Midwest planners share what’s on their minds
Inquiring minds want to know… Midwest Meetings reached out to planners across the Midwest with a request to answer a few questions that we could share with you, our readers. From saving the day to must have meeting items and, of course, food, a few planners shared their thoughts with us.
Inquiring minds want to know… Midwest Meetings reached out to planners across the Midwest with a request to answer a few questions that we could share with you, our readers. From saving the day to must have meeting items and, of course, food, a few planners shared their thoughts with us.
Pamela S. Dallstream, CMP, CMM
Director of Meetings and Conventions
Society of Critical Care Medicine
What are the must have items you need at every meeting/event?
I always carry my red disaster binder. All local emergency phone numbers, staff cell phone numbers and their hotel assignments, onsite directions for weather disasters, floor plans showing fire/tornado/hurricane evacuation spots, and the site point for staff in case of an emergency are all included in this binder. I could use an app for all of this, but should all networks go out that ultimately affect all infrastructure, I will have the binder close at hand.
Describe your favorite catering menu.
Peanut butter and jelly sandwiches with chips and a glass of milk. I try to serve this to staff at one of our onsite lunches (of course, I supplement with hamburgers for the many staff who don’t like my sandwich choice).
Tell us about something that almost ruined a meeting/event you planned, and how you were able to overcome the problem.
The January 2013 SCCM Annual Congress was held at the Puerto Rico Convention Center in San Juan, Puerto Rico. The day before registration opened, we learned from the printer we had hired in San Juan that the truck holding all of our printed materials – 6,000 copies of the onsite program book/pocket pal (program at a glance)/extra materials/handout materials for a sponsored course – had been stolen the night before and was found by the police, completely torched. Fortunately, the printer agreed to reprint, at no charge to us (of course!), all of our materials, using two separate facilities to have the materials reprinted and delivered within 1-1/2 days. Our Congress attendees were notified when they arrived onsite that they would need to return to registration to pick up their program book, and staff were available to answer questions the attendees would have found in the program book. Also fortunately, the majority of our attendees didn’t arrive until the next day, so the majority of our attendees were not inconvenienced by the lack of program materials.
Director of Meetings and Conventions
Society of Critical Care Medicine
What are the must have items you need at every meeting/event?
I always carry my red disaster binder. All local emergency phone numbers, staff cell phone numbers and their hotel assignments, onsite directions for weather disasters, floor plans showing fire/tornado/hurricane evacuation spots, and the site point for staff in case of an emergency are all included in this binder. I could use an app for all of this, but should all networks go out that ultimately affect all infrastructure, I will have the binder close at hand.
Describe your favorite catering menu.
Peanut butter and jelly sandwiches with chips and a glass of milk. I try to serve this to staff at one of our onsite lunches (of course, I supplement with hamburgers for the many staff who don’t like my sandwich choice).
Tell us about something that almost ruined a meeting/event you planned, and how you were able to overcome the problem.
The January 2013 SCCM Annual Congress was held at the Puerto Rico Convention Center in San Juan, Puerto Rico. The day before registration opened, we learned from the printer we had hired in San Juan that the truck holding all of our printed materials – 6,000 copies of the onsite program book/pocket pal (program at a glance)/extra materials/handout materials for a sponsored course – had been stolen the night before and was found by the police, completely torched. Fortunately, the printer agreed to reprint, at no charge to us (of course!), all of our materials, using two separate facilities to have the materials reprinted and delivered within 1-1/2 days. Our Congress attendees were notified when they arrived onsite that they would need to return to registration to pick up their program book, and staff were available to answer questions the attendees would have found in the program book. Also fortunately, the majority of our attendees didn’t arrive until the next day, so the majority of our attendees were not inconvenienced by the lack of program materials.
Melissa Manzzullo
Training Administrator
Automated Logic
Describe your favorite catering menu.
I love setting everything up - I add my own personal touch. Breakfast can consist of hardboiled eggs, donuts, bagels, scrambled eggs, toast, OJ, water and coffee. Lunch can be hot or cold. Having the ability to set up everything I am able to interact with my clients and students and it is great getting to know them.
Training Administrator
Automated Logic
Describe your favorite catering menu.
I love setting everything up - I add my own personal touch. Breakfast can consist of hardboiled eggs, donuts, bagels, scrambled eggs, toast, OJ, water and coffee. Lunch can be hot or cold. Having the ability to set up everything I am able to interact with my clients and students and it is great getting to know them.
