Conference

Recently opened, The Westin Washington Dulles Airport is the crown jewel of Dulles Corner. Just one mile from Dulles International Airport and fewer than 30 minutes from the nation's capital, The Westin is perfectly located for business and leisure travelers alike.

The 314-room DC hotel boasts 14,000 square feet of flexible event space. Host an off-site meeting in its Executive Boardroom or a cocktail reception in the grand 8,000-square-foot ballroom. No matter what DC meeting space you choose, the Westin's facilities are equipped with sophisticated decor and state-of-the-art audio-visual and communications technology.

Just in time for your next event, The Westin Washington Dulles Airport is offering a great DC hotel deal. Meeting planners can enjoy the Add More Value promotion, which includes:

• 4 percent credit to master
• One complimentary room for every 25 booked
• One complimentary ticket for every 25 booked and special group rates with American Airlines
• 2,500 Starpoints signing bonus for every 25 room nights, up to 100,000 Starpoints

Book by December 31, 2009, to enjoy this great DC promotion.

View more information about The Westin Washington Dulles Airport on the Cvent Supplier Network

Thousands of planners have discovered that the Cvent Supplier Network is a fantastic resource to research meeting venues, whether they’re looking for a venue locally, nationwide, or even globally. But what many planners don’t know is that sending a Request for Proposal (RFP) through the network can equate to major savings for their clients or organization. Did I mention that this service is completely free of cost? Listed below are five cost-saving reasons to send an RFP through the Cvent Supplier Network:

1. Save Time

You may be thinking, “I already have a system in place to source venues for my events, and it works just fine for me.  Why should I invest time in learning a brand new process?” The answer to that question is quite simple—because it will save you much more time in the long run! Do you re-write an RFP for every meeting that you plan? Chances are, if you’re holding an event this year that you have held in previous years, your requirements for a venue probably aren’t going to change much. With the Cvent Supplier Network, you can replicate your previous RFPs and quickly update any changes to send it out year after year. Then, you’ll have a record of all the venues you’ve considered over the years and all of their quotes, easily accessible from your Cvent account.

Maybe your current system doesn’t involve writing RFPs at all, but rather, you research venues on the internet and call the properties directly.  But how long does it take you to Google all the potential venues in an area, confirm that they have the meeting space that you need, find their contact information, wait on hold while the front desk transfers you to the Sales office, relay all the information about your meeting, wait to get emailed back pricing…? You get the picture. Multiply that process by 8-10 properties to make sure you’re getting the best deal, and your days are easily consumed just sourcing your event—not to mention all the planning that comes after! Fortunately, Cvent has a team of representatives called the Supplier Response team who are entirely dedicated to getting your bids back from venues quickly when you send out an RFP. They make all the phone calls and explain your meeting details directly to the venues so you don’t have to do all the heavy lifting. The Supplier Response team also ensures that venues respond to your RFP through the Cvent system in a timely manner so that you can compare your bids side-by-side, all in one place.

2. Gain Negotiating Power

Another reason you might be skeptical of sending an RFP is because you already know the venue where you want to hold your event, or you’ve held it at that location before.  But are you sure that you’re getting the best rate at your stand-by property? What if another property could better suit your needs? On Monday, I wrote a post on how to negotiate better deals by sending an RFP on the Supplier Network. Knowing what else is out there is extremely important, even if you’re sourcing an event locally, because if you have bids from competing properties, you can better negotiate down the rates at your preferred venue. In this economy, several venues have had to significantly change their pricing, and sending an RFP is a quick way to check what the going rate is in an area. You might even find that a venue has an enticing promotion that you just can’t turn down!

3. Build on Existing Relationships

Perhaps you’ve already done your time on hold, waiting to be connected to the correct contact at a venue, and since then you have actually built a rapport with that person.  That’s great! In the meetings and events industry, relationships are extremely important (and they can even help you snag better rates).  With Cvent’s functionality, you can send your RFPs directly to your personal contacts at a venue to ensure that your RFP falls in the right hands. You get all the benefits of having your RFP details and meeting history stored in your Cvent account, plus you get the credit for sending business to your go-to supplier!

