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How Does the Pilot Shortage Affect Your Travels?

Wed, 20 Jul 2022 17:23:30 GMT

Now that meetings are recommencing nationally and internationally, here is what you need to know about your future travels:

During the pandemic, thousands of pilots were offered early retirement packages in order to cut labor bills due to the lack of travel demand. Now that travel for pleasure and business is rebounding from the pandemic, approximately 14,000 flights in the US were recently cancelled or delayed due to the lack of pilots, carriers, and other staff.

Here is what you need to know about this travel setback:

Several U.S. airlines are recruiting some pilots from Australia under a special visa to help ease the shortfall, but the numbers are smalcompared with their overall ranks and hiring goals.
Major U.S. airlines are trying to hire more than 12,000 pilots combined this year alone, more than double the previous record in annual hiring.
The number of airplane pilots and engineers decreased by almost 4% over two years, according to the US Bureau of Labor Statistics.
Some airlines have created training programs or even their own flight schools to help assuage the shortage. But those may not be able to solve the shortage immediately.
The Federal Aviation Administration, which issues new pilot certificates, has issued an average of just 6,500 certificates a year in the past decade. And as the virus disrupted training programs, there was a decrease in applicants and, in turn, a slight dip in certificates in 2020 and 2021.

What Can You Do to Make Your Travel Plans Easier?

Arrive Early: This may sound routine, but we hear of so many travelers arriving at the last minute at the airport.

Check In Online: Always check in online. This saves you tons of time of having to stand in line to check in at the teller.

Carry On Only: Click here to get more information regarding the regulations to packing a carry on.

Security: When you get to security, have everything you need to show out and ready.

TSA PreCheck, Clear and Global Entry: Ensures a speedier, more straightforward screening process. For further information, TSA , Clear , and Global Entry .

Check Covid Regulations: Click here to find out more about the latest travel/health restrictions for your trip.

Meet our newest edition to the elm Planning/nest Event Rentals team!

Mon, 24 Aug 2020 21:06:00 GMT

We are beyond excited to introduce our newest member to the team. Get to know, Claire O'Brien, our Program Coordinator/Event Designer.

My name is Claire O’Brien and I am so excited to be joining the elm/nest team! This past May, I graduated from Northern Arizona University in Flagstaff, Arizona where I studied Business Management, Hospitality, and French. Throughout my college years, I bounced around different ideas of what I wanted to do after graduation, but within the last couple of years, drew a strong interest to the world of event and meeting planning, which is what led me to an internship last summer with elm.

Summer internships typically don’t have the best reputation among college students. Many students go into these jobs knowing that we will likely be the “gofer” or be passed mundane busy work, not necessarily gaining real-world experience or making meaningful contributions to the company. This was not even close to my experience with elm. Over the course of just a few months, I got a hands-on, behind-the-scenes look at the life of a planner. Working with elm allowed me to take on tasks and projects that otherwise would be in the hands of the planners themselves. I learned about the detailed hours of work that go into every aspect of planning a meeting, from researching locations all the way to financial closeouts. Working at elm also showed me that no matter how busy the job can get, it’s possible to enjoy what you do and have fun along the way!

As last summer ended and I headed into my final semesters of school, I knew that this was the field of work I wanted to pursue, walking away with a clear picture of what it means to be an event and meeting planner, along with more knowledge than I ever could’ve gotten just in a classroom.

I feel so lucky to be back full-time with elm now as a graduate! In the midst of COVID-19 and the toll it has taken on our industry, it is inspiring to see how the company is pivoting and adjusting to the current situation. I am confident that the planning industry will be back soon in full force, and I cannot wait to be a part of it!

Why did you want to get into the event/meeting planning industry?

This industry combines many things that I am passionate about: organization and logistics, variety in work, communication, creativity, making clients happy, and more! The opportunity to travel to the beautiful locations where events and meetings are held is an added bonus.

What are your hopes for this industry since it’s been hit so hard?

I am hopeful that this tumultuous time will allow the industry to pause and evaluate what aspects of our jobs can be updated to be more effective and efficient, letting our creative juices flow and envisioning a future brighter than we could’ve ever imagined.

Where are you eager to go when we can travel again?

Everywhere! I am especially looking forward to the day when I can explore East Asia, experience their culture, and eat all their delicious food!

What’s your favorite decor/balloon/party theme?

I love birthday parties and adding personalized touches for the person celebrating! Who doesn’t love feeling special on their birthday?

The Future of Meetings and Events Post Coronavirus

Thu, 18 Jun 2020 15:11:04 GMT

Now that gatherings are reconvening, it’s crucial for event and meeting planners to properly convey their reaction and implementation of changes regarding their events.

As attendees, the first difference you’ll notice is that signage will be added to the front door, lobby, front desk, registration desk, bathroom, meeting room, sleeping room and meal space acknowledging the following:

Guidelines for washing your hands
Importance of maintaining 6 ft of social distance
Encouraging the use of hand sanitizer
Different ways to stay healthy
Advising not to come to work if feeling ill
Discouraging hand-shaking, hugging and sharing items

In addition to the healthy and safety precautions we've mentioned in previous blogs, meeting attendees can expect the following changes as well:

Disclaimers on registration sites
Communicating to attendees the practices going into place prior to their arrival will be the new norm
People will be seated 6 feet apart and aisles will be closer to 12 feet
Tables of 10 will now be tables of 4-6
Buffets will be scarce
Utilizing venues that are equipped with thermal scanning
Sanitization and disinfection of common areas
Markers on the floor to indicate where to stand
A cap on gathering size for most events
Pre-packaged and pre-selected meals
Outdoor space being taken advantage of like never before
Staff attended coffee stations
Risk assessment and emergency preparedness
Force majeure clauses in contracts will be standard
Marketing materials will be mostly digital
Microphones will be wiped down after each use

As meeting and event planners, we know the importance of keeping attendees informed and reassured of their safety when they start attending events again. The safety of our clients, attendees, employees and vendors are our utmost priority and we will continue to implement policies and procedures to keep everyone healthy.

How Hotels are Ensuring Health and Safety in Response to COVID-19

Wed, 13 May 2020 00:24:05 GMT

Hotels are revamping their cleaning measures to restore customer confidence and bring guests back to their properties.

There’s no question the hotel industry has been dealt a huge blow by COVID-19. Hotels are changing their cleanliness standards and implementing new hospitality norms to ensure the health and safety of their associates and guests. When people start staying in hotels again, there are some changes they’ll notice as new hygiene measures are executed in the coming weeks and months. Across the board, housekeepers will be more present, hand sanitizer will be everywhere, and furniture will be more spaced out. Here’s a further look at what the different hotel brands are doing to take extra precautions.

Hilton

· Hilton has developed a global program (Hilton CleanStay with Lysol Protection) that will introduce a new standard of hotel cleanliness and disinfection to ensure an even cleaner and safer stay

· Contactless check-in and check-out with Digital Key

· Evaluation of new technologies like electrostatic sprayers with disinfecting mist and ultraviolet light to sanitize surfaces more thoroughly

· Hilton CleanStay Room Seal to denote that guest rooms have not been accessed since being cleaned

· Extra disinfection of top 10 high touch areas in guest rooms including light switches and door handles

· More frequent cleaning of common areas

· Guest accessible disinfecting wipes at entrances and high traffic areas

· Enhanced cleaning of fitness centers

· Enhanced training and protocols for staff

· The removal of directories, notepads and pens in guest rooms

· Breakfasts will have more grab-and-go items

InterContinental

· Increasing the frequency of cleaning public areas and high-touch points in guest rooms

· Dedicated response teams to provide around-the-clock assistance to hotels

· Advising all properties of cleaning products and protocols that are effective against viruses

· Reviewing food and beverage service in accordance with current food safety recommendations

Marriott

· Implementing electrostatic sprayers which allow for touchless disinfecting capabilities

· Disinfectant wipes will be added to each guest room

· Adding partitions to front desks and hand sanitizing stations near the entrances, elevators, front desk and meeting spaces

· Begin using the highest classification of disinfectants recommended by the CDC and WHO

· Creating signage in the lobbies to remind guests to maintain social distancing protocols

· Remove or re-arrange furniture to allow more space for distancing

Omni

· Increased efforts of cleaning and disinfecting hard surfaces throughout the properties

· Providing hand sanitizer stations at front desks, on meeting room levels and in restaurants

· Providing disposable wipes to all associates

· Using cleaning materials that meet or exceed industry standards

Airlines Efforts to Make Flying Safer

Wed, 29 Apr 2020 17:42:16 GMT

In response to the COVID-19 outbreak, airlines are stepping up their efforts to provide a safe and healthy environment for crews and passengers before takeoff and after landing.

Airlines have a major role to play in fighting this pandemic and have been following guidance from the CDC to help contain and stop the spread of the virus. Below are the ways they have amped up their regular cleaning procedures and the different safety procedures they have implemented.

American Airlines

· Inflight service will no longer be used

· Flight attendants must wear face masks

· Passengers will have access to face masks

· All seats adjacent to flight attendant jump seats will be blocked

· 50% of standard middle seats will not be utilized

· International flights will receive a 30-point cleaning package each day

· Aircraft that remain overnight at an airport will receive a more thorough cleaning of all hard surfaces

· Fogging treatments have been increased

· Hand sanitizer and sanitizing wipes will be provided to crew members

· Certain kiosks will be down to enforce 6 ft. social distancing

· Reduced food and beverage options

Delta

· All middle seats will be temporarily blocked

· Advanced complimentary upgrades will be suspended

· Flight attendants must wear face masks

· The number of passengers per flight will be reduced

· Interior overnight fogging and fogging performed before every flight

· Prior to every fight, the aircraft will be cleaned using the extensive checklist utilized for overnight cleaning

· The team will perform spot checks before each flight

· More hand sanitizer will be available throughout

· Workers will be disinfecting surfaces throughout the airport

JetBlue

· All flight attendants must wear masks

· All passengers will be required to wear masks starting at check-in and all the way through deplaning (small children who cannot maintain a mask will be exempt)

· Number of seats available for purchase will be limited

· The seats adjacent to the flight attendants jump seat will be blocked

· The food and beverage service will be limited to a single snack selection and water will be the only beverage option for those in coach

· Buy on board sales are suspended

· Increased aircraft cleaning every night and during extended ground time

· During longer aircraft turns, crews will perform cleanings in-between flights

· All JetBlue aircrafts are equipped with hospital-grade HEPA filters which recirculate the air approximately every 3 minutes

Southwest

· Encouraging passengers to spread their seats out

· Encouraging employees and passengers to wear face masks (but this isn’t enforced yet)

· Suspending all beverage and snack services

· Upgraded disinfectant to EPA-approved, hospital grade

· Aircrafts routinely undergo 6+ hours of cleaning every night and this will be amped up even more

· Flight attendants and ground operations agents will tidy up the cabin before each flight

· Each bathroom will receive more attention than ever before

United

· All flight attendants must wear face masks

· Boarding fewer customers at a time

· Using electrostatic sprayers that contain EPA-approved disinfectant on certain flights

· Every flight will get a thorough wipe-down of all touch points with a high-grade disinfectant

· Any aircraft that has transported anyone who is believed to have COVID-19 will be taken out of service for a full decontamination process

· Temporary removal of onboard items

· Tape to encourage the 6 ft. social distancing throughout the airport

· Working on employing sneeze guards at key interaction points

· Temporarily shutting down self-service kiosks in most locations

· Asking passengers to self-scan boarding passes

· Switching out existing soap and hand towel dispensers for hands-free units

The airlines are doing their part, so in an effort to do ours, make sure you follow these basic protective measures from the CDC:

· Stay home if you are sick
· Wash your hands often with soap and water for at least 20 seconds
· If soap and water are unavailable, use an alcohol-based hand sanitizer with at least 60% alcohol content
· Avoid touching your eyes, hands and mouth
· Cover your mouth and nose with your bent elbow or tissue when coughing or sneezing

Ways the Travel Industry is Giving Back During COVID-19

Tue, 14 Apr 2020 15:43:24 GMT

The coronavirus outbreak has dealt the hospitality and travel industry a huge blow. Here's how companies are stepping up and providing aid during these unprecedented times.

Showing Support and Spreading Positivity

While hotels temporarily close and hundreds of thousands of rooms sit empty, properties have started to display images of hope and love through their windows. Hotels are utilizing those vacant rooms by turning on lights to create hearts, smiley faces and encouraging phrases in their windows. Their intent is to spread positivity and show solidarity during these difficult times. You can find images of their messages by searching #mariottstrong or #lightforhope #lightsoflove on social media.

Providing Accommodations

The “Community Caregiver Program” has been created by hotel owners and franchisee partners. The purpose of this initiative is to offer significantly discounted rates to first responders and healthcare professionals who wish to book rooms close to the hospitals they are working in. In order to support first responders even more, numerous hotels and vacation rental platforms have closed their doors to customers in order to provide free stays for healthcare workers and community caregivers. In an effort to stop the spread, some properties have secured rooms for the homeless, as they are typically most at-risk for contracting COVID-19. Select hotels are even offering their rooms to mild-case coronavirus patients so they can self-isolate away from their families. A popular cruise line has even offered to convert some of their ships into temporary floating hospitals. The goal of all of these efforts is to “flatten the curve” and stop the rapid spread of the disease and prevent it from overwhelming hospitals and health care providers.

American Hotel & Lodging Association

There are even advances on the national level as The American Hotel & Lodging Association (AHLA) launched a new initiative, “Hospitality for Hope,” which will create a database of properties that state, local and federal governments can use to match available hotels to healthcare workers in need. This program will primarily focus on providing housing for healthcare workers but eventually could lead to alternative care site options. Examples would include an emergency hospital or lodging for those who need to be quarantined.

Donating Points

Hotels are offering their reward members an opportunity to play their part in fighting against the virus. Members can donate their points to relief organizations to be converted to cash.

Food & Supply Donations

Hotels and airlines have stepped up and donated food and supplies to hospitals, food banks, schools, homeless shelters and community organizations. The creative ways they've come up with include handing out free groceries to hospitality workers who lost their jobs due to coronavirus, serving to-go meals, creating makeshift pantries that have household essentials, care package programs and pallets of fresh produce. Delta Airlines has been praised for donating over 200,000 pounds of food originally meant to be served in their lounges and in-flight. Hotels are even making their kitchens available to chefs whose restaurants shut down so that they can continue to provide takeaway meals to their customers.

Free Flights

Several airlines are providing free round trip flights to medical professionals flying to highly affected areas around the country to battle the spread. Airlines are even offering cargo-only charter services for much needed life-critical medical treatments, food products and medical supplies where they are needed most.

It's encouraging and uplifting to see an industry who has been hit the hardest by this pandemic banding together to provide assistance where they can. If we continue to do our part and stay home, social distance and wash our hands, hopefully we will be traveling again soon and supporting these companies that are doing so much to aid in this crisis.

Traveling Smart

Tue, 10 Mar 2020 16:53:26 GMT

Coronavirus has those traveling on edge. In order to protect yourself, you need to be aware of the virus, adhere to travel advisories, avoid impacted areas and exercise preventive measures.

How to Protect Yourself

In order to avoid the new coronavirus, take the same precautions you would to prevent the flu. The World Health Organization recommends taking the following measures:

Wash your hands regularly and with soap and water for no less than 20 seconds. If you don’t have access to soap and water, use alcohol-based hand sanitizer with at least 60% alcohol.
Covering your mouth and nose when you cough or sneeze using the face to inner arm approach and not using your hands.
Avoid touching your eyes, nose and mouth as often as possible.
Stay home if you’re feeling sickly and make an appointment with your doctor immediately.
Throw tissue into closed bin right after use.
Clean and disinfect frequently touched items and surfaces.
When flying, choose a window seat.
Never walk barefoot through the metal detector.
Travelers who are 65+ and those with underlying health conditions are the most susceptible and are encouraged to avoid travel altogether for the time being.

The CDC has stated that contrary to popular belief, an airplane cabin by itself isn't more conducive to spreading the virus than any other mass transit. The ventilation systems on planes use filters to trap bacteria and viruses before air is recirculated. Being in close proximity to others is the primary concern.

To Travel or Not to Travel During the Outbreak

Deciphering whether to travel or not is at the forefront for most people as summer approaches. Airlines across the world have limited or canceled flights while service to China has been suspended by many carriers. More and more airlines, cruise lines and hotels are showing unprecedented flexibility with their cancellation policies. When deciding what to do about your travel plans, Travel+Leisure recommends communicating directly with your hotel and airline to feel secure about choices and to monitor updates for current information about your destination. It's important to note that travelers may become quarantined if an outbreak ensues. The potential to be stuck somewhere for an extended period of time may occur.

The World Health Organization has NOT declared COVID-19 a pandemic. If you're traveling in the next few months, it's imperative you read the advice and situation reports from the World Health Organization, the advisories from the State Department and notices from the CDC. Staying informed and washing your hands are the best ways to protect yourself during this unnerving time for travelers. It's imperative to lean in on facts and not fear.

How elm Planning is Handling the Virus

It's also important to note that the CDC has not advised against travel or large meetings. As a meeting and event planning company, we are doing the following to ensure the safety of our staff and attendees:

Monitoring the situation and staying current on all things coronavirus and travel related.
Offering our web conference services and expertise to take the place of meetings that do not require face to face interaction.
Create contingency plans that are specific to each event and location.
Increased health and safety precautions.
Enforcing our desired cancellation clauses when negotiating contracts with hotels to provide our clients with security if an event needs to be rescheduled or cancelled.
Reviewing our event insurance policies.
Anticipating changes and delays regarding airlines.
Prepared communication to all attendees regarding the virus and how it pertains to their travel plans.
Consulting with our legal counsel about our responsibilities as planners.

This image from Reddit shows the importance of washing your hands the right way. The parts that are glowing under a blacklight represent not being cleaned properly.

Looking Back at 2019

Mon, 06 Jan 2020 19:26:52 GMT

Elm Planning celebrated our 10th year in business by having our busiest year yet. Look at just a few of the places we worked in 2019!

Our pharmaceutical sector flourished this year while we continued to build momentum and grow our corporate event business. We visited 15 cities in the US and Europe, some 2-3 times for different clients. Our events were a huge success this year and we've already booked 12 projects for 2020. On top of being grateful for our elm Planning staff, we couldn't be luckier to work with amazing clients, some we've known and worked with over the last 12 years.

We will return in the new year with new event technology built with flexibility and ease of use in mind; more creative ideas and trends to continue to impress you and your attendees at your next event; productive collaborations to further streamline our planning process and a bigger and better team to support our growing operations.

A big thank you to our team and to our clients who make this all possible! We look forward to whats ahead in 2020!

"What a wonderful thought it is that some of the best days of our lives haven't even happened yet."

How to Keep Common Travel Ailments from Ruining Your Trip

Wed, 14 Nov 2018 00:35:01 GMT

Being sick on vacation is the worst. Being sick right after you come back is almost as bad. Unfortunately, you are often more likely to get sick while away from home. At elm Planning, we are constantly on the road and it’s important we dodge any illnesses as often as possible. Here are a few common travel ailments, and how to avoid them:

The “Mexican two-step.” Travelers’ diarrhea is the most common travel ailment, and is almost always caused by contaminated food or water. Be wary of street food. Avoid pre-cut fruit or salad. Check before traveling whether tap water is safe to drink in your destination. If it is not, then drink only bottled or treated water and ask for your beverages without ice. Avoid raw meat, shellfish, and raw milk. It is more common when traveling because you are being exposed to bacteria (usually E. coli ) your system is unfamiliar with. In Russia, it can be caused by Cryptosporidium or Giardia lamblia , which are parasites. Stomach ailments can also be caused by eating unfamiliar food, especially highly spicy food, or by overindulging in food in general.
DVT, otherwise known as “economy-class syndrome.” Deep vein thrombosis is caused by sitting too long in one position, with eight hours being the danger zone. If you are taking a flight of more than eight hours or a flight of more than four hours if you are at high risk, wear anti-embolism socks and stand up frequently. Risk factors include having had DVT in the past, having a close family member that has had DVT, being over forty, being overweight and being pregnant or having recently given birth. Your doctor may also advise of specific risk factors.
Norovirus. Norovirus is notoriously associated with cruise ships, but can also show up in hotels, on airplanes (rare, but it happens), and any place where space and food is being shared by large numbers of people. It is also somewhat endemic in the United Kingdom (people who live there have resistance to the common strain, but visitors are less lucky). Practicing basic hygiene such as washing hands frequently is the best way to avoid getting sick.
Colds and flu. It’s fairly common to get a respiratory infection after flying. You are also more likely to catch a cold in a strange part of the world, where the present strains of rhinovirus are different. One other vulnerable group is convention or conference attendees. “Con crud” is caused by the combination of staying up late to network and being exposed to people from different parts of the world. For anyone who travels, taking an immune booster is a good idea. If going to a conference or on a cruise, make sure you get sufficient sleep and hydrate properly to help keep your immune system active.
Exotic diseases. If traveling to tropical areas, especially during the summer, talk to your doctor about any vaccinations you might need, such as for yellow fever. Use DEET-based insect repellent on any exposed skin (to protect from mosquitoes) and also on your hat, shoulders, and cuffs (to fend off ticks).

