Do you know your planner?
Since our full-time professional entry into meeting planning in 1991, we have seen the field expand tremendously. Through the results of mergers of major companies and downsizing in others, many very qualified and professional meeting planners have become independent. It is not this group of professionals that I would call to your attention. The problem begins internally.

Attempting to fill the shoes of the missing meeting planner, companies look either internally, perhaps to a secretary who is unqualified, or they turn to someone outside. In each case, the results are mostly disastrous.

Meeting planning, now a matured profession, is not glamorous though many persons assigned the task, or entering the field, may think it is. Today's meetings require a sound basis in international business, contract law, cost accounting, budgeting, strategic and short-term planning, program production, sales, customer relations, food and beverage service and entertainment.

So what about the hotel's meeting managers? Should we rely on these "seasoned" professionals to take the place of the internal or independent professional meeting planner? Travel agents who have noticed the need to diversify their products and services have also entered the business. Are they qualified to take your business? Who is qualified and how can you protect yourself?

Here are a few simple steps we recommend you consider when selecting how your meetings and events are to be produced and managed and who will be the best resources for accomplishing your requirements:

* Check with the local convention visitor's bureau. The CVB usually knows who the qualified suppliers are in their area.

* Memberships in professional associations are important and should be asked about when selecting your meeting planner. In many instances qualified planners participate in the professional associations without membership due to the sheer number of associations and costs. In these instances get proof of their recent participation.

* Request a list of client references.

* Request a list of suppliers that have been used in the last year. From these you should inquire about the professionalism of your candidates.

* While many will not disclose their annual revenues, ask how your business will relate in size and "value" to their overall business. Discuss concerns about support. Expect sound planning to be evident in their reply. Some good companies contract out for help when needed. Discussing perceived short falls openly and with a positive action plan to address your concerns is reflective of a viable planner.

* Expect a good meeting planner to begin their presentation by asking you questions. If the following questions are not part of your conversation, find a more knowledgeable partner.

What is the purpose of the meeting or event?

What do you want each participant to get out of their attendance?

What have you done in the past?

These questions are basic indicators of an experienced planner.

* Be suspect of planners who say they can do everything. When considering placing a meeting or event with a planner, listen for recommendations by the planner to bring in experts, such as destination management companies, or other professionals. It is often best to bring the resources of local experts to handle many of the arrangements including tours, transportation, and entertainment.

* A good planner will want to show that they care about your needs. If the planner dismisses your concerns with "we know exactly what you want and you can trust us," -- look out.

Expect feed back on all sides of your program. If all or most of the feedback come from the travel side, then you are probably working with a travel agent, not a meetings management or incentive company.