Wisdom from Experience: Insights from Expert Planners
We asked RCMA’s expert planners to share knowledge from their decades of executing exceptional events. We hope you benefit from these lessons and learnings!
CHRISTINE DOUGLAS
Retired Annual Conference Director,
Church of the Brethren
WHAT HAS HELPED YOU TO GROW AND LEARN THE MOST AS A PLANNER?
Undoubtedly the educational sessions at RCMA and other conferences for meeting planners have been a huge part of my growing and learning as a meeting planner. Another key part of learning has been networking with other meeting planners and hearing about their experiences. A third part of the learning process for me has been conversations with sales and services staff from convention centers and hotels that we have worked with. They have shared such valuable insights from their perspective in working with other meeting planners that it has helped me learn about what is and is not helpful.
WHAT ARE THREE IMPORTANT LESSONS YOU WOULD LOVE TO PASS ON TO NEW PLANNERS?
Never be afraid to ask for what you really want in negotiations with a convention center or hotel.
At the same time, remember that you want this negotiation to be a “win-win” for both your meeting attendees as well as for the property you are going to.
Remember that as a person of faith, you represent the heart of Jesus in how you conduct yourself, negotiate, speak and act.
AS A PLANNER, WHAT’S SOME- THING YOU LEARNED FROM TRIAL AND ERROR?
One thing I learned is to always ask a lot of questions and not assume I understand everything. My very first year of directing our denomination’s large business convention, I asked for a price list of AV equipment from the convention center AV company for our breakout sessions. These sessions are led by various agencies, departments, and groups in our denomination. I shared the price list with all of them and they ordered what they needed. But on the opening day of our event, I found out that there would be significant labor charges to “set up and install” each microphone, screen, projector, etc. There was an additional set up cost of $8,000. I ended up having to cover those labor charges since I had already told people what their AV cost would be. It was an expensive lesson, but I learned to ask lots of questions instead of assuming I understood the whole picture.
AS YOU REFLECT ON YOUR TIME AS A PLANNER, WHAT ARE YOU MOST GRATEFUL FOR?
What I’m most grateful for is easy—the relationships that I’ve built over the years. Like few other jobs, being a meeting planner allows you to work closely with so many people and with each one we get to learn some new things, create deep friendships and partnerships, and grow into the best that we can become. Those relationships certainly include partners from each city we have worked with as well as our own team of staff and volunteers who help to make our event happen. What a blessing to be surrounded by a rich diversity of people who are all working together to make an event be the best it can be!
HENRY C. LANCASTER, SR.
Housing Chairman,
The Way of The Cross / Youth For Christ
WHAT HAS HELPED YOU TO GROW AND LEARN THE MOST AS A PLANNER?
I benefit greatly from attending RCMA conferences. I experienced my first in 1988, and since then each conference I’ve attended affords me the opportunity to learn more about the hospitality industry. The education sessions are particularly insightful, and have helped me in planning successful Holy Convocations each year.
WHAT ARE THREE IMPORTANT LESSONS YOU WOULD LOVE TO PASS ON TO NEW PLANNERS?
You must cultivate a positive attitude and a love for what you do as a meeting professional.
You should always be honest with yourself and the CVB representatives when sharing meeting requirements for your conference. Never misrepresent or inflate what you or your organization are.
Don’t take FAM's (familiarization trips) when there is no intention or consideration for hosting an event at the destination.
AS A PLANNER, WHAT’S SOME- THING YOU LEARNED FROM TRIAL AND ERROR?
Every planner should examine contracts thoroughly and know what you're signing and what is being offered. Make sure you get clarity on what you don’t understand in the contract. Also make sure you negotiate upfront all of your needs for the meeting. Once the contract has been signed, negotiation is out the window. Whatever you have forgotten to ask for is now begging.
AS YOU REFLECT ON YOUR TIME AS A PLANNER, WHAT ARE YOU MOST GRATEFUL FOR?
It has been a great privilege to have traveled and hosted our Annual Holy Convocations, regional meetings, leadership conferences and retreats in both the U.S. and internationally. I am grateful to have had the opportunity to meet numerous professional people, political people, hoteliers, and suppliers throughout the hospitality industry. As a result of being a member of RCMA since 1988, my organization has benefited tremendously from every RCMA conference that I have attended.
MELVIN LEROY WORTHINGTON
TH.D, ED.D., CMP
Executive Secretary Emeritus,
National Association of Free Will Baptists, Inc.
WHAT HAS HELPED YOU TO GROW AND LEARN THE MOST AS A PLANNER?
For over thirty years I attended the annual RCMA conferences. As Executive Secretary of the National Association of Free Will Baptists, one of my responsibilities was to plan the annual meeting of the association. Attending the RCMA conference enhanced and expanded my concept of meeting planning. RCMA also provided me with the opportunity to develop life- long friendships with others in the hospitality industry.