Traveling does not have to make you sick – if you take simple precautions then you have a good chance of staying, and coming home, healthy.

The Evolution of the Ever-Changing Airplane Seat Continues

Wed, 10 Oct 2018 00:00:00 GMT

It’s not just your imagination when you are thinking that the coach seats on airplanes have been shrinking by the decades. Airlines are now offering smaller seats than ever all in the name of squeezing JUST A FEW more people onto that same airplane. Airlines are constantly coming up with ways to save space and maximize passenger counts. From taking away legroom to making the seats more narrow, the airplane seat is ever-changing and that’s not about to stop now. The following are some of the moves that airlines are now trying to make each flight even more profitable by, you guessed it, fitting more people into the same amount of space as before:

The Introduction of the Standing Seat: A standing seat? Yes, that’s correct! One of the newest inventions and innovations in the airline industry is the standing seat. The new Aviointeriors Skyrider 2.0 is a new, stand-up style seat that weighs 50% less than the traditional seat. This 50% of weight that is saved can be used for allowing more human bodyweight and less seat weight on the flights than before. These seats are said to allow up to 20% more passengers on the plane while also providing extra support to the person who is standing up the whole flight to offer them great posture so they are less stiff and sore when they land at their destination.

Shrinking the Seatbelts: Airlines have been long-accused of making seats too narrow for larger passengers to fit in but now one Thai airline is taking that a step further. Thai Airways International is taking the next step to limit the size passenger that it lets on a plane by making it so that their seatbelts don’t extend more than 56″ around the waist. They are also prohibiting infants and toddlers from riding on their parent’s laps forcing them to buy another seat to help fill flights. These controversial moves are aimed at both control the size the of the seats needed on airplanes and to also force people to buy a seat for every single body – literally!

Introducing Cargo Class: The new class might be an upgrade or a downgrade and that remains to be seen. Some airlines such as Airbus and Zodiac Aerospace are now proposing “berths” which are sleeping compartments that allow passengers to be stored on the underside of the plane. In the past, many people wouldn’t put their dog in the cargo compartment but now maybe humans are going into the cargo compartment ourselves! It remains to be seen how these designs come to be, but we may find out relatively soon considering some of these planes are to be flying possibly early as 2020.

Everyone Getting a Window Seat: Boeing’s new 787-10 is proposing making the windows on planes larger so that everyone can have a coveted window seat on a flight! These windows have grown 30% in size and will be dimmable by just pushing a button. These windows are being tested on new, ultra-long flights from Singapore to New Jersey which takes about 18 hours and 45 minutes. These first flights testing this idea area said to take off on October 11th!

Conclusion: These are just some of the ways that the future of the airplane seat will be ever-changing. As the airlines seek to cram more people onto their flights and maximize the profitability of their industry we are sure to see all kinds of new ideas come along. Seeing how well these ideas work, however, remains to be seen.

Tips to Creating Better Meetings

Sat, 06 Oct 2018 00:00:00 GMT

Many employees view meetings with a mixture of apprehension and annoyance. Meetings are often hijacked by one or two participants who feel that their opinions have greater validity than anyone else’s. Managers with undeveloped presentation skills read scripted PowerPoint presentations that do little more than summarize what everyone already knows. Meeting participants then leave meetings with a feeling of having wasted an hour or more that could have been used for more productive tasks.

Several years will elapse before intelligent meeting rooms become a common reality. Until then, meeting organizers can still use technology to plan and implement a productive meeting that provides real benefits to meeting participants. Meeting and event planning experts typically recommend a few critical matters that can keep a meeting from devolving into chaos and confusion.

Helpful Tips:

– Prepare and distribute an agenda around a common theme, and do not deviate from the theme. Appoint an agenda monitor to call meeting participants out when they deviate from the agenda.

– Keep PowerPoint presentations to fifteen or twenty slides, with no one slide having more than twenty words. Reading the text on a lengthy PowerPoint presentation is a sure-fire way to shut down productivity.

– When a critical decision needs to be made, poll meeting participants ahead of time to understand their interests before you get to the meeting.

– If appropriate, end the meeting with a defined list of action items that are assigned to participants with deadlines and reporting obligations.

– In order to keep a meeting short, remove the chairs from a meeting room. Meeting attendees will be more likely to stay on track if they are standing.

– To prevent attendees from getting sleepy, keep the temperature of the room a bit colder. A warm room, especially after lunch, causes people to doze off.

If you need assistance with planning or implementing a meeting or an event, contact a professional event planner for assistance. Elm Planning uses the latest technology to plan and structure all phases of meetings and events, from conception and venue and vendor selection, through event and activity selection and implementation. Please visit our website for more information on how we can organize and administer a productive meeting or event for your organization.

2018’s Planners of the Year Award Recipient: Heather Lynch Walters

Thu, 06 Sep 2018 00:00:00 GMT

In the meeting planning world, Smart Meetings is a highly respected publication for all industry related news and information. Each year, they select planners across the globe to acknowledge and celebrate their hard-work and dedication to their profession. Elm Planning is proud to announce that Heather Lynch Walters was chosen as one of their Planners of the Year for 2018. Below is the excerpt from her interview.

HIGH-FIVE MOMENT: In addition to corporate meeting planning, Elm Planning specializes in pharmaceutical/biotech medical meetings. Our signature event was a worldwide series of investigator meetings for a new therapy regimen for cancer, spanning 17 days in five international cities—Athens and Thessaloniki on mainland Greece; Heraklion, Crete; Tel Aviv; and Sydney. As a full-service planner, we coordinated every aspect of the logistics for the meeting, from sourcing, travel and visas to on-site support and planning for the 300 participating physicians from 12 countries, and 20 client employees. The success of these meetings led to our client exceeding projected new patient enrollment and participation in the initial phase of the clinical trial.

VISION FOR AN IDEAL EVENTS WORLD: Deep-rooted relationships between the external planner and client, based on trust, is the ideal vision we hope for in our industry. At Elm Planning, we pride ourselves in understanding and anticipating the unique needs of each client and event by listening and drawing upon our experience to share what works and won’t work.

TOP OF MY TO-DO LIST: Despite being the founder, Elm is not an “I,” but a “we,” a family. We are successful due to the absolute best and most experienced team in the industry. We want our team to be self-sufficient, with the ability to build client relations and empowered to use creativity to do what’s right for our customers.

WHAT KEEPS ME UP AT NIGHT: I never want to become “the boss,” where I am viewed in a negative light by the people who work with me. It’s my hope that our people look forward to work each day, knowing they are making a difference for our customers. I’ve worked very hard to build a company based on teamwork and trust, where our people are always encouraged and supported to grow professionally. I’ve worked to ensure our team loves what they do and share in Elm’s success.

WHY WILD HORSES CAN’T DRAG ME AWAY: The relationships we’ve built with our clients. There is no greater feeling than when a client transitions to a new company and brings us with them to plan their events and meetings. We get to continue our partnership while we work to build new long-lasting relationships with a new team.

It motivates me every day to strengthen relationships and live our values, so that Elm is truly a valued partner and the first call someone makes when they advance to a new organization. It’s a tremendous source of pride that this has been the sole way we’ve grown, and it’s all due to high standards, values and the Elm team.

If you are interested in working with the best, please contact us today. We would love to help you plan your next meeting or event!

Event Space Inspired by the Bachelorette

Thu, 23 Aug 2018 00:00:00 GMT

Having trouble thinking up a creative venue for your event? Maybe you’d like some new scenery for a meeting you’re planning! Look no further, below we’ve gathered a few fascinating locations where the Bachelorette roses were handed out.

Saddlerock Ranch in Malibu, Los Angeles

Saddlerock Ranch is a 1,000 acre vineyard and estate offering four event spaces. For example, Camp Cabernet makes room for approximately 300 people and is surrounded by unique Airstreams. They are equally popular for their Malibu Wine Safari, so you can meet giraffes, zebras, alpacas, and much more!

Sonesta Resort on Hilton Head Island, South Carolina

Sonesta Resort has 23,000 square feet of space divided into six rooms specifically dedicated to events. In addition, you can enjoy the 10,000 square foot ballrooms, an outdoor pavilion with ocean views, and 340 newly renovated guest rooms.

Scandic Holmenkollen Park Hotel

Located in Oslo, Norway, this historic hotel looks like a log cabin and provides 343 guest rooms. Scandic pledged to train 500 meeting advisers by 2020, in order to bring more meetings to their property. Currently, the hotel contains eight conference rooms with room for up to 800 people. Their new food and beverage menus are sure to please even the pickiest palettes!

Beach Hotel Marienlyst in Helsingor, Denmark

Marienlyst is located on the seashore providing some of the 225 rooms with a gorgeous view of Kronborg Castle. Additionally, the House of Parliament can seat 140 attendees and the auditorium seats 160 guests. There are 18 meeting rooms in total, also they kindly assist in organizing team-building activities for your group!

Dallas, Texas

The Hilton Anatole has 500,000 square feet of event space, 11 ballrooms, and 79 meeting rooms! Book one of the 1,606 guest rooms and relax at the Jade Waters pool complex, which includes a lazy river, luxury cabanas, and two water slides. There is also the Reunion Tower, located at the Geo-Deck, offering 360 degree view from 560 feet in the air. The Tower obtains three levels of event space for groups of 300 people, and Wolfgang Puck will be providing the catering.

We hope this unique list has aided you with deciding on a location. Feel free to contact us for more information on event planning and meeting locations!

Hiring A Professional Meeting Planner: Why Not Your Admin Assistant?

Sat, 18 Aug 2018 00:00:00 GMT

Administrative assistants can be the glue that holds the office together. As you work on big picture concerns, making connections and securing new clients, your admin assistant manages the day-to-day concerns of the office. With a competent admin handling your base camp, why would you need to hire a professional meeting planner?

In practice, a professional meeting planner can increase the productivity of your company’s well-oiled machine, allowing your admin assistant to focus on what he or she does best. The benefits of a professional meeting planner accrues for your business are numerous:

Experience. Meeting planners are detail-oriented, thorough, and experienced. They won’t forget any of the details of a meeting–from planning to execution to follow-up–that could make the difference between a poor first impression and a new and promising client.
Professional partnerships. A professional meeting planner may have partnerships with vendors who can get you special deals on everything from space to supplies to catering.
Admin assistants can focus on other responsibilities. From creating vital reports to maintaining important lines of communication, admin assistants have essential duties. Hiring a professional meeting planner allows admin assistants to focus on the parts of their job that no one else can do.
Streamlined processes. Because of their vast expertise, professional meeting planners may be able to bring a fresh and studied perspective with them as they assist your business. A planner can help you streamline your meeting planning processes and bring best practices to your business.
First impressions count. Business meetings are an important part of your business. A good meeting makes a first impression that can increase your revenue in important ways. Why not invest in the parts of your business related most closely to clients and partnerships? Business meeting planners can also work with you to coordinate in-house meetings, allowing your employees to do their work in an ideal environment.

Ready to take the leap and reorganize responsibilities according to your priorities? elm Planning is a full service meeting and event planning company. Take your meetings to the next level today!

7 Perfect Destinations for Adrenaline Junkies

Thu, 09 Aug 2018 00:00:00 GMT

Adventurers looking for their next big trip are certain to find unique thrills all throughout the world. From sandboarding to cliff jumping, these destinations offer an escape unlike any other, and will keep your adrenaline peaked from start to finish:

Sandboard in the Atacama Desert - Located in Chile, the Atacama Desert is a 1000 km strip of land on the Pacific Coast. Never ending dunes create the perfect atmosphere for some gnarly sandboarding that will have you shredding the sand as if you were snowboarding in Colorado – minus the snow jacket.
Bungee Jump in China - At 764 feet high, the Macau Tower currently holds the record as the highest bungee jump platform in the world. Even if you’ve bungeed before, there’s nothing quite like a Guinness World Record holding jump to get your heart pounding and adrenaline pumping.
Skydive Over New Zealand - If nothing can tie you down and bungee jumping isn’t your style, lose the cords and skydive over New Zealand’s South Island. Outrageously beautiful views of New Zealand await as you plummet and float all the way back down to the earth. All you have to do is jump!
Ride a Hot Air Balloon in Zimbabwe - The best way to get a view of Zimbabwe’s main attraction, Victoria Falls, is by floating along in a hot air balloon and daring to peek out to take it all in. As the tour groups tend to remain on the smaller side, you’ll get a much more personalized tour of the falls that not many can claim to have experienced.
Dive With Sharks in Australia - The Neptune Islands play host to a diving company that offers once-in-a-lifetime opportunities to swim with some of the world’s most feared creatures. These massive great white sharks aren’t as big as they have appeared on the silver screen, but they’re certain to make you feel like you need a bigger boat.
Slide in the Bahamas - The Leap of Faith is a near-vertical 60-foot drop from the top of the famous Mayan Temple in the Bahamas, and it’s known for it’s ability to stop avid thrill seekers dead in their tracks. If you can take the plunge, you’ll be rewarded with a ride through a clear submerged tunnel in a shark-filled lagoon.
Cliff Jump in Jamaica - Rick’s Cafe offers a one-of-a-kind 35-foot jump unlike any other in the world. Located in Negril, this jump brings tourists from all over the world to either take the leap or sit on the sidelines and sip margaritas from the bar. Either way, you’re certain to have a great time surrounded by the beautiful scenery of the Jamaican coast.

5 Easy Methods to Overcome Flight Anxiety

Thu, 26 Jul 2018 03:05:00 GMT

Anxiety is something some of us deal with on a daily basis. Unfortunately, this feeling often accompanies us during stressful time periods, like traveling; air travel, specifically. This condition is called aviophobia. Regardless of how debilitating the symptoms are, it’s always an unpleasant experience to be riddled with anxious thoughts whilst being packed into a tight space for a few hours at a time. Let’s go through some simple yet effective methods to reduce in-flight anxiety and hopefully overcome it altogether.

Identify Your Fear

The first step to coming up with a solution is identifying the problem. Because it can be challenging to fight anxiety with generalized methods, it’s recommended you find out what activities trigger your anxiety specifically. For example, is the dense seating arrangement making you uncomfortable? Is it the fact that you’re flying in the air and an unforeseen failure resulting in a crash is plausible? Once the trigger is recognized, it’s time to get logical. Sit down in a distraction-free environment before flying and critically think about your phobia. It is irrational to let anxious thoughts overwhelm your mind over otherwise little issues, like being closely packed together next to other passengers. It’s an annoyance, sure, but there’s nothing to reasonably worry about. Thought processes like that can prove to be useful in situations that appear to be anxiety-causing at first glance.

Know the Facts

According to the New York Times, roughly 40 percent of airline passengers have a fear of being involved in a crash. However, the reality is that this fear is statistically unfounded. The Economist estimates the chance of your plane crashing is one in 5.4 million. Depending on what study you believe, the results seem to be similar: extremely unlikely. Also, even if you were to crash, there’s still a whopping 96% chance you’ll survive, according to the National Transportation Safety Board. All of this means you’re much more likely to be in a fatal accident during the car ride to the airport instead of on your flight. Yes, there is a chance your plane will crash; however, the probability of it happening is so slim that it isn’t worth compromising your mental health by stressing out.

Avoid Coffee at All Costs

It’s understandable — you want your morning cup of Joe before that dastardly early-morning flight with a long layover. You might want to reconsider that pre-flight hot drink, though. The reason is that caffeine will make your body dehydrated; a most unwelcome feeling when one is trying to avoid anxiety. It’s best to, instead, carry on light snacks and a bottle of water to sip from. Make sure you drink your water slowly because fast consumption can yield another undesired effect: nausea. So, in short, eat light and drink slow. And why not take advantage of the lack of caffeine in your system and take an in-flight nap?

Diversions, Diversions, Diversions!

Distracting yourself from your fear is crucial. When you’re on an airplane, you’re left to your own devices – literally. Carry your smartphone on the plane and enjoy a relaxing puzzle game, for instance. If gaming isn’t your thing, throw on some music or a movie. Any form of media consumption that’s immersive enough to get your mind off of your mid-flight status is beneficial. Focusing on other things can be daunting in stressful situations. It’s important to remember to enjoy your activity and view it as something you want to do rather than something circumstantially forced upon you.

Memorize Relaxation Techniques

If your plane doesn’t feature in-flight WiFi, you’re going to want to download or memorize various relaxation techniques so that you can recall them and put them into effect on the plane. The best techniques seem to be those surrounding breathing. For example, breathing in through your nose and then slowly releasing it for four seconds will ease your mind temporarily. Then, take that time to rationalize your thoughts. Go back to step one and think about your situation objectively: is it logical to worry this much about something like air travel?

Taking control and suppressing needlessly anxious thoughts through rationale can be liberating, especially for someone who deals with problems like this every day. Hopefully, these five steps will guide you to a more pleasant flying experience in the future. Safe travels!

Total Immersion: How branding event food heightens impact

Fri, 13 Jul 2018 00:00:00 GMT

When planning an event, it’s vital that every detail is designed in a way that showcases your brand, including the food. By tailoring your spread or designing food gift boxes, you can ensure your voice and style are being properly (and deliciously) represented. By branding food, companies have the ability to truly immerse their attendees in a fully branded experience from start to finish. Here are a few things to keep in mind when implementing branded food for an event.

Find your niche

The first thing you should do when considering how to brand your food is to hone in on your event theme. A few questions to ask yourself are:

What service am I providing my guests today?
What makes today unique?
What food can supplement that theme?

If your brand is hosting an outdoor event, consider giving guests a grab-and-go option. This is not only a benefit to the customer, who only has to grab one thing, it ensures the brand is on full display, without hindering the taste.

For its event, Maybelline offered a classic combination and design that paralleled the nostalgia of the event itself—coke and popcorn. The subtle branding left room for the traditional striped design, and did not take away from the core feel of the food set.

Make it fun

When an event doesn’t entertain a specific theme or you’re having a difficult time matching a design to your concept, think outside the box. Or in TripAdvisor’s case, think take-out box.

TripAdvisor took a classic idea—take-out and fortune cookies—and put its own spin on it. As a company who highlights go-to spots in every city in America, TripAdvisor is a household name in vacation planning. It used this brand recognition and customer benefit to create a new message: by using TripAdvisor, you can plan a new adventure in the future. Bonus: by adding a fun fortune, you’ll both further your brand’s impact and add an extra level of fun to the treat.

Make it obvious

This step is perhaps the most important, but it is often overlooked and taken for granted: make sure your branding is obvious and recognizable. With its traditional and memorable orange logo, Veuve Clicquot designed a round bar that not only mimicked the design of the bottle, it could be seen from a mile away.

Customers should know what to expect by the time they get to your food. Taking the time to walk through a customer’s experience from beginning to end is a necessary step in event planning, and one that should be taken very seriously. This means not only branding the food, but the display as well. Elm Planning is an innovative planning company that offers global medical and corporate meeting and event planning from start to finish. By partnering with elm, you can take your project to the next level and create a lasting impression. Contact us to learn more.

Amenities to Consider When Choosing a Hotel

Fri, 29 Jun 2018 00:00:00 GMT

When booking hotels for conferences, people tend to overlook the importance of great amenities. If you are choosing a hotel to host a meeting or event, you need to contemplate the amenities your attendees will want. Here are some things to consider:

Location

A great location attracts attendees because they can use your conference as an excuse to visit a new place. Most people appreciate a good view from their hotel room. Being away from home can be difficult and having a scenic view to wake up to can ease the pain of being on the road.

The Bar

Conference-goers will almost always spend a good slice of time in the hotel bar. Look for a hotel with a high quality bar. If possible, get the hotel to do some signature cocktails related to your conference. Live music is also a great amenity. Rooftop bars, poolside bars, arcades, and other less usual bar amenities can help attract attendees and give them a place to relax.

Local Amenities

Is there anywhere to eat other than the hotel restaurant? Attendees who are staying several days will appreciate having options. It’s also good for attendees if there is a drugstore nearby where they can easily get emergency supplies such as band aids, toothpaste, etc.

