Attending Event Planning Conferences

Cartoonish profile picture with the word learning on the bottom

Photo courtesy of sirwiseowl

Attending event planning conferences and tradeshows is a great opportunity to augment and grow your industry knowledge. It is also a chance to get some answers to some of your most unanswered and pressing business questions. And in addition to increasing your know-how, skill and expertise going to conferences and tradeshows provides the occasion to hear and learn about; new industry products and services, industry progress and education and career approach and advancement.

If I’ve learned anything (and I believe I have) over the years to be successful when planning a conference or meeting, it is imperative to not only have access to but understand the tools available to help as well.

Benefits of Attending Event Planning Conferences

Whether you are new to the industry or like me are an “old timer” there are endless positives and benefits to attending industry conferences.

Networking, Networking, Networking – Attending and networking at a conference is a great way to meet and connect with people and is so important for personal and professional development. It allows the opportunity to learn and share with others, to shape and influence business, to receive and provide inspiration and reassurance and encourage collaboration and relationship building. We all need to invest in ourselves and our industry peers; it’s definitely a win-win situation.

Meet Crucial Decision Makers – In any industry, it can be a difficult process to get past that gate keeper and get those face-to-face conversations and meetings with decision makers. And we all know success can absolutely hinge on getting through to exactly that person, the decision maker. Conference delegates are provided with the maximum opportunity to mingle, network and connect with key decision makers providing the opportunity to bond and develop business relationships.

Keep Up-to-Date – A bonus when attending conferences and tradeshows is the opportunity to stay up-to-date on all the latest and greatest; technology, news and trends while at the same time learning about innovative info, skills and techniques. It’s the chance to share, learn from others, evaluate the market, appreciate the changes and discover new and exciting industry highlights and trends. Staying on top of and learning new things is a great way to ensure that when the time comes you are in the perfect position for career advancement.

Attending Event Planning Conferences – Hospitality Design Expo + Conference

Things have definitely changed. And whether you are attending or exhibiting, these days there are plenty of worthwhile event planning conferences in the marketplace. And every once and a while in this blog we will try and spotlight some of the good ones.

If you are a professional in the hospitality industry looking for some solutions to today’s challenges. If you are interested in finding out about and assessing industry tools, products and services for success then this could be the conference for you. Coming up May 15th-17th at the Mandalay Bay in Las Vegas, the Hospitality Design Expo+Conference will once again be held. Every May since 1992, the Hospitality Design Magazine has been getting together over 7000 attendees and over 900 exhibitors to network with industry frontrunners and trailblazers and participate in the Expo and conference meetings.

The Hospitality Design Expo+Conference showcases industry leaders of the latest and greatest and state-of-the-art services and products, sharing ideas and boosting conversation while providing motivation and encouragement. This action packed conference chucked full of information and ideas is 100% focused on hospitality design. Ask any hospitality design professional and they will tell you “their” show is the Hospitality Design Expo + Conference, “the epi-center for the latest and most innovative products and services for their changing needs”.

Event planning conferences are a leading-edge way to stay up to date on industry know-how, resources, education, products and services. A way to network, shape and grow a career and business. Attending event planning conferences help us to learn and make the most of our experiences, skills and capabilities.

 

 

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Resources for Creating an Event Planning Checklist

event planning checklistI have often noticed on this blog that many visitors are looking for an event planning checklist. It almost always tops our list of searches. And I consider that a good thing. You see, to me anyways, planner templates play a vital role in organizing many event and meeting planners. It shows that people are always looking for ways to help increase their productivity without having to re-create the wheel each and every time they’re planning a new event.

An Event Planning Checklist Works to Establish a Blueprint for How You Execute Events

If you’ve read a few of our articles regarding templates and checklists, then you’ve probably noticed that we talk about establishing templates that are tailored to the individual that is using them. Each of us has our unique way of executing events. What an event planning template does is help the planner establish a blueprint to work from. From there, I always recommend that people personalize their templates, or checklists.

Additional Resources to Help You Establish Your Own Event Planning Checklist

As I mentioned above, we have written many articles over the last couple of years dealing with event planning checklists and templates. Some of the articles delve into the actual checklist items which are important to incorporate into your event planning checklist. And others are more of a resource providing you with information on finding the most suitable checklist based on your specific needs. We even show you how to come up with your own event planning checklist by highlighting parts of your job tasks which recur no matter what the event.

