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APRIL 2010 NATCAP News & Views SGMP NATCAP for Professional Growth

&NewsViews

Society of GovernmentMeeting Professionals

NATCAP

Volume 27, No. 8APRIL 2010

NatioNal Capital Chapter

SGMp

SGMP NATCAP Board Members 2009-2011 ..........................................2

President’s Column ........................................................................................3

Committee Reports: Programs .......................................................................................................3 Community Outreach ...............................................................................3 Membership .................................................................................................4 Communications ........................................................................................4 Honors & Awards ......................................................................................10

March Program Recap ..................................................................................5

Photos from March Chapter Meeting .....................................................6

Planning Your Site Inspections ..................................................................7

Communications Ad......................................................................................9

Member’s Choice Award Nomination Form .......................................11

Supplier Tips: How to Use Facebook for Business .............................12

Remembering Willie Thompson .............................................................12

Miller Tyme .....................................................................................................13

The Road to CGMP .......................................................................................14

Education: To Be or Not To Be a Brainiac? ............................................15

March Board Report ....................................................................................16

Excerpts from the Xchange, NATCAP’s Online Opinion Poll ..........16

2010 National Education Conference ...................................................17

NATCAP Calendar .........................................................................................18

Industry Calendar .........................................................................................18

on the INSIDE

Visit NATCAP at: www.sgmpnatcap.org

I’mGoingtoKansasCity,KansasCityHereICome!Tracey Chapman, Travel Portland

The countdown is on to the 2010 SGMP National Education

Conference (NEC) May 19-22, and I can’t seem to get this tune out of my head. . . “I’m going to Kansas City, Kansas City here I come!” Whether you’re a planner or a supplier, the NEC has something for everyone—from exceptional educational sessions and fantastic networking opportunities to a host city that offers everything from lip-smackin’ barbecue to foot-stompin’ blues.

Come out early and maximize your conference experience by attending one of the pre-conference sessions. Suppliers can get best practices on how to market and sell to the government during a Supplier Boot Camp. There also is a pre-NEC training session on protocol (with a certificate of completion) that will cover business etiquette, the rules of official government precedence, hosting VIPs, and more. And, if you’re looking to take your career to the

next level, be sure to register for the Certified Government Meeting Professional (CGMP) training course and exam, which begins on Sunday, prior to the NEC.

The conference will officially kick off with a Welcome Reception at the historic Midlands Theatre. Located in downtown Kansas City in the Power & Light District, the newly renovated theatre has hosted well-known artists throughout history, most recently Faith Hill, Jerry Seinfeld, and Michael Bublé, among others. You can reconnect with NATCAP colleagues and make new connections, all while enjoying some Kansas City hospitality.

On Thursday and Friday, it’s all about the education. Dynamic keynote speakers will help you sharpen your creative skills, rethink your vision and purpose, and harness the power of a positive attitude to meet challenges in the workplace, and in life. Plus, six unique educational tracks will allow you to focus on the topics most critical to your professional success.

New this year, the NEC is offering a Technology Fair with Jim Spellos and others to provide hands-on training for every level. Also added are sessions on how to earn CEU points and how to complete the CGMP Recertification Application.

(Continued on page 5)

NATCAP News & Views APRIL 2010

Cindy Barner, CGMPPresident

Quinn Bruster, CGMP1st Vice President

Bernard howe Treasurer

renita Street, CGMP Secretary

latonya JacksonDirector at Large

NATCAP News & Views is

published 10 times a year

(monthly except July and August).

All articles must be received

on or before the 12th of the

month to be considered for

inclusion in the following

month’s newsletter.

Please send articles to:

[email protected].

renita Street, CGMP

SGMP NATCAP

P. O. Box 2486

Washington, DC 20013-2486

202-857-2666

to purchase an ad in the newsletter:

Contact renita Street, CGMP, 202-857-2666

[email protected] ad rates: See www.sgmpnatcap.org.

robin Dixon-Jefferson, CGMPDirector – Government Planner

Brian Chung, CGMPDirector – Supplier

tracey Chapman2nd Vice President

tecumseh Deloney, CMP, CGMPImmediate Past President

SGMp National Capital Chapter

P.O. Box 2486Washington, DC 20013www.sgmpnatcap.org

SGMp National headquarters

Charles S. SadlerCHSP, CHSC, CGMP

Executive Director & CEO908 King Street,

Lower LevelAlexandria, VA 22314

703-549-0892 or 703-549-4276

www.sgmp.org

For further information, check out these Web sites.

www.conventionindustry.org/ or www.gao.gov, www.sgmp.org.


NATCAP

SGMPNational Capital Chapter

Board of Directors2009-2011

Cindy Barner, [email protected]

Quinn Bruster, CGMp1st Vice presidentprograms [email protected]

tracey Chapman2nd Vice presidentCommunications and honors & awards [email protected]

Bernard [email protected]

RenitaStreet,[email protected]

DireCtorSrobin Dixon-Jefferson, CGMpGovernment plannerSpecial events [email protected]

Brian Chung, CGMpSupplierCommunity outreach [email protected]

latonya JacksonDirector at largeMembership [email protected]

tecumseh Deloney, CMp, CGMpimmediate past [email protected]

APRIL 2010 NATCAP News & Views

President’sColumn

DearNATCAPMemberCindy Barner, CGMPATS Inc., Office of Naval Research

Perceptionvs.Reality

As we prepare for an AWESOME Education Conference in Kansas

City, let’s all remember the mission! Our mission is to be educated and to network as we plug into Kansas City.