Ross Brendel
Promotions Director-On Air Talent-All Around Good Guy
AM 1280 The Patriot, AM 980 KKMS, Business 1570, The Fish Twin Cities & ChristianRadio.com
Tell us about something that almost ruined a meeting/event you planned, and how you were able to overcome the problem.
Each year at our annual golf tournament for local Pastors we hand out prizes to the top three teams along with awards for longest putt, closest to the pin, and longest drive. It’s tough to do that when you leave all the prizes and awards back at work over an hour away! However this was an easy fix as most of the participants were all ready to leave for the day after already eating lunch, golfing and spending all day in the sun! When they were told all prizes and awards would be mailed out after the scores were verified all seemed happy because they were able to just head right home after a long day in the sun.
What are the must have items you need at every meeting/event?
My folder titled “Ross’ folder of Success” includes extra agendas and any documents needed! I also pack a tool box full of everything you always need but may never need! Items include: Pens, Pencils, Sharpies, Tape, Scissors, Note Pads, Paper Clips, Stapler, Wrench, Screw Driver, and of course a Snickers! You never know when you might need to eat.
Promotions Director-On Air Talent-All Around Good Guy
AM 1280 The Patriot, AM 980 KKMS, Business 1570, The Fish Twin Cities & ChristianRadio.com
Tell us about something that almost ruined a meeting/event you planned, and how you were able to overcome the problem.
Each year at our annual golf tournament for local Pastors we hand out prizes to the top three teams along with awards for longest putt, closest to the pin, and longest drive. It’s tough to do that when you leave all the prizes and awards back at work over an hour away! However this was an easy fix as most of the participants were all ready to leave for the day after already eating lunch, golfing and spending all day in the sun! When they were told all prizes and awards would be mailed out after the scores were verified all seemed happy because they were able to just head right home after a long day in the sun.
What are the must have items you need at every meeting/event?
My folder titled “Ross’ folder of Success” includes extra agendas and any documents needed! I also pack a tool box full of everything you always need but may never need! Items include: Pens, Pencils, Sharpies, Tape, Scissors, Note Pads, Paper Clips, Stapler, Wrench, Screw Driver, and of course a Snickers! You never know when you might need to eat.
Stephanie Ovall
Director of Event Services
Sioux Falls Arena, Convention Center and Orpheum Theater
Tell us about something that almost ruined a meeting/event you planned, and how you were able to overcome the problem.
We once had a show whose promoters basically refused to sign a contract with us and still hadn’t up until about two months before they were supposed to have their show. We had given them our notice that if we hadn’t received a contract by a certain date, that we would release their space. When we didn’t hear back from them, we released their space on that date and eventually booked another event basically right up to the time when the show should have been starting their move-in. We ended up receiving a contract back from them a few weeks later, and then when it came time for those events, we literally had only a few hours to flip our entire building from one event to the other. In order to solve this crisis in the best possible way, we recruited all staff from sales managers to marketing managers to the General Manager to help us in flipping the building to have it ready in a matter of a few hours. It honestly ended up being a great teambuilder for us and our General Manager led the way by example that with a little hard work you can get great things accomplished. We also had the entire building ready to go for the show promoters when they were supposed to have access to it, which was a major victory for everyone!
What is a favorite theme you’ve used to plan a meeting/event?
The best theme we’ve used here for an event was a “Survivor” theme based on the popular reality TV show “Survivor.” This was our client’s theme for their entire expo and their keynote speaker was South Dakota native Holly Hoffman, who placed fourth on Survivor Nicaragua. Every year we’re asked to take care of decorating for the evening social portion of their event, so this time we created an awesome rainforest-like atmosphere for them. We took care of decorating the room with everything from caterpillars and other bugs on the tables, to tiki torches lighting up the space, to real jungle sounds playing through the house sound system. We also set up tiki bars, had island themed food, and had a totem pole ice sculpture with lit up eyes as the focal point as people entered the room. It was probably the most fun I’ve had planning an event for a client and it was a hit with the crowd.
Director of Event Services
Sioux Falls Arena, Convention Center and Orpheum Theater
Tell us about something that almost ruined a meeting/event you planned, and how you were able to overcome the problem.
