Key Takeaways from PCMA Education Day's "NonCon" 2019
PCMA’s Non-Con was a non-traditional approach to an event that is gaining popularity on a National scale. A “Non-Con” has no formal agenda prior to the event, and topics are generated live, with the audience’s help. Presenters have a certain amount of time to create presentations after the final topics are decided. A wide variety of topics were covered in a short period of time. From GDPR, to Cannabis in the meetings industry, to housing management, to wellness and contract clauses.
Here are some key takeaways from the day!
Brilliant Marketing by Vancouver
To begin the day, a representative from Vancouver’s CVB led the group in a focused meditation, which invited us to envision ourselves in Vancouver. Aided by a marketing tool, cedar coasters from the forests outside of the Canadian City. This is a brilliant way to not only start the day mindfully, but to transport attendees to a faraway place.
NonCon 2019
Contract Negotiations & Clauses to include
Outline all terms (including wifi, etc) in initial contracting phase.
Sign a multi-year contract to keep costs down, with a clause that allows a post-event decision as to whether to come back or forfeit the concessions made.
GDPR: If you are planning a meeting in Europe OR an event that includes European attendees, you need to address GDPR.
Concessions based on guest room performance (ie, should the planner be responsible for filling all guest rooms and for attrition?
Considerations for Meetings Relating to Cannabis Laws & Consumption
Consider a notice to attendees outlining both the state/country’s laws and the rules that they are to abide by at your event.
If hotels prohibit the use of cannabis in an adult-recreational state or country, the hotel should provide adequate security to police these efforts.
Event planners should add an extra clause to their contract stating that they are not licensed or responsible, and that the product(s) are provided by a 3rd party vendor.
Incorporating Wellness Into Your Next Event
Hold fitness classes at events, or schedule gym time so that attendees can choose to go together.
Point out existing wellness opportunities in the city (running tours, local neighborhood runs)
How to Keep your Sponsors Engaged
Create custom packages based on the sponsor’s goals and budget
Consider soliciting startup companies and customizing packages
Crisis Management
Presenters shared their own stories about managing a crisis onsite at an event.
Suggestions:
Have logins for everyone on your team for communications tools
Capture cell phone numbers of attendees for emergency use only
Anticipate risks and put together a logistical plan prior to the event.
Have templated responses to send out to your attendees.
Check with your event tech providers as to any emergency override options.
Reach out to the local CVB and/or DMC
How to Keep Attendees from Booking Outside of Your Block
Educate attendees as to why it’s important to book within the block
Include options for attendees to receive rewards points through the block.
Educate attendees as to possible spam alerts and unauthorized solicitations.
Cross-promote housing deadlines and rate changes, using your marketing tools..
Look at your room inventory prior to booking room block.
Have an audit clause to get credit for rooms outside the block
Hotel perspective: Audits may be going away
Ask for compression reports
Comes down to a dual responsibility between hotels and planners.
Challenges Bringing Citywide Conventions to Urban Areas
Homelessness
Opioid Addiction
Consider a text to give or donation-based program to give back to the community.
Cities and CVBs should work with planners to educate as to what is being done behind the scenes to combat this, and opportunities to get involved.
All in all, the day was filled with networking, learning, and an open discussion between suppliers and meeting planners. I truly enjoyed it and look forward to the next opportunity to network with this group!