How are you going to plug into Kansas City? PAttend ALL educational sessionsPAttend ALL keynote sessionsPAttend the trade showPAttend the awards galaPNetwork with fellow SGMPersPWrite articles about the conferencePAttend pre-conference workshops

Let’s remember that we should conduct ourselves professionally at ALL times. As you are making new and rekindling old relationships perception is reality. As members of SGMP, we are held to a high standard and should not partake in activities that could leave some questioning your character.

I look forward to seeing you ALL in Kansas City. Safe travels! Go NatCap! n

CommitteeReport

ProgramsQuinn Bruster, CGMP, National Archives & Records Administration

SocialMedia2.0,Let’sGo!

Twitter, Facebook, and YouTube are all examples of Social Media!

“What does this have to do with me? I work for the government. We do not use these tools.” Were you going to use this excuse for not attending this meeting? I hope not; you should know that all government agencies use social media. Yes, including your agency. If you don’t

believe me, then go to your agency’s Web site and see for yourself. I know what you’re thinking: “Okay, so our agency uses it, but that doesn’t have anything to do with my job.” Not so fast, my friend. Did you forget the motto of the Government? “For the people, by the people,”—those same people are the subjects of your conferences and meetings.

President Obama stated, “We cannot meet the challenges of today with old habits and stale thinking. We need to reform our government so that it is more efficient, more transparent, and more creative to reach beyond the halls of government to engage the public.”

Social Media will be discussed at our monthly meeting on Wednesday, April 21, at the Collingwood Library, 8301 E. Boulevard Drive, Alexandria, VA. NATCAP is happy to have guest speaker, Jim Spellos, provide us with the tools and resources for this interactive session, “Blogs, Twitter, Facebook, YouTube: Why Your Web Site Is Not Enough!”

By attending this interactive session, you will learn the following:

RHow social networking tools can make your agency/meetings connect with the public.

RThe secrets of an interesting network that keeps readers coming back for more.

RHow these 2.0 services can be both a networking tool with other agencies and industry professionals and a marketing tool with potential clients and the public.

To register, go to www.sgmpnatcap.org/html/monthly_program.html.

effective January 1, 2010: to receive credit for attending this meeting or .125 CeU toward your certification, you must be in your seat by 5:15 pM. n

SupportCancerActionandSave:ExclusiveOfferforNATCAPMembers!

Do you remember LauraSchwartz from this year’s Winter Meeting &

Trade Show? Did you miss your chance to buy her book? Don’t worry, it’s not too late! E-mail Laura’s office directly at [email protected] to purchase the book for 10% off the list price of $16.95. Or, you can choose to forgo the 10% discount and instead

have 25% of the full price donated back to Cancer Action. This offer is only good through Laura’s office, and she will keep a running list of NATCAP members who chose to give back! n

CommunityOutreachBrian Chung, CGMP, Alexandria CVA

CommitteeReport


CommitteeReports

MembershipLaTonya Jackson, U.S. Department of Commerce

Welcome,NewMembersLechelle S. Brinson • CNI TechnologiesPauline Burgess • DB Consulting Group, Inc.Gustavo Castillo • ICON LLC/ICON ProductionsEdith Crosby • AFYA, Inc.Terry Daru • U.S. Department of StateVonressa Davenport • The Fairfax at Embassy RowScott Farabaugh • Tallen Technology RentalsBernice Gillespie • Hilton Washington DullesAna Giri • Global Science and Technology, Inc.Allison M. Hamilton • Bureau of Alcohol, Tobacco, Firearms and ExplosivesRegina L. Hedgepeth • Bureau of Alcohol, Tobacco, Firearms and ExplosivesDamen R. Hymes • EDJ Associates, Inc.LaTanya Johnson • Intelligence Consulting Enterprise SolutionsGregory LaDuca • Hyatt Regency RochesterBrian Liberston • Tallen Technology RentalsLauren G. Montgomery • U.S. Food & Drug AdministrationC. Penny Robinson • Alliances for Quality EducationLoleta T. Ross-Abdullah • U.S. Department of StateAnita Sahi • Albuquerque CVBWilliam Keith Sampson • Chickasaw Nation Industries, LLCKara Spriggle • Missile Defense AgencyChristy Marie Swann • CNI Professional Services, LLC

WhatDoesBeingaMemberMeantoYou?

You will find several meanings of the word “member” in Webster’s Dictionary. Among the choices are:

1. a distinct part of a whole; 2. a part or organ of a human or animal body; 3. a part of a plant; or 4. one who belongs to a group or organization.

While these definitions are different in context, they convey the same general concept—that a member is an integral part of something.

As a member of SGMP NATCAP, each individual is a distinct part of the organization. You bring to the organization your own special expertise, characteristics, and distinguishing features. Like a vital organ in a human being, your presence and full functionality within the body are essential to its growth and development. A member is like the part of a plant. Take for example the root of the plant that serves as the support that draws life into the plant by providing food and water. Or, like the stem that forms the

main trunk of the plant connecting the leaves and the flowers. A member belongs to a group or organization. A group is formed when people come together for a common reason. Similarly, an organization consists of persons and groups that are united for a common purpose. That sounds like SGMP NATCAP.

What does being a member of SGMP NATCAP mean to you? It should mean that you are a special, distinct part of the organization, and that you bring your own special qualities. It means that your full participation in SGMP NATCAP is what breathes life into the organization and is critical to its success. Finally, being a member of SGMP NATCAP means that you are a part of an organization designed to serve the needs of the government meeting professional for the purpose of elevating government meetings. Being a member means doing your part. Join a Chapter Committee today. n

ChapterMembershipasofFebruary=892

Membership By the Numbers

planners .......... 487Suppliers ......... 374other ................. 31

Communications Tracey Chapman, Travel Portland

Become a fan of SGMP NATCAP on Facebook and get the latest updates, connect with colleagues, weigh in

on discussions, and more. To join us, click the Facebook icon at http://www.sgmpnatcap.org/. n


MarchProgramRecapShetal Bhalja, Radisson Hotel Reagan National Airport

The March program expanded one’s knowledge

on planning and executing meetings on foreign soil from the perspective of three speakers: rob Coffman, CGMP, U.S. Department of Treasury, raymond herrera, CMP, CGMP, Department of Defense

(DoD), and Sean Wilkerson, CGMP, and Department of Commerce. The panel touched on various subjects, from selecting venues and an Embassy’s role to coordinating with local vendors and risk assessment.