Breakfast

If you can find a hotel which provides complimentary breakfast, or with which you can make a deal to get breakfast included in the block rate, do. Free breakfast saves attendees money and hassle. Also, make sure the hotel offers free coffee/tea in the lobby. Some hotels in warmer climates now put out fruit water, which is great for hydration.

Internet

Many attendees will be, rightly, angry if they are not provided with free high-speed wifi. This includes attendees who are not staying at the hotel. Watch out for hotels that provide this amenity only to paying guests.

Pool and fitness centerPool and fitness center

These days, many of your attendees will live healthier lifestyles. The hotel having a pool, fitness center or, ideally, both will help them keep up their routine while out of town.

Choosing a hotel with the right amenities will help you attract and satisfy your attendees and give a good overall conference experience. Elm Planning would love to help you plan your next meeting, contact us today!

elm Gives Back

Wed, 20 Jun 2018 00:00:00 GMT

elm recently had the opportunity to volunteer with a local organization, Minnie’s Food Pantry located in Plano, Texas. Minnie’s Food Pantry is a charity that provides healthy, nutritious food and the red carpet treatment to every person that they serve in the community. In the few hours we were there, Minnie’s was able to feed 51 families!

What We Did

Our team was assigned the task of organizing the makeup and toiletries for Minnie’s Resale Boutique, which is located in the same strip center as the Food Pantry. The boutique sells clothing, current electronics, decorative Accessories, furniture, Books/DVDs, household items, personal accessories (belts, jewelry, handbags/purses) and shoes. We learned that proceeds from the boutique directly support Minnie’s Food Pantry and allows them to distribute 3 meals for every $1 that they sell. There were pallets and pallets worth of brand new items such as lip gloss, mascara, blush, bronzer, primer, foundation, eye liner, eyelashes, etc. These were all generously donated by major retailers. Our job was to ensure the quality was in tact, mark the barcode off each item and distribute them into the appropriate bins for organization. Once sorted, these items were ready to sell in the boutique for a fraction of what they would cost in the store.Minnie’s Food Pantry serves a vital role in providing food to children and families in our community, and by donating gently used/new items or purchasing from the boutique, they are allowed to continue their mission of providing healthy meals and resources to families in need. The elm girls ended up buying back a lot of the makeup we sorted with the excuse it was for a good cause!

What We Are Doing Next

We had such a good time working together and learning more about this organization that we committed to volunteering with them several times a year. We plan to gather the team together quarterly to spend the day helping however we can. We look forward to the opportunity to work in the different departments so we have an even broader knowledge of what all they have to offer.

How You Can Help

If you are interested in donating to Minnie’s Food Pantry/Boutique or by volunteering with this amazing organization, feel free to contact us for more information about our experience. We will continue to provide updates on all of our “elm Gives Back” endeavors, so stay posted! Take the time to volunteer in your community, you won’t regret it!

The Hidden Tools Your Small Business Needs

Fri, 15 Jun 2018 00:00:00 GMT

As you grow your small business, you will need an expanding tableau of tools to help you optimize your opportunities. We’ve seen too many small businesses neglect to take advantage of simple (and sometimes free) tools. Why not use a product or service if it can help your business achieve results? Here are some “hidden” tools your small business may benefit from using:

Google Analytics. Many businesses are not taking advantage of this free and useful tool that can give you critical data about your online presence. Before hiring an SEO company for big bucks, make sure you are already taking advantage of free tools.
Project management apps . The days of to-do lists are over. Software like Basecamp helps streamline the work of your whole team. With functionality on desktop and mobile alike, these project management systems make organizing the details a lot easier.
Banking based on relationships. Banking is not just about simple transactions: it’s about relationships. Before you join a bank, consider interviewing the managers at a few different institutions or locations to make sure that you can have a good working relationship. This can come into play at critical moments, like the next time you need a loan.
Credit cards that garner returns. What kinds of credit card rewards are most important for your company? Air miles? Cash rewards? Instead of signing up for the first business credit card you hear about, consider a few different options so that you can maximize your rewards and get returns that make sense for your small business.
Help Scout. This tool is essential if there is a customer service component of your business. By streamlining communications between team members regarding customer contact, Help Scout can save you lots of time in return for a small monthly fee.
HARO (Help a Reporter Out). Each day, thousands of reporters are looking for authoritative sources on a wide range of business topics, including those within your expertise. HARO delivers media opportunities to your inbox so that you can connect with reporters and get some media coverage.
A deliberately chosen payment processor. Many businesses automatically choose Paypal as their online processor, and there are a lot of reasons to do so. However, many other processors (like Stripe) allow users to stay on your site as they make their payment. Make sure you aren’t missing opportunities and put some thought into how your payment processor integrates with your site.

Your business has a variety of needs every day. This is the dynamic nature of a small company. elm Planning understands the struggles of a small company and can provide your venture with full-service meeting and event planning. Contact us to see how we can help you achieve growth.

How Audience Response Systems Can Improve your Meeting

Fri, 08 Jun 2018 00:00:00 GMT

We’ve all been there: after a morning full of meetings, you start to lose focus. You become paranoid about falling asleep and try to drink more water, tap your feet, anything to stay awake. Many of us have also been on the other side of this equation: as we present content during meetings, we see our audience fading out. Nothing is worse that seeing your audience’s eyes glaze over as you move through a presentation that you’ve carefully prepared.

ARS Technology is the Answer to Boring Meetings

If your meeting sessions have lost steam, audience response systems (ARS) may be the answer. These mobile digital devices allow your meeting participants to engage with the meeting in real time, increasing engagement and absorption of content from the palms of their hands. Your attendees will look forward to meetings! If you have a college-aged child, you may have already heard about ARS technology. It’s often used these days in large lecture halls at universities. For those of us in business, the technology also has several benefits:

Poll your attendees. ARS has features through which you can poll atendees in real time on any topic of your choice.
Learn interactively. Scientists have studied what many of us know from experience: absorption of information does not happen very well through lecture alone. Interactive learning has been proven to be the best way to learn and teach. ARS allows you to do this effectively.
Capture feedback instantly. Polls are not the only way that ARS allows you to capture feedback. You will no longer need to predict what your audience will be interested in or what will need to be explained further. Instead, you will be able to modify your presentation to suit your audience’s needs in real time.

We Can Bring ARS Technology to You

elm Planning currently uses ARS technology with many of our clients. We’re committed to helping you make your meetings efficient, effective, and fun. Interested in refreshing your meetings with new, exciting technology? Contact us today.

Sustainable Events: The Best Way Forward

Fri, 01 Jun 2018 00:00:00 GMT

Sustainability means minimizing or eliminating the depletion of natural resources through our activities. It is a keyword in modern life, and event planning is no different. If you’ve never given much thought to creating sustainable events, potential clients will be more inclined to work with you if you make sustainability a priority. The typical conference attendee creates over four pounds of waste per day, almost three of which will end up in a landfill. Clients will feel better working with you if you’re able to avoid that.

Go Paperless

So what changes can you make? First of all, make everything paperless. Create an event page, collect e-mail addresses, and keep all communications online. This is worth doing simply for the improved logistics; invites and confirmations are quick and streamlined, attendees can stay in contact more easily, and any required changes can be made in real time, with notice of changes immediately sent to all attendees. Clients are impressed by the efficiency and sustainability of a fully digital system. You’ll also find it’s not difficult to work around the occasional time when you need to send a physical letter or invitation.

Centralize

Second, work with your client to centralize where attendees will be staying, and find a suitable location as near to them as possible. This way, attendees can more easily group in shuttles, or even walk to the event. Not only can you boast of a dramatically reduced carbon footprint, but attendees will enjoy the maximum amount of time at their event rather than in transit.

Ask Around

Third, recognize the parts of event planning where other people may know more about greater sustainability and ask their advice. If you’re planning the food and beverage, get an accurate guest count and talk to the caterer about minimizing leftovers. Planning ahead to donate them is also an excellent option. Ask a lighting expert about LED lighting and lower power efficiency systems. Even your AV team may have ideas on how to improve your event’s sustainability.

Finally, to bring it all together, make a comprehensive plan for putting together more sustainable events. If you’re not sure how well all of these ideas will work, change one until you’re used to the new style, then change something else. (We recommend going paperless first; it will be the easiest change for both your service and your clients.) In short order, you’ll be able to boast of planning events that are both ecologically friendly and better than ever. elm Planning is happy to help share the ways in which we host sustainable events on a regular basis! Contact us today.

How to Stay Healthy on the Road

Tue, 22 May 2018 00:00:00 GMT

Staying healthy on the road can be difficult. When you’re thrown out of your routine, bad habits start to creep in, especially those related to diet and exercise. Excessive sugar and fatigue can deplete your immune system, and you run the risk of contracting one of those persistent colds that just won’t go away. It’s important to stay healthy on the road, and it’s easier to do so if you plan ahead. Here are some easy ways to maintain your health as you travel:

Carry a water bottle. A water bottle is an essential item to pack for any trip. Carrying the bottle helps you remember to stay hydrated. Drinking water helps you wake up in the morning and will aid in eliminating snacking due to boredom or fatigue.
Eat breakfast. It can be difficult to remember to grab breakfast if you’re busy or waking up earlier than you usually do. Taking advantage of those continental breakfasts at the hotel–or grabbing something to go as you pick up your morning coffee–will help you maintain a steady level of energy throughout the day. It will even help your brain work better! Just make sure to grab some protein at breakfast so that you’re not just consuming carbs and empty calories.
Stay away from sugar. Excessive sugar can be so tempting, especially if we’re feeling tired or worn out. However, it wears down our immune systems and depletes our energy levels. Often, sugar just isn’t worth it. If you’re tempted by sugar, try drinking water or eating a healthier food first. You may find that your craving goes away.
Move, even for a little while. You may not know if your hotel has a gym or whether your plans for a jog outside will be rained out. However, studies have shown that every little bit of movement helps. Whether it’s taking the stairs instead of an elevator, or doing some jumping jacks and stretching in your hotel room, making a little extra effort to move each day will pay off in the long-term.

With some pre-planning, traveling will no longer deplete your health. elm Planning is a leader in meeting planning services, helping your business–whether you’re traveling or at home–stay streamlined.

Tips to Help You Make The Most of Your Business Trips

Wed, 09 May 2018 00:00:00 GMT

Traveling for work is the perfect way to experience exciting new adventures while getting paid. However, unless you use your imagination, working away from one’s own city can be limited to the views from inside sterile hotel rooms and generic conference centers. Here are some tips and tricks for turning work travels into unforgettable occasions.

Carve Out Some Personal Time

A disadvantage of traveling for work is that the travel can be focused only on work. Regardless of how tight one’s schedule is, the traveler should always carve at least some portion of personal time out of his or her schedule to experience the local amenities. Make it a point to get out and about!

When in Rome

Every city has its own special characteristics. Before embarking upon a business trip, it is a good idea to read up on your destination to determine its most distinguishing characteristics. If a city is famous for its home style baked goods, be sure to stop in to grab a cupcake before you leave for the airport. If a city is renowned for a particular feature, such as a lake, river or eclectic section of town, be sure to visit those places, if only long enough to snap a photo. You will not regret it.

Steer Clear of Tourist Traps

Tourist areas are fraught with crowds and overpriced merchandise. When traveling to a new city, try to frequent the areas just on the outskirts of the high-traffic tourist areas. Prices tend to be lower, and the experience without throngs of people will be infinitely better.

Take a Walk

Business trips usually allow travelers an hour or more for lunch. Rather than sitting in an office to eat a stale catered sandwich, take a brief walk to a local eatery. There is no better way to capture the essence of a city than through its local food. Walking also provides an up close, personal perspective that cannot be experienced by car travel.

Socialize

There is no better way to gain a fresh perspective about a location than by striking up a conversation with a local. Ask about nearby places of interest, good places to eat and sites that should not be missed. By following these tips, the business traveler can transform his or her experience into an unforgettable trip of a lifetime.

Apps We Love for Storing Travel Photos

Fri, 27 Apr 2018 00:00:00 GMT

Picture this: You’re on vacation. You bring your camera along on the trip and have a blast documenting every priceless moment through the lens. Then you get home, go to upload your photos, and find yourself staring mindlessly at the wall of unorganized, unedited photos. Sound familiar? Well, it doesn’t have to! With the right storage app, you can easily organize and save your travel photos in one place for years to come! Below you will find a list of great options to choose from!

Flickr

If you’re a trigger happy person who likes to get every second of their travels on camera, Flickr is a great app to store your photos on. This app comes with an astounding 1 TB in free storage so you should have plenty of space for all of your precious pics! Flickr also offers some awesome customized filters for you to choose from so you can quickly edit your photos to your liking!

Dropbox

Dropbox is a winning app for several reasons. It allows you to quickly organize your photos by creating different folders, and you can quickly share pictures by sending a simple email invitation. Dropbox also has a specific photo section that works like a timeline and organizes all of your uploaded photos by date.

EverPix

For those who need to upload and edit photos in a hurry, EverPix offers a fast interface that organizes your photos automatically after you upload them. Pictures here are grouped by date or photo content, making it easy for you to organize and edit in minutes.

Google Photos

Google Photo’s free plan comes with 15 GB of free storage, which is a significant amount of free space! Like Dropbox, Google Photos makes it easy to organize and share photos, and it also offers a rather extensive editing suite so you can make every photo frame-worthy! So, next time you get home from a vacation, don’t spend massive amounts of time trying to organize and edit your photos! Use one of the above storage apps to get your photos organized fast!

The Top Five Safest Countries To Visit

Fri, 20 Apr 2018 00:00:00 GMT

With the widespread unrest in the world today, meeting planners often hear from clients who are concerned about their safety while traveling. Everything from crime to an internal conflict to terrorism can affect the security of a country you may be considering visiting. Fortunately, two lists help give us direction for clients who are concerned about this issue: These are the US State Department’s Travel Advisory levels, and the Global Peace Index. The experts at Skyscanner have combined these two sources, and come up with a list of the safest countries to visit in the world. Here are the top five, and why they are worth visiting.

Zambia

Not only is this country the safest in the world, but it is also one of the most exciting destinations for those interested in rugged adventure. Zambia is the home of Victoria Falls and a countless number of exciting safari adventures. Follow the most massive known wildebeest migration run, stalk lions from the safety of your jeep, or take a helicopter tour of the open African plains.

Slovenia

Nestled just southeast of Italy and Austria, this beautiful country has all the charm of south-central Europe, with the security of being number two on the Skyscanner safety list. Slovenia is home to a large and lovely cave system, world-renowned castles, and a wide range of high-quality restaurants and shops.

Japan

Come see the original home of the lovey Washington, DC cherry trees, while enjoying the confidence of knowing that you are in a country of surpassing safety. In addition to the beautiful cherry groves, Japan hosts an array of shopping, restaurants, nightlife, and an active fashion scene. If you prefer solitude to the attractions of the big city, you can escape to the mountains of Japan for a retreat, and visit ancient locations, full of history.

New Zealand

Not only is this pristine island country one of the safest to visit, but it offers an interesting additional feature to keep visitors secure: If you suffer any accident or injury while visiting New Zealand, drop by the local hospital and receive top-notch care free of charge under the country’s Accident Compensation Scheme. Come see the country where some of the most beautiful movies, including the Lord Of The Rings trilogy, have been filmed, and know that you are not only safe but covered if something unfortunate were to occur.

Norway

If you love camping, hiking, and the rugged beauty of the outdoors, Norway is for you. Bring your backpack, and camp freely on any land in this fjord-filled country. A fjord is a place where high elevation terrain drops sharply off into a stream of water, and these locations are fantastic places to watch for whales and other marine wildlife. Whether safety or adventure or both are your priorities, our caring staff at elm Planning can help you plan the best possible experience. Whether you are looking to travel for personal enrichment, or plan a large corporate retreat or meeting, our trained professionals will listen to you and meet your unique needs.

4 Simple Tips to Avoid Getting Hacked Online

Fri, 13 Apr 2018 00:00:00 GMT

In today’s world, technology reigns supreme. We use it in just about every aspect of our lives, including banking, communication, socialization, shopping and more. As such, we enter quite a bit of personal and sensitive information into online databases. Often times this information includes our credit card or social security numbers, as well as other compromising data. The effects of this information being accessed by a hacker can include financial loss, identity theft, and public humiliation. Fortunately, there are some simple steps you can take to avoid being hacked!

1- Change Your Passwords- Often!

A good rule of thumb is to change your various passwords, at the minimum, twice a year. When you’re updating your passwords, it is also a good idea to make sure that all information associated with your account is accurate and current.

2- Avoid Online Personality Quizzes- Including those circulating social media!

They may seem harmless and fun, but online personality quizzes, including the popular status questionnaires on Facebook, are gathering quite a bit of information about you! Don’t believe us? Next time you see one of those posts pop up on Facebook, take a look at some of the questions before you post your responses. More than likely you’ll find one, if not several, questions that are typical website security questions. First pet? First concert? The answers to these questions can make it easier for a hacker to gain access to your accounts.

3- Be Suspicious of Emails- Don’t click the link!

We’ve all seen them. Those emails that announce that “You’re Our WINNER!!!!! $50,000 is YOURS! Click HERE now!” Whatever you do, do not click those links. Emails are a popular way to sneak a virus onto your computer and clicking that link can allow that to happen. Another popular email related scam is to send you a seemingly innocuous message from what appears to be a website you trust, requesting you to log in and verify your account is up-to-date. If you do so, you’re likely directly handing over all your account information! To avoid falling victim, just check the email address it came from to verify its authenticity, and instead of clicking the provided link, type the website’s address directly into your browser bar. This will ensure that you have gone to the correct webpage.

4- Don’t Get Lazy With that Password- We’re talking to you Password123!

A good password is going to be one of your strongest defenses against a cyber-attack. Make sure you include both upper and lowercase letters, numbers, and a special character when creating a password. Don’t use anything with your name or a special date in it, or repeating numbers. Following the suggestions above will help make it more difficult to gain unauthorized access to your personal information and give you a better peace of mind. Technology can be intimidating to use, but it doesn’t have to be!

Experiences to Add to Your Bucket List

Fri, 06 Apr 2018 00:00:00 GMT

A “bucket list,” the list of things you want to accomplish or experience in your life, is very personal. A glance at your bucket list is a glimpse into what makes you tick and feel alive. Making it can be difficult because it asks you to examine your desires and fears and transform them into a meaningful life. If you’re updating your bucket list (or making it for the first time!) here are some categories you have to include.

Something That Terrifies You

It might sound counterintuitive to fill your life with things that scare you, but usually the things that scare us hold a promise for growth. Facing our fears is a thrill like none other. That’s why horror movies and haunted houses are so popular. Instead of popping in a DVD and getting your thrills secondhand, add something to your bucket list that truly terrifies you. Are you scared of heights? Then a ziplining trip like those offered in Denver, Colorado or in Montana outside of Yellowstone Park is sure to get your heart racing. Maybe your nightmares feature out-of-control speed. You could go whitewater rafting in Alaska or ride on one of the world’s fastest roller coasters, Kingda Ka , in New Jersey. If that doesn’t send shivers down your spine, head to the United Arab Emirates and hop on the Formula Rossa , a roller coaster that tops out at a heart-stopping 150 miles per hour. Whatever it is that keeps you up at night, make sure you reserve a spot on your bucket list to dive deep and face your fears. You’ll remember it for the rest of your days.

Something That Inspires You

Sometimes the best thing you can do for your life is to get some perspective, and adding some items to your bucket list that make you recognize the grandness of life can help you make sense of your place in the world. Make some time for something that inspires you. Travel to South Africa and sleep under the stars. Visit the Grand Canyon or Niagara Falls to see the beauty and power that nature can hold. Plan a trip to Mexico that coincides with the Monarch butterfly migration and see a phenomenon that will change your life. Recognizing that you are part of something much bigger than yourself can help you breathe easier and feel more connected.

Something that Connects You to Others

It’s not just natural beauty that helps anchor you to the world. One of your bucket list items should be reserved for something that helps you connect with others, to share in a sense of history and accomplishment. You could travel Route 66 and soak in the quirky, nostalgic moments of American history. Head to Egypt and literally step into history as you tour the Pyramids and Great Sphinx at Giza. Venture to Salisbury, England and take the tour of Stonehenge . Each of these trips creates a connection between past and present, getting you in tune with the people who came before you and demonstrating our shared humanity and sense of progress. It’s an excellent bucket list item because it helps you see what kind of legacy you, too, can leave for future generations. Whatever you decide to put on your bucket list, make sure that it doesn’t just remain a fantasy. Get started today on seeing the sights and visiting the places that will make you feel alive and deepen your sense of wonder and appreciation for the world.