Whatever your specific reasons are, you’re sure to find the right information here. And it’s something that were continually developing and writing about on an ongoing basis.

Below are some additional resources for searching and developing your event planning template:resources for an event planning checklist

Event Planning Forms – Organizing Your Way to a Great Event

  • This post deals with the type of event planning forms and, specifically, which type we use most.

Party Planning Checklist – Party Planner’s Map To A Fun, Worry-Free Bash

  • As the title indicates, this article is related to party planning. Here we show you a sample pre-party planning checklist.

What Items Make up Your Conference Planning Checklist?

  • In this post we look at an overall conference. What we do in this article is break down the various components of that conference (hotel, travel, tours, off-site activities).

How To Find A Good Event Planning Guide

  • Here you’ll find information on external resources for finding event planning guides. Microsoft is an excellent resource for free event planning templates.

Where to Look for Guides to Meeting and Event Planning

  • Continuing on our hunt for external resources that we can refer, this article focuses on Amazon.com’s event planning resources. Click here for a robust list of what event planning resources Amazon.com is offering.

An event planning checklist plays a vital part of planning and executing events. But it’s important to note that each template can vary from one planner to the next. And that doesn’t mean that the results of the actual event would be any different. Rather, it’s best to look at an event planning checklist as a blueprint from which you would add your way of executing events.

 

 

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Business Communication for Success!

colorful profile of a head speaking

Photo courtesy of yugenro

Successful business communication is imperative for, you guessed it, success. To have the skill and knack to be able to communicate well will not only enhance a person’s confidence but their job performance as well. Time after time it has been proven there is a direct connection between effective communication and successful businesses. And while ensuring accurate communique and information is getting to the appropriate people at the best time is important, successful communication also contributes to a company meeting its objectives and goals.

No matter the profession being able to effectively communicate is one of the bigger reasons that contribute to the success of a business. Just think, you can have an amazing product or service but if you are not able to communicate and promote it successfully, it will land you behind the eight ball, before you even get started. Winning business professionals and trailblazers know it and so do we; the ability to communicate and connect in an effective way helps to provide a valuable advantage. A successful communicator can write in a well-defined and understandable way and can listen, really listen. And with less face to face time these days’ good business communication skills are that much more important and a career must.

It’s All About Successful Business Communication!

Good business communications starts with providing a message in a clear and succinct manner, to the right person in a timely manner. And without the right exchange the information can definitely be misunderstood or interpreted incorrectly. Good business communication can lead to; building trust and Inspiring confidence; reducing problems and increasing problem solving; boosting efficiency and productivity and enhancing a professional persona and assembling a valuable team.

Successful Business Communication Video!

Enjoy this video that proves “Precise communication at the right place and the right time is a guarantee for success!”

 

One thing we know for sure, the exchange of information in business is never going to change. In less than two minutes the above video shows to be successful at business communication it is imperative to ensure the person on the receiving end gets and understands the message. And as the bunny showed us all don’t forget to ask questions.

 

 

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The Convention Center and Unique Spaces

Unique space at the San Diego Convention Center

Photo courtesy of drpritch

This past weekend I attended a small wedding at my local convention center. And was pretty surprised the bridal couple choose a convention center as their venue. Back when I started in this industry whenever you were in a convention center, it was for a meeting and you literally could have been anywhere; any city, any state, anywhere in the world. In the past for a city the allure of convention delegates and business held the opportunity and expectation of increased revenue for the city. When delegates were not engaged in all things meetings and convention, the anticipation was all about them spending money on accommodations, dining, amusement and more, with that additional revenue helping to reinvigorate and strengthen the city.

The Convention Center and Unique Spaces and Shaking Things Up!

With enhance centers, creative discounts, resourceful tax breaks, stronger competition and a decreasing market, in an attempt to attract and augment business, convention centres are investing in space growth and expansion. But when it comes to utilizing convention center space the trends are definitely a changing. These days space is also being used in less conventional ways then it has ever been before. Back in the day it was about accommodating meetings and conventions and yes that’s still number one. But in addition, more unique space now draws a wide range of special event business including weddings, social gatherings, celebrations and concerts.

