Mr. Dolce

Meetings & Conventions

Little-Known Ways to Use Technology to Plan Successful Meetings

By Andy Dolce, Founder, Chairman & Managing Partner, Dolce International

Working in the meetings and conferences industry has given us insight into the essential role that technology plays in nearly every group event held today. Whether the company you are catering to is a Silicon Valley Fortune 500 or a smaller, independent business, properties that think big in terms of their technological ambitions while remaining detail-oriented in execution will maintain the upper-hand in booking and planning successful, smooth meetings that have the ability to literally bring attendees 'out of the box'. The following are some tips for ensuring and maximizing meeting success through the use of what I see as the most important technologies and technological services available today. Investing in a varying scope of technological upgrades is a prime way to simultaneously ensure happy clients and to add valuable amenity draws to your property.

1. Focus on the technology that is most vital to your clients

Often, planners see the words 'wireless Internet' and assume that their Internet access needs will be easily anticipated and accommodated by a hotel or event venue, but experience has shown us that not all groups have uniform technological needs. It is our responsibility to stay informed about client's unique online needs and to be upfront and honest about our capacity to handle them. Although many hotels and meetings properties can fulfill client's internet access needs using a standard T1 line, properties that host software companies and other technologically-advanced groups must always be prepared for large-scale presentations which necessitate downloading heavy files to every attendee's personal computer. When speed and capability is of the essence, it is bandwidth, not wireless, that counts the most. Planners should always speak with their IT specialist to ensure that their property can fulfill each visiting group's individual needs with ease.

Some meetings properties throughout the United States are now looking into and equipping themselves with T3 lines for this reason. A T3 line offers your visiting groups 45 Mbps of bandwidth, a tremendous capacity that ensures successful and speedy simultaneous downloading for up to hundreds of your valued meetings guests. Investing in a T3 line may also assist in property-wide marketing efforts aimed at bringing in new groups. Of course technologically-oriented companies will instantly recognize and appreciate your property's prioritization of bandwidth that is both fast and effective, but do a little outreach to raise awareness of this fact among lesser tech-savvy groups and you may see a broader scope of interest than you would expect. Details, details, details: preparing literature that provides information about what technological updates like a T3 line can do for your meetings guests can pique the interest of parties that might not otherwise know the difference, thereby increasing bookings in the process.

2. When It Comes To Meeting Spaces, Think Outside The Box

It is refreshing to see the increasing number of meetings that are breaking through the 'four wall mentality' and going al-fresco. There is a lot to be said for a pleasant atmosphere when planning an event, and what could be more pleasant for group members than a meeting or short session that takes place on the grass and under natural ambient light while still remaining technologically tied-in? Planning a successful outdoor meeting can be extremely easy to achieve, as long as property-wide Wi-Fi is available. All that is required of the group is a laptop for a successful presentation or brainstorm session, which can be made even more productive by a change of atmosphere. The installation of property wide, indoor-outdoor speaker systems are another great way to ensure outdoor meeting success and to keep group members in the loop regarding upcoming sessions, speeches, and more. By keeping group members connected through audio announcements, we avoid the potential communication gaps associated with of 'out of the box' breakout meetings and sessions. Of course, a planner should always have a back-up plan in place for outdoor meetings, especially if working in an area with an inconsistent climate.

3. Avoid technological pitfalls and extra charges to the client

This one is vital-it is always advisable that groups plan their meetings with a property that maintains its own on-staff IT professional. The importance of maintaining a knowledgeable and practical staff that understands the critical nature of technology when it comes to planning meetings cannot be over-emphasized - after all, the property is a service provider. When a property out sources an IT professional, they risk costing the client two very unsavory things: time and money.

Time: Most corporate meetings involve bringing people together who are short on time to begin with, so every second counts in a group setting. If a projector, microphone, or Wi-Fi system goes down and a property does not have an on-staff specialist available to quickly fix the problem, precious hours can be lost and frustrations can boil over while waiting for an outsourced contractor to arrive. By maintaining your own on-staff IT and A/V specialist, you will ensure consistent events that are both efficient and effective in meeting the client's needs. On-staff IT and A/V specialists can also act as your property's key tech advisor, keeping you in the loop regarding the newest developments in meeting-friendly technologies and communication aids that may otherwise go unnoticed.

Money: Although maintaining an in-house IT and A/V professional may seem to come at a higher cost for your property, it will recoup valuable business and ensure that groups keep coming back to your property in the long run. There is nothing worse than costing a client an afternoon of valuable meeting time due to a technological glitch, and then charging them an additional fee to fix the problem. By maintaining an on-site professional, you are assured a built-in safety net that brings a distinct added value to your location. Consider your IT and A/V professional your technological 'insurance' protection against the type of unforeseen incidents which happen at properties everyday.

4. Last, but certainly not least, go for the WOW factor

There is no better way to impress a group and get their message across than with successful branding techniques that utilize the latest technology available. Consider investing in attractive interactive signage and display options that are ideal for displaying on-site marketing campaigns that dazzle during sales meetings. Examples include large-scale projected or LCD displays inside of meeting rooms, or smaller flat-screen displays throughout a property. Utilizing a combination of these displays effectively will elevate any seminar by reinforcing key messages and concepts through the use of strong visual cues. These may include promotional videos (which may be played on loop), corporate logos, brainstorm ideas and quotes that inspire.

Meetings properties run the gamut from rustic retreats to modern marvels, but they all share a common goal; to effectively assist in broadcasting to a group and to provide an environment that fosters innovation and big ideas among its guests. Ultimately, it is up to us as meetings professionals to pay attention to the latest in technological developments and invest in those that can make the group meetings experience as fruitful as possible for all involved. Investing in innovative technologies is a key way to meet, and surpass nearly any demand that a client may have, and to ensure that your clients keep coming back for more.

Andrew (Andy) J. Dolce founded Dolce Hotels which has become the world's leading conference hotel company by providing environments where people can meet and learn. Dolce is at the forefront with properties in the U.S., Canada and Europe. He has been named one of the "25 Most Influential Executives" in the meetings and travel industries by both "Meeting News" and "Business Travel News". Mr. Dolce has been a board member and president of the IACC. He is on the board of NYU's Center for Hospitality, Tourism and Travel Administration and serves on Iona College's Legal Board of Trustees. Mr. Dolce can be contacted at 201-505-5906 or andy.dolce@dolce.com Extended Bio...

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