4. Leverage National or Global Sales Contacts

What if your contacts aren’t at an individual property but you rely on National or Global Sales contacts at major hotel chains? Cvent has you covered! On the Cvent Supplier Network, you can take advantage of our NSO/GSO forwarding functionality, which allows you to send your RFPs to a National or Global Sales rep.  Then, the NSO or GSO can forward your RFP out through Cvent to its properties that fit your needs. Using this feature, you get all the cost-savings of using the NSO or GSO, plus benefits #1-3 above. 

5. Use a CVB’s Expertise

If your job entails planning meetings in destinations that you’re unfamiliar with, a Convention and Visitors Bureau (also known as a Destination Marketing Organization) can help. A CVB is a non-profit organization that represents a specific metropolitan area or city. Since CVBs are the experts on their respective destinations, using a CVB helps you save time and money because they know which venues in their area are best suited to your RFP.  CVBs also know which properties can offer you the best rates and promotions because they’re always looking for ways to make their city more competitive than the next.  On the Cvent Supplier Network, you can send your RFP to a CVB (or a few), and they can forward your RFP to the best properties in their city.  It’s as simple as searching a major metro area on the Supplier Network and filtering the “Venue Type” on the left hand side of the results screen by clicking “CVB.” Add the CVB to your RFP and launch. Voila! Just wait for the bids to start rolling in.

If you’re not even sure yet which cities to consider for your next meeting, check out the Cvent Destination Guide, which has information specifically geared towards meeting planners about destinations around the world. You can also see which destinations are most economical for your meetings by comparing average stats for each city on our Event Planning Comparison Chart.

There are so many things to consider when planning your event and most people forget the details. You will need to decide if you need a dance floor, lighting, red carpet, portable restrooms or pipe and drape, for example. But the things you will definitely need if you are throwing your party in a private residence or other Los Angeles conference center are: trash receptacles, glassware, dinnerware, flatware, tables, chairs, serving trays, and linens.

With that said, Pico Party Rents and Classic Party Rentals are some really great companies that can provide the typical rentals you will need for your LA event.

However, if you would like to create magic in your Los Angeles conference facility or other LA venue, I would consider adding unique rentals including colored acrylic chairs, blown glassware, or lighted acrylic bars and tables. Whether you are creating a white wonderland or a cozy winter cottage, sofas, ottomans and wingback chairs in chocolate suede or white pattern leather can create the comfortably chic setting you are striving for.

Two great companies equipped with the real goods Town & Country Event Rentals and Fete Accompli Event Rentals.

Cvent Planner Insider Tip: Most rental companies will wave the delivery charge with a minimum purchase, so try to get everything you need in one place.

Find more event rental companies in Los Angeles on the Cvent Supplier Network.

According to BizBash New York, the majority of meeting planners are holding some kind of festivities this year. A recent reader poll found that 46 percent of respondents are already working on a holiday party, while 26 percent said they will have a party, but it will be a low-key affair in the office.

Meanwhile, 17 percent said no party decisions have been made yet. Only 11 percent of readers said their companies are not having a holiday event this year.

What's the attitude in your office is regarding holiday parties this year? If you're still on the fence, keep in mind that there are plenty of ways to have a budget-friendly event this year—just check out some of my recent tips:

• 4 Ways to Save on Drink Costs at Your Holiday Party

• Use the Holiday Party as a Chance to Give Back

• How to Plan Holiday Events without Breaking Budget

Tis the season for Chicago corporate photography professionals. Event planners around the city are getting ready to throw lavish parties in preparation for the holiday season. From corporate employee holiday parties at local restaurants to New Year's celebrations at hotel banquet halls, Chicago event photographers will be busy this season!

In order to capture these holiday memories, event planners around the Windy City are in search of the best candid and portrait photographers. With many well-known media companies as well as independent photographers, Chicago has a plethora of options, all guaranteed to capture the best moments of these important evenings.