A New Trend – Convention Center Unique Spaces

While the array of topics, themes and the focus are varied conventions in general can be somewhat standard and traditional. Whenever possible planners attempt to avoid logistical disasters and ensure that as many meetings and activities as possible are conveniently located all in one spot. Not only is it convenient but cost effective as well. These days if a convention center is to be competitive it’s all about thinking and acting shrewder and smarter. Unique spaces have some distinctive benefits over traditional space including affordability, flexibility, ambiance and technology. And it really is a win-win situation as it allows convention centers to fill in holes with first-rate and profitable business.

While over the years the meetings industry has changed a lot; growing and moving forward, some areas haven’t been as progressive, until now. The majority of convention center meeting rooms and spaces have stayed the same and most are interchangeable and identical. And yes one of the more recent industry trends is designing and producing a hodgepodge of unique rooms, areas and spaces that are appealing, multi-useable and can accommodate the needs of the client and the gathering. While at the same time differentiate a convention center from its competitors and in the end create more income.

Convention center unique spaces are a reflection of the expression of a city and provide an understanding of the community as well as a snapshot of the locale for residents and visitors alike. As convention center space transforms it provides unusual alternatives for better and more conventional and unconventional events.

 

 

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What is Teamwork All About?

poster wiht superheros and the saying teamwork - when we all work together everybody wins.

Photo courtesy of Dunechaser

The definition of teamwork is “The process of working collaboratively with a group of people in order to achieve a goal.”

Teamwork is an essential part of doing business. No matter the industry or job sooner or later it will be necessary for co-workers to be able to work together in any situation or setting. To succeed at teamwork it is key to include everyone and ensure they understand the value and importance of working in a cohesive manner. We all excel in different ways and have our own individual strengths and abilities, but organizations can achieve so much when they are able to conquer the basics and nitty-gritty of working together as one.

Do YOU Have the Qualities Required to Accomplish Teamwork?

Think about this, you all by yourself, in your office, working on a task with no one to collaborate with, no help and no encouragement. Not good! Who doesn’t love being part of a team and successfully realize, undertake and complete jobs. Successful teamwork requires unselfish team members with shared qualities committed to the greater good of a business including:

• Shared objectives and a well-defined goal
• Required expertise and sources
• Commitment to share knowledge and info
• The ability to confide, rely on and encourage each other
• The know-how to handle problems
• Responsible and answerable for group productivity

Uplifting Teamwork Quotes

Quotes in general can help to lift, motivate and inspire  us as well as generate laughter. Good teamwork quotes encourage us to share thoughts, sentiments and success. Here are some favorites:

“Alone we can do so little; together we can do so much”
Helen Keller

“The strength of the team is each individual member. The strength of each member is the team.”
Phil Jackson

“Talent wins games, but teamwork and intelligence wins championships.”
Michael Jordan

“Coming together is a beginning. Keeping together is progress. Working together is success.”
Henry Ford

“Collaboration, it turns out, is not a gift from the gods but a skill that requires effort and practice.”
Douglas B. Reeves, Transforming Professional Development Into Student Results

“Teamwork is the secret that make common people achieve uncommon result.”
Ifeanyi Enoch Onuoha

Even though there are times we don’t have a say as to who is part of our team, by coming up with and taking the best tactics we can generate the positive outcomes we strive for. The truth is the success of teamwork is unequivocally connected to the output and work of all the persons involved. Like we’ve heard about a bazillion times or more “There is no I in teamwork”. So let’s not forget we define teamwork as “The process of working collaboratively with a group of people in order to achieve a goal.”

 

 

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The Importance of Teamwork!

two dogs working together swimming with one fish two dog mouths

Photo courtesy of pvdEric

Planning, dedication and teamwork, Oh my! Over the years I have learned a thing or two about event planning and what it takes to achieve success. There are lots of elements that play an important part when it comes to planning a successful event. For me the three major reasons that go hand in hand are planning, dedication and teamwork.

Many a blog has been written addressing the planning and dedication it takes in our industry when it comes to success. And I couldn’t agree more. When I was just a newbie some of the best advice I was given was all about what it takes to succeed. A lot of that advice was centered on the time, energy and dedication it takes to plan events. And they weren’t kidding. To this day I know that any success I have been able to achieve has everything to do with the planning and dedication I have learned and was able to apply.

Another essential component I actually learned by hit and miss was the importance of teamwork. Simply said you can’t be successful without a great team.