An international meeting is defined as “an event that draws an international audience from three or more countries.” 1 According to DoD, “International Meetings are meetings where a percentage of the attendees are actually foreign nationals.”

VenueSelectionEach agency has its own protocol in securing venues for

conferences. Some agencies coordinate with United States Embassies in host countries, some have a Property Attaché who in turn coordinates with the Embassies, while others host them on the local base as in the case of DoD.

RoleoftheEmbassyThe role of an Embassy is crucial while hosting an international

meeting. Agencies consult with them for contracting with venues; coordinating with local vendors such as vehicles, drivers, cell phones; paying for venue/event, and translators, to name a few. The Embassies also assist in obtaining visas, negotiating on behalf of the agency, and loaning their administrative staff for a fee. Unlike Department of Commerce and Department of Treasury DoD does not have much interaction with the Embassies.

VisasAs an individual who has lived on four continents, it was

interesting for me to learn all that is involved in planning a meeting in a foreign country. I know in depth about F1, B1, H1, and Diplomatic A1/A2 visas. Learning about a Status of Forces Agreement (SOFA) was very interesting. A SOFA is intended to clarify the terms under which the foreign military is allowed to operate.² The State Department Web site offers detailed information on Visas policies, fees, foreign per diems, and other travel-related information.

RiskManagementDuring any meeting/event it is important to have a

contingency plan. Requesting a venue’s emergency/evacuation plan should be part of the RFP process. Creating a “survival guide” to include customs about the host country, traditions, basic phrases, local pharmacy and hospital addresses and telephone numbers, country codes to dial home, Airport, local Embassy, shipping and handling, grocery stores, and meeting coordinator’s contact information must be included. It’s also important to inform attendees of any shots required for the travel, such as Malaria, Cholera, Hepatitis B, or most recently, H1N1 virus.

I’m Going to Kansas City, Kansas City Here I Come!(Continued from page 1)

Of course, the conference would not be complete without the trade show. Plan to show your support for your SGMP supplier partners by visiting their booths and coming prepared to do business. Whatever your meeting need, SGMP suppliers have got you covered!

Another NEC tradition—the Sam Gilmer Awards Banquet—gives us a chance to honor the efforts made by members on behalf of SGMP. Be sure to pack black-tie (or business attire) for this very special evening. And bring a few extra dollars for the live auction immediately following the banquet, as well as skeins of yarn for our national charity, Cancer Action. The nonprofit agency provides services for those facing the impact of cancer in the Kansas City metropolitan area.

During “free” time, Kansas City offers plenty to see and do, all within easy reach of our host hotels—the Hyatt Regency and Westin in the beautiful Crown Center. A Kansas City original, the Crown Center surrounds the international headquarters of Hallmark Cards, Inc. In addition to one-of-a-kind shopping, the Crown Center boasts a variety of dining options, award-winning theatres, entertainment, and more. You also can catch a game at the arena, explore art galleries and museums, or enjoy the exciting Power & Light District just minutes away.

This year’s NEC is one that shouldn’t be missed. With so much in store, hopefully you’ll be singing this tune too. . . “I’m going to Kansas City, Kansas City here I come!” n

MarchProgramRecap

Thank you to all three panelists for sharing their experiences and expertise, and to Liaison Capitol Hill, An Affinia Hotel, for being a gracious host. (Check out the photos on page 6.)

Resources- CGMP Training Handbook- GSA Web site- State Department Web site (Embassy Desk Listing)1 According to Professional Meeting Management®, Fifth Edition (PMM5)2 Wikepedia n

Thank You!A special thank you to the Liaison Capitol Hill, An Affinia Hotel, Washington, DC,

for hosting the March Chapter meeting and thanks to the Hampton Inn

Convention Center, Washington, DC, for hosting our March Board Meeting.


PhotosfromMarchChapterMeeting

Photos are courtesy of Alonzo Duncan.


PlanningYourSiteInspectionsArmando Lazarte, Baltimore’s Tremonts - Historic Venue and All-Suite Hotel

With so many choices of hotels, whether it is a brand or not, each property is unique when conducting site

inspections. The folks in your office may think it’s easy to go inspect hotels, but you know better. You have a tough job to do!

BetheAttendeeA site inspection is very important when selecting a venue

for your meetings, because too often the attention is placed on the wrong priorities and purposes. What often happens on a site inspection trip to a hotel? Someone at the hotel greets you by name and the sales manager is at the lobby waiting for your arrival because they’ve been expecting you. For you, there’s no waiting in line at the check-in desk. They whisk you directly to your room, which is often a suite with a food basket at the ready.

You’ll be taken on a tour of the better rooms and the new, tower portion of the hotel, instead of the original building and its rooms, which overlook the garbage cans. You walk through corridors that have been cleared in advance; there aren’t any food trays outside the doors.

There’s nothing sinister about this; the hotels want to show you the best of the property. But it means that you’re not experiencing the hotel like an attendee.

After doing the site tour, be the guest and be the attendee. Take time to explore on your own, walk the hallways, sit in the lobby, and observe the check-in process and guests coming in as well as the meetings that they are attending that day. Grab a coffee and eat in their restaurant for dinner, without anyone from the hotel, to experience the service and quality of the food.

