, designing shifts, signing up, and training as we geared up for our “Super Bowl”. Here is what we found made the program successful:

Recruit from organizations that have an interest in what you are asking them to do; We asked hospitality students, religious organizations, and those that want to promote Grand Rapids
Online Registration: our website enabled volunteers to choose their shifts, read the requirements, and sign up right there. They received automatic confirmation, reminder, and thank you emails too!
Training! We held training sessions (60 minutes or less) that coached our volunteers on the event, toured them around the areas they would cover, and gave a chance to ask questions before they volunteered. We also had a Training Manual that they could take home with them.
Dress your volunteers in something that is recognizable to attendees. Our volunteers were all asked to wear black pants, a white shirt, and we gave them blue fleece vests.
Reward volunteers as much as possible. We had a raffle (every shift you volunteer you get a ticket), Letters of Recommendation for students, and we carried around gift cards and gave them out on the spot to volunteers that really stood out. We gave mittens as a thank you to each volunteer too.
Survey to find out where you can improve and what areas may be able to be addressed for the following day. Make sure surveys are between 3-5 questions tops.

Volunteers can turn a good event into a great experience. The impact that our team had with the first blue vested welcome into the last one left our attendees anything but blue.

Collecting Cans

2009-04-08T11:38:00.004-04:00

In Michigan, we deposit ten cents for each recyclable can purchased, which you get back when it is returned to the recycling center. This was quite the experience when I moved here six years ago (I broke the machine on my first try). Now I have learned that aside from keeping litter out of the state, the culture of Michigan’s fundraising, savings, and earning extra cash is found in collecting cans.

The culture of collecting cans is also found in meeting planning, but in a much different sense. Our whole team was working before RCMA to get things together - moving hundreds of boxes into trucks, cleaning the skywalk, and preparing gift bags. With the long days before and during RCMA, Tim, our Convention Services Manager, taught me the cans for meeting planners:

“Eat when you Can, sit when you Can, and sleep when you Can”.

These “Cans” seem harder to collect than the aluminum kind, but as a host or committee member of an event, you need to be on a lookout for them any chance you get. It is sometimes a challenge to enjoy an event while hosting it, but a very important goal to have. Make sure you don’t just work the event but find some time to enjoy it too. Just try to enjoy it while sitting – and eating too. Your feet will thank you!

And if you are achieving the first “Can” on the list, make sure you recycle your beverage when you are done.

Scene-ing with Theme-ing

2009-04-01T09:51:00.004-04:00

At sporting events, when someone yells “Heads Up!” you usually do the exact opposite, and in some cases, match your ducking with a scream.

At the RCMA Carnival on the Beach Party, we wanted attendees to have their heads up, down, and everywhere in between. Because the party was in a large, tall space (the Grand Gallery and Expo Hall of DeVos Place), we created several different levels of interest for attendees to enjoy. The goal was to set the scene at every level by keeping the theme very apparent. Starting from the bottom, 1,000 beach balls lined the floors of the entrance to the party. Soon after, our eyes were drawn up just a little bit more to the beach umbrellas that lined the Grand Gallery, alternating with colorful tables to set the “beach” tone. Then, we really worked out everyone’s neck when they saw the kites hanging from the ceiling of the Expo Hall. The brave attendees were able to look down at the activities when they rode the 67 foot tall Ferris Wheel!

The key was to carry out a theme that would stir up excitement at every corner. Luckily, the only ducking and screaming at this event was on the virtual reality rides.

Hey There Stranger!

2009-03-24T16:26:00.003-04:00

I was always taught not to talk to strangers, but in the case of this blog, I am encouraging everyone to ignore the rule. Yes, it has been a while, but I have a really good excuse! At the end of January, Grand Rapids hosted the largest conference for meeting planners of religious events – the Religious Conference Management Association’s 2009 World Conference and Exposition. This conference flexed all of our CVB and Convention Services muscle, and even developed more!

Now that the event is over, the wrap up is about wrapped up, and I have caught up on my sleep, I am ready to keep going on this adventure of a blog! For the next few postings, I plan on sharing different parts of the conference and how it can relate to your own planning.

First Topic: On Another Level...

For a preview of this, check out the video below:

http://www.youtube.com/watch?v=i6-2AOxrsKc

See you on April 1st (no fooling)!