It’s All About Great Events and Great Teamwork

When we think event planner we think planning an event but really that is only one part of the equation. Understanding not only the vision but the objectives and goals of the powers that be plays a large part as well. And once that information is imparted and understood, it is the task of the planner to share it with all parts of the team.

Get ready to be amazed. At your next event or when you’re attending an event as a guest, look around and you will see how crucial teamwork is. As I always say, show me a successful meeting planner and I will show you a well-organized and effective use of teamwork. And while it can be a challenge putting together a competent and capable team it is definitely worth the effort. It takes everyone and I do mean everyone’s contribution, hard work and dedication to put and keep the event wheels in motion.

Basics for Great Teamwork

The how to, when it comes to teamwork and putting together the best team rests in the assignment of positions and responsibilities. Successful teamwork comes from applying each individual’s talents and abilities to their specific area of skill and know-how. And in the end that helps to influence positive events as well as positive results.

There really are so many important elements that go into creating a great team and ultimately great teamwork.

• Define team roles
• Know the team members
• Recognize the team individual’s strong points and the weaknesses
• Apply assignments based on team individual’s strengths
• Provide the team with as much information as possible
• Be open to and available for questions, suggestions and feedback

It’s been said before when planning an event it takes hard work, multi-tasking, creativity, dedication and really so much more. And no matter how you look at it teamwork, great teamwork is essential to the success of an event. So the biggest take away is to be sure you have the taken care of all the details and you have the right team in place.

 

 

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Get Ready, Set and Go It’s Easter Time!

Easter bunnie posing wiht a brown dog

Photo courtesy of Ken Curtis

When you first see the signs of spring and the super sweet bunnies arrive, chocolate and the like, we all know Easter is just around the corner. And while some people may disagree (though not me) Easter isn’t just about the chocolate and fun. For so many this holiday is all about celebrating their religious convictions.

As explained in the bible Easter Sunday commemorates the resurrection of Jesus Christ after his death. And while some celebrate by going to church and enjoying a family meal others of us celebrate in a more traditional less religious way by getting together and spending time with loved ones. Some of the traditions include good food, decorating eggs, an egg hunt, the Easter bunny as well as crafts and games. Growing up my family didn’t celebrate this holiday but we never felt left out. Like clockwork, each and every year  when Easter arrived we woke up to a shoe box full of chocolate, sweets and toys. Thanks Mom!

Is Easter the Number One Holiday?

For Christians, Easter is the most significant and meaningful religious holiday. And after Christmas, this holiday is known as the second most liked holiday. As a matter of fact, Easter is identified as a moveable feast meaning “a religious holiday that falls on different dates in different years”. And that’s because western churches use the Gregorian calendar and eastern churches use the Julian calendar.

Easter Fun Facts

• After Halloween, Easter is the second biggest holiday after Halloween for candy consumption.
• With over 120 million cards will be sent making it the fourth largest card exchanging holiday.
• The first chocolate eggs were made in Europe in the early 19th century.
• Yearly over 90 million chocolate Easter bunnies are created and 76% of Americans eat the ears first.
• Americans eat over 700 million marshmallow peeps and they are the most popular non-chocolate Easter candy.
• Over 16 billion jelly beans are made with red being the number one favorite of kids.
• In 1971 the Cadbury Creme Egg debut and over 300 million eggs are made each year.

Easter wouldn’t be complete without a fun and amusing bloopers reel. So enjoy this entertaining collection of kid’s Easter blooper’s.

 So no matter how you mark and celebrate this holiday, all of us at Plan an Event are wishing you a very happy Easter weekend!

 

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The Perfect Destination – San Diego and the San Diego Convention Center!

picture of the sandiego convention center

Photo courtesy of zemistor

I love the opportunity to travel around and work at various convention centers located around the US and Canada. Every time I work in a city and at a convention center that I am unaccustomed to I learn something new. And since I started working in this industry my personal mandate has been to learn something new whenever possible. During a recent inter office meeting the subject of favorite convention centers to work at came up. And it really did get me thinking. There are so many great cities with great convention centers it’s so hard to choose just one. And yes when it comes to site selection there is more on the list than just a great city and convention center.