KnowYourGoalsThe goals and objectives of the meeting will dictate site

selection. Different goals require different sites and facilities: If the goal is excitement and entertainment, you might need a special venue like a theater. If the goal is recreation, you might require athletic fields. If the goal is education and reflection, you would require a property with few distractions. If the goal is networking, you need big spaces to meet and mingle.

GetDeepInside¿ Getting there. What is the cost and ease of getting to the

location?¿ Seasonal economics. You do a lot better on rates in Miami in

August than in February or March.¿ Geographic flow. Do you have to move your meeting around

in order to satisfy everybody, or can you keep your meeting in the same location?

¿ Cultural perception. How will your attendees view a city or a property? Many of us read about beautiful new facilities. We like to bring our people to new places. On a site visit, the facility is gorgeous and operating well, but make sure you look around. Many times new facilities are built in unsafe areas because the land is less expensive.

¿ Contact the Convention & Visitors Bureau for additional information about the city where you will have your meeting.

¿ Competition. What groups are going to be in town at the same time?

¿ overflow. Is there overflow space, in case you attract great attendance? Look at the properties around yours and the value they provide.

¿ rates. This means more than the hotel rates. It includes food and beverage, sleeping rooms, meeting rooms, parking, etc.

¿ Space. People need and want a break from being inside. Is there space for activities outside the hotel?

LookCloselyWhen touring a hotel, make sure to consider the following:

¿ available sleeping and meeting rooms. A 500-room hotel might have only 380 rooms available because of agreements with airlines or other customers.

¿ Meeting-room charges. Don’t assume that meeting rooms in a hotel are going to be free. Conference rooms might be, but ballrooms might not.

¿ attrition clauses. Negotiate these with great care.¿ other groups in the house. Ask about this early.¿ internet connection. Is it wireless or wired or both?¿ Complimentary-room policies. One complimentary room for

50 paid is typical, but the ratio can slide, depending on how badly the hotel wants your meeting.

¿ Drayage and storage policies. What does it cost to move materials within the facility? How long will the property store materials that are sent for the meeting?

¿ renovations. Ask what’s being planned at the property and in the area.

¿ Security. Will you need it at the exhibit hall, the front door, the parking lot? What will it cost?

¿ is the hotel aDa compliant – guest rooms, meeting space?¿ Credit and payment policies. Check, cash, or direct billing.

Many government groups present a purchase order or letter of intent.

¿ parking. Are there enough spaces, and where is the lot?

FinalInstructionsFinally, here are miscellaneous tips that will result in a better meeting:

¿ Deal with the decision-maker. Talk with the person who signs the contract. Otherwise you’re wasting your time.

¿ the process. After you’ve made your site visits, prioritize your favorites and begin negotiating with your top choice, keeping in mind how good or bad your second choice is by comparison.

¿ Find a colleague for site inspections. On the first day, you cover a group of locations in a city, and your friend visits others. You meet for dinner to compare notes. The next day you flip-flop the visits. You will garner much more information than if you do the visits alone.

¿ Be wary of surrogate site inspectors. If the meeting is important enough to you, do the site visit yourself. You are responsible for the meeting’s success, and nobody else knows what you’re looking for better than you. n

PlanningYourSiteInspections


News & Views

1/4 page = $125/mo

1/2 page = $200/mo

Full page = $350/mo

WeB Site BaNNer aDS

Monthly rate = $125/mo

3-Month rate = $200/quarter

6-Month rate = $350/half-year

MAY 2009

NATCAP News & Views

Page 1

On the INSIDE

SGMP

NatiONal CaPital ChaPter

SgMP NaTCaP for ProfeSSioNal growTh

VoluMe 26, No. 9

&NewsViews

Society of Government

Meeting ProfessionalsNATCAP

SGMP NATCAP Board Members 2008-2009 ..............................

............2

President’s Column ..............................

..............................

............................3

2009-2011 National Board of Directors .............................

....................3

Committee Reports:

Membership ..............................

..............................

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.......4

Communications ..............................

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..........................10

Purposed Professional .............................

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.......................5

A Note to Our Supplier Members ..............................

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.5

Under the Sea: Creative and Cost-Effective F&B Planning ...............6

April Chapter Meeting Recap ..............................

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.........7

April Chapter Meeting Recap Photos ..............................

........................8

It’s Conference Time ..............................

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Board Report ..............................

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........11

Family Day – A Lesson Learned ..............................

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...11

NATCAP By the Numbers ..............................

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...............11

Annual Education Conference ..............................

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.....12

Update on SGMP’s National Charity ..............................

........................13

NATCAP Calendar ..............................

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.............................1

5

Industry Calendar ..............................

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.............................1

5

Visit NATCAP at: www.sgmpnatcap.org

Honors & Awards Gala

Sherry Tiggett, CMP, CGMP

Please join us in celebrating the end of our 2008-2009

program year by attending the NATCAP 8th An-

nual Honors & Awards Gala, Savoring Sweet Success. The

event is June 10 from 6:00 PM to 9:00 PM at the L’Enfant

Plaza Hotel in S.W. Washington, DC. Bid the 2007-09

Board of Directors a fond adieu, and hail the 2009-11 Board

members as they will be sworn in at the dinner. Building

upon our educational program-year theme of becoming

top-chefs, we thought it only appropriate that the dinner’s

theme serve as our Chapter’s just desserts!

Come see who will receive the Planner-of-the-Year,

Supplier-of-the-Year, Members’ Choice, and the coveted

President’s Award.