When Your Business Needs Professional International Travel Planning

Fri, 23 Mar 2018 00:00:00 GMT

Experienced road warriors may feel no fear about venturing into new areas of their own country to make presentations, attend conferences and do a little rainmaking. After all, how different can it be from the many places visited in the past? Throwing a new country into the mix, however, is an entirely different story.

Logistics of Corporate International Travel

Simple procedures can become complicated nightmares when faced with an entirely different type of transit system, lack of reliable references for the services you need and a seemingly impenetrable language barrier. Missing planes, trains or meetings could have a significant negative impact on your business, so these are not risks to take lightly.

How Experienced Professionals Can Help with International Travel

You should definitely let professionals help you navigate the logistics of your corporate international travel the first time you visit a new country, and each time thereafter until you feel comfortable handling arrangements on your own. The most important of these would include:

Visa requirements
Immunization requirement
Flight arrangements
Ground transportation
Hotel Accommodations

Beyond the Basics of International Travel

If you will be doing any corporate entertaining, or making presentations, you will need the advice of someone you can trust when choosing locations and procuring materials. Our experienced team at elm Planning can provide as much, or as little, guidance you need in order to make your international travel a success. Contact us today to find out exactly how we can help you get the most from your next trip.

Best Wine Related Travel Experiences

Fri, 16 Mar 2018 00:00:00 GMT

If you love wine and love to travel, opportunities abound for adventure beyond the tasting room. Around the world, more and more wineries are combining wine tastings with experiences. Feeling adventurous? Take a look at these 5 wine related travel experiences:

The Ultimate Wine Fight in Spain

Consider it an adult water balloon fight but without the balloons and with wine instead. Thousands participate in this yearly event in the Rioja region of Spain. A version of this wine fight occurs in St. Augustine, FL every October. Sipping is allowed and participants are encouraged to wear white, making it all the more fun!

Take a Wine Bath in Japan

There’s no better way to fully experience wine than bathing in it! The Yunessun Spa Resort fills a pool to the rim with red wine. Just don’t drink from the pool: The resort offers tasting activities for guests who want to sample the wines.

Sharks & Wine Experience in South Africa

Get an up close and personal look at great white sharks by cage diving off the island of Dyer. After the adventure, enjoy lunch and wines from the Bot River region. Sideways Tours offers this combination of thrills and wine for the person looking for the ultimate travel experience.

Try a Wine Cave Experience in France

Go deep underground into the caves of France where wines are aged in oak casts. Wine and cave specialists share knowledge and wine on this 2-3 hour adventure.

On Top of A Volcano in Italy

Participants in this half-day wine school learn about techniques used in high-altitude volcanic wine making . Located at Mount Etna, the class includes an expert-led tour of the winery.

Hotels & In-Room Wine Service

Even hotels are improving guests experiences when it comes to wine. Many business travelers enjoy a glass of wine when winding down for the day or for sipping as they review emails. New, in-room technology by Plum features a machine that chills and serves wine by the glass. The machine contains two wines, selected by the hotel, and automatically charges the room when used. There is also an alert system that lets housekeeping know when the machine is out of wine. No more waiting on room service in order to enjoy a glass of wine in private. Wine related travel experiences are becoming more diverse every day. These experiences are for wine lovers who like to think outside the box and who crave excitement. If this sounds like you, book your wine related travel experience today!

9 Best Travel Accessories to Make Your Trip Easier

Sat, 03 Mar 2018 00:00:00 GMT

Whether you travel all the time or just a few times a year, for work or for pleasure, far away or close to home, there’s one thing that’s universally true: traveling is a hassle. Trying to remember all of the necessities while still bringing along the luxury items that make our lives easier is a chore, and getting it all to fit into an easy-to-carry bag so that we’re not scrambling in an airport security line is even trickier. Whether you’ve got multiple trips coming or just want to be prepared when a weekend getaway makes itself available, having these travel accessories on hand will make a world of difference.

Save Space

Patagonia’s Torrentshell Jacket – This waterproof jacket folds up into a tiny pocket complete with a clip for easy carrying. Never get caught in a storm unprepared again.
Compression Bags – Make packing a breeze with these compression bags that allow you to squeeze every bit of space you can out of your carry-on.
Jewelry Roll Bag – Keep all your jewelry secure in zippered sections and then roll the whole thing up for easy, compact storage.

Travel in Comfort

Hooded Neck Pillow – Get some zzz’s in peace beneath the darkened privacy of this soft hooded neck pillow .
Wireless Noise-Canceling Headphones – Of course, true peace will also require you to drown out the sound around you, and Bose’s QuietComfort headphones top many lists.
Comfortable Pants – When you need to look presentable but will be spending several hours sitting in airports and on planes, get the best of both worlds with Betabrand pants that feel like sweatpants but look like dress slacks.

Meet Your Tech Needs

Universal Travel Adapter – If you’ll be traveling internationally, save yourself a headache and get a travel adapter that makes sure you can plug in wherever you go.
WiFi on the Go – SkyRoam lets you purchase WiFi access in 24-hour blocks so that you’re never stranded offline.
WiFi for Your Camera – Turn any camera into a WiFi-enabled device with this SD card that makes for effortless transfer of your photos for instant sharing (and protection in case your camera gets lost).

Traveling may always come with some added hustle and bustle, but with a little planning and a few splurges on items that make a big difference, you can be on your way toward easier trips in the future. For additional help with those upcoming trips, contact elm Planning .

Pharmaceutical Meetings: Trends You Should Know About

Sat, 24 Feb 2018 00:00:00 GMT

Planning an effective pharmaceutical meeting requires far more expertise than planning events in other industries. Government regulations set strict guidelines about spending and record-keeping for pharmaceutical events. The good news is venues are going above and beyond to attract clients in the pharmaceutical industry. Here are three trends you should keep in mind when planning a pharmaceutical event:

Destination: Find deals in mid-sized European and North American venues

The political climate, economy, and other social factors impact how desirable locations are for pharmaceutical meetings. For example, the continued prevalence of Zika in Brazil is a deterrent even with the current surplus of available hotels. For the first time in years, the supply of hotel venues in North America will exceed demand in 2018. Buyers will have more options and bargaining power. Despite concerns over Brexit, Europe also remains a strong market for pharmaceutical meetings. In particular, Germany is becoming very popular in 2018. If you’re looking to stretch your budget, going for mid-sized venues in Europe and North America may yield some great options. Being flexible with date and location can also help you find a great deal.

Aesthetic and Tech: Expect a surge in minimalism

Pharmaceutical meetings are gearing more toward collaboration and minimalism. This means less “stuff” on the meeting tables and an increased focused on multi-tasking technology. Be on the look-out for modern venues with big, open spaces that facilitate discussion. For technology, consider utilizing electronic paper, or E-paper, technology. E-paper is a display device that doesn’t emit light and mimics the look of ink on ordinary paper. Many people find E-paper more comfortable to read, which makes it a good option for individual tablets and projection displays. E-paper is also green: it can hold static images without electricity. As an added benefit, participants won’t need access to electrical outlets, so no more tripping over cords.

Food and Beverage: The traditional banquet is in decline

When planning meals for your pharmaceutical meeting, take note that the traditional banquet is no longer the standard. Instead, participants want interactive meal experiences. Hotels are responding to this demand by partnering with notable restaurants and updating their in-house restaurants. Family style meals are on the rise. Specific meal requests are also the norm rather than the exception. Every menu should include interesting vegetarian, vegan, or gluten-free options. These “alternate” choices should be just as interesting and tasty as the standard dish. The ideal menu for a pharmaceutical meeting is local, organic, and infused with the culture of the location. Customization is key.

Planning a pharmaceutical event is no longer just about complying with laws. Your attendees are also expecting an exciting, efficient, and enjoyable experience. If this all seems like too much to handle, consider hiring a professional event planner. elm Planning will keep up with changing trends to help you pull off a successful, unique pharmaceutical meeting.

The Best Luggage for 2018

Sat, 17 Feb 2018 00:00:00 GMT

Already planning your summer getaway? Hopping on a plane for work every other week? Whatever your reason for travel, reliable and attractive luggage is a must-have. Overwhelmed by all of the luggage options? We have done the legwork for you and compiled a list of what we think is the best luggage to fit your travel needs for 2018.

Delsey Luggage – Helium Aero 25 Inch Expandable Spinner Trolley

Best for: Hard Case/Durability Weight: 10 lbs Dimensions: 11.5 x 17.5 x 25 inches Delsey is known for its quality hard case suitcases, and this model is top-notch. This suitcase is sleek, yet expandable and available in multiple colors, but most importantly, your belongings will be protected from the bumps and bangs of airport travel.

Travelpro Maxlite 4 Expandable 21 Inch Spinner Suitcase

Best for: Lightweight Carry-on Weight: 5.9 lbs Dimensions: 9 x 14 x 21 inches This bag is set apart from other soft shell bags due to the extra protection it provides with foam and a honeycomb frame. This is the bag you typically see flight attendants and pilots toting, so you can bet it is lightweight and reliable.

Samsonite Winfield 2 Fashion

Best for: Spinner Suitcase/Suitcase Set Weight: 11.5 pounds Dimensions: 12.75 x 20 x 31 inches This bag has a hard, durable case, a 3-digit TSA lock, and spinner wheels. With cross straps, an interior divider, and the option to expand 1.5 inches, you can easily organize while packing a little extra. This bag comes in several attractive colors and can be purchased alone or in a three-piece set.

Werks Traveler 5.0

Best for: Organization Weight: 10.1 pounds Dimensions: 12.5 x 20 x 27 inches This bag features a sizable main compartment with removable dividers so you can customize the interior compartments, which can help reduce wrinkling. The bag also has dual spinners for smooth 360 degree motion.

BLUBOON Weekender Duffel

Best for: Duffel Bag Weight: 3.7 lbs Dimensions: 21.2 x 9 x 16.5 inches This duffel is everything you’re looking for in an overnight bag–it is spacious and versatile, not to mention attractive. The canvas and leather exterior is durable, yet makes for a lightweight bag.

Travelpro Crew 10 Expandable Rollaboard Suiter

Best for: Quality for Price Weight: 9.5 lbs Dimensions: 11.5 x 18 x 26 in This moderately priced, soft-shell bag has support guards and reinforced corners to prevent wear and tear. Two standard wheels and resting feet keep it upright. With lots of pockets, including a deluxe interior suite to keep clothes wrinkle-free, this bag will meet your organizational needs.

5 Must-Stay Luxury Hotels for 2018

Sat, 10 Feb 2018 00:00:00 GMT

If traveling is on your itinerary for 2018, why not live it up and experience some of the most luxurious hotels around? Here are five must-stay luxury hotels worth seeing this year.

The Fairlane Hotel (Nashville, Tennessee)

The Fairlane Hotel promises a “retro-modern” experience. The retro comes in with decor that echoes the 1960s and 1970s. The modern is in the free wifi, bedside charging station, and 55-inch television. With a fitness studio, delicatessen, coffee bar, and 24/7 concierge service, your stay will be sure to meet your needs.

Downtown Camper (Stockholm, Sweden)

Groups have the opportunity for a truly unique experience at the Downtown Camper . This hotel provides guests the ability to join shared living spaces but keep the amenities of a luxury experience. Rooms are designed with cozy comfort in mind, and choices feature a window nook or a room with no windows at all for a deep, restful sleep.

Kimpton La Peer (West Hollywood, California)

The La Peer Hotel has put many thoughtful touches into a chic, artsy experience. Artwork adorns each room, and guests can enjoy a long soak in a large tub after stretching out on the included yoga mat. A heated outdoor pool, bikes that can be borrowed for the day, and custom picnic baskets are just some of the amenities that make a stay at the La Peer memorable.

The Jewel Grande (Montego Bay, Jamaica)

If it’s an all-inclusive experience you’re after, the Jewel Grande is set to deliver. Two swimming pools, butler service, a state-of-the-art gym, and a full-service spa would be luxurious in any setting, but they become phenomenal on the edge of the beautiful beach of Montego Bay.

The Pod Hotel (New York, New York)

If your idea of getting away from it all is really being right in the middle, the Pod Hotel is the place for you. Set right in Times Square, you can be just steps away from all the Big Apple has to offer. The rooms have a minimalistic feel without scrimping on the necessities. Each pod features a clean, simple design with wifi, a workspace, a media center, and smart storage to make the most of every inch. Wherever your adventures take you this year, make sure you embrace them with style and comfort in mind.

Creative Concepts to Improve your Event Design

Tue, 30 Jan 2018 00:00:00 GMT

Want to improve your event design but looking for innovative ways to do it? Luckily, you’ve come to the right place! We’ve got five creative design ideas to improve your next event.

The Right Venue Layout: Whether hosting a small event or planning a large corporate dinner, creating the right venue layout is key. Designate different interest areas like a lounge area for more relaxed social interactions, or food and drink displays and interactive exhibits to create distinct interest points. This will keep the event engaging and entertaining.
Incorporate lighting, color, and textural variety: These days, event designs use colorful textures, prints, and unique lighting to create visually enticing themes. Rather than stick to uniform or traditional color-coordinated designs, eclectic styles and focal points create the cohesiveness linking design items. For example, making each centerpiece colorful and unique by using vintage or non-traditional items with similar textures and colors will pull design elements together while still keeping an eclectic feel. Another great idea is to incorporate varied light sources with different shapes and sizes. For example, include repurposed light bulbs with votive candles or mini lights inside and use multilevel/colored traditional lighting to create ambiance and intimacy. Incorporate different textures and patterns for seating, tablecloths, napkins, and decorations. Include colorful live plants for floral displays, or use biodegradable paper, cloth or wood in place of balloons, plastic, flowers, and Styrofoam to keep the event displays visually enticing and eco-friendly.
Incorporate Visual & Social Technology: A common hurdle event planners encounter is holding event-goer interest over smart phones and social media shares. Rather than fight social media distractions, our advice is to use them! Create a live feed of tweets and shared posts during the event that appears on large screens throughout the venue. Or, take advantage of video mapping to create visual interest juxtaposed objects and display items. Plan a “selfie” scavenger-hunt or mini “geo-cashing” activity with clues for different points of interest to uncover. Have prizes at the end of the night for new geo-cash discoveries or top selfie-posts of scavenger-hunt finds. Or, create your own version of technological and social media engagement. It will help to stay current without having to compete with cell phones or distracting social media tweets.
Fun Drink Alternatives: Tired of watered down well drinks or basic wine and beer service offered at most open bar events? One fun alternative is to set up different tasting areas with an expert to lead wine tastings or create interesting beer pairings. Or create self-host drink bars with multiple beverage options and condiments like ginger beers, regional spirits, and unique wine varietals. Have lemon, lime, salt, mixers, olives, onions, fruit juices and whatever else you can think of readily available. Create an event cocktail with a unique name and recipe, or encourage guests to experiment and come up with their own from the ingredients on hand. Nonalcoholic options using different coffees and teas work, too. The idea is to keep things interesting and create opportunities for engagement with other guests.
Tasty Food Options: Instead of providing typical appetizers before a meal have bite-size portions of your tastiest dishes available when guests arrive. This is a great way to create interest for the meal to come and satiate hungry guests rushing from work or other events. Set up a dessert display with sweet treats to try throughout the night. Pair foods and desserts with alcoholic and non-alcoholic drink options to stimulate the taste buds, and the appetite!

For more in-depth ideas or for professional event planning, turn to the experts at e lm Planning . Our comprehensive team will turn all your design ideas into reality, making your next event a huge success!

Managing Travel Anxiety

Sat, 20 Jan 2018 00:00:00 GMT

The world is an indisputably scary place these days. For some of us, that hits home more than others, making traveling uncomfortable and anxiety inducing. Whether it’s the thought of boarding a plane or convincing yourself you’re going to get lost in a new city, we’ve compiled a list of ways to help ease your biggest travel related fears.

Identify Your Anxieties

Emotions can feel like an overwhelming tide. Start by making a list of what exactly about traveling scares you. It could be anything from leaving the stove on when you leave to missing your ride when you arrive, but the important thing is to write them down. Use the list to make sure you don’t miss anything before you leave home, or to keep track of the important things you’ve brought with you.

Focus on What You Can Do

While you’re mid-air, you can’t call home and ask your spouse to close the bedroom window. But you can check that you have all the belongings that are supposed to be in your carry on. If you find your mind wandering to events you can’t control, take several deep breaths and focus on an object in front of you. If you have personal stress-relieving tactics, make use of these.

Gather Materials Ahead of Time

If you’re prone to poor directional skills or papers slipping into the bottom of your bag, consider making a travel binder or folder. You can print or screenshot the maps you’ll need, your travel details and itinerary, hotel reservations, and any other electronic or paper document you might want to reference. This will keep things in one place and still work even if you don’t have wifi! Consider making a relaxing playlist or packing your favorite novel as well. Whatever you do, don’t leave anything until the night before.

Have the Right Expectations

Perfection is an impossible standard, so don’t convince yourself you need to meet it. If you miss the bus and have to wait for another, you’ll still get to your destination. In all likelihood, you’ll look back on the trip and won’t remember any of the tiny details tying you up now. Keep your mind on the big picture, and visualize a red light or stop sign if your thoughts feel like a runaway train. Traveling can be an enjoyable experience even if you have a diagnosed anxiety disorder. Perspective is key, and with a little practice, you’ll be relaxed in a faraway town before you know it. The tactics you use are simply a tool to help you live your best life!

Tips on Keeping Your New Year’s Resolutions

Sat, 06 Jan 2018 00:00:00 GMT

When the holidays come to a close, and the new year is upon us, it’s time for that transitional tradition. The time where we look at how our lives are, then decide how we’d like them to be. The time when we make resolutions to change, so that we’re different people come this time next year. Making new year’s resolutions is easy. Keeping them is hard. That’s why it’s important to think about your resolutions, and to make sure they’re a specific goal you can achieve, instead of some nebulous desire to just be better next year. Below are 4 tips on keeping your new year’s resolutions:

Tip #1: Make Concrete Resolutions

One of the biggest reasons people fail to keep their resolutions is that they aren’t specific enough. Take the extremely common resolution, “I’m going to get in shape this year.” What does, “in shape,” mean, exactly? Do you want to lose a certain amount of weight? Go to the gym a certain number of days a week? Drink less, or no, soda? The more concrete a resolution is, the easier it is to keep. Part of that is because you have definite boundaries, and part of it is because you can track your progress. “Doing better in school,” isn’t great as resolutions go, but, “move from a C to a B in English,” is more solid as a goal.

Tip #2: Make Sure It’s What You Actually Want

Resolutions are like life goals. If you aren’t completely committed to one, then you’re going to look for every excuse you can to let it slide. When you make a resolution, it has to be to do something you really want, and which you will commit to completely. For example, if someone goes on a diet as part of their new year’s resolution, that diet is easier to stick to if they’re doing it for themselves. The same is true if someone throws themselves into hitting sales goals because they want to, rather than because their boss told them to. Desire is what separates broken resolutions from kept ones.

Tip #3: Create A Plan

Knowing how to do something is of secondary importance to wanting to do something. But once you have that desire, the next step is to find a method that works for you. So, if you really want to do something, whether it’s improving your standing in the office, hitting certain numerical goals, or getting a promotion, you need to have a road map that takes you from where you are to where you want to be.

Tip #4: Understand What You’ll Have to Give Up

Keeping a new year’s resolution means you’re changing, and change is not always easy. It’s impossible to remain the person you are, right now, and still add something new to your life. You have to give up something. This can be a particularly hard lesson, and it may be a make-or-break one for your resolution. For example, if you want to get that promotion, that may mean putting in more hours. If your day starts earlier, or goes later, then you’re edging something out of your life. It might be your nightly hour in front of the TV before bed, dinner with your friends, or that weekly basketball game you attend. Resolutions tend to push something else out of your life in order to make room, which is why you need to be ready to make that sacrifice.