It’s Always Sunny and 75 Degrees at the San Diego Convention Center

Some of my favorite cities and convention centers to work in include New Orleans, Chicago, San Antonio, Toronto and San Francisco. But top of the list is San Diego and the San Diego Convention Center. Just recently I was working a program in San Diego at the convention center and had a renewed affection for this world class facility.

When you talk about San Diego the first thing locals and visitors alike will mention is “it’s always sunny and 75”. And while that is mostly true, as I have worked programs while it rained or was cooler throughout; it always does feel like a picture perfect climate. Whether you’ve been to San Diego before or you’re a first timer, whether in town for a vacation or conference, there is always something to do or see. San Diego is a hard to beat convention destination and really does come equipped with everything you need for success. Besides a world class convention center, this area is infused with a collection of accommodations, venues, attractions and restaurants. I guess simply said San Diego is a great destination to host a meeting or conference.

Shine the Light on the San Diego Convention Center

Welcome to the San Diego Convention Center! Located a quick 10 minutes from the airport the San Diego Convention Center can be found right in the center of it all in lively downtown. With plenty of adaptable and accommodating space, top-quality services and a top-notch team second to none, makes it a meeting planner’s top choice for all things meeting, special event, trade show and convention. This easy to get around town is equipped with a handy and accessible public transportation system has become one of the west coast’s most desirable locales. With the convention center situated within two miles of over 11,000 first-rate hotel rooms and more including four headquarter hotels, delegates can easily walk to a great assortment of entertainment, restaurants, attractions and more.

San Diego the eighth largest city in the United States and the second largest in California is a city well known for many things; the beaches, the shopping, the views, the weather and a hard-to-beat convention center making it a meeting planner’s best reality. Based on size this convention center is rated 24th out of over 450 convention facilities in North America. And with 2.6 million square feet, this building has an abundance of indoor and outdoor meeting and exhibit space that can accommodate groups of all sizes.

Success at the San Diego Convention Center

I often use the expression success is in the details and this couldn’t be truer when it comes to choosing the right city and convention center. The San Diego Convention Center sales and convention services team will assist with everything from meeting and destination needs to customized services. They will manage all your needs from housing to registration from staffing to promotion and so much more. The team comes to the table with a wide range of help, suggestions, advice, recommendations, knowledge and resources. As they say “you’ve come to the right place for planning a seamless event from start to finish”.

When it comes to planning and hosting the best ever conference it takes a balance of building, building services and people. The San Diego Convention Center has that combination of experience, knowledge and expertise. The team is there to assist and support you every step of the way. Remember success is definitely in the details and you are sure to find just that when working with this outstanding building and team.

 

 

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Stuck in a Rut and Need Motivation?

hand written paper sign with "be awesome signed in your head"

Photo courtesy of robbed

Are you stuck in a rut and need motivation? Well you’re not alone. I’m not sure if it’s (a) the time of year, (b) the pile of work on my desk, (c) the ever growing to-do list, (d) my low energy or (e) I just need a vacation but from where I sit it does feels like (f) all of the above. And it really makes no difference how ambitious, determined and confident you are, we all go through a phase where we lack the inspiration and motivation to get through it all.  We all know what it feels like when we get stuck and it’s never, ever a fun experience. The facts prove a shortage of motivation amounts to a shortage of productivity. It’s like the hamster on a wheel, the same negative and unhelpful thoughts repeat in our head over and over again.

Needing Motivation to Get Unstuck, You’re Not Alone!

I don’t know many people that every single day are able to bounce out of bed motivated and ready to take the world on with a smile. I’m talking to you Mary Richards! We all have those times that no matter what we do we just aren’t able to drum up the passion, energy and motivation to get the work done. And for anyone that has ever been stuck, sometimes no matter how hard we try, it can become a destructive and discouraging scenario. Have no fear there are things we can do to restore the passion and motivation we need to be productive.

Four Tips to Help Find Lost Motivation

Yes sometimes it can feel that it’s easier to remain deep rooted in that rut believing the circumstances will turn themselves around. But that couldn’t be further then the truth. When looking to break out of a rut, the first place to look for a solution is in the mirror. So if you want to change and ignite that inner motivation, first and foremost accept that the power is in your hands.

Recognize the Signs – At all times, but especially now, It is vital to take the time to realize and become familiar with what you are actually feeling. It is imperative that you understand how and what affects you and how you react to the good and the bad; stress, achievements, worry, tension, successes and the like. By being able to recognize and handle your emotions and feelings you are able to help yourself whether already in a rut or heading that way.