'Tis The Season

2008-11-12T14:32:00.004-05:00

One thing I love about the Midwest is that we get to experience every season in full force. With that, optimism becomes a key part of any Mid-Westerners life – and GR is no exception. With the change in weather, you always want to look back and appreciate what is leaving (“But I just got comfortable!”). So, we find things to look forward to! Yes, my flip flops have been stored away, but walking past Rosa Parks Circle today, I realized the ice skates can come out for our city-center outdoor skating rink. The days may get dark faster, but that is great for GR, because the lights are up on the trees that line the streets for a beautiful scene. My favorite moment in the transition of fall to winter is the first snow. It’s a beautiful sight falling from the air, and then it disappears the moment it hits our heated sidewalks – a perfect combination for this outdoors-challenged girl. In GR, it seems like every season “Tis The Season” to look forward to something new!

Photo by: Balthazar Korab

You've Got Mail!!

2008-11-05T13:09:00.008-05:00

I had something new on my checklist the other day – picking up the Mayor’s dry cleaning. Never thought that task would make it to my list, but when GR’s Mayor Heartwell agreed to do a Welcome Video to a very special group coming to GR this January (The Religious Conference Management Association), we needed to get him a blue shirt with our logo on it! The only shirts he had from us were green – which wouldn’t work out too well when filming in front of a Green Screen (think about the days when the weather forecaster has a little bit of green in their tie and you can see right through them – now imagine the whole shirt!).

One of the new, cutting edge things we offer is a Streaming Video. This is a great way to do Attendance Building by sending out a video welcome to conference attendees that arrives in their e-mail. Its so new, everyone opens it us to see what it is! Usually the conference president or host films the video, inviting everyone to attend. Check out the video sent to RCMA members: www.meetgrandrapids.com/rcmainvite.php

Can you imagine a better way to boost registration then showing attendees a video of GR?

Playing Dress Up

2008-10-29T08:39:00.004-04:00

With Halloween approaching, I was thinking of different costumes that can surface this year. Since my giant pumpkin costume (worn ages 1-3) is packed away, I wondered what suggestions I might get for this years Halloween. Then I thought, what would someone wear if they dressed up like GR in the Fall? Here are some ideas:

Tree - cover yourself in Red, Orange, and Yellow Leaves, just like the tree lined roads people flock here to see.
Zombie – to fit right in with the Zombie Walk (it's exactly as it sounds; attendees dress up like Zombies and walk) at Rosa Parks Circle on 10/30
Couples Outfit Idea: A Doughnut and Cup of Apple Cider – cider made locally at Robinettes Apple Haus!
Pillow Case – For the early fall pillow fight in Calder Plaza that made national news!
Lion – We have new additions to our Zoo (open in the winter too)
Giant Crane Operator– The Medical Mile is constantly expanding with new education and research facilities, hospitals, hotels and a new Condo building
Tourist – someone has to take pictures of these things!

Things are always happening in Grand Rapids, which is part of the charm that entices so many to visit each year. You never know what great things you will experience, but I find it is safe to go with the motto of, "If you can't beat 'em, Join 'em!" – just remember your pillow case and face paint.

Soaring to New Heights

2008-09-12T13:33:00.007-04:00

Have you checked, double checked, and checked again? In this case, my answer would be an overwhelming YES!

When deciding if a full sized Ferris wheel would fit inside DeVos Place Convention Center, we used several tools to find the answer. At the end of the day, to be absolutely sure, it came down to a tape measure and a High-Low machine. Kristy, the brave DeVos Place staffer, faced her fears and rode it all the way to the top of the building - over 60 feet! We tried a few different locations to weigh our options, Kristy riding up and down each time.

When we were done, we had to wait for the measurements from the Ferris wheel company. I was strolling along the sidewalks of GR when I got the call – It Fit! Kristy was happy – while she checked, even double checked, I don’t think she will ever want to check again!

A mile a minute

2008-08-27T09:57:00.006-04:00

Have you ever noticed that most people describe distances in time? I am an hour away, the mall is in about 15 minutes, I have 40 minutes until I am done running this mile.

In that spirit, I can proudly say that I live 25 minutes away from the beaches of West Michigan. They have won awards for the beauty, fun, and activities they provide visitors, but I want to recognize them for something greater – tradition.

Every year we walk to the end of the pier in Grand Haven, sit next to the picturesque light house, and watch the sun set. What I learned this year is that I am not the only one with this yearly task. Between weddings on the beach, campers taking their family vacations along the beachside campsites, and summertime festivals, there is much to see and do along Michigan’s West Coast. Unique shops, unforgettable dining experiences, and an upbeat atmosphere have drawn many visitors and convention goers to daytime excursions along the lakeshore year after year.

Why not show your group the Urban Beat of GR and the Lakeside Retreat of Michigan’s West Coast? It’s only 30 minutes away – and miles of memories to follow.

Take Me Out To The Ball Game... For A Meeting?

