Holiday Inn, other IHG chains offer to pay airline checked-bag fees http://t.co/zgUBCo5 via @usatodaytravel

For all you non-iPhone Users…10 Essential Android Apps For Biz Travelers http://read.bi/atEHx8 Anyone out there using these on a Droid?

So I’ve recently signed up for Zipcar, in anticipation of an upcoming trip to San Francisco.

$50 fee for an “occasional user” plus a $25 application fee.

While that might seem steep at first, it would cost me $53 per night to park a rental car at my hotel.
The actual car may cost me $73 for a 24-hour rental, but that includes all insurance, and even gas. Since we’ll only need a car for a couple days of our 7-day trip, I figure it’s well worth it to go the Zipcar route.

Next time you’re visiting a city with expensive (or non-existent) parking, check out Zipcar.

One area of extreme importance – and often the first area people think about when planning an event – is hotel logistics or what is often referred to as “meeting planning.”

Where should you hold your event? Do you have a core group of attendees traveling from one location? Do you need to be in a central location? What type of venue will work best for your event, and send the right message to your attendees (and corporate executives)?

Several key areas are listed here. Review this list, add more if needed, then rate them from one to ten in importance to both your organization and attendees:

____ Cost of Meeting Space, Food & Beverage
____ Layout of Meetings Space, # of Breakout Rooms
____ Cost to Attend at Venue (Airfare, Hotel Rooms)
____ Quality of Food & Beverage, Accommodations
____ Access to Other Attractions in Area
____ Venue Amenities (Health Club, Pool, Wireless Internet)
____ City Location
____ Resort Location
____ Conference Center Location
____ Corporate Office Location (Auditorium, Cafeteria)

OK, got that? Now, once you have rated the above items, look for common scores, and build off of these items first in your search for a venue.

Here’s a Smart Thought
If attendees are paying to attend your event, including airfare and accommodations, you may want to consider giving more weight to their needs. If you are footing the bill for the conference, pay a bit more attention to your scores first.

Look to the Web
There are many venue search tools available on the web. One site that is simple to use and easily understandable is http://www.eventective.com. You will need to have an idea of attendee size, city or state where you plan to hold your event, and room set-up (theater-style, schoolroom, banquet, etc.). The search engine will then locate properties that have space for you.

Things to Remember
Lastly, here’s a little checklist of key items to remember while planning the logistics of your next event:
- Preferred Event Dates/Days of Week
- Back-Up Event Dates/Days of Week
- Check for Major Holidays/Religious Holidays
- Site Visit to Top 2 or 3 Venues
- Budget (Per-Person Cost, Including Taxes)
- Contract Terms, Deadlines for Deposits
- Food & Beverage Guarantees, Minimums
- Food Tasting
- Menu Planning (Low-Carb, Low-Fat Options)
- Indoor Back-Up Locations in Case of Rain
- Average Temperature During Your Event
- Room Block & Cut-Off Dates
- Competing Companies at Venue Also?
- Union Labor Concerns?
- Ample Set-Up Time for A/V & Staging
- Ample Tear-Down Time for A/V & Staging
- Cost for Taxi from Airport to Venue
- Room Décor for Special Events
- Registration Desk Set-Up for Your Event
- “Green Room” for Guest Speakers
- Gratuities for Great Staff Members
- Rooming List
- Breakout Room A/V, Power, Internet, Etc.
- Recreational Activities Determination
- Local Entertainment Options (DJs, Etc.)
- Photography
- Guest Programs
- Off-Site Functions (Dinners, Etc.)
- Transportation to Off-Site Events
- Post-Event Analysis of Property

I welcome your comments!

We’re often asked about marketing an event on a low budget.

Oftentimes, clients tend to focus on low-cost email campaigns – wave after wave of them – with low-return too. I’ll admit, it can be easy to get an email out there quickly to an existing list of contacts or a list you might purchase. But if your message is as quickly pulled together as your email list, you may want to reconsider.

But this article is about “money-saving tips,” right? Here you go: SAVE YOUR MONEY and stop sending email after email.

Sure, send one email, maybe two, but add some other elements into the mix. If you don’t have a look and feel for your event, take an existing campaign/design that your organization is already using and leverage that for your event. Piggyback the printing of your event postcards with another print job in your group.

Highlight some key prospects from your list and spend 2 hours making some direct phone calls – just make sure you have a script and can answer all questions that might come your way.

Consider the money you’ll make with just 5 more attendees. Will that help cover the additional printing costs and phone calls? If you get 10 more attendees, you’ve turned the corner.