Five Things to Look For When Shopping Hotels for Your Event

Sat, 16 Dec 2017 00:00:00 GMT

There are good reasons why hotels are popular venues for hosting meetings and conventions. Having on-site sleeping quarters for exhibitors, clinicians, and attendees is a big advantage for multi-day events and out-of-town guests. It’s also tremendously convenient to let the hospitality professionals handle the back-of-the-house niceties like food and beverage and basic setup/takedown so that you can focus on whatever it is you do best instead. Unfortunately, selecting a hotel is rarely easy, and selecting the wrong hotel can be disastrous for your event. As you prepare to shop area hotels, here are five considerations we think are especially important (in this order):

Location. Make sure you’re thinking not only about your needs, but also those of your out-of-town participants. Will the hotel be easy to find for someone unfamiliar with the city? Is it near major highways or airports? Is public transportation available, and does the hotel offer shuttle service to and from transportation hubs? Be sure to consider the proximity of major attractions, too. Being close to things like museums, concert venues, theme parks, and major shopping districts can be either an advantage or a disadvantage–and you certainly don’t want to pay for a “convenience” you don’t need. Also, don’t assume a hotel is inconvenient just because it’s a little “out of the way.” Often these are the ones that offer better parking and less traffic.
Food and beverage. Larger hotels with established event staffs often have very well-thought-out food and beverage options, but they also tend to be less flexible about outside catering. Because hotel concessions are likely to be more expensive than local options–and may lend your event a different overall “feel” than bringing in some local flavor–it’s important to get the facts in advance about what kinds of refreshments the hotel can and will provide, as well as what options you have for bringing in your own. This is one key area where independent boutique hotels and smaller chain hotels can be a more flexible alternative to major convention center hotels.
Customer service. A cooperative, friendly hotel staff can take a lot of stress out of getting ready for your event. Be sure to “shop” the hotels you’re considering, and ask for referrals from recent event clients. Be wary of any hotel where staff appear unmotivated or overworked. If that spills over into your event, participants may have trouble distinguishing between the hotel’s customer service and your own.
The meeting space itself. While you’re shopping, take a look at the meeting space and ask about basic amenities like tables and chairs, linens, available Internet ports, and electrical outlets. See whether the room is already equipped with multimedia technology or whether you’d have to supply your own. Imagine yourself and your participants in the space on the day of your event. Does the room have windows and natural light, or does it have a closed, basement-like feel? How conveniently located are the restrooms? Is the hotel’s wi-fi signal strong throughout the room? Do the walls seem to provide good sound insulation from outside noise?
Cost. After all those considerations, you’ll be able to more meaningfully weigh in on the value proposition of a hotel option. Cheapest is rarely best, but that doesn’t mean you need to opt for the high price tag of the premier option, either. And don’t be afraid to haggle to get a good deal. This is a business decision, after all. You need to balance the resources you’re putting into it with the realistic outcomes you expect to achieve. Give some thought to what it will cost attendees, too. Find out in advance about room discounts, parking fees, and whether internet access is free to guests. Look for other area accommodations and nearby restaurants to make sure there are options for budget-minded participants.

Selecting an appropriate venue for your event is just one facet of what, for many, is an overwhelming planning process. That’s why we’re here to help . By enlisting the help of a trusted partner who knows just which questions to ask and who can walk you through the whole process one step at a time, you can be sure your organization’s next event will be both fruitful and memorable.

Seven Steps to Hiring a Meeting Planner

Fri, 08 Dec 2017 00:00:00 GMT

When you’re thinking about the meeting that must take place in order to drive your business or organization’s objectives, there are a few steps to hiring a meeting planner that will smooth your team’s path to success:

Define your goal. Are you holding a meeting for team-building in general? Are you bringing a set of people into one place in order to produce an end product, such as a budget for the next year? Is it to announce massive change? Your end goal will help you find a planner who has experience in that type of meeting.
Define your need from the planner. Do you need your meeting planner to handle everything from initial communication with attendees right up through getting them back to their home base? Or do you have travel resources in-house, and need more venue-based assistance?
Define your spend. Your goal and needs should inform your budget. And your budget will determine venue, travel arrangements, accommodations, pretty much everything about the meeting except the agenda. It will be one of the first questions from any meeting planner, so she can maximize your return on your dollar.
Put together a wish list. Add to the list those aspects of a meeting planner that would make them perfect for you, such as one with a local branch for face-to-face discussions, or one with an international client base because you will be bringing in employees from across the world.
Search for candidates. Talk to colleagues who’ve used a meeting planner to get their recommendations, or search online for the planner or planning company that fits your specific criteria. Talk to local organizations like your Chamber of Commerce. Search professional organizations, such as Meeting Planner International .
Interview the top three. If possible, sit down with your planner, or if they’re not local, do a phone interview. Just like hiring someone for any job, you’re looking for the right fit for your company, you need to get references you can contact, and you need that sense that your meeting matters to them.
Ask for their input. When you’ve narrowed it down to the one you think would be best, ask them for their ideas on the event you outlined in the interview. If it fits with your picture of how the event would go, then you’ve found your planner. They should present you with a standard contract, with the budget for the event included, and contingencies.

If you’ve walked through all these steps and found the right planner for your meeting, you will be able to leave all the details in their hands and diminish your own stress considerably. elm Planning would love to be the meeting planning company that fulfills your needs. Contact us today!

Virtual Reality Trends in Event Planning

Tue, 21 Nov 2017 00:00:00 GMT

We are living in a day and age where being “present” can now include not actually being there in person. Virtual reality is breaking through barriers once only imagined in sci-fi movies and books. Those lofty ideas are now a thing of the past as virtual reality is here and making waves in the way people experience life. In particular, it’s shaping the way people host events.

Real Estate

In real estate , brokers and agents are using virtual reality as a way to show homes on the market. Home buyers can use this technology to tour a home without ever having to set foot in it. Simply by turning their heads, those using the virtual reality tour can view a room to get a feel for the space they are in. This could be an innovative approach to host open house events in a way that saves time and travel for both real estate agents and those looking to buy.

Event Planning

For wedding and event planning, simplifying the process is as easy as taking a virtual reality tour. Better than a slide-show that only provides a limited snapshot of the space, individuals can tour these venues and get a feel for them. They can view the rooms in different themed settings. In some instances, they can also hear audio that compliments what they are seeing if what they will hear (the sound of waves on the beach, for example) will add to the allure. It’s also a fantastic way to eliminate those spaces that won’t work and cut down on the time that would have otherwise been spent traveling from one location to the next.

Meeting Planning

Using virtual reality to host meetings for people all around the globe is an up and coming trend. The benefits of this technology provide something that phone or video conferencing do not. Members of the meeting are actually “in” the room together. In addition to being able to speak, they are able to read the body language of others and more successfully avoid mis-communications that can otherwise occur. This technology can also be used for people physically present in a meeting to showcase products and give demonstrations that they can all be a part of. For more information regarding meeting and event planning trends, contact us today!

Group meetings – Air BNB growing as a quality option for business travel

Sat, 04 Nov 2017 00:00:00 GMT

Air BNB, already a respected company with a satisfied customer base for vacation rentals, is making a splash into business meeting accommodations.

What Travelers Want

Back in 2016, the head of hospitality and strategy for Air BNB hosted a conversation regarding traveler preferences. He noted how the desires of travelers have shifted away from high-end accommodations and more towards “experiences”.

Air BNB Business Model

The Air BNB business model already lends itself to this change in preferences. However, there is still the practicality issue due to the large-scale needs of business professionals. Meeting planners have more options at hotels, but Air BNB is creating tools to help with the booking process. Additionally, where hotel blocks are sold out, Air BNB is a practical alternative.

In 2014, Air BNB integrated with Concur TripLink to allow those already using their service to “book Air BNB listings directly”. This resulted in increasing Air BNB’s visibility significantly. In addition, Air BNB started to market itself to business travelers through embedded listings and in the packets provided at events. Also, Air BNB bought the vacation home rental company, Luxury Retreats, increasing group meeting locations significantly.

Air BNB for Meeting Planners

More meeting planning companies are starting to take advantage of the lower rates and personalized experience that Air BNB offers. Air BNB is still not a major player in the world of business travel, but as the culture and desire for “experience” continues to grow, Air BNB is becoming a solution for conference attendees. For all your meeting planning needs, please contact elm Planning today.

Activities Designed to Promote Team Bonding

Sat, 28 Oct 2017 00:00:00 GMT

You want to see your company grow and be successful. One way to do that is to create a bond between team members. Many team building activities are met with discomfort or lack of participation. However, implementing creative and fun team bonding activities can help build team morale, learn about each other, and gain perspective on each person’s role in the business.

The Barter Puzzle

Split your team into equal groups and give each group a puzzle to complete. They have to work together to complete the puzzle the fastest. Here’s the catch: each puzzle will have missing pieces that the team must barter, trade, or negotiate terms with the other teams to get their missing puzzle pieces back. They must decide as a group what they will do to get the pieces back. The game promotes team work, problem solving, and leadership skills.

Liar Liar

Form a circle with all your new team members facing each other. Everyone must tell two truths and a lie in a random sequence. The lies must be realistic. The other team members must decide which fact is untrue. This game is an interactive way to help your team members get to know everyone better.

Tower of Terror

Split the group into teams of 3 to 5 members. Give each group a pack of playing cards and a pair a scissors. The goal is make the tallest tower with the supplies given. This game promotes creativity and teamwork.

These are just a few examples of fun games you can use to build bonds between your team members. To learn more about how elm Planning can help your business, contact us today.

6 Tips for Going Green for Your Next Business Trip

Sat, 21 Oct 2017 00:00:00 GMT

Business travel can be a necessity for many companies. If travel is a part of your job, consider green travel options to stay eco-friendly no matter where your travels may take you. To go green on your next business trip, try the six tips below.

Take Public Transportation

Depending on your destination, investigate the local public transportation options. If you can travel via bus, elevated train, or subway system, opt for them instead. You will not only help to reduce overall emissions but get a better feel for the city as well.

Choose a Non-Stop Flight

The more a flight stops, or more often you change planes, the more fuel will be used. If possible, book a non-stop flight to your destination, or as few stops as you can.

Stay at a Green Hotel

Plan your trip ahead of time and find accommodation at a local green hotel. Green hotels reduce their carbon footprint through a series of initiatives practiced at the hotel, such as recycling and alternative energy. If you can’t find a green hotel in your location, practice green habits during your stays such as reusing towels and linens, turning off lights, and turning down your thermostat.

Limit Your Luggage

Commercial flights have begun limiting travelers luggage in an effort to reduce the cost of fuel. When you travel, only take the necessities to not only reduce the amount of luggage that you travel with but the overall weight as well.

Bring Your Own Water Bottle

Remember to pack your favorite water bottle or coffee thermos for your trip. Instead of opting for a new bottle of water or foam cup to drink your coffee, you will have your own reusable container which will help keep your drink temperature controlled as well.

Share a Cab

If you are flying in with other coworkers, consider sharing a cab not only to your accommodations but meetings and other destinations you may need to travel to during your stay. Not only will this help with your expense report, but will reduce overall emissions.

Try the tips above have an eco-friendly business trip that will not only benefit your company but your environment as well. Feel free to contact elm Planning to help you with your meeting planning needs.

Passport Validity: How to Update an Expired Passport

Mon, 19 Jun 2017 00:00:00 GMT

A passport is a traveling document necessary to re-enter the U.S at land border-crossings or port-of-sea from the Bermuda, Caribbean, Mexico, and Canada. The validity of a U.S. passport depends on the period at which you acquire one:

An adult’s passport lasts for 10 years
A child aged 16 or younger passport lasts for 5 years

Renewing an expired passport is a simple and easy process that can be done via your local post office. However, there are a few guidelines when renewing your passport to be aware of:

Ensure that your passport is not damaged (normal wear and tear is acceptable). If your information cannot be verified due to damages, you will be unable to renew your passport according to the State Department requirements.
Be certain that the issue date is not more than 15 years ago.
You were 16 years or older when the passport was issued to you.
Confirm that your name is the same or that you have legal documentation of any changes.
Your passport is not restricted as a result of passport-theft or non-compliance with regulations.

Required items

There are only a few things you need to get the process started for renewing your expired passport:

Application Form (Form DS-82)
Passport Fee
Passport photo
Proof of citizenship

The processing time for renewing your passport depends on the renewal service you request. There are generally 4 different renewal services, but regular renewal and expedited are the most common. A regular renewal takes 6-8 weeks, while an expedited renewal takes 4-6 weeks. Be sure to keep yourself abreast with the rules and regulations regarding your passport, and remember that it’s always best to renew your passport 9 months before the expiration date to avoid any conflict. elm Planning can assist you with any questions regarding passport validity, contact us today for assistance.

What Attendees Want from Pharmaceutical Meetings

Mon, 29 May 2017 00:00:00 GMT

In today’s world of clinical research, a lot of processes are under investigation to determine performance, speed, and cost. Communication and collaboration are the main part of pharmaceutical research, and this is the core reason pharmaceutical meetings are held frequently. These meetings, whether big or small, bring researchers, educators, and students together to advance pharmacy and drive innovation.

Most large pharmaceutical organizations conduct scientific gatherings annually. These meetings require extensive technical support and planning to ensure that the organizers achieve their objectives.

What are the advantages of pharmaceutical meetings?

If you have worked with a large biotech or pharmaceutical corporation, then you know that they have several meetings every single day. These meetings can involve participants from other pharmaceutical companies and from all over the world. The fact is that the pharmaceutical world is bogged down by bureaucracy — which is necessary if the bio/pharmaceutical company intends to market its products in the Western world — and with bureaucracy comes loads of meetings.

Large pharmaceutical companies frequently have meetings in several locations worldwide to discuss the latest enterprise-wide technology. Research and development teams also need to meet for the training of clinical trial investigators, and this can happen in multiple locations globally. When properly planned and implemented, pharmaceutical meetings can offer some great benefits including:

Increase Knowledge

Biotechnology and pharmaceutical meetings can help increase the knowledge base of its attendees. There is a transfer of information from one attendee to another, and new skills are learned with ease. In these meetings, industry professionals ask questions and present innovative ideas. The results from clinical trials are shared, analyzed and modified. This is fundamentally where major pharmaceutical decisions are made, and you don’t want to miss out on this opportunity.

Networking Opportunity

Like in any other profession, networking is very important in the pharmaceutical industry. Networking opportunities help connect firms and researchers to new projects, funding opportunities and much more. If you are a professional looking for a new job, then pharmaceutical meetings are a must, because networking is one of the verifiable ways of getting a job in the biotech world. This is because top job roles in the industry are sensitive, and hiring committee members will prefer to hire someone they already know and get along with.

Business Exposure

In some cases, new pharmaceutical firms use these meetings as an avenue to get business exposure. No one wants to be an unknown in this industry — especially if your company does not have a product in the market — so being part of a pharmaceutical meeting is one way to break into the industry.

Discounted Training

The cost of training at a pharmaceutical meeting is lower than the industry standards. A large number of attendees is what drives the cost down. Also, you get the benefit of being trained by industry experts from all over the world.

elm specializes in global pharmaceutical meeting and event planning from start to finish. Contact us today to combine logistics, creativity and eco-friendly ideas to take your project to the next level and create a lasting impression.

New In-flight Electronic Restrictions – Now What?

Fri, 12 May 2017 00:00:00 GMT

Many frequent travelers for business and corporate events rely on their flight time for working on projects, proposals, or staying in touch with clients. Big changes have occurred involving the use of electronic devices on flights into the U.S. Here’s what you need to know about the new in-flight electronics restrictions and how they could affect you.

Where Do the New Rules Apply?

Everyone is talking about the ban on in-flight electronic devices, but keep in mind that it depends not only on the device but where you are traveling from. As of now, the ban applies to flights to the US from the following airports :

Queen Alia International, Amman, Jordan
Cairo International Airport, Egypt
Ataturk Airport, Istanbul, Turkey
King Abdulaziz International, Jeddah, Saudi Arabia
King Khalid International, Riyadh, Saudi Arabia
Kuwait International Airport
Mohammed V International, Casablanca, Morocco
Hamad International, Doha, Qatar
Dubai International, United Arab Emirates
Abu Dhabi International, United Arab Emirates

In the event you are traveling to the UK after visiting another country, here are the current countries included in the ban :

Turkey
Lebanon
Jordan
Egypt
Tunisia
Saudi Arabia

What is Banned?

In general, any electronic items larger than a smartphone are included in the ban. This includes:

Laptops
E-readers/Kindles/Nook
Tablets (iPad, Galaxy, etc.)
Personal DVD players
Portable scanners/printers
Cameras (larger than a smartphone)

Now What?

Unfortunately for frequent business travelers, these items must be checked, which negates the efficiency of traveling with only carry-on luggage. Besides the hassle of checking luggage, this poses the issue of sensitive information kept on the electronic device being compromised in the event items are lost or stolen. Before being in this situation, it would be a good to verify the details of your travel insurance in the event of such a loss.

Luckily airlines are already looking into options for their frequent business and first class passengers such as, taking out loaner electronics for the flight . By using your own portable USB flash drive you would have the ability to work on the flight with these loaner options, but again, be mindful of sensitive information potentially being shared.

These new restrictions certainly aren’t welcomed by frequent business travelers, but planning ahead and knowing the limitations will help ease the transition regarding these new flight rules. Elm Planning is here to help you with any questions you may have, please contact us today.

International Travel and Meetings, the elm Way

Fri, 28 Apr 2017 00:00:00 GMT

For your company to grow, you must broaden your reach, shaking hands with potential partners in foreign lands thousands of miles from your headquarters. At elm Planning, our team waters the seeds for smooth, productive, and meaningful international travel, an indispensable part of meeting and event planning. Our penchant for practical strategy and eco-friendly innovation ensure the best for successful international travel through the following:

Thorough Research

Before negotiations begin, elm Planning makes holistic assessments of sites most suitable to your corporate needs. We pay attention to climate, as well as health and safety hazards including news-breaking epidemics and political instability. Once we’ve agreed on a destination, we delve into the specifics of your meeting. From here, we coordinate with appropriate venues, with attention to local events. We plan for your meeting’s success and avoid conflicts that could detract meaningful attendance of your international meeting. For instance, should you host a conference in Paris, we won’t schedule it with a major arts festival held the same week.

Friendly Communication

elm Planning extends its services from within the United States to destinations as far as Turkey and Thailand. For the best preparation before international travel, we often consult the expertise of a local liaison, or a knowledgeable representative of the country that hosts your meeting. Should your meeting concern pharmaceutical matters, a local, credentialed scientist serves as an appropriate point of contact regarding issues that attract stakeholders in all countries involved. Liaisons also facilitate communication with local governments that may heavily influence your corporation’s objectives.

Deep-rooted Logistics

elm Planning works to make international travel a smooth, amicable process. We consider your corporation’s budget to make comfortable and affordable travel arrangements, while reserving prompt ground transportation at the time of arrival. Additionally, we proceed with close attention to country-specific visa requirements and communicate with you and your staff members to ensure that everyone assigned to attend a meeting becomes or remains eligible to travel.

We understand that international travel seems daunting and extensive. At elm Planning, we separate the branches, simplifying global travel for successful meetings that in turn, expand your company’s reach. Contact us today to plan your next meeting.

Event Industry Publications to Follow Online

Fri, 24 Mar 2017 00:00:00 GMT

Forbes magazine recently listed event coordinators as one of the “The 10 Most Stressful Jobs of 2016” .

From working with a budget to figuring out how to get everything completed in a short time frame, event coordinators certainly do have a very stressful job. Lucky for us, there are tons of resources online to reference when we need a helping hand. We’ve rounded up the best online event industry publications to follow. Check them out below.

Bizbash

Bizbash is one of the best resources for event coordinators to utilize. It is a great source for ideas, news, and resources for event and meeting professionals. Discover new venues, unique and interesting event style, technology, and tools for your next event. You can sign up to receive a weekly or daily newsletter from Bizbash which discusses event planning news, ideas, and technologies. Follow them on Twitter .

Velvet Chainsaw Consulting

Velvet Chainsaw Consulting is known for taking events and conferences to the next level. They pride themselves on being “change agents” for events and conferences that need to evolve. Executive Vice President, Jeff Hurt, is a leading authority in the event planning world and has been for 20 years. Check out their blog to learn about trends in the industry and the future of events and conferences. You can follow Jeff on Twitter here .

EventMB

EventMB is another well-known online source for all things event planning. Thousands of event professionals visit EventMB daily to get the latest on trends, technology, innovation and education in the event industry. EventMB publishes an annual report detailing ’10 Event Trends’ that discusses trends for the upcoming year. You can follow the founder of EventMB, Julius Solaris, on Twitter @tojulius .

Meeting Pool

The Meeting Pool is the event coordinators guide to everything tech related for event planning. They call themselves a “safe place” to explore, learn, discuss, review, and share new technological tools for the event planning world. You can read up on anything from why you need a wellness pavilion for your next event to increasing your event’s ROI on their blog . They also offer some amazing industry resources on their website, including Whitepapers, Infographics, and eBooks. Follow The Meeting Pool on Twitter here .