We once had a show whose promoters basically refused to sign a contract with us and still hadn’t up until about two months before they were supposed to have their show. We had given them our notice that if we hadn’t received a contract by a certain date, that we would release their space. When we didn’t hear back from them, we released their space on that date and eventually booked another event basically right up to the time when the show should have been starting their move-in. We ended up receiving a contract back from them a few weeks later, and then when it came time for those events, we literally had only a few hours to flip our entire building from one event to the other. In order to solve this crisis in the best possible way, we recruited all staff from sales managers to marketing managers to the General Manager to help us in flipping the building to have it ready in a matter of a few hours. It honestly ended up being a great teambuilder for us and our General Manager led the way by example that with a little hard work you can get great things accomplished. We also had the entire building ready to go for the show promoters when they were supposed to have access to it, which was a major victory for everyone!
What is a favorite theme you’ve used to plan a meeting/event?
The best theme we’ve used here for an event was a “Survivor” theme based on the popular reality TV show “Survivor.” This was our client’s theme for their entire expo and their keynote speaker was South Dakota native Holly Hoffman, who placed fourth on Survivor Nicaragua. Every year we’re asked to take care of decorating for the evening social portion of their event, so this time we created an awesome rainforest-like atmosphere for them. We took care of decorating the room with everything from caterpillars and other bugs on the tables, to tiki torches lighting up the space, to real jungle sounds playing through the house sound system. We also set up tiki bars, had island themed food, and had a totem pole ice sculpture with lit up eyes as the focal point as people entered the room. It was probably the most fun I’ve had planning an event for a client and it was a hit with the crowd.
Alyssa N. Miller
Functions Manager
Auburn Cord Duesenberg Automobile Museum
What are the must have items you need at every meeting/event?
All events are different but I think it is vital that every event have an itinerary. Not all events, especially weddings, stick to a time frame but I think it is important to have a broad timeline of the major happenings of the special occasion to keep the event moving.
What is a favorite theme you’ve used to plan a meeting/event?
One of my favorite themes used for an event was last year for the Museum’s 8th Annual Benefit Extravaganza fundraiser we focused on the work of the Auburn Automobile Company export department. We worked hard to transform our event area to make our guests feel as if they were entering a cruise ship for the night. It was so much fun to pick out décor and food choices that fit into the nautical theme.
Describe your favorite catering menu.
My favorite catering menu is to have different food stations to allow your guests to have several options which is a nice change from the typical buffet or served style meals you get at most functions. Popular stations include a taco/fajita station, dessert bar and my favorite a mashed potato station.
Functions Manager
Auburn Cord Duesenberg Automobile Museum
What are the must have items you need at every meeting/event?
All events are different but I think it is vital that every event have an itinerary. Not all events, especially weddings, stick to a time frame but I think it is important to have a broad timeline of the major happenings of the special occasion to keep the event moving.
What is a favorite theme you’ve used to plan a meeting/event?
One of my favorite themes used for an event was last year for the Museum’s 8th Annual Benefit Extravaganza fundraiser we focused on the work of the Auburn Automobile Company export department. We worked hard to transform our event area to make our guests feel as if they were entering a cruise ship for the night. It was so much fun to pick out décor and food choices that fit into the nautical theme.
Describe your favorite catering menu.
My favorite catering menu is to have different food stations to allow your guests to have several options which is a nice change from the typical buffet or served style meals you get at most functions. Popular stations include a taco/fajita station, dessert bar and my favorite a mashed potato station.
Upcoming Question
You know that diet and exercise are key components to a healthier you, but maintaining your home health routine while traveling can be tricky. Sometimes it’s just easier to grab that pastry for breakfast. And the vending machine can be the quickest option for that afternoon pick-me-up. Do you grab any extra sleep you can get or get up a bit earlier for a morning jog? From making the right choices for meals and snacks to sneaking in those runs or workouts, how do you stay healthy on the road? Share your healthy habits with us (as well as your photo) by sending them to christianne@midwestmeetings.com.
You know that diet and exercise are key components to a healthier you, but maintaining your home health routine while traveling can be tricky. Sometimes it’s just easier to grab that pastry for breakfast. And the vending machine can be the quickest option for that afternoon pick-me-up. Do you grab any extra sleep you can get or get up a bit earlier for a morning jog? From making the right choices for meals and snacks to sneaking in those runs or workouts, how do you stay healthy on the road? Share your healthy habits with us (as well as your photo) by sending them to christianne@midwestmeetings.com.
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