2008-08-13T13:16:00.007-04:00

I like to think out of the box for meetings – and by box, I mean a normal meeting space. I am a true product of my surroundings, and the more creative the space I am in, the more excited I get about the topic! Here’s the newest location I have seen for a meeting: The Fifth Third Ballpark. Fans flock there for a great baseball game or festival, but did you know that they have a great space for holding meetings? Break out sessions can be in the suites and Expo tables and/or large group sessions in the Pepsi Stadium Club (they all look out over the field). Have a key note speaker? How about a podium on home plate! Just don’t forget to let your attendees get that 7th inning (or session) stretch!

Nature vs. Nurture

2008-08-08T11:34:00.006-04:00

I’m a girl whose garden consists of a large pot with some pansies on my balcony. When I visit anything with natural features, I’m in love! This week, I had a meeting at the Prince Conference Center, located on the Calvin College campus in GR.

Set in the midst of a nature trail system with beautiful flowers and trees, it certainly beats the idea of meeting in room with four walls and some tables! Large windows look out to great views wake you up from the caffeine comatose that you can find yourself in after a long day of meetings (or is that just me?). Guests receive the nurture of great catering and the comforting design – including two fireplaces!

Did I mention that there are 69 hotel rooms attached to this space? Who needs a big garden when I can just visit the Prince Conference Center? Now that’s low maintenance!

So Much For That New Car Smell...

2008-08-01T14:45:00.002-04:00

On a sunny day here in GR, I am reminded of my first real “services” experience at the CVB. Last summer we had a large convention that provides youth activities for younger attendees. Tim Nelson, our Services Manager, noticed some changes in their program when they arrived and thought others in the community may have been in the dark on the new plans.

We discovered that the John Ball Park Zoo was not aware that 200 kids were coming to their facility - all with plans for buying lunch at their concession stands and meeting in a pavilion that was already reserved for another group! In about two days, with the help of the Zoo staff, a new pavilion was reserved and tickets were purchased and distributed ahead of time for a fast admission.

We had 400 hotdogs, two hundred bags of chips, and four giant lemonade dispensers ready for the kids to dive right in. Of course, the picnic feast was transported to the pavilion in my brand new car - I was craving hot dogs all week!

I Can Explain...

2008-07-17T13:53:00.004-04:00

Sometimes my office feels like those quips at the end of a Readers Digest article. I share an office with Andie, another coordinator, and we often overhear each others phone conversations – some of them are begging for an explanation. Here are some of my favorites:

“Do you have anything that can explode indoors – legally?”
I was ordering confetti shooting centerpieces – look at the picture, you don’t even know they are in there! Surprise!

“Can I reserve an isle seat? But only on the right side of the isle”
The left-handed passenger requested that their left hand be in the isle for ease in writing. That’s detail!

“I don’t think he will go for surfing on Lake Michigan, its just not his thing”
One Attendance Building tool we have is Streaming Video e-mail, where we film a group’s leader talking about why they should come to GR – usually this isn't done on the lake!

“Do you have a Bob Barker?”
A game show themed event needs a game show (impersonator) host!

“I just talked to the squirrel”
Okay, the squirrel’s handler – Twiggy the Waterskiing Squirrel was unavailable to chat.

No matter how odd the question, it’s always fun to help find the solution for our clients!

(Not So) Lost in Translation

2008-07-07T14:56:00.006-04:00

After four unsuccessful years of Spanish, I have moved on to a new language: Hospitality Industry. Here's what I have learned:

Housing
English: A place where you live
Hospitality: Managing rooms reserved at a hotel for a conference

Pipe and Drape:
English: Something that holds water & something that you don’t want water on
Hospitality: Temporary walls set at an event (usually an expo) using piping to hang cloth

Badge:
English: Something a police officer has
Hospitality: Name tag that gets you into the conference (I bet a Police Badge would do the trick too)

Room Block:
English: A space and something babies play with
Hospitality: Rooms reserved at a hotel for a group (“Their room block is 300” means they have reserved 300 rooms)

Crescent Rounds:
English: Isn’t this something the Pillsbury Doughboy sells?
Hospitality: Seats set around 2/3 of a round table with the space in front of the stage open for better viewing

Who needs flashcards? More definitions will be published in my Event Planning in GR Guidebook - it's currently in the works!

Can I Wear Pumps In This Operating Room?

2008-06-23T13:10:00.003-04:00

I spent last Saturday giving a tour of GR’s attractions to a medical focused group – followed by a tour of one of the city’s newest buildings: Metro Health Hospital. We took the long route to the Hospital – driving through Heritage Hill, Uptown, past all four museums, the Entertainment District, and Medical Hill before reaching our destination.