Admission is $35 per person, with a maximum of 5

sales per individual. Table sponsorships are available for

$400, $500, or $600 (please see sponsorship form for benefit

levels and amenities). To register for individual admission

or to sponsor a table, go to the NATCAP website, www.

sgmpnatcap.org, or to the Honors & Awards page and

click on the registration link. We are encouraging those

(Continued on page 6)

e-BlaStS on NatCap FlaSheS2 E-BLASTS = $350

NatCap FlaSheS are sent to our members twice a month. Your e-blast ad will be listed in our

advertising section on a first-come, first-served basis. Please provide the company name, brief statement,

link, call to action, and contact information.

ToorderAdsontheWebsiteorNewsletter: Contact RenitaStreet, CGMP • 202-857-2666 • [email protected]

ToorderAdsonE-mailBlast: Contact LaTonyaJackson • 202-482-6031 • [email protected]

Reach more than 800 members By advertising your services or venues

Shoutit Out!

SGMP NATCAP wants YOU to Advertise!

CommunicationsAd


Honors&AwardsTracey Chapman, Travel Portland

CongratulationstoourFebruaryandMarchPlannersandSuppliersoftheMonth!

February Planner of the Month

Our February Planner of the Month always gives NATCAP his best shot!

A former Board member and 2002 Sam Gilmore Award finalist, DonWebb, MBA, works behind the scenes to help tell the Chapter’s story both in pictures and in print. Don is a contributor to News & Views, and you’ll see him at our monthly

meetings and special events where he captures special moments and helps preserve our history through photos. If a picture is worth a thousand words, Don’s contributions have exceeded the word count!

CommitteeReport

Soaring to

SUCCESSSUCCESS

February Supplier of the MonthAlthough relatively new to the Programs Committee, rachel Sulzter with the Hyatt Regency Crystal City immediately sprung into action to become a valuable team player. Whether she’s writing articles for News & Views or introducing speakers at our monthly meetings, there’s no stopping this dedicated volunteer. In February, Rachel

rolled out the red carpet to make sure that NATCAP members and guests felt welcomed when her property hosted the Winter Meeting & Trade Show, demonstrating that hospitality really does begin at home. March Planner of the MonthSince joining the Special Events Committee, Michele Murray, CMP, NOVA Research Company, has been a true go-getter. She single-handedly created a computer program that made it easy to track and record items received for the Holiday Celebration & Silent Auction. And, when the Committee’s Board liaison needed assistance with a site inspection, Michele was the first to step up, despite a previous engagement. Her “can do” attitude is contagious, and her willingness to go the extra mile is an inspiration to those who serve with her. March Supplier of the MonthVivienRikin, Marriott International, served admirably as co-chair of the Membership Committee from September to February, having to resign the position due to a recent change in her employment. As co-chair, Vivien was always available for consultation and assistance, and provided a critical link to the Committee. She readily took on the responsibility for managing monthly meeting registration, from recruiting and training volunteers to accurately and efficiently completing reports that are vital to monitoring Chapter meeting attendance and revenues. Vivien leaves big shoes to fill. nIt’s Time to Soar...Registration

Opens April 7 for the 2010 Honors & Awards Gala

Online registration opens April 7 for the 2010 Honors & Awards Gala, “Soaring to Success,” June 16 at the Westin Alexandria. Join your colleagues for a spectacular evening to celebrate our Chapter’s achievements and to salute NATCAP’s best. The Honors &

Awards Committee is hard at work, and we’ve made some exciting changes this year including a post-ceremony dessert reception which will allow more time to mingle and to congratulate the winners.

While the event promises to “soar,” the cost to attend will not. Individual ticket prices remain at the 2009 level—just $35. And, if you’re looking for a great way to connect with your government clients, consider hosting a table or taking advantage of one of our other sponsorship opportunities.

To register, reserve a table, or for additional information, go to www.sgmpnatcap.org.

Andthewinneris...THEMEMBER’SCHOICE!

The Honors & Awards Committee is now accepting nominations for the Member’s Choice Award. Each year,

NATCAP members select an individual to be recognized for his or her outstanding contributions to the Chapter. You can nominate yourself, a fellow Committee member, or a colleague you see working behind the scenes to make NATCAP shine. Nominees must be members in good standing. NATCAP Board members are not eligible for consideration.

The deadline for nominations is April 28. A form is located on page 12 and is also available on the NATCAP Web site, www.sgmpnatcap.org. Electronic voting will be held the first week of May and the winner will be announced at the Honors & Awards Gala on June 16 at the Westin Alexandria.

If you have questions, please e-mail tracey Chapman at [email protected]. n

It’sTimetoSoar


Member’sChoiceAwardNominationForm

2010MEMBER’SCHOICEAWARDNOMINATIONFORMEach year, the Honors & Awards Committee of the National Capital Chapter (NATCAP) of the Society of Government Meeting Professionals (SGMP) recognizes outstanding members who exemplify achievement and service to our Chapter. Nominations are made by the general membership for the Member’s Choice Award and voting will take place in early May. The award will be presented at the 2010 Honors & Awards Gala on June 16 at the Westin Alexandria.

AwardCriteria:1. Nominee must be a member of NATCAP in good standing for no less than six months.2. Nominee’ scontributions must benefit NATCAP as a whole and be easily recognized and quantifiable.3. Sitting members of the NATCAP Board of Directors are NOT eligible to receive this award.