Check out some of these great event photographers in Chicago:

EventGallery LLC
All Events Photography
Edward Fox Photography
Fred Fox Studios
Megan Szabo Photography Studio
Photogenic, Inc.
Stuart Rodgers Photography

To find more event photographers in Chicago, visit the Cvent Supplier Network.

When most planners think of New York City, the venues that come to mind tend to be the classic larger-scale meetings and conference venues. But where should a planner look when the meeting they're arranging is on the smaller side or warrants a more intimate space? Well, we suggest having a look at Manhattan's Upper West Side, where hotel rooms and meeting spaces abound, as long as you're prepared to think outside the mid-town box.

Bounded by Central Park and the Hudson River, the elegant architecture, tree-lined streets and neighborhood feel of the Upper West Side make it one of the city's most desirable neighborhoods. It's also an excellent location for intimate New York events such as weddings, executive seminars and off-sites. Among our favorites? Our list, from south to north is below.

A word to the wise: if you're planning a meeting for this February, get your bookings in early. These hotels are likely to  fill up with migrating fashionistas when Fashion Week moves from Bryant Park to its new home at Lincoln Center.

The Hudson Hotel
Just across the street from the Shops at Columbus Circle, this New York hotel offers boutique hotel elegance, with a hip, modern look, and NYC meeting rooms that are perfect for small-to-medium sized groups.

The Empire Hotel
Overlooking Lincoln Center, the oh-so-chic Empire Hotel in New York has lovely sleeping rooms as well as several meeting facilities for medium-sized groups. A rooftop lounge with fabulous views can be rented for private functions.

OTA/ On The Avenue Hotel
Just off Broadway on 77th, three blocks from the ever-popular Zabar's and two blocks from the Museum of Natural History, The OTA is a great spot for small groups in search of New York boutique hotel style at a reasonable price. For the foodies in your group, the highly regarded West Branch is right downstairs, and their food is absolutely delicious (trust us, we're regulars!), as are the apple martinis.

Find more meeting hotels in New York on Cvent's New York venue directory.

For some who travel to Atlanta for extensive week long seminars or draining conferences, there should always be time for rest and relaxation. Not only will it increase your guests' attention span at meetings and events, but it also boasts their health and overall well-being. There are several venues both in Atlanta and just a short drive away where attendees - and even event planners themselves - can enjoy some R&R.

The Georgia Bulldogs are not the only highlight of Athens, Georgia. The Foundry Park Inn & Spa, located in downtown Athens, is the intersection of serenity and southern hospitality. With over 12,000 square feet of special event space, this venue is perfect for those who work hard and play hard. The full-service retreat includes spa body treatments, home inspired accommodations and a state-of-the-art fitness center. 

If your clients enjoy the bright lights of Atlanta but prefer a secluded destination, a hour's drive south the city will bring you to The Lodge and Spa at Callaway Gardens. Recently listed as the first US Green Building Council LEED-certified business conference center in the world, this is not only a retreat for yourself but for mother earth as well. The spa invites guests to unwind in relaxation lounges, saunas and steam rooms.

No time to leave the city, but still want to feel refreshed? In lieu of breakfast room service, at Atlanta's Hotel Palomar, treat your guests to an early morning selection from the spa menu. No need to leave the suite, luxury comes to you in the form of various organic massage and body treatments.

When it comes to giving your meeting attendees a break from the boardroom, or even for incentive travel, Atlanta meeting planners should certainly consider these relaxing retreats.

View more information about Fondry Park, Callaway Gardens, Hotel Palomar Atlanta Midtown and other unique Atlanta venues on the Cvent Supplier Network

There are several staffing options for your gathering, and the decision greatly depends on the Los Angeles conference center, restaurant or other opulent venue chosen. For instance, if your gathering is at a private residence, you may not need security. And if your event is at a restaurant or hotel, you will not need to hire a cleaning crew or service staff. 

However, if your holiday party is at a gallery or other Los Angeles conference facility that you need to transform, you will need to consider hiring event staff including: Servers/Tray Passers, Bartenders/Barbacks, Roaming Security/Front Door Manager, and Cleaning Crew.