On our tour, I learned that the construction of the Hospital was focused, like most new and refurbished structures in GR, on the environment. The hospital is joining several GR Buildings with LEED Certification, including the world’s first LEED Certified Museum, the GR Art Museum.

The tour ended by putting scrubs on and getting a sneak peak at the operating rooms. Had I known this, I wouldn’t have worn my tall black pumps! Luckily, the appeal of the stellar facility and it’s environmental benefits distracted everyone from my tall heals and oversized scrubs – and lets not even talk about the hair nets!

While I had a great time and learned a lot – next time, I will remember to wear sensible shoes!

R-O-Y-G-B-I-V

2008-06-23T09:11:00.014-04:00

I had a very fun event last week – and after looking back on it, I realized it was pretty colorful too.

We started with the good ole’ Red, White and Blue – also known as the Gerald R. Ford Presidential Museum. There, our group got a tour of the new exhibit, Extraordinary Circumstances, which displays photographs of the Ford Presidency by the official Whitehouse Photographer, David Kennerly. Here’s the catch – David Kennerly came in to give the tour personally!

Then we boarded a restored GR Trolley to take us to our next location. Since restoration is seen as Environmentally Friendly, I am giving this activity the color Green.

Our group then walked up the steps and into a taste of Spain at San Chez Tapas Bistro – where the Orange, Indigo, and Violet hues warmed our conversations while the aroma whetted our appetites. We enjoyed a delicious display of dishes while a local Jazz Trio helped set the tone. One of my favorite desserts served was the rich, Yellow, Crème Brule!

What better way to welcome summer than with a splash of color?

Blinkies, Twinkies, and Flashers… An unscientific measure of progress

2008-06-12T23:57:00.002-04:00

This week I am “on the road” promoting Grand Rapids to an Association that will be in GR in 2009. I am having fun doing Attendance Building with this group, talking about the amenities, activities, and attractions of GR and passing out our “Blinking Buttons” (pins with flashing lights) at our booth. It’s fun handing them out and equally entertaining to hear what names people call them - including blinkies, flashers, twinkles, twinkies, sparklers, etc. As I walked around the convention center, I saw just how effective our promotions were, as I couldn’t turn without seeing lights flashing from someone’s name badge. I love being with collectors groups like this one as they are filled with passion - and I think I fit in as I am enthusiastic about what I am doing– informing everyone why they should attend the conference in GR!

When I get home, if I can close my eyes and still see the flashing lights of the pins, I will know that we had a successful Attendance Building trip – and I am sure we will have a more scientific measure as the registration continues to roll in!

How's The Weather Up There?

2008-06-04T13:56:00.003-04:00

Tall people often get asked, “How’s the weather up there?” The only way I will ever get asked that question is if I find myself on a top floor of a high rise – which is exactly how I started my day today. We had our Annual Celebration this morning at the University Club, another unique spot to hold an event in the city. It is a beautiful space with chandeliers, elegant furniture and sweeping views of the city, including La Grande Vitesse, Alexander Calder’s landmark sculpture. We talked about the CVB’s recent successes and future goals with a video while some of our Hometown Heroes shared their involvement with bringing conventions to Grand Rapids. Overall, we enjoyed delicious food, great company, and of course, a fabulous view. And the weather wasn’t too bad either.

The Great Indoors

2008-05-27T14:11:00.002-04:00

The two things I love about GR are entirely conflicting – we get four seasons, and, you don’t have to step outside if you don’t want to. Not that I don’t love the outdoors, but whether its Allergy Season, Snow Season, or Air Conditioning Season, sometimes, the Great Indoors is calling my name. And in GR, we are mastering the art of bringing the outdoors in.

I recently discussed plans for an Indoor Carnival. We assessed the location of the carnival rides and games in relation to the seating for 1400 in DeVos Place. More importantly, we decided where the Elephant Ears and Cotton Candy would go. Then there is Skywalk Golf – that’s right, a golf course (think putt-putt golf) that runs inside through the GR Skywalk. There wasn’t even hesitation when I asked about bringing in a few buckets of sand (equaling one ton) to create a beach.

Its fun to see that whatever you want to do outside, we can bring inside – and leave the bugs where they belong!

Welcome!

2008-05-20T15:17:00.001-04:00

Welcome to In the Grand Scheme of Things!

I am looking forward to sharing some of my more entertaining moments, challenges, and experiences here at the GRCVB. Some days it feels like I am working in an I Love Lucy episode (you should have seen me at the National Golden Gloves Tournament two weeks ago) and others you feel like a participant on Amazing Race (I need a kite, shaped like a fish, but not a tropical fish, in one day!). Either way, things at the CVB are fun, exciting, and totally focused on enhancing the Grand Rapids experience.