Let us know how these sites helped you ramp up your latest event! At Elm Planning, we offer event planning services for clinical and corporate meetings and events. Contact us to get started on your next project today.

Tips on Crafting a Local Farm-to-Table Menu for Your Next Event

Fri, 03 Mar 2017 00:00:00 GMT

Picking a farm-to-table menu is a great way to ensure that the food at your next event is sustainable, supports the local economy, and reflects the culture of wherever your event is taking place.

However, putting together a completely local menu may present some challenges. Here are some tips for making it happen:

Find out what’s regional and in season

Before you even get started crafting your menu, it’s a good idea to do some research about the foods produced near your event. Seasonality is equally important. For example, you might be dreaming of peach tarts for your Georgia gathering. If the event is happening in April, however, those peaches won’t be ripe yet. Keep an open mind and prepare to be inspired by available local food offerings.

Visit a farmers market

Nothing enlivens the senses and spurs the culinary imagination like a trip to a farmers market. Visit often and get to know the farmers. If your event is a season or two away, ask them about what produce will be available. The farmers market isn’t all about produce though. You should also talk to farmers who raise animals. Local farms are more likely to produce meat using sustainable practices that privilege animal welfare.

Get inspired

Is there a restaurant near your event location that specializes in farm-to-table or local cuisine? If so, go eat there and sample a few dishes. The chef probably creates combinations of local foods that you never considered. Talking to the general manager can also provide you with valuable connections. Ask if the restaurant caters events, or if there is a catering company they prefer to work with.

Farm-to-table is more than food

Depending on your location, you can also source “extras” like flowers and beverages through local farmers. When you visit the farmers market, be on the look-out for flower stalls. Many flower farmers are skilled florists who can make beautiful arrangements for your event with the flowers they grow. You also might consider having drinks provided by a local winery or micro-brewery to enhance your fresh, seasonal menu.

Of course, if you don’t live or work in the area where your event is taking place, all of these tips might seem impossible. But you don’t have to give up on holding a farm-to-table event just because you’re not a “local.” Hiring an experienced event planner, particularly one that specializes in eco-friendly events, means you can serve a farm-to-table menu that will delight your guests and benefit the planet. elm Planning is just the company to help you make it happen, contact us today.

A day in the life of a meeting planner

Fri, 17 Feb 2017 00:00:00 GMT

Individuals looking from the outside in may have a completely different perspective of what a meeting planner does on a daily basis. If one simply goes by their job title, the job would seem less labor intensive than it actually is. There are a work multitude of elements within a meeting planner’s daily life that mixes physical labor and mental intensive.

Today we are going to discuss with you the general details of a meeting planner . Whether you are looking to enter the world of this profession or curious about the business, we hope to give you a little insight on this dynamic career choice.

Staying organized is key to success

A key element to a meeting planner’s life is staying as organized as possible. Their entire workday includes coordinating all aspects of their client’s events. They are responsible for choosing meeting locations, providing transportation, handling event registration, picking menus, organizing the logistics and ensuring everything goes smoothly and the attendees are happy. For individuals that enjoy being meticulous about details and timeliness, you will fit in perfectly with this position.

Many meeting planners keep a physical a digital copy of their daily schedule. This ensures that if either are lost or misplaced that they do not miss a step. The core job of a meeting planner is to be on top of things and handle any issues that arise without anyone realizing something has gone awry.

Consistent communication at all times

Meeting planners bread and butter is all about their communication skills. Interpersonal skills are crucial in this role. A confident composure exudes professionalism and a sense of knowing what is going on. Planners regularly interact with clients, hotel staff, attendees and various vendors so being polite, knowledgeable and efficient is vital.

Planners are also typically required to travel to the events they organize. This can entail exotic locations or downtown hotel convention centers. Being flexible and creative are important aspects of a meeting planners day to day life.

Suggesting ideas to clients

When a client gains trust within a meeting planner, they become more than just an individual that worries about logistics. Business/corporate clients have a tendency to seek fresh ideas/perspectives from their team when necessary. Meeting planners that are an asset to a client ends up becoming a critical business partner as well. Planners that go above and beyond by completing work such as research outside of the basics, planning far ahead of time, and consistency builds a great reputation.

In all, the life of a meeting planner is hectic yet highly rewarding. One day is not like the next, there are so many wide-ranging functions, frequent deadlines and last minute changes that the profession keeps you on your toes. Once the meeting comes to completion, there is nothing like the feeling of knowing you helped the client achieve their vision and provided the attendees with a positive experience. If you are interested in meeting planning, contact elm planning today.

Meeting planner tips: 5 features of extraordinary convention hotels

Fri, 10 Feb 2017 00:00:00 GMT

Conventions bring colleagues together, promote shared learning, and advance industries and professionals. The right hotel selection can lead to happier, more engaged participants. For a flawless convention, meeting planners seek these five convention hotel must-haves.

Service, service, service!

Quality hotels understand that customer service is the key ingredient to a positive guest experience and effective events. When you reach out to the hotel’s meeting planner, get a sense for how willing s/he is to work with your needs and specifications. Are you receiving timely and courteous replies? Does the hotel have one point of contact for you, or will you be working with multiple people for event space and room blocks? Determine whether the hotel’s policies and approach are a good match for you and your participants.

Unique spaces or needs

Be prepared, and anticipate your group’s special needs. For example, if you’re hosting a concurrent trade show with the conference, does the hotel have the meeting space you need? Will you work with the hotel to provide electricity and Wi-Fi to each vendor, or will you need to contract with a trade show vendor—and are there options for every budget?

Quality food

Convention participants take their meals and snacks seriously. A lackluster lunch will lead to negative post-convention survey responses. Keeping your food budget in mind, it’s best to review the menus and complete a taste test prior to booking the hotel for the convention.

Proximity to area attractions or the airport

If your convention agenda includes generous free time, a hotel located near the host city’s attractions, or public transportation, is optimal. This is helpful for the popular dine-around feature that allows small groups of convention attendees to walk to local restaurants to continue discussions. On the other hand, if your convention agenda is content-packed, from breakfast to dinner, proximity to the airport may be the more important factor.

On-site amenities

Related to proximity, on-site amenities can make the difference in a location lacking area attractions. A few on-site restaurant options, as well as a gym, pool, spa, hair salon, coffee shop, printing and business office services, and specialty shops are desirable amenities for convention-goers.

Confidently select your hotel, with these considerations in mind, and you’re one step closer to planning a memorable convention. If you need help in this department, contact elm planning to assist in your meeting planning needs.

Event Apps – A Win-Win Approach

Fri, 03 Feb 2017 00:00:00 GMT

Everyone loves a win-win situation and event apps can provide just that by giving attendees real time event information and by giving sponsors responsive data and analytics to improve the attendee experience.

How It Works

Apps are available for events ranging from meetings to conferences to trade shows. Apps give attendees a connected experience by offering real time mobile meeting information, supporting goals, and enhancing networking opportunities. Features that are offered by various app developers include:

Interactive maps of the event, including location of sessions and exhibitors
Event schedules and session descriptions
Exhibitor and sponsor information
Networking opportunities via QR and vCard
Messages from event sponsors
Alerts for sessions and speakers of interest

Event managers and sponsors benefit not only by providing a seamless attendee experience, but also by supporting exhibitors and speakers with customized branding, promotion, and real time data and communications. This information can then be used to drive attendees to those organizations and speakers that best fit their interests. Event apps also provide:

QR reading technology
Banner ads
Push notifications for welcoming attendees, updating schedules, announcing promotions
Speaker bios, headshots, and contact information
Real time interaction with speakers
Discussion boards for attendee/speaker/exhibitor networking
Social networking via most social media channels
Surveys and polls
Real time analytics of attendee interest and behavior
Lead collection based on company, position, and interest for distribution to exhibitors and sponsors

A Green Alternative

App developers such as Eventbuzz, Guidebook, Grupio, and Inspirometer provide solutions for meetings, conferences, and tradeshows. Using event apps can also reduce the paper footprint of your event and dramatically reduce printing expenses which is good for your budget and the planet. Contact elm Planning to provide you with other green alternatives and any meeting planning needs.

Meetings Don’t Have To Be Boring

Fri, 27 Jan 2017 00:00:00 GMT

Meetings are a necessary part of business life, but they don’t have to fit the boring, let’s-get-this-over-with stereotype that we all know too well. If you want your meeting attendees to get the most from their time together, the key is creativity. If you incorporate the following principles into your meeting planning process, you are sure to get positive feedback.

Sweat the small stuff.

Before getting creative, make sure the basics are covered. You want your meeting attendees free to focus on their work, not on the meeting details. Make sure there are enough drinks, pens, notepads and tissues. Are all the technical aspects covered? Is there a backup bulb for the projector? Hard candy for the restless? Ice? Whether in your in-house conference room or a downtown hotel, have you checked to make sure none of the chairs are broken? The blinds are adjustable? By making sure your meeting isn’t memorable for the wrong reasons, you are improving your team’s performance and your organization’s bottom line.

Take it Easy

It doesn’t take a Golden Globes budget to impress your attendees. It takes creativity and attention. Humor is a great way to connect people, and it can be as simple as selecting a cartoon (run it by your host to validate its appropriateness) and printing it off to have at each seat. Use cybertools like SurveyMonkey to intersperse brief teambuilding exercises between agenda items, or use text-based voting to determine which changes to make to a report. Add 5 minutes of stretching every hour, or have fresh fruit salad delivered to each seat during a break.

Tap the Talent.

One key to a memorable meeting is breaking down the barriers that typically keep people from feeling comfortable and relaxed enough to work intensively together. Don’t bore your hard-working attendees with the same tired, artificial-feeling games. Work behind the scenes to get your host and other key participants to think outside the box when it comes to icebreaking…a silly skit or a song

When you try out these ideas, your meetings will start to pop. Effective meeting planning requires a willingness to explore new alternatives, to connect people across teams, departments and organizations. Good meetings mean great productivity; it’s time to make yours shine. Contact elm Planning today to help facilitate all your meeting planning needs.

by the leaders of a group can break the ice immediately and draw others in the group to feel more engaged.

When you try out these ideas, your meetings will start to pop. Effective meeting planning requires a willingness to explore new alternatives, to connect people across teams, departments and organizations. Good meetings mean great productivity; it’s time to make yours shine. Contact elm Planning today to help facilitate all your meeting planning needs.

Essential Fitness Apps for Business Travelers

Thu, 19 Jan 2017 00:00:00 GMT

One of the biggest challenges frequent business travelers face is staying in shape. Between spotty gym access and meals that are based more on convenience than nutrition, it’s tough to maintain a healthy weight, muscle tone and cardiovascular fitness when work takes you away from home for extended periods.

Fitness apps can help tilt the tables back in your favor, however. In today’s post we’ll be looking at some of the most useful of the bunch.

Nike+ Training Club

This free app provides you with workouts designed by both professional athletes and Nike’s small army of personal trainers. Many of them require no equipment whatsoever, and there are also some tailored specifically to the limited equipment you’ll find in those small hotel gyms. The basic library of over 100 workouts (with new ones added periodically) is free, and you can upgrade to the paid version to get even more.

Fitocracy

Fitocracy brings the concept of gamification to your workout. Ongoing goals like “experience points” and “achievements” help to keep your fitness program motivated and on course no matter where you are. You can also join Facebook-like communities that have developed their own programs. The basic app is free, with micropayments for various upgrades.

Classpass

This app acts as an automatic day pass to get into thousands of gyms nationwide, as well as giving you access to some of their premium classes. Subscriptions start at about $40 per month, and you can freeze the account in months that you aren’t on the road. They often run specials at discounted rates for new members.

Maintaining fitness while being on the road is a constant struggle for most business travelers. With the help of these apps, staying committed to your workout regimen is becoming easier and easier.

Food Trucks and Other Fun Ideas for Your Event

Fri, 06 Jan 2017 00:00:00 GMT

The right food and beverages will set the tone for a more enjoyable and productive event. Whether it’s a corporate meeting, trade show, company party or any other gathering, you should provide guests with delicious food and beverages. Doing so will boost attendee satisfaction while improving productivity in the process.

Food Trucks

One inexpensive catering solution that’s perfect for nearly all events and parties is a food truck. This meal-on-wheels operation will travel to your event, serving made-to-order dishes to guests. And with roughly 3 million food trucks operating in the United States, you shouldn’t have a problem finding one for your event. Just remember to contact your preferred food truck vendor in advance to ensure they are available. The great thing about food trucks is that they serve made-to-order, so there’s not a table full of leftover food.

Build-Your-Own Burrito

For a south-of-the-border dish that most guests love, set up a build-your-own burrito station, complete with flour tortillas, refried beans, ground beef, chicken, cheese, salsa and corn chips.

Bento Box

If you really want to take a step away from the norm, try serving bento boxes at your next event. This traditional Japanese meal consists of individual, compartmentalized boxes with foods like rice, teriyaki chicken, vegetables and sushi. Just remember to bring the chopsticks, because no sushi experience is complete without them.

Mini Burgers

Of course, you can always choose mini burgers (sliders) for a delicious and inexpensive dish at your next event. Create a station with mini burger patties, buns, lettuce, tomatoes, onions, cheese and condiments. Add some potato chips and you are good to go!

Drink Ideas

Now that you have some food ideas, you might be wondering what beverages to serve at your event. Here’s a short list of some budget-friendly beverages that work well for all types of events:

Create-your-own soda fountain
Flavored teas
Coffee bistro
Freshly squeezed fruit juice
Sparking water
Craft beer

These are just a few fun, budget-friendly food and beverages ideas to consider when planning an event. elm Planning can help make these concepts a reality, contact us today!

Build teamwork through volunteering at your next event

Thu, 22 Dec 2016 00:00:00 GMT

The social impact of volunteering is significant. When many volunteers come together to complete even a small task, such as packing a snack for underserved kids at camp, the compounded end result can be food for hundreds, even thousands of hungry kids. At elm , we know that volunteering also builds teamwork. According to a 2013 study , 64 percent of participants said volunteering with co-workers strengthened work relationships. Moreover, 78 percent attribute reduced stress levels to volunteering.

Add value to your next event by considering these three ways to incorporate volunteerism:

Timed packing event during a break

Raise awareness and increase participation by setting up “packing stations” in the middle of your event action. Set a goal, and communicate to attendees that there will be a timed opportunity during a transition time—perhaps after lunch and before the next session. For example, set a goal to pack 1,000 backpacks with school supplies in 15 minutes. The backpacks will be donated to a reputable local youth-serving organization or homeless shelter. Organization is key with this timed event. Remember to take photos and incorporate them into a plenary session later that day or the next day. Position the volunteer stations near exhibitors and sponsor tables to increase engagement.

Off-site volunteer activity at a local nonprofit agency

Many one-time group volunteer activities are available at local nonprofit organizations where your meeting will be held. Contact the volunteer coordinator at a local food bank, United Way or community foundation to discuss potential group volunteer projects. Contact the nonprofit as soon as possible to determine activity options, number of available volunteer roles and associated costs. Organizing volunteers is not free, but the benefits far exceed the cost.

Collect needed items or funds

If your agenda is too packed to include a physical volunteer opportunity, consider organizing a drive. While collecting canned goods and clothing items is nice, it’s not the easiest for people who have traveled to the meeting. Consider organizing a fund drive—communicate the item equivalent with attendees, for example a $10 donation equals 10 cans of food or two winter hats—and give regular updates during plenary sessions. This strategy works best if there is a clear and compelling beneficiary and an added incentive, such as a matching gift from the company.

Bring new meaning to teambuilding by incorporating volunteer events into your meetings and events. We’re here to help. Contact us for all of your planning needs.

Current Restrictions Pharmaceutical Meetings Must Comply With

Fri, 09 Dec 2016 00:00:00 GMT

Since 2010 and the passage of the Affordable Care Act or “Obama Care,” pharma meeting planners have had a lot more information to account for and report. Failure to comply with the new legislation or report all of the required information on the interactions between pharmaceutical companies and healthcare providers results in major penalties.

For instance, it is mandatory that meeting planners report any spending over 10 dollars if it is provided to a physician. This includes, meals, coffees, hotel rooms, flights, everything and anything provided to a physician. If the details aren’t correct or intentionally changed the perpetrator could face large fines or even jail time.

The ACA brought about massive new rules and regulations. There is an increased regulatory air when it comes to corporate spending so the pressure is high for any pharma or life sciences meeting planner to budget their meetings accurately down to the dime.

There are four main regulatory sections.

PhRMA Codes

These regulations focus on research-based pharma and biotech companies and the way that they interact with health care professionals. Obviously, it is extremely important that companies are not swaying a health care professionals opinion with gifts etc.

AdvaMed Codes

This set of codes focuses on what type of interaction and activity is inappropriate and appropriate between health care professionals and AdvaMed member companies.

The Sunshine Act

Requires that gifts, payments, and transfers of certain value are all publicly disclosed.

State Laws

Obviously, these vary. Some states require full disclosure of all spending on physicians and others put a cap on the amount of money that can be spent in total.

The task of planning pharmaceutical and life sciences meetings has become a lot more complicated due to a number of different codes and regulations that need to be complied with, therefore it is not at all surprising that the position that used to be called meeting planner is now referred to as project manager. Contact elm Planning for all your pharmaceutical meeting planning needs!

5 Tips for Minimizing Work Travel Stress

Fri, 25 Nov 2016 00:00:00 GMT

Traveling for work is often filled with anxiety and stress. For starters, there is the total disruption to your normal life. Traveling for work often means you are leaving family and obligations behind. Then, you have to deal with the toll traveling has on your body. All of these items can be extremely stressful, but there are some simple things you can do to minimize that stress. Here are 5 tips for you to consider.

Tip 1: Plan Ahead

Start by planning everything you possibly can in advance. This could mean checking the airline website before you leave or setting up a timetable for your trip. In addition to this, take time to pack wisely. Make a list of the things you will need on your trip so you can make sure you don’t forget anything.

Tip 2: Consider Pre-Check Security

If you travel regularly, one of the best ways to save time is to take advantage of the pre-check security measures that are available at the airport. This is a handy feature that can save you time each time you travel.

Tip 3: Dress Appropriately

When you are traveling, make sure you wear something comfortable. This could include comfortable walking shoes as well as comfortable clothing. You may also want to bring a few amenity items, like headphones or a sleeping mask to help you relax more.

Tip 4: Make time for Fun

Even on a business trip, you should take some time out for a little fun. Even if this means just going out to a fun restaurant for dinner, you should always take advantage of squeezing a little fun into your day.

Tip 5: Practice Stress Relief Exercises

Finally, having a few exercises to help reduce stress is another great way to get rid of travel stress. Some of the easiest are breathing exercises, but some people enjoy yoga or other activities to help reduce stress as well.

These are some things you can do to reduce the amount of stress you experience when you travel for work. Utilizing them can help keep you stress free and more productive on your trip. Not only can this help you have a better trip, but it can improve your mood and make you feel better at the same time.

4 Frustrating Situations You Can Encounter with International Travel and How to Deal with it

Thu, 10 Nov 2016 00:00:00 GMT

We have all heard stories from someone we know about awful situations one can run into while traveling internationally, or maybe we have experienced them ourselves. Losing one’s passport, long layovers, and misunderstandings due to a language barrier can all make our experiences abroad more difficult and much less fun. If you are planning to host or attend a business event or meeting out of the country you may want to enlist professional help . Here are four frustrating aspects of international travel and how to deal with it:

Long and/or unexpected layovers

At times there may be long or unexpected layovers, especially when we are traveling to a different country and there are multiple stops. Rather than spending time stressing out or being bored at the airport after a delayed flight, if you have a few hours on your hands, take a taxi to do some window shopping or grab a bite to eat. This will allow you to check out the local culture. You will be glad you did when you return in time for your flight relaxed and ready to go while everyone else is desperately rushing to the gate. Make use of your down time.

Losing your passport

Generally it is a good idea to leave your actual passport locked up in your hotel room after arrival and carry a color copy of it in your purse or wallet instead of the real thing. This makes losing your passport much less likely. In the event that it does get lost or stolen, go to the U.S. Embassy as soon as possible. They will then help you get a replacement so you can be on your merry way, after a few days wait.

The language barrier

If you no longer remember any of that high school French or Spanish, not to worry. Using a professional event planning company, such as elm Planning, that has international experience, is hands down your best option. In addition however, there are high-tech devices that can translate on the spot, and will help avoid unnecessary stress like stating that you’re pregnant when you wanted to say that you are embarrassed.

