One of our favorite posts are when we hear from meeting planners and their insights into their role. Today, we hear from a few meeting planners on their current favorite time saving tips as well as what their experience has been like working with the destination experts at the Convention & Visitors Bureau (CVB).

Favorite Meeting Planner Hacks

"I am a firm believer in prioritizing, even when twenty tasks are a priority. I look at my to-do list each morning (generally before email and social media) and determine the tasks that I need to accomplish that day. There is always a to-do list, but I’ve learned to focus on a few things each day instead of everything."

Lindsay Barber
Director, Meetings, Marketing & Special Projects
National Agriculture Aviation Association

"Apply for TSA Pre-Check. This is a total time saver, especially when traveling frequently!"

Sherri Napue
Meeting Planner
American Bar Association Solo
Small Firm and General Practice Division

"I’ve learned to keep a spreadsheet with the hour-by-hour and day-by-day details of our event, which I populate with the current year’s information – everything from how many garbage cans we need to meal selections to the banner hanging schedule. This helps cut down on errors and omissions of details such as A/V needs, room setup, etc. I provide this to the venue in the early planning stages so  they have a clear layout of our needs, and I also use the document when it comes time to review our BEOs."

Shelly Moore
Membership Director
Professional Outdoor Media Association

Experience Working with the Convention & Visitors Bureau (CVB)

"A CVB is like a problem solver. We specifically look for cities where we can land aircraft and easily transport the aircraft to the convention center for our exhibit hall. An airport is not always the answer to landing our aircraft and a CVB that will think outside the box, usually comes up with unique solutions."

Lindsay Barber
Director, Meetings, Marketing & Special Projects
National Agriculture Aviation Association

"A CVB is like your eyes and ears in the city you are visiting. They know the city inside and out. Use their knowledge and recommendations regarding hotels, restaurants, and event venues and local entertainment."

Sherri Napue
Meeting Planner
American Bar Association Solo
Small Firm and General Practice Division

"The CVB is like a right arm for our organization during the planning stages. They are our boots on the ground during a crucial time when we’re not able to be there. They are a liaison for us between not only our main venues, but also with our off-site venues as well. CVBs really can make or break our conference."

Shelly Moore
Membership Director
Professional Outdoor Media Association

"A CVB is like the missing link in the planning process. I know the needs of my meeting but the CVB knows the details of the destination. Working with the CVB has helped pair my meeting with the destination in a seamless fashion."

Jennie Silverman
Manager, Events Team
Kumon North America