Plenty of conference centers and other special event venues include staff. But if not, here are a few of my favorite special event staffing companies:
The Party Staff
Argyle Event Staffing
Pacwest Security Services

Check back tomorrow for event rental suggestions for your holiday soiree!

Cvent Planner Insider Tip: Remember to make your support staff an extension of your event. They usually have several uniform options, so utilize these to set the mood and theme of your LA event.

Las Vegas continues to position itself as the best culinary destination in the world. Presenting the best and brightest chefs, vintners, and restaurateurs from all different backgrounds, Las Vegas unites legacies with remarkable newcomers on the global culinary scene.  

ARIA at CityCenter is slated to open December 16, 2009, and will feature Masayoshi Takayama, the world-renowned chef of the famed Masa in New York City, and Shawn McClain, celebrated executive chef and partner at three of Chicago’s top restaurants. Famed chef Michael Mina, who conceived and manages MGM Grand’s Nobhill and Seablue establishments, will also be on the menu at CityCenter with his American Fish restaurant.

In addition to these news Vegas restaurants, planners and tourists can also look ahead to Vegas Uncork’d. This 4th annual food and wine festival presented by Bon Appetit magazine has been scheduled for May 6-9, 2010. Sources tell me that this spring will feature a full plate of activities including the return of the Celebrity Chef Blackjack Tournament, the Grand Tasting at Caesars Palace, plus a whole slew of new surprises on the expanded schedule.

Las Vegas event planners are fortunate to have these culinary resources at their disposal, so make sure to take advantage at your next event!

Need information about implementing a Strategic Meetings Management Program? Are you looking for tips on negotiating contracts? Or maybe you just need to check out the latest food & beverage trends for events? MeetingsNet is the perfect resource!

MeetingsNet’s websites and magazines are conducting their annual subscription drive and invite all professionals with meeting planning responsibility to sign up for free subscriptions to Corporate Meetings & Incentives (now including Financial & Insurance Meetings), Association Meetings, and Medical Meetings. Religious meeting planners can get more information about obtaining a subscription to Religious Conference Manager.

MeetingsNet also publishes the popular MeetingsNet Extra, delivered every Tuesday to your inbox with newsbreaking stories, and MeetingsNet Tech Extra, a monthly newsletter that takes the mystery out of meeting technologies. It just takes a few minutes, and planners have the option of signing up for digital or mail delivery.

Visit MeetingsNet to subscribe today!

Pictures hold two key benefits for third-party planners. First, photos are an opportunity to prove that they can create successful events. Whether they are posed or candid, photos can be the deciding factor in whether or not you book your next event. Second, often times attendees who forget their camera will still want memories of how the event transpired - and they'll expect you to provide them.

Selecting an event photographer is a challenging task. Without proper knowledge of photographic elements, lighting or even the basic skills of your photographer, you run the risk of having a great event with mediocre pictures.

Be sure your photographers have everything they will need for excellent pictures. Check out their online portfolios, inquire about their photography equipment, and confirm their guest count (some photographers bring assistants). Have an area for guests to take posed photos that is clear of wires, AV equipment and, most of all, people.

Atlanta photographers Atlpics and Sandra Rose have made a name for themselves in the Atlanta event sector by posting event photos online. This is a benefit to both your guests and your brand recognition. It will only guests to see everyone that attended as well as preserve memories of the event. For your benefit, the photos will create a buzz about your event planning talents and possibly gain potential clients that may have never thought about hiring you.

All in all, remember that seeing is believing. You want your prospective clients to believe that you can create eye-catching events!

Find more information about Atlanta photographers on the Cvent Supplier Network.

Thanksgiving isn't even here yet, but it's quite apparent that Christmas is right around the corner, and there is so much to do! Let design pro Christopher Todd Hall of Christopher Todd Design put all your holiday party planning worries to rest!

CT has you covered, from food and event decor to invitations and entertainment. He even does Las Vegas corporate event planning. 