Name of Nominee: _________________________________________________________________________________________________

Employer: ________________________________________________________________________________________________________

NATCAP Committee(s): _________________________________________________________________________________________________

Nominated by: __________________________________________________________________________________________________

Employer: _____________________________________________________________________________________________________

Phone Number: _______________________________________ E-mail: _________________________________________________________

Please list this person’s accomplishments and your reason for the nomination:

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

DeaDliNe For NoMiNatioNS: april 28, 2010

Fax to Cindy Barner, CGMP, at 703-696-5940 or mail to SGMP NATCAP • P. O. Box 2486 • Washington, DC 20013

For Use by honors & awards Committee only

Membership Number: ________________________ Member Since: __________________________

Date Form Received: __________________________ Date to Board: __________________________

Award: ________________________________


NATCAP


SupplierTips:HowtoUseFacebookforBusinessStephanie Soper, Seattle’s Convention & Visitors Bureau

Just about everyone is on Facebook these days, right? And it’s a great way to connect with old, long-lost friends and stay

in touch with current ones living far away, right? But what about clients or colleagues who are also your friends?

While not advocating that one should use Facebook during work, nor that one needs it for work, having a profile on Facebook can certainly be a helpful tool as a supplier in the hospitality industry, if you manage your profile in a professional manner. Here are few tips on how to use Facebook as an effective professional networking tool.

EstablishandBuildRelationshipsthatareNotJustBusiness-based

While the majority of my Facebook friends are people I was already in established friendships with prior to my Facebook account, there are several individuals—both clients and fellow suppliers—with whom I have built a better business relationship and even friendship as a result of our connection and communication on Facebook. While nothing can replace a face-to-face bonding session, this is still a better alternative to not creating the relationship at all!

ConnectonaPersonalLevelFacebook is a great way to connect with clients and suppliers

on a more personal level. Since many folks are more willing to share personal information on Facebook, it is often easier to learn of common interests you share through that avenue than what may or may not come up in a business meeting conversation. Similarly, many people often post pictures of places and people that are important to them, and you can quickly identify what matters most to them—whether it is traveling abroad, spending time with family, or attending sporting events. According to pam lackland, CMP with ConferenceDirect, Facebook is “great for networking…and when you see the people you read about or communicate with on Facebook at an industry event, it adds a special, more personal touch to the encounter, since you really feel like you know them well already from your mutual Facebook experiences.”

PromotingAnEventorGettingFeedbackonaProduct

I have seen many of my Facebook friends use the site as an opportunity to promote either their own corporate/association event or an industry event. Oftentimes, it is easier to tell from a Facebook event page who will be attending than if the registration list is closed, as well as learn what people are saying about the event in advance, or interact with your audience by asking questions that my arise. Additionally, you can certainly reach out to others for feedback or even article tips!

DeterminingorPostingATravelScheduleFor both suppliers and planners, Facebook is a great way to see

when your friends and colleagues will be traveling. Whether joining you for an industry conference or so you can be aware they are preparing for their annual convention, Facebook posts are an easy way to connect with others in person. For example, by notifying my Facebook friends of a recent trip to DC, I was still able to make good use of time meeting with clients on short notice when other appointments were suddenly cancelled.

So while Facebook is a great tool to connect with old friends, it is also a great opportunity to make and stay connected with new friends in such a wonderful and friendly industry. n

SupplierTips:HowtoUseFacebookforBusiness

RememberingWillieThompson

RememberingWillieThompsonOur thoughts and prayers go out

to the loved ones of former NATCAP member William “Willie” thompson. Willie passed away on March 13 and leaves to cherish his memory a cousin, Robert T. Yancey; a special friend, Phyllis Toye; and countless other friends.

For those of us who had the pleasure of knowing Willie, our recollections are of a kind-hearted, gentle man with a warm smile and a sweet spirit. Willie retired in 2004 after 40 years of Federal

service. Most recently, he worked at the U.S. Government Printing Office, where he was a Program Analyst with logistical planning responsibilities for the Depository Library Council meeting, and the Federal Depository Conference. He spent his retirement years travelling and living life to the fullest.

Donations may be made in Willie’s honor to the North Shore Animal League America, 25 Davis Ave., Port Washington, NY, 11050.


MillerTyme

HowtoGenerateanRFPThatWillGetYouResultsTed Miller, CHME, CHSP, CGTP, Starwood Hotels and Resorts Worldwide, Inc.

PartII–QuestionsandAnswers

I have to say, I was quite surprised by the number of questions sent from Civilian and

Military staff involved in booking conference sites. Many of the questions were similar, so I have condensed some of the questions.

From Susan in an Army Contracting Office doing Retreats and Workshops; “When I post my solicitations, I always get questions on the city I need, the number of rooms, and what ‘Destination’ means.”

Dear Susan: I read the solicitation you sent me, and here are my suggestions; First, on the Form 1449, rather than just list See Schedule on Page 2, use that section to list the city, the dates, and also the number of rooms required per night. Also, make sure you list if sleeping rooms are required with a king-size bed or two double beds when children will be part of the event. You can also list this information in the Supplies/Services section in item 0001.

From Billin a Civilian Contracting Office; “When I do my postings, I always seem to get a lot of offers that are not from hotels I really want.”

Dear Bill: After reading your solicitations, let me suggest that you be very specific on the type of facility you require. From what you told me, you want resort hotels that are conducive for a high-level retreat. It also appears that you have a certain facility in mind for this event. Let me suggest that you be specific in the type of facility you want, being a resort, and also specify that “Offers from airport, suburban, and downtown hotels will not be accepted.” You should also specify “Responses from resort-style facilities are preferred.” This way, you get what you require and eliminate offers from facilities that do not meet your needs. Believe me when I tell you that hotels that do not meet your requirements will not be disappointed, as you have just saved everyone from a lot of wasted work.

From Jane in a civilian agency; “I have a number of high-level people from my agency that attend several meetings, and I think they deserve to be in suites, and I want a lot of things for free. My biggest problem is that the hotels I want to use do not take my demands seriously and many times will not answer me.”