The little things that can actually be a big deal

When traveling internationally we are ever-aware that our environment is different, in little ways and in some pretty big ways. Although most people have been warned about some of the local laws they will encounter before departure, be prepared to do a bit more research on your own. For example, in Singapore it is illegal to litter (as like many countries), but did you know that a littering sentence there can include jail time? Singapore has a reputation for being one of the cleanest cities in the world, and chewing gum in public is actually against the law too.

In her book Living with No Balance…And Loving It! A Simple Guide to Thriving in a Real World of Life and Work Even as a “Road Warrior,” author and CEO of an international consulting and training company, Cindy Novotny, urges readers to throw out traditional ideas about living life with “balance” and incorporate enjoyment into a hectic business schedule. Having been on countless international trips, Novotny has great advice on how to ‘just deal with it’ and make life work for you instead. Many travel-related issues can be avoided just by hiring a professional. These elm Planning team are experts and can make sure your international travel goes without a hitch.

11 questions you need to answer before creating an event design

Sun, 30 Oct 2016 00:00:00 GMT

Have you ever attended an event and been struck by what you could have experienced, but didn’t? Have you ever had a sudden inspiration but were unable to apply the inspiration to your event’s design? When it comes to the creative process, it is easy for us to get ahead of ourselves. That’s why it’s important to answer some basic questions before letting our creative juices flow! Here are 11 questions you need to answer before creating an event design:

The Four Basics: What Who Where & How

What is the event?
Who is it for?
Where will it be?
How many will attend?

These four basic questions set up your initial planning parameters. They let you know what direction to head in when creating your overall theme or message, what audience you are catering for, the size of the event, and what sort of space you will need to put to use.

Budget, Resources, Deadlines & Needs:

What’s your budget?
What resources do you have?
What are your deadlines?
What do you still need?

The answers to these questions resolve any logistical restraints. Will the event ideas you’re forming work within your budget? What resources, people, or organizations are at your disposal? When do you need to meet certain deadlines and will this curtail how elaborate your ideas will become? What resources, materials, or people do you still need to locate?

The Three Will’s:

Will there be musical entertainment?
Will it work into your concept or theme?
Will this reflect the cohesiveness of the event?

These last three questions help determine the final direction your creativity will take. If there is music, does the style alter or enhance the event? Does it change your initial ideas of concept or theme? Will it add or take away from the overall cohesiveness of the experience? If it does take away, how will you alter the event design to incorporate this new element?

As you’ve probably discovered, by answering these 11 questions you’ve already started creating your new event design. But rather than making your event fit the creation, your creation fits the event! Whether a small soirée in your neighbor’s backyard, or a multi-company gathering at a convention center, these 11 questions and their answers will help stave off any pitfalls when creating an event design! elm Planning would love to help with your next event, contact us today!

10 Budget Friendly Food And Beverage Ideas For Events

Thu, 13 Oct 2016 00:00:00 GMT

Putting on an event can be stressful and expensive so it’s only natural to look for ways to make easier and budget friendly. Here is a list of 10 Budget Friendly Food And Beverage Ideas For Events:

1. Meatball Appetizers

Meatballs are a fun, pop-in-your-mouth, great kind of appetizer. There are a ton of different ways to make meatballs that taste great and you can form them to be tiny or large. Either way, they are a great way to fill people up. You could also make a bunch ahead of time and freeze them until the event.

2. Pasta Dishes

It doesn’t really matter what type of pasta you make, it all tastes good and it’s always filling. Depending on when your event is, you might choose a certain kind of pasta. If you’re having an event in the winter time, you might want to go with a heavier, saucier, pasta that can warm you up. If your event is in the summer, you might opt for a cold pasta salad. It’s inexpensive to make and a little pasta goes a long way. You can also make and freeze most pasta dishes ahead of time.

3. Yummy Sliders

Sliders are a great option for any event and there are many different ways to make them. You could use ground beef to make small patties or use pulled chicken. Slider buns are inexpensive and you can get a few toppings of your choice to add on top like relish, onions, sauces, different cheeses, lettuce, tomatoes, etc.

4. Flat Bread Pizzas

Find some flat bread dough and roll it out nice and long. Put your desired toppings on and bake. When it’s done baking you can cut the flat bread to into nice portions and serve. Bite sized portions are enough to feed guests and it’s also a popular dish for kids. Toppings can include but are not limited to mozzarella cheese, marinara sauce, pineapples, olives, ground beef, peppers, pepperoni, onions, etc.

5. Cookies!

Who doesn’t love cookies? They taste great and are easy to make. If you don’t feel like making them from scratch, you can cheat a little and use the pre-made packets or the cut and cook dough. They are inexpensive to buy and you can make a lot of them at once. You can also elevate the cookies by adding some of your own ingredients like nuts, dried fruits, white chocolate chips, peanut butter chips, etc.

6. Cupcakes!

Cupcakes are the best dessert at an event. They can easily be made and can be regular or mini. If you don’t want to make the cake batter from scratch, use the pre-made mixes found in the baking aisle of any grocery store. There are a lot of delicious flavor options and icing combinations you can choose from. To make the icing look professional, get a sealable baggy and an icing tip and pipe on the icing. It may seem scary at first but even the worst bakers can do it and it will be a time saver once you get the hang of it.

7. Brownies Bites

Brownies are another easy to make baked good. You can make from scratch or buy the boxed mix. Make a few pans of them and put some glaze on top to make them extra delicious. You can even add chocolate chips, peanut butter cups, sprinkles, nuts, raspberry sauce, etc. Cut them into nice little squares that are easy to pick up and eat.

8. Lemonade

Lemonade is one of those beverages that no one really remembers about but is relieved when it’s available. Especially for summer months, a cold glass of lemonade would be refreshing for guests. The best part about this beverage is that it’s easy to make and you can make a lot of it. Cut some corners and go for the lemonade powder. You can make gallons of this stuff all at once and store to have on hand.

9. Water, No, Really

It may seem like an obvious beverage to have at an event but it’s inexpensive and well liked. To make it more interesting, you can add berries, mint leaves, lemons, and other foods. By adding flavors to the water you are making it more desirable but still keeping it budget friendly because it won’t take much to flavor water.

10. Sangria

For an alcoholic beverage that is inexpensive, make sangria. Either white or red or make both to have on hand. To keep the cost down, buy fruits that are inexpensive and large like oranges, apples and pineapples. Berries can get costly and are small. Choose a less expensive wine or sangria mix. By the time you mix it with other fruit juices and fruit, no one will be able to tell it’s cheap wine. You can make a lot of this and when you’re done you can take out the fruit and make a boozy fruit salad out of it. A two for one deal.

Often times the most inexpensive way to make food and beverages for an event is to do it yourself, however these items can both be made at home or be bought or catered. As always, contact elm planning to make the most of your upcoming meeting!

Five Apps To Keep Your Data Secure When Traveling For Work

Fri, 30 Sep 2016 00:00:00 GMT

A reality of traveling for work is that you’re going to have to rely on public internet connections at some point to get something done under a deadline, anything from a network at a convention center to hotel or Starbucks WiFi. If you’re feeling a little concerned about the security of your personal and business data, give these apps a look before your next trip.

Ghostery

Ghostery makes it much easier to see what sort of tracking cookies and other potential spyware are attempting to run in the background at each site you visit (such as the login portal for a public WiFi connection). The app can be run in conjunction with any browser, but Firefox users have the option of installing it as a browser extension instead.

LastPass

If you have lots of different accounts, smart security protocol dictates that you have different passwords for each. With that many passwords, of course, there’s a temptation to start writing them down somewhere or doing something equally risky with them. LastPass stores login credentials in encrypted form, so you just have to remember one password to access everything. It can also be set to automatically generate new and strong passwords on a schedule.

SpiderOak

SpiderOak is a cloud storage solution that not only stores data in encrypted form, but passes it to and from the server with encryption as well. You can store up to 2 GB of data for free, with various tiers of paid plans allowing you to store up to five TB as well as add unlimited collaborators to the account.

Avira Phantom VPN

Avira Phantom is a great VPN solution for users who aren’t really familiar with VPN setup and don’t want to have to root their devices. In addition to making the process extremely simple, the basic (free) version provides 500 MB of data transfer per month. There’s also the option of an annual paid subscription that removes the data cap entirely.

There are numerous “encrypted chat” apps out there, but Telegram is the one you’ll likely be able to talk your less tech-savvy personal and business contacts into using. It runs like a standard chat app and makes everything as simple as possible with a great interface, it allows up to 200 users to participate in chats, it supports self-destructing messages and most importantly, it’s free!

A good VPN provides a solid base to secure any WiFi connection, and adding an extra layer of encryption to individual activities (like Telegram for chat and SpiderOak for cloud storage) seals up any possible remaining cracks to keep out even the most determined hacker. Now you can work without worry! Contact elm Planning for other tips and tricks and your meeting planning needs.

Reasons You Should Hire a Meeting Planner

Wed, 14 Sep 2016 00:00:00 GMT

Meetings are a way of life, especially for those in the business world. But, meetings are sometimes difficult to plan and extremely time-consuming. Instead of going through this process yourself, consider hiring a meeting planner . If this is something you are interested in, here are a few ways a meeting planner can help improve your business.

Saves Time

The most important reason you should hire a meeting planner is because they can help save you time. Instead of being forced to focus on planning your own meetings, you can spend time on other areas of the business. In the end, this could mean that you are able to better drive the company in the direction you wish it to go instead of spending your time planning meetings.

Make Meetings More Efficient

Since the sole focus of the meeting planner will be on planning the meeting, they will also be able to develop a meeting that is more efficient. With their expertise, they will be able to arrange the agenda, presentations and documentation in such a way that your employees receive and apply the information better.

Happier Employees

Finally, you will likely find that even your employees are happier when you hire a meeting planner. Because they have extensive experience in the meeting planning industry, a planner will be able to develop a meeting that employees actually enjoy going to because it is valuable and meaningful.

These are a few of the reasons you may want to consider hiring a meeting planner for your business. With the help of a meeting planner, you will know that your meetings are effective and valuable, which is one of the most important aspects of any business.

Drink Affordably by Substituting These 6 Spirits

Thu, 01 Sep 2016 00:00:00 GMT

Fun food and beverage ideas for clients with small budgets require creativity. In this blog, creativity lies within substitutions. You can replace some of your favorite liquor choices with less expensive alternatives. Below are six liquors you can provide to save money for your event. Your wallets and purses will thank you for these more cost-effective choices.

Substitute Jack Daniels with Evan Williams . This bourbon named after the man who started the first commercial bourbon distillery in Louisville, KY is delicious straight, on the rocks, or mixed.
Substitute Grey Goose with Tito’s Handmade Vodka . This cost-effective vodka contains fermented yellow corn and distilled in San Antonio, TX.
Substitute Patron with Cazadores Tequila Reposado . This inexpensive tequila owned by Bacardi proves a great alternative when you want a beverage that mixes well with orange juice and grenadine.
Substitute Captain Morgan with Sailor Jerry . For a few dollars less, you will enjoy the flavor of spiced rum in all its glory straight, on the rocks, or in your favorite mixer.
Substitute Ketel One with Wodka . For a delicious wheat-based vodka, this is a great alternative.
Substitute Remy Martin with Courvoisier . This cognac from the suburbs of Paris will definitely help lighten your liquor allowance significantly.

In order to drink with style, you do not need to go over your budget. These are corners which are well worth cutting to ensure you make your next work vacation a frugal one. Explore your options and remember these helpful hints, whether you go away for business, pleasure, or anything in between. Contact elm Planning today to help you with creative food and beverage ideas on a budget.

Potato and Salad Bars: Budget Friendly Meeting Menus

Thu, 18 Aug 2016 00:00:00 GMT

Sometimes, the hardest part of planning meetings and events is deciding on the food. Catering can bust the budget and cost must be considered. This is true whether planning a small luncheon meeting between colleagues and team members or when planning a large event to recognize outstanding employees.

Today, food planning for meetings is even more complicated as people make known their food preferences and medical issues related to foods. Easily accommodate people with specific dietary needs, and food sensitivities, with this menu.

With a potato and salad bar, diabetics choose the foods within their meal plans, in the amounts that are right for them. Gluten free individuals have lots of choices and need only to avoid the rolls and croutons if words or the symbol for ‘gluten free’ are on the packaging labels of the toppings you serve. Thrill vegetarian guests with your great selection of animal-friendly foods. And, vegans can easily enjoy the meal by including cheeses and butter-type spreads made from non-animal sources.

Some caterers already offer a lower cost, salad and potato bar option. Others may work with you to create this option when requested. A third choice is to handle the menu yourself. This menu requires little preparation, other than baking the potatoes, shopping, and opening bags to place items in serving bowls. The potato toppings and salad items are interchangeable.

Menu Items:

One baked potato per person attending: add in a couple of extras in case some people take two
As many bags of lettuce or mixed greens as needed: estimate one six-ounce bag of mixed greens for every four guests
One dinner roll per guest: check the ingredients to see that they contain no egg or butter if you have vegan guests
For toppings, one bag of each, for up to ten guests should do nicely:
- Shredded carrots
- Chopped green peppers
- Grape tomatoes
- Shredded cheddar cheese (regular)
- Shredded cheese (vegan)
- Sour cream
- Butter
- Vegan butter substitute
- Ranch dressing
- Italian dressing
- Bacon bits
- Sunflower seeds
- Garbanzo beans
- Chili, without beans, is a good choice. It tastes great over potatoes and is an excellent alternative for people avoiding carbohydrates

Add paper bowls, plastic forks, spoons, knives, and napkins for serving. Iced tea, coffee, and water, already on hand in office settings, work well as the beverages for your luncheon.

Employees and guests serve themselves from a side table laden with food choices. A few nice touches, such as a vase of flowers, and a lovely tablecloth, will add an elegant touch.

Your meeting can begin as soon as each one fills her plate and returns to the conference table. Time is respected, as people eat while they listen to your presentation. Afterward, with satisfied appetites, discussions can begin.

A little invested time can save you money on food costs and present a delicious and filling lunch menu for your business guests. Contact elm Planning today to create your budget-friendly menu.

4 Ways to Improve your Event Design

Sat, 06 Aug 2016 00:00:00 GMT

Your event design is one of the most important portions of the planning process. Creating the best event design will revolve around your attendees’ tastes and interests as well as your industry. Naturally, there are many ways to accomplish this. However, some designs are more effective than others. If you are designing an event, make sure you keep the following things in mind. They will help you improve your event design and allow you to have a more successful event altogether.

Improve Organization

Start by making things as organized as possible. For example, choosing tree stanchions for displaying lanyard badges can help prevent tangles. Also, using things like a tackle box for storing items can be extremely helpful. This helps registration run smoothly, which can greatly benefit your overall event design.

Focus on Layout

When you are designing the layout of your event, make sure you focus on a creative one. Consider adding a few different options, like casual seating, formal seating, couches and high tops, to keep the design interesting and to give your attendees more options.

Add Some Color

Color is a great way to add a little something different to your event design. This is also something that is extremely easy to accomplish. For example, some events use lights to add color to the area and others use fabrics or paper. You should also consider adding some local artwork to the design for something even more unique and relevant.

After the Event

After the event has ended, take some time to ask your attendees and vendors what they loved about your event and what could have been better. This will help you design your next event better, which will improve attendance and enjoyment.

These are just some of the things you can do to improve your event design. When you are planning an event, you should keep them in mind. Not only will they make your event more attractive, but they will keep your attendees discussing it for several months to come. Contact elm Planning today to create an unforgettable event.

The Hotel Star System: How Does It Work?

Sat, 16 Jul 2016 00:00:00 GMT

You’ll commonly hear a star ranking attached to a hotel, such as “three stars” or “four stars.” Higher is better, of course, but what exactly is the criteria to earn each star?

Unlike the restaurant world, which has strong independent rating systems like Michelin and Zagat, there is no real unified standard that backs the star ratings of any given hotel. This is illustrated by browsing some of the third-party booking sites, like Expedia or Travelocity. They’ll often have completely different star ratings for the same property! That’s because they’re either applying their own internal system, or they’re relying on the hotels to self-report their own star level.

In the United States, the concept of hotels being rated with stars started with the Mobil Travel Guide. This still exists as the Forbes Travel Guide, but it is not a universal standard for hotel star ratings. Other countries have stronger independent star standards, such as the European Hotelstars Union and Star Ratings Australia, but their classification systems don’t necessarily line up with those of any other entity.

In the end, a hotel’s star rating should be taken more as a rough guideline of the general category it is in rather than an exact expression of what to expect when you get there. For example, a hotel with only one star is likely to be an older roadside mom n’ pop motel or a Motel 6, something that basically offers little more than four walls, a roof and maybe a small styrofoam cup of coffee in the morning. Two stars roughly equates to the budget chains that are slightly nicer and offer a bit more for amenities, such as a very basic continental breakfast — chains like a Quality Inn or Days Inn. Three stars would be a slightly more upscale and plush hotel that still generally stays under $100 a night in all but the most expensive areas, for example a Comfort Inn or a Best Western. Four and five stars are in the serious luxury hotel territory, but also where you can expect a minimum of three digits in cost per night. Contact elm Planning today to help you find the ideal hotel for your next event.

Traveling For Work — Perk or Pain?

Sun, 03 Jul 2016 00:00:00 GMT

A lot of people love traveling for work while others loathe it. The destination can make a huge difference. Traveling to Shanghai is way more exciting than traveling to Cleveland. Making sure it stays a perk comes largely with your attitude and preparation no matter the destination.

Let’s face it, sometimes leaving your daily routine and family behind can be a huge pain and can disrupt both. If you plan ahead you can minimize the effects and make sure that traveling is more of a perk than pain.

“Know before you go” is a time-honored and tested adage. Once it’s on your calendar, take time to look through various travel sites for reviews about attractions and restaurants at your destination. If you’re in charge of meals with clients, book reservations at several restaurants that receive excellent reviews ahead of time. Choose restaurants that not only impress them, but ones you will enjoy as well.

If you’re traveling for a convention, pour through the schedule as soon as you have it. Figure out your free time and fill it in with the local sites and restaurants you want to visit while you’re there. Make ‘con-buddies’ with people attending the same sessions and invite them to join you at the restaurant you’ve already chosen for dinner. Not only will you already have something to talk about, you can avoid the loneliness that comes with work travel.

Sometimes, companies are willing to help you extend your stay for a day or two. They might not pay for the extra nights in a hotel room, but the flight out might actually be cheaper if you extend your visit. It doesn’t hurt to ask. Sometimes you can work it into an extended vacation at the end of a larger trip. If your family can join you, that adds to the fun. If you’re traveling alone, consider picking up a little something for loved ones you left at home. That will let them know you were thinking about them while you were gone.

Traveling for work should be enjoyable and elm Planning can help provide you with a positive experience. Contact us today to discover the benefits of working away from home.

3 Pieces of Technology for Efficient and Engaging Meetings

Fri, 24 Jun 2016 00:00:00 GMT

Meetings have been around since the beginning of business, and have been disliked for just as long. Historically, these corporate get-togethers have had a stigma of being boring, and a waste of time. Luckily for you and your employees, the landscape of meetings is drastically changing. There are now hundreds of valuable (and often free) technological tools built to increase productivity and efficiency, while also making your meetings more interesting and engaging. After perusing the vast selection, we present to you 3 excellent pieces of technology guaranteed to improve your meetings.

Minute

Do you remember what you did with the last stack of papers you received at a meeting? You know, the printed PowerPoints, PDFs, agenda items, etc? If you are like most American workers, that stack of paper either went straight into a garbage bin, or landed in an even larger heap to await a filing day that will never come. A month from now you will need something from that meeting and will not be able to find it. You will then email your most organized coworker to try to locate a copy. Sound familiar? This is the definition of inefficiency, and surely irritates both the meeting attendee, and the host who spent time and energy creating, copying, and distributing all of those documents. Minute is a meeting planning app that solves all of these irksome issues. Minute can be used before, during, and after your meeting. Before the meeting: Create your agenda items, invite attendees, and import/share documents from Drive, Dropbox, e-mail and more. During the meeting, attendees can view the documents and agenda, collaborate on notes, and directly delegate tasks. After the meeting, updated notes and documents can be shared with attendees, along with a summary of the session. This app relieves the need to print, copy, and sort paper documents, and attendees will have continued access to everything they need in a simplified and organized location.