If you are looking for more of a do-it-yourself route, CT is hosting a class at Whole Foods Market Las Vegas Boulevard in Town Square on December 3 from 6 PM to 8 PM. This class will prepare you to host whatever type of holiday party you have in mind. He is fun, engaging, and has quite the sense of humor!

This is a fantastic opportunity to learn from a seasoned design expert, who has been featured in the November issue of Luxury magazine. Specializing in artistic design for floral and table settings, he continues to impress me with his artistic talent and eye for detail.

Once you have chosen your perfect Los Angeles venue and settled on your fabulous fare, it's time to choose the bar selections. With a sit-down dinner, I suggest a bottle of red, white and sparkling wine preset on each table (it's best to have one bottle per four guests on hand). If you are having a cocktail party, make sure the bar is the center of attention with one of these festive ideas:

• Martini Bar with olives, apples, and pomegranates
• Champagne Bar with fig and strawberries
• Scotch & Cognac Bar with cigars and eggnog
• Coffee Bar with chocolate and mint candy canes

If you are hiring a bar service, here are my top LA event vendor picks:
Bartender Girl
Paradise Bar and Beverage Service
Bartending Solutions

However, bar catering in Los Angeles can be expensive, so one way to save: Buy your own alcohol and mixers and hire your own bartender. Just remember to stock five glasses per guest; one bottle of alcohol per three guests; one bottle of mixer per two guests; and 1.5 pounds of ice per guest. A few cost-effective ice delivery services in LA are Union Ice, Cal Ice and Keg King.

If your holiday soiree is at a Los Angeles conference center or private residence, check back tomorrow for staff suggestions.

Cvent Planner Insider Tip: Transform your bar into a winter wonderland with an ice sculpture, ice bar, or even snow! Call one of the companies above for details.

Find more great Los Angeles event suppliers on the Cvent Supplier Network.

Smaller groups, conferences and weddings can often find blocking out hotel rooms in New York City at a reasonable rate is a bit challenging. How to outsmart the system? Consider this: In January and February 2010 (and possibly beyond), you and your New York event group can takeover the entire GEM Hotel Midtown West. Yup, that's right -- roll like rockstar and book all of the New York hotel's 39 rooms, all in your name.

The GEM Hotel group has created a clever New York meeting promotion to help cure the winter blues by allowing just about anyone to "own" their hotel(s) for as many nights as they'd like -- depending on dates and availability, of course. To lock up all the rooms at the GEM Hotel Midtown West, it will run about $5,000 per night. If you only need a floor for your entourage, single floors can be booked for roughly $520 per night at the GEM Hotel Midtown West, roughly $1,000 per night at the GEM Hotel Soho, and $2,600 per night at the GEM Hotel Chelsea.

So, how many floors would you like?

View more information about all the GEM Hotels in New York City on the Cvent Supplier Network

Wondering how to save on costs associated with speakers and performers and their required travel? Sometimes, it only requires looking into what's locally available...you'll be sure to find at least one good source of low-priced (or even free!) talent. For example, we've seen event planners tap into local universities or cities' live arts programs to find musical, acting and other forms of entertainment.

Recruit hidden talent: even if a speaker doesn't have formal "celebrity status," that doesn't mean he or she is any less intelligent, poised or inspirational. However, it does mean that the speaker is likely to charge you less for time at your event.

Use your networks! This could mean anything from enlisting executives within your own office's walls to tapping into contacts in a member organization that you're involved with. Executives will engage the audience for free, and the professionals that you network with probably won't force you to pay too much.

...and then milk them for all they're worth...

A speaker can provide more than just a speech. Ask your presenters to stick around for breakout sessions or networking "coffee breaks" to further the attendees' learning and to increase the amount of positive interactions.