Dear Jane: I read your RFP, and I have to say that what you are asking is far beyond the value of your business. Since most of your events are for 50 rooms or less, let me make the following suggestions. First, hotels normally will offer one guest room complimentary for every 50 paid if your other requests are reasonable. Also, your request for five staff rooms at 50% off the group rate exceeds what is considered appropriate based on the size of the events you plan. Let me suggest that if you do need

suites, you request them at the group rate. You may not get as many as you might like, but you may be able to get enough to keep those senior staffers happy. Also consider asking for value-added items rather than items that are a hard cost to the hotel. It is much easier for a hotel not to charge you for a meeting room than asking them to reduce their guest room rate.

From Dan in a civilian agency; “Hotels keep asking me ‘what meeting and banquet space I need?’ I write out needs, but am I doing it right?”

Dear Dan: The best way to give a hotel the meeting and banquet space you need is to write it out as you would when you print the agenda for those attending the event. Start off with the first event and list the day, date and start and end times for each event in chronological order. In your case, list the activities for the first evening with the name of the event and the start and end times. You want to make sure that you put the number of people for each event, and if you have a particular way you expect the room to be set, such as rounds for a dinner or perhaps schoolroom for a meeting. Then go to the next day, and go through the day listing each event with the number of people, start and end times as you did for the first day. Remember, that you may know what you need but you need to communicate it so that someone can read what you have written and be able to execute your needs and produce exactly what you want.

In the next installment, I will give you a form you can use to present the agenda of your conference in a very simple and direct manner. The hardest thing for many people is that they know what they want and need, but do not have a way they can communicate it effectively to someone else. It also is a good way to make sure that, if you are doing a solicitation for someone they have given you all the information you need to get effective offers from vendors who know what you need. n

An incomplete RFP was erroneously included with the March Miller Tyme column, “ How to

generate an RFP that will get results.” The correct RFP will be included with the third installment of

the series in the May News & Views.

Correction

What?How? Why? Who?


CGMP

TheRoadtoCGMP

StudyTipsandTestTakingStrategiesfortheCGMPExamDeidrè M. Young, CMP, CGMP

If you’re like me, it’s been a while since you studied for an exam.

Here are some tips to help you get in the groove.

• Take notes during the class. You’ll retain information better if you write things down, rather than just relying on reading the course materials.

• Note keywords that the instructor highlights during each section.

• Underline the words and highlight the definitions.• Create a master glossary each night with these terms. • Create flash cards based on your glossary.• Form a study group or get a study partner.• Have someone test you on the terms each night.

I don’t like tests of any kind, so I developed a strategy to get me through the CMP and CGMP exams. Here are some suggestions:

• Get a good night’s rest the day before the exam.• Eat something before you take the exam.• Review your keywords that morning.• On the back of the test, write any formulas or important

definitions.• Read the instructions in their entirety.• Write your name on the exam. • Take a deep breath and begin.• Read each question slowly and completely.• Immediately eliminate any answers you know are not correct.• Read the question again.• Make a selection—it should be the best answer based on the

information you learned in class.• If you can’t determine the answer after one minute, circle the

question number and move to the next question.• After you’ve reviewed and answered all the questions using

the steps above, go back to the questions that you circled that still need to be answered. Read the question again slowly, and follow the steps above. GOOD LUCK! n

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Education:ToBeorNotToBeaBrianiac?

Education:ToBeorNotToBeABrianiac?Alan L. Kleinfeld, CMP, CMM Advisors

new reminder that I am back in class, with homework assignments and all. It’s tough. Yet amazingly enough, I am learning.

It doesn’t ever hurt to have a Masters degree, regardless of what one ends up doing and with a degree in tourism, the options seem limitless. Tourism, including meetings and events, is the world’s largest industry. This degree will be good for something and I’m confident it will be worth the effort.

However, I have decided that I’m not a really good student. An education is a great thing to get and to have. But there are different kinds. There’s your formal, college education. The more involved I get with it, the less I think it applies to real life situations. The rules of academia are so different from rules in my work life. Maybe I’ve been out of school too long.

Then you have your work/life education. I tend to think this is much better suited to me. A friend was telling me recently about a new hire at her office. She’s in her mid-to-late twenties and has a Masters degree. But this is her first “real” job and she is completely unprepared. She has no organizational skills, can’t handle her workload and doesn’t know how to prioritize. She’s never had to apply her education to actual work so she’s in a bit of a quandary.

By no means does this describe everyone with a formal education. Like I said, an education is a great thing to have. Yet, it needs to have some real life experience to back it up. When it comes to results, would you rather have your event planned by someone with a few years of “in the field” experience or a freshly graduated college student who’s only real meeting planning experience has been chapters in a text book?

What I find even more amazing is those that get the Masters in tourism tend to go on to get a CMP because it’s an indication of honest meeting planning experience and it’s more recognized in our industry. The CMP may not be a Masters, but it is an education. n

© 2010 by Alan L. Kleinfeld

My grandparents and parents were big fans of getting an education.

We had three doctors and a lawyer in the family. And then my siblings and I arrived. It’s ironic that we had so much difficulty with school.

My brothers and sisters had actual learning disabilities, but it was back in the day when it was easier to label someone stupid rather than find out why they were having trouble. Most of it was caused by dyslexia. Me? I was just lazy. However, out of four children, I was the first to graduate from high school.

Because I was the only child without any learning difficulties, there was a lot of pressure for me to go all the way. We’re talking Jewish Doctor all the way. And I had planned to do it, until I hit college. Biology really sucked and it was as boring as watching C-SPAN. Good-bye M.D.

It took me awhile after that to stumble onto a major, which turned out to be English (with a concentration on professional writing). I would have been the first to graduate from college of my siblings, but my oldest brother, who got a GED, beat me by about a year.