Wheel Decide

Every meeting has one or two eager beavers that seem to dominate the conversation. This results in one of two reactions from the other attendees: delight that their complacency is permitted; or, annoyance that their thoughts and ideas are not receiving equal attention and consideration. Wheel Decide is a free online spinner tool that allows you to create your own digital wheel for random name selection or decision making. The user can input up to 100 options, which is plenty for the average meeting. Before the meeting, quickly input the names of all the attendees. During the meeting, when you want your employees’ input on an issue, simply click the wheel and the person whose name is selected must offer an idea or opinion. This tool keeps things fresh because attendees will not know who is going to speak next. It also encourages everyone to stay engaged–they will constantly be thinking of a response in case their name is chosen.

Free Countdown Timer

One of the most common complaints about meetings is that they often run late. Free Countdown Timer can be downloaded on both Windows and Mac computers, and allows the user to set a large digital stopwatch. There are several practical uses for this app. The timer can be set as an overall timekeeper to help keep things on pace, or it can be used for individual portions of the meeting. For example, if an employee is scheduled to speak for ten minutes, the timer can be set in clear visibility to prevent rambling. Setting the timer for short periods of time (5-10 minutes at most) is also a unique and productive way to solicit ideas and collaboration. The creative brain loves a deadline, and an ideal application of this would be to give your employees a strict 5 minutes to brainstorm ideas on their own, and then another 5-10 minutes to share and collaborate their ideas in a small group. All of these tricks increase the likelihood that your meeting will be productive and end on time.

Meetings do not have to be tedious. With these tools, and a great staff, your meetings can be a dynamic vehicle for growth, collaboration, and innovation. Contact elm Planning today for your meeting needs

Musings of a Meeting Planner: Shanghai, One Of My Top Destinations

Fri, 17 Jun 2016 00:00:00 GMT

She was a sleeping giant….China. With traditions and a way of doing things that spans millennia. Today, no doubt remains that she has awakened. At the vanguard of her triumphal advance: the Pearl of the Orient, Paris of the East.

Shanghai.

As the Huangpu River cuts across Shanghai, cleanly marking the old half from the new, I walk along the Bund and find myself counting the skyscrapers that dot Pudong on the far bank. Surely I’ve heard somewhere that Shanghai’s towers number in the thousands.

Stopping to take one more snapshot of that unmistakable skyline, I realize another dozen people are doing the exact same thing. Not one of us immune to a view that is testament to the city’s willingness to push ever onward and upward. As if the city’s spirit is daring the heavens to contain it.

But enough of my minnow musings. It’s time for me to put on my meeting planner ’s cap.

You see, I’ve made it my mission in life to find and set up choice locations for our clients’ meeting and event needs. Professionally, it’s what I live for.

Food within the city is an unmatched range of regional Chinese fare to the best the planet has to offer. Thinking of offsite dining functions? Your choices are endless. Adventurous street cuisine to Michelin-star gastronomy – it’s all here depending on your mood.

As far as destinations for productive and creative meetings go, Shanghai is very definitely on my short-list. Squaring that away, allow me to share with you a little slice of the city that is the face of the twenty first century.

Goodness, where to begin? Jumping off from Pudong International Airport and driving through the busy financial district, I can see that Shanghai has a multitude of luxury and business hotels that provide ample meeting space. Take your pick. If that’s not enough, the Shanghai New International Expo Center boasts of more than 2.1 million square foot of meeting space, and that’s just one of the city’s seven convention centers. The theme is undeniable;

Shanghai tries to do it bigger and better than the rest of the world.

How to end? From the shopping in Nanjing for starters, to the evening cruises up and down the Huangpu as Shanghai’s billion-bulb brilliance bathes you in its dazzling glow. Over the hundreds of choices for nightspots that bloom every moonrise. Then you have the countryside tours and mighty Yangtze River treks.

Two words come to mind thinking of the experiences Shanghai affords: explosively rich.

Dusk has fallen and I find myself in front of the structurally impressive Grand Hyatt Shanghai. The hotel starts at the 53 rd floor of the 88 story Jin Mao Tower. Bending back as I trace my hotel piercing skyward, trying to rub the goose-bumps on my arms away.

What terrific confidence to build such things! What a time to share with the city that refuses to be 2 nd place. Then it hits me. I may have found the secret behind all the wild success. It isn’t just a city.

It’s a Far Eastern state of mind.

Tips to Upgrade Your Presentation or Speaker Skills

Sat, 11 Jun 2016 00:00:00 GMT

Being able to give effective presentations or talks is a valuable skill. Whether you need to pitch potential investors about a startup or train a group of people how to use software, there are certain techniques that make you more effective. Here are some guidelines to help you improve your presentation or speaker skills.

Have a clear objective. Is your main purpose to educate or to persuade? Make sure that most of your presentation helps you achieve your main goal. You have limited time, so it’s vital to make the most out of every minute.
Create a smooth flow. You warm people up with an introduction, which should transition smoothly into the body of your presentation. Make sure you give the proper amount of time to each point. For example, if you’re making five main points, don’t spend so much time on the first or second one that you don’t have time for the remaining points. Wrap everything up in a conclusion that summarizes the main theme.
Connect with your audience. The best speakers don’t just convey information, they communicate with the audience. If you don’t do this, the presentation will be dry and dull. Take brief pauses where you look around the room. Make eye contact with people. If there’s time, invite people to ask questions or make comments.
Tell stories. Storytelling makes any topic more interesting. You can do this with even the most technical topics. For example, if you’re describing how a piece of software works, relate a specific instance when someone used it to solve a problem. This is more interesting than simply listing the software’s features. Introducing actual characters into a narrative brings your subject to life.
Practice your delivery. Like anything else, speaking and giving presentations are skills you hone over time. If you’re not comfortable with public speaking, practice in front of people you know or even a mirror. It’s helpful to video all of your presentations so you can look back and see what you did well and where you could make improvements in the future.

The ability to give effective presentations is an extremely valuable skill. The way you communicate is often more important than the words, props or technology you use. By practicing and honing your presentation skills, you can become more persuasive no matter what message you want to get across. Contact us today to find out how we can help make your meeting, event or presentation a success.

Donating food after an event–It’s easy and great for your business

Thu, 02 Jun 2016 00:00:00 GMT

When you’re planning an event, one of the trickiest things to plan is the quantity of food to order. You can’t run out in the middle of an event and leave your guests hungry, but you also don’t want to go over budget and have too many leftovers. The good news is you can, with a little planning head, make sure any leftover food goes to good use instead of a landfill.

Of course, your food servers will ensure that the food is kept at the proper serving temperatures throughout the event. By telling your caterer ahead of time that you’d like all uneaten food donated to a non-profit organization that can use the food, they can make sure the food is appropriately repackaged or stored for transportation to a non-profit.

Donating food after an event is a win-win activity for your organization and the non-profit you partner with for the donation. Homeless shelters, tent cities, or food banks–whichever you pick–will appreciate your company’s contribution. The Bill Emerson Good Samaritan Food Donation Act protects your business from possible lawsuits from any food-born-illness resulting from the donation. So long as the food you are donating is made in good faith, your company can donate leftovers to nonprofits who will pass the food on to those in need.

As the organizer of the event, simply express your intentions to donate the left over food to a non-profit as part of your early negotiations with your caterer. Contact the non-profit ahead of time so they can arrange delivery and proper storage after the event. The non-profit should provide you with a receipt you can include in your final budget accounting.

Ensuring food doesn’t go to waste is good business. Make sure your next event is a success before and after the fact by donating the leftovers to those in need. Contact elm Planning to find out how we can help you plan your next event.

9 Ways for a More Effective Meeting

Sat, 28 May 2016 00:00:00 GMT

Meetings are very important. It’s a safe place to collaborate on ideas and strategies. But we’ve all experienced meetings that are too long because of unnecessary chitchat.

CT Business Travel teamed up with Neomam studios to come up with an infographic that suggests ways to make your meetings achieve maximum effectiveness.

The number one tip for an effective meeting is to prepare an agenda ahead of time.

Scroll down to view the infographic.

[via CT Business Travel ]

A Guide to Creating Incentive Trips

Thu, 26 May 2016 00:00:00 GMT

Have you considered developing an incentive travel program for your employees? Travel incentives have been proven to appeal to staffs at all levels of an organization. Travel incentives can even make up for lower pay, and can improve job satisfaction. Several studies indicate that tangible rewards such as travel are more successful at producing desired results than are cash rewards such as bonuses. Following are some suggestions for developing an incentive travel program for your workforce:

Define the objectives of your incentive program. Do you want to create new behaviors among your employees? Are you trying to increase production of products or ideas? Are you introducing potentially unpopular policies that need quick acceptance? Defining the objectives is the first step.
Determine how you will know which employees attain the reward status. One way to do this is to develop a point system attached to the specific performance objectives. Peer nominations based on the performance goals can also work well in some situations. A committee could then determine a winner or winners based on empirical data.
Maintain accurate records and documentation to avoid disputes over winners.
Display ongoing results to increase enthusiasm. Charts showing individual or group progress can be highlighted in newsletters, websites, office memos, or displays set up in a common area.
Choose a destination that will be enticing to your employees. You can combine the trip with other company objectives such as a corporate conference in a desirable location. Or, give your people a chance to network with the company CEO or celebrities at a fun destination such as a mountain getaway, a casino, or a beach house. It is important to know your group and what will be an incentive for them. If most of your workforce is baby boomers nearing retirement, their tastes in destinations or activities will be vastly different from those of millennial personnel.

Once you have your objectives and processes in place, you will want to consult with professional event planners to make sure that the promised rewards provide employees the exciting trip they worked for so diligently. A disappointing trip can destroy your incentive program.

Contact us for the best in event planning. Your incentives plan will grow even stronger when everyone hears about the exciting time the winners enjoyed.

How to Choose Venues When Planning a Meeting or Event: 5 Mistakes to Avoid

Fri, 20 May 2016 00:00:00 GMT

If you want to plan a successful event , you must carefully consider a number of factors. One of the most crucial of these is the venue. If there’s a problem with the meeting place, this will impact the atmosphere of the entire event. How to choose venues when planning a meeting or event is one of your most important considerations. Make sure you avoid the following five mistakes.

Choosing the wrong location. If your event is only for people in a certain city or region this is not usually an issue. For events where people are coming from a long distance, however, it’s important to choose a location that’s convenient for everyone. You should consider factors such as the weather, proximity to major airports and driving distance. If people are coming from many different directions, you should seek a location that’s as centrally located as possible.
Choosing a venue that’s not large enough. Nothing is worse than finding out that you don’t have enough space to comfortably accommodate everyone who attends your event. It’s always better to have too much space than insufficient space.
Neglecting to get a written estimate. Before booking a venue, make sure you understand what is and isn’t included in the cost. For example, are items such as chairs, audio equipment and catering included?
Booking a venue that you haven’t visited in person. It’s not enough to rely on photographs of the venue published on the company’s website or in a brochure or magazine. If you’re not familiar with the venue, make sure you visit it before making a choice.
Not having quality catering. Some venues supply their own catering. In this case, you should always sample the food before booking. If you’ll be booking a separate caterer, make sure you choose someone who provides quality food and who’s reliable. Good food and drink improves everyone’s mood and creates a better overall impression of the event.

5 Fun Food And Beverage Ideas For Clients With Modest Budgets

Fri, 13 May 2016 00:00:00 GMT

Planning a meeting or event is daunting on a modest budget… especially when it comes to fine tuning the details like food and beverage options. But there are a plethora of fun food and beverage ideas for clients with modest budgets available.

Do not have servers. While the idea of servers waltzing around your event with shining silver trays of hors d’oeuvres probably sounds tempting, your guests aren’t worried so much about how their food’s served, they just care that it’s there! Cut the cost of servers and lay out your food on easily accessible tabletops.
Choose one signature drink. Everyone loves a festive, themed drink that relates to the occasion. Choose an appropriate name and popular ingredients for the mix and you will not only save money by limiting the drink options but delight attendees with your creativeness.
Have a sweets bar. Hiring an exclusive bakery to make a huge cake (or even cupcakes) will cost you much more than heading to your local grocery store and picking up lots of yummy wrapped candies. Place them in pretty, differing size glass jars with labels and let your guests pick what they like. These are also easier to transfer to and from the location.
Do not overdo it on the amount of food. Not only will you save by purchasing less, you will lessen your waste when it’s all over. Meetings and events are notorious for having lots of food and drinks leftover and that’s just money down the drain.
Have at least one vegetarian option available. Whether you are serving a full menu or just small snacks, going the vegetarian route is always more cost-effective than meat…and you’ll gain lots of bonus points from the vegetarian crowd who are typically limited in their options.

Key Factors to Consider with International Travel

Sat, 07 May 2016 00:00:00 GMT

International travel is often required for business professionals who work with vendors and customers overseas. Common reasons for overseas travel include participation in international trade shows, a desire to tap into emerging markets, and product evaluation. Failure to properly coordinate and plan international travel can result in missed meetings, confiscated products, safety concerns and even illness. By enlisting the expertise of experienced professionals, you can maximize your time and productivity while protecting your health overseas.

The Importance of Travel Documentation and Immunizations

Many inexperienced travelers are unaware of the special paperwork or health precautions that are required to enter certain countries. For instance, some countries require a visa for entry in addition to a passport. Other countries, including many in Africa, require the presentation of a Yellow Fever card or evidence that a traveler possesses the required shots or other forms of immunization required for entry. Failure to arrive prepared with the required documentation can result in denial of entry into a country.

The Role of Familiarity with Customs and Importation Guidelines

When traveling to another country for the purpose of exhibiting a product, it is crucial that the traveler carefully review that country’s importation requirements in advance. For instance, it is nearly impossible to import American medical equipment into China and Brazil. Other countries have strict regulations barring the importation of weapons. Failure to familiarize become familiar with these regulations can result in confiscation of products and potentially serious repercussions.

How a Simple Mistake Can Result in a Massive Waste of Money

Failure to devote sufficient focus to seemingly minor details can result in missed flights, missed meetings and wasted time and money. For instance, even seasoned international travelers sometimes forget that there is a major time difference between two countries. Other people neglect to ensure that they have sufficient time to change planes during a layover. Just one such mistake can wreak havoc on a person’s international travel plans.

How to Maximize International Travel Success

The best way to avoid disaster and ensure that your international trip proceeds as planned is to enlist the help of a team of professionals with expertise in international travel planning. A seasoned professional can provide guidance with everything from booking flights to importation guidelines to scheduling immunizations. Contact us today to find out how we can help you plan your next international trip!

Alternatives for Powerpoint

Wed, 13 Apr 2016 00:00:00 GMT

Presentations are important for meetings and events. Gone are the days when Microsoft PowerPoint is your only option in making one.

The Meeting Pool has compiled this list of tools that you can use for a more creative presentation.

Powtoon
Create explainer videos without the need of a professional animator. Additional features may be purchased at a reasonable price.
Reflector
Mirror, live stream or record your iPhone’s screen to your computer with the Reflector App. No need to bring cables!
Prezi
With its transformation tools and templates, you’ll be able to produce more engaging presentations with Prezi. This app also allows your team to work on the same presentation at the same time.
Keynote
You’ll appreciate the well-designed interactive charts that let you present data to its wide variety of themes that will give your slideshow a professional look.
Haiku Deck
Find the perfect look for your presentation with the wide range of fonts, backgrounds and layouts. Haiku Deck also lets you share your presentation on various platforms like Facebook or email.
SlideDog
Compile your presentation files and media in a playlist with SlideDog. The user-friendly interface of SlideDog makes it easy for anyone to use.
Slides
No need to download anything with Slides. Create everything online, making the presentation accessible wherever you are.

ABCs of Event Marketing

Mon, 28 Mar 2016 00:00:00 GMT

Event marketing is no easy task. Each phase has multiple steps and you’d want to do everything correctly. From setting up an event to post-event surveys, this cheat sheet from HubSpot covers everything that will help you through event marketing.

[via Hubspot ]

Demystifying Wi-Fi at Meetings and Events

Mon, 28 Mar 2016 00:00:00 GMT

If you’re not well-versed or savvy in wireless network technology, ordering the right internet access and connections for your meeting room can be somewhat challenging for a meeting planner.

Fortunately for us planners, Alison Hall breaks this down in a 3-part article, “The Ultimate Guide to Wi-Fi at Events.” Check it out it here.

[Via MeetingsNet , image by Jack Moreh ]

Go Green With Your MeetingsGo Green With Your Meetings

Mon, 28 Mar 2016 00:00:00 GMT

Going green with your meetings not only reduces waste and cost but it also builds a reputation that you are an eco-friendly organization.

Here are some ideas by VM Events :

START WITH A SUSTAINABLE PLAN

Everyone knows that careful planning is the key to a successful meeting. Just the same, hosting a sustainable meeting should be well-planned. Prepare an outline on how you want to achieve your goals. Gather your team and discuss ideas and feedback. A well thought out meeting results in a positive impression on your audience and your client.

GO ELECTRONIC

Lessen the amount of paper for your event by looking alternative solutions. Today’s technology offers other ways to forego paper. A great example is utilizing online registration and digital signage.

REUSE, REUSE, REUSE

Steer clear of using materials that cannot be reused and choose recyclable materials. Look for suppliers that lean towards green practices and hire them instead of traditional sources. Check with your venue if there are any recycling programs that theyparticipate in, find out you can take advantage of it and how they can be incorporated in your meeting.

You can lessen waste by not overdoing the amount of food at meal functions. Source vendors and suppliers who are committed to providing sustainable materials and follow green practices. Their experience and knowledge can help you in your quest for a more sustainable event.

Seeing smiles on your attendees as they leave the event is highly rewarding. Planning and executing a sustainable event is not only a fulfilling experience but also adds value to the local economy, and educates participants about the benefits of eco-friendly practices.

[Via VM events ]

A Look at Some of the Leading Airport Hotels

Thu, 17 Mar 2016 00:00:00 GMT

By staying nearby — at a hotel that’s just steps away from the terminal — the airport can become a refuge, a resource and possibly even a destination.

TPG contributor Jason Steele gathered a list hotels that could save you time and let you enjoy your airport experience.

Preview some of the leading airport hotels below.

Westin Denver International Airport

This airport has an impressive lobby and equally impressive guest rooms with floor-to-ceiling and stunning views. This 519-room hotel allows its guests to be fit with its pool and fitness center. Avoid delays going to the airport as its lobby is nearby the security screening areas in the terminal. The Denver Airport offers meeting rooms, boardrooms and workspace for small groups. Its outdoor Plaza courtyard can host large conferences up to 2,500 guests. Room rates for one night at the Westin Denver International Airport can cost from $200 to $300.

Hyatt Regency Orlando International Airport

Just an elevator ride from security, the hotel is located inside the Orlando International Airport. This 445-room hotel features a heated pool and a track for walking and jogging. Guests may enjoy meals at either the Hemisphere Steak & Seafood Restaurant or McCoy’s Bar & Grill. The hotel has outstanding meeting and event facilities as well that could cater to your needs. You’ll be able to start your meeting as soon as your guest check in. They won’t need to worry about their bags with the hotel’s luggage retrieval service that delivers bags from baggage claim directly to their rooms. Room rates start at $200 a night.

Grand Hyatt DFW

Dallas Fort Worth’s Grand Hyatt boasts 298 rooms and a restaurant, lounge and a sushi bar. To complete the premium experience guests may enjoy its full-service spa, fitness center and a rooftop pool. The hotel offers 34,000 square feet of flexible meeting and function space. For the convenience of your guests, they also have meeting rooms on guest room levels.

Westin Airport Detroit

This property has an exclusive security entrance to the main McNamara terminal (used by Air France, Virgin Atlantic and Delta). You may also take the free shuttle service to the North terminal that is used by all other airlines. With 404 rooms, the hotel features an executive club lounge, an indoor heated pool, a fitness studio and a restaurant and lounge. Hold your Detroit meeting in one of the 34 flexible meeting rooms including their largest space that can accommodate up to 800 guests.

Hilton Boston Logan

Connected to an enclosed walkway to terminals A and E, and by shuttle bus to the rest of the terminals, this 599-room hotel is just 10 minutes away by water taxi from downtown Boston. Guests may enjoy the property’s fitness center, heated indoor pool and an outdoor path for walking/running. With 30,000 square feet of meeting space and multiple dining options that include the Berkshires contemporary restaurant, Connolly’s Publik House gastro-pub and the Café Presto coffee house, the Hilton Boston Logan will be able to host all types of groups and conferences.

London Heathrow (LHR)

Arriving at Heathrow, you have two on-site hotels to choose from, a Sofitel by Terminal 5 (where most flights by British Airways depart) and a Hilton by Terminal 4 (served by Delta and other SkyTeam partners). The Hilton may be accessed by shuttle bus or a long, covered walkway. Room prices begin from $225 a night.

See more here.

[Via TGP , images by Jason Steele for TGP ]