Suppliers and vendors all around the city of Chicago have been releasing promotions for event planners as an incentive to book their services for this year's holiday gatherings. Take a look at some of the best meeting promotions in the Chicago area for the holiday season:

Fulton Lounge

Fulton lounge is located in the West Loop. This relaxed but intimate Chicago party venue is a perfect place to host a holiday event. With space for up to 300 guests, the lounge serves as an ideal Chicago banquet hall and offers several packaged options to make the event planning process proceed with ease. This year, Fulton Lounge has a new menu crafted by OTOM Restaurant. If you book your event by November 30, you will receive 20 percent off the beverage minimum for parties of 25 or more guests!

theWit

theWit Hotel is located in the Downtown Loop. This relatively new Chicago boutique hotel has many event spaces available for private events. From their three amazing restaurants to their high definition theater, theWit is sure to please any guest. If you book a holiday party in one of this Chicago hotel's unique spaces, you will receive a $150 gift certificate to one of its three in-house Chicago restaurants.

Ditka's Steaks, Seafood & Chops

Located in the Gold Coast neighborhood of Chicago, this traditional steakhouse is one of Chicago's prime restaurants. Named after Mike Ditka, former coach of the NFL Chicago Bears, this Chicago banquet facility is filled with Chicago sports memorabilia to give it a local touch. When booking with Ditka's, you will receive 10 percent off your food or beverage package of your choice, an autographed Mike Ditka football, as well as entry into their holiday raffle, which includes a chance to win prizes ranging a winery trip for two to a dinner for six prepared by the restaurant's executive chef in your home!

Spiaggia

Spiaggia is located at the end of the Magnificent Mile in downtown Chicago. This highly-rated Italian restaurant offers space overlooking Lake Michigan. The fact that it will be celebrating its 25th anniversary over this holiday season makes it an even more special option for your Chicago events. If you book an event in one of their private dining rooms, Spiaggia will over 25 percent off selected menus.

Meeting planners often tell us that they don’t need to send requests for proposals (RFPs) through the Cvent Supplier Network because they hold events at the same venues year after year, and they already have established relationships with contacts at the property. While this loyalty and consistency can certainly help establish trust and improve your bottom line, repeatedly defaulting to the same venue and event agreements may be throwing precious company dollars out the window.

Why did you choose that venue for your event the first time around?  Was it in a convenient location?  Was it the only property with the amenities your group needed? Or did it all come down to the price? Whatever the reason, the hospitality industry is constantly in flux, and you could stand to benefit from all the changes. Perhaps several new hotels or restaurants have been built in your event destination in the last few years.  Maybe a run-down property has undergone a huge renovation. And - most importantly - maybe your preferred event venue has significantly changed its pricing.

One benefit to searching the 100,000+ global suppliers on the Cvent Supplier Network is that it’s a great way to learn about new venues in your area and stay up-to-date on what they have to offer. For instance, you can filter the search results in your metropolitan area to show only venues that are offering special Cvent promotions! Even if you insist on having your event at the same location every year, it’s good to know what else is available.  Sending an RFP using the Cvent Supplier Network is a great way to get some proposals from other area venues.  With these proposals in hand, you may find that you could negotiate a lower rate at your current venue! Just because they gave you a great deal two or three years ago doesn’t mean that it’s still the most competitive rate out there (especially given the recent changes in the marketplace). 

So, do a little homework on the Cvent Supplier Network today to make sure you’re getting the best deal at your next meeting or event!

The holiday season is steadily approaching, with Thanksgiving fewer than two weeks away. There is often no rest for the worry, however, as many Atlanta event planners must continue to coordinate social parties, client dinners and more—but this doesn't mean you'll miss out on a Thanksgiving meal! Atlanta restaurants and attractions are inviting visitors to visit their venues for your Turkey Day events.

The Ritz-Carlton hotel in downtown Atlanta is inviting guests to a five-star Thanksgiving Day dinner at the its Atlanta Grill restaurant. This four-course meal features everything from the traditional—smoked turkey—to the unique—the grilled Georgia mountain rainbow trout.

The Atlanta Grill embodies rich Georgia history with a modern twist with its club-like seating and elegant menu selections. Party planners can give the day's toast in one of this Atlanta restaurant's two private dining rooms, seating up to 20 guests.

Meanwhile, to take holiday guests or clients on a short getaway, try a visit to Chateau Elan. This unique Atlanta venue's Thanksgiving Day Package includes a luxurious night's stay in the Chateau Elan Inn and buffet dinner for two at the Versailles restaurant. The buffet, including a chilled seafood display, salad, cheese assortment, and oven-roasted turkey carving station, is complemented by a varied wine selection.