Find What Really Motivates – Take the time for some introspection and discover what really motivates you outside your career. Are you into exercise, helping others or is there a special hobby that encourages you and gets your motor revved? Sometimes the change we need is right at the end of our nose. Once you do determine what inspires you can make all the difference, shake things up by incorporating a new or different activity into your life.

Set Goals – It is important to be able to take the reins and rely on ourselves to refuel, inspire, motivate, excite and challenge. The powers that be don’t always have the time or personal motivation to set goals for others. They don’t have to be huge, set the world on fire goals but by setting and tracking our goals we get to see how far we’ve come and what we have actually accomplished. That alone can help turn around one’s perspective and attitude.

Keep At It – We all know it but it does bear repeating, work produces results and isn’t that the name of the game. Not one single person is motivated every day. But by continuing to chip away at the work on hand and never ending to-do list, especially when you’re not into it, can become the motivation you need. Remember daily or weekly to acknowledge and value your achievements. Seeing ones successes can be just that inspiration you needed.

If you want make a change now is the time. Lack of motivation is no reason to not do something. So many times lack of motivation is tied to attitude, approach and frame of mind but really in life it’s about the journey not the destination, right? Start today taking steps to make the changes and turn things around. Renew your passion, move forward and start creating that energy and movement you need and hopefully soon you’ll be able to say rut what rut.

 

 

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Event Ethics, Meeting Planner and Supplier Edition

shaking hands with fingers crossed behind back

photo by jaypgreene.com

The better part of my event planning career has been on the supplier side of the industry. Specifically I was a partner with a small boutique destination management company (DMC). It was our job to act as a broker for our clients, meeting planners. In order for us to win a piece of business, we would compile a proposal that we would then present to a meeting planner. That proposal would encompass a program outline based on the criteria that was provided to us by the planner. And our competitors were doing the same thing in hopes that they would win the meeting planner’s business.

Quite often I found that our venue suppliers were, at times, put into an awkward situation. You see, as part of our proposal we would often put venues on hold by providing the meeting name to the supplier. And our competitors did the same thing. Suppliers that understood how DMCs worked knew that one of the bookings would, most likely, be successful and that they would be awarded the business.

Is a Meeting Planner Obligated to Work with the Supplier without a Contract?

Here’s where the awkward situation sometimes occurred.

A DMC is not necessarily known outside of the meetings and events industry. They work very diligently in the background to ensure that their client’s program is a success. DMC’s are very well known by meeting planners and event suppliers. I can’t tell you how many times that I would get a call from one of our venues where we had placed a hold, telling me that the meeting planner had called them directly to finalize the booking.

Here’s Where the Event Ethics Issues Arose.

Fortunately for my company, we had great relationships with our suppliers and venues. I’m not trying to say that a meeting planner does not have the right to deal directly with any supplier or venue. Of course they do. What I do, however, have a problem with is when those particular meeting planners ask you (and most likely your competitors) to spend time sourcing appropriate suppliers and venues for their programs knowing very well that they have no intention of booking with you, or your competitors for that matter.

text stating you need to know what's happening behind your back

photo by hackingshmacking(dot)com

We were fortunate as those venues would build in a commission to us. While that was not mandatory, we did feel it was appropriate as we had pitched that particular venue to our potential client. The ethical suppliers understand this. And for those that did not… Well, safe to say we didn’t continue proposing them unless they were an absolute fit for a potential client.

I’m talking about this issue because I hope to impress upon new planners entering the industry. This practice is not considered ethical. While there are no repercussions that can be done towards a planner, I have found, through my experience, that they soon obtain a reputation within the industry. And, as such, very soon that planners job becomes more difficult with time. Nobody wants to work with them.

We’ve talked a lot about the Association for Destination Management Executives (ADME) here. I can remember when this association was just getting underway. All of us in the industry, even though we were competitors, were excited by the fact that we had one Association that could now set industry standards moving forward.

Some additional articles regarding the Association for Destination Management Executives (ADME):

Ethics in any industry can be a touchy subject. And, more times than not, trying to lay blame or pointing fingers only ends up hurting you. But, by establishing standards for the event planning industry, we are hoping to create a level playing field that all of the players can abide by.

 

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