When I did graduate, I couldn’t have been more thrilled. I was done with school! My Sunday evenings finally became mine again. But now what? I didn’t want to go join the ranks in the real world. So I applied to law school. Only one. Near home. I didn’t do well on my LSATs and ended up not getting in. Next strategy? Grad school.

I applied to get a Masters in English. I talked with my advisor (who happened to be on the acceptance committee) and he asked me, “What do you want to do with this degree?” I said I wanted to write. Bluntly, he said no degree would help me do that. “Just get out there and write,” he advised. With that, grad school died, too.

Flash forward some 15 years or more. A friend suggests I get a Masters in tourism, part of the graduate school of business at George Washington. I apply and miraculously get in. Now I’m really stuck. School again. It has its pros and its cons. Technology plays such a huge role these days. Last time I was in class, the dot matrix printer was hi-tech! Each week is a scary

“When it comes to results, would you rather have your event planned by someone with a few years of “in the field” experience or a freshly graduated college student who’s only real meeting planning experience has been chapters in a text book?”


Wedding

Birthday or announcements

promotion

Do you have news to share?

Change of Job

Let us know. E-mail Tracey at [email protected].

Do you think airline security needs an overhaul?

Yes: 67%

No: 33%

Total responses: 15

“Carry-on packages should be strictly limited in terms of number and size.”“I feel profiling is necessary as is an upgrade of screening. It is time for the full-body scan now.”“Train employees not to treat everyone as if they are a criminal and have no rights.”“I think they should always be improving in all areas.”

DoyouuseSocialMediasuchasFacebookorTwittertopromoteandexecuteyourmeetings,ortopromoteyourproperty/destination? Yes: 16% No: 84% Total responses: 25

“We put conference information and destination resources out for followers/friends to locate it.”“We have a ‘Twisitors Center’ which allows visitors to get info and recommendations from our CVB staff as well as locals.” n

ExcerptsFromTheXchange,NATCAP’sOnlineOpinionPoll

MarchBoardReportRenita Street, CGMP, ZERO TO THREE

The NATCAP Board of Directors met on March 9 at the at the Hampton Inn

Washington DC Convention Center, Washington, DC. Board members reported on their respective area of responsibility and participated in discussions regarding upcoming programs. Individual committee reports, with detailed information, can be viewed throughout this newsletter.

Special THANKS to the staff of the hampton inn Washington DC Convention Center for their support of our March Board Meeting. n

BoardReport

Plan now to join your NATCAP friends and colleagues for an evening of recognition and celebration!

NATCAP’s Annual Honors & Awards Gala

Wednesday, June 16Westin Alexandria Virginia

Save

theD

ate

SavetheDate


Please join us at the Society of Government Meeting Professionals’28th National Education Conference and Trade Show!

Experience the value of SGMP’s education resources and networking byearning up to 2.5 CEUs, gaining insight from renowned speakers, and enjoying industry forums and events with your colleagues.

Register at www.sgmp.org.

host hotelshyatt regency Crown Center Westin Crown Center2345 McGee Street One East Pershing Road Kansas City, MO 64108 Kansas City, MO 64108Tel: 816-421-1234 Tel: 816-474-4400Fax: 816-435-4190 Fax: 816-391-4438www.crowncenter.hyatt.com www.westincrowncenterkansascity.com

registration Fees(fees are subject to change)Government Planner member $325 Government Planner non-member $400 Contract Planner member $410 Contract Planner non-member $575 Associate Supplier member $550 Associate Supplier non-member $1,115 Supplier member (non-exhibiting) $610 Supplier non-member (non-exhibiting) $1,175 Retiree member $325 Guest $335Educator/Student member $280 Gilmer Awards Banquet $75

See you in Kansas City…For updates, go to www.sgmp.org.

For questions, please contact the Meetings Team:Chris Middleton, CGMP, Director of Conference Services

Mark harvey, CGMP, Program and Events Manager703-549-0707

SGMP • 908 King Street, Lower Level • Alexandria, VA 22314

Plug into Kansas CityMaY 19-22, 2010

Back by Popular Demand!

CGMP Course & Exam: May 16-19

Supplier Boot Camp: May 18-19

New this Year!Protocol & the Government

Meeting Professional: May 18-19

2010NationalEducationConference

Get CoNNeCteD to SGMp


Newsletter of the Year; 1999-2003, 2008

2010ProgramYear“Elevating Education”

NATCAPCalendar

Board Meetings:april 19Hyatt Fair LakesFairfax, VA

MaY 11Doubletree Hotel AnnapolisAnnapolis, MD

JUNe 8Hampton Inn National HarborOxon Hill, MD

Chapter Meetings: april 13Collingwood Library & Museum on AmericanismAlexandria, VA

MaY 19-22National Education ConferenceKansas City, MO

JUNe 16Honors & Awards Gala • Westin AlexandriaAlexandria, VA

Contact Quinn Bruster, CGMP, at [email protected] if you have questions about the schedule.

Check the NATCAP Web site, www.sgmpnatcap.org, for updates to the Chapter calendar. If you’re interested in attending/observing an upcoming NATCAP Board of Directors meeting, please contact Cindy Barner, CGMP, at [email protected] in advance to ensure space/seating is available. n

IndustryCalendar

Spring

MAY16-18ACTE Global Education

ConferenceChicago, IL

MAY19-22SGMP National Education

ConferenceKansas City, MOwww.sgmp.org

MAY27ASAE Springtime ExpoWalter E. Washington

Convention CenterWashington, DC

JUNE2ECEF

Washington, DC

JUNE16-17HSMAI Affordable

Meetings WestLong Beach, CA n

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