Chateau Elan is Georgia's 3,500-acre premier resort, complete with a rejuvenating European spa, full-production winery and golf course. It boasts two grand Atlanta banquet rooms and a 25,000-square-foot conference Center.

You're getting hosting a wedding in Orlando—Congratulations! Orlando is one of the most beautiful and affordable locations for a wedding.

As an event planner myself I would be remiss to not mention my own services as an Orlando wedding planner, but I would love to also tell you about some of the most fantastic resources to be found in Orlando for your big day!  My head wedding coordinator Helena and I have compiled a list of some of the best ways to prepare for a wedding event in Orlando and the days that lead up to it.

• Local bridal shows can help open your eyes to a world of possibilities. I always recommend going to a show early on in the planning process before choosing a wedding planner so that you can go to them with a basic idea of how you want your Orlando Dream Day to go. Orlando publications are a fantastic way of finding out the bridal shows around the area that you can take advantage of! WPCF.com is the site for the Wedding Planners of Central Florida group. Here, you will find a list off some great shows coming to your area and the wonderful people associated with the organization.

• Use the Internet! It is the most inexpensive, most useful, and most convenient way to obtain information on the area. You found your way here, didn't you?

• Check out the online versions of Modern Bride, Martha Stewart, The Wedding Channel, The Knot, Today's Bride, and www.topweddingsites.com/florida. All of these have fantastic Orlando event insights!

While using a system like Cvent's certainly makes sense for the traditional corporate event planner, our association clients are a little different. We count nurses, teachers, doctors, engineers, dentists, psychologists, and pharmacists as our clients and users of Cvent! These volunteers give their time and energy towards increasing the value of their respective associations and professions - in addition to demanding full time jobs.

Because of this, volunteer board members need to ensure that their time is spent effectively. Here are some tips and tricks we have seen that will save you and your board a lot of stress when it comes to crunch time:

• Automate your communication. We all know how big of a pain it can be to manually add your entire database to an email invitation, or reply to each individual registrant as they sign up for your event. Sending the right message to the right person can be confusing and time-consuming. With Cvent, this entire process is automated. Simply design your email templates, and the system will intelligently know when to send confirmations, regrets, and reminders - based on a schedule that you pre-determine.

• Use your resources. Part of the beauty of an association is that everyone involved has a passion for the material and dedication to the chapter. Delegate tasks to board members, form committees, and plan ahead. Cvent allows you to have multiple user logins, so that different people can use your account to complete different tasks. Especially with a limited budget, associations must make good use of their most valuable resource - people.

• Clone previous events. We know that associations typically have reoccurring events that are fairly similar each time - annual conferences, monthly luncheons, etc. With Cvent, you can simply clone these events, change the pertinent details (date, time, location, menu options) and open for registration. When you don't have to reinvent the wheel, you are able to spend time focusing on more important aspects of your event.

• Put fee collection in the hands of the experts. Managing and collecting funds from each event can be a giant headache, especially when fees are different for members and non-members, you have early-bird discounts, or when some sessions command a certain fee and others do not. Simply ensuring that you are collecting the right amount is hard, and you can forget about getting complete payments at registration time! With Cvent, this headache is erased completely. With each account, you receive a commercial-grade Verisign account, which allows you to directly deposit fees into your bank account. Furthermore, our system automatically totals everything in your invitee's registration. There is little room for error, and no need to wait around for you to receive your money from a third party.

• Source your event with the Cvent Supplier Network. Our comprehensive listing of venues and service providers is so easy to use and dramatically cuts down on the time it normally takes to find the perfect spot for your next event. Even small board meetings need a location, and we can help you find and negotiate the best rate for your group. Best of all, this service is free - certainly the best price tag for a non-profit. Sign up for your complimentary account today.

Of course, these tips are only a few of the ways that Cvent can help streamline your processes. We'd love to hear from you with more ideas!