WHAT ARE THREE IMPORTANT LESSONS YOU WOULD LOVE TO PASS ON TO NEW PLANNERS?
Be Focused – a meeting planner needs to give attention to details to effectively plan a meeting.
Be Flexible – when things do not go as planned, the planner need not panic. The planner needs to develop the ability to adjust to the situation.
Be Friendly – The ability to get along with people and being people-oriented, is key to being an effective and efficient meeting planner.
AS A PLANNER, WHAT’S SOME- THING YOU LEARNED FROM TRIAL AND ERROR?
I learned when attending my first convention planning trip that a meeting planner must have written documentation (accurate statistics and numbers) regarding the details of their meeting. How many room nights, room night pickup, and attendance figures are some of the details that need to be provided and presented to host hotels, meeting venues, convention centers and convention bureaus. I also learned that it is essential to understand the contract details with convention centers and hotels. A careful reading of the contracts will help to prevent misunderstandings and confusion.
AS YOU REFLECT ON YOUR TIME AS A PLANNER, WHAT ARE YOU MOST GRATEFUL FOR?
During my twenty-five years of meeting planning I had a very cooperative, competent, and congenial staff. I worked with Dean Jones and Dr. Jack Williams. They are two of the best meeting planners I’ve ever met! Their competency contributed greatly to my success as a planner.
MOLLIE M. STEWART
Board President of the African American Heritage Center
Retired President & CEO,
Gulfside Assembly Inc. / The United Methodist Church
WHAT HAS HELPED YOU TO GROW AND LEARN THE MOST AS A PLANNER?
Staying under the guidance of an experienced planner until I could get my feet on the ground.
Being willing to listen and observe even when I thought it was something that I knew best.
Following the path of integrity, caring, and building confidentiality and trust among fellow planners and clientele.
Definitely joining organizations such as RCMA.
WHAT ARE THREE IMPORTANT LESSONS YOU WOULD LOVE TO PASS ON TO NEW PLANNERS?
Connect yourself to a seasoned planner that you have observed building genuine relationships with clientele and other planners who are doing serious business.
Join a professional group such as RCMA to get additional training. Select training workshops that will strengthen you in areas of weakness.
Above all do not be afraid to ask questions – for there in lies the answers.
AS A PLANNER, WHAT’S SOME- THING YOU LEARNED FROM TRIAL AND ERROR?
My biggest mistake was not really listening to a client’s needs because I thought I already knew their needs without seeing the whole picture. This also caused me to not care for some details. I needed to be more patient and attentive while all options were being made clear and available.
AS YOU REFLECT ON YOUR TIME AS A PLANNER, WHAT ARE YOU MOST GRATEFUL FOR?
I am grateful for my friend, Ms. Stella Beene- Venson, who introduced me to RCMA and encouraged me to become a member. While at the conference I was invited by the Tampa CVB staff to an evening dinner cruise – on my birthday! Ever since, I’ve celebrated my birthday at RCMA.
A great highlight of my planning career is being asked to serve on RCMA’s Board of Directors. Coincidentally, I followed Stella Beene-Venson as a board member. Stella is a seasoned and very wise meeting planner, mentor and friend. I am still learning from her–one of the best! Thank God for RCMA and its entire staff and board of directors.
TOMMY KEOWN
Account Manager,
Arrowhead Conferences
WHAT HAS HELPED YOU TO GROW AND LEARN THE MOST AS A PLANNER?
What’s helped me the most is focusing on the idea that we should be life-long learners, always looking for ways to grow in our knowledge of the industry, and as a professional. I try to attend at least one or two industry events each year that have educational sessions to continue to keep up with trends in the industry and to gain new knowledge. Most recently, I earned the CFMP, sponsored by RCMA. Even though I have my CMP, this was a good challenge and reminder that I am never too old to continue to learn.
WHAT ARE THREE IMPORTANT LESSONS YOU WOULD LOVE TO PASS ON TO NEW PLANNERS?
Learn to be flexible...if not, you will soon develop an ulcer! There are some things beyond your control. Some hotels have limited service and the things that you had thought were "definites" may now have to be altered. When traveling, flights may be delayed, rental cars may be scarce, etc. Just learn to "go with the flow" and always have "Plan B" in your back pocket.
Develop relationships with industry leaders... hoteliers, CVB sales reps, etc. These relationships will prove invaluable as you navigate meeting planning. Especially get to know your CVB sales persons. These folks will become like family. Our industry is like a family and is relatively small.
Never take yourself too seriously! No one is perfect and you will make mistakes from time to time. Pick yourself up and learn from those mistakes. Always be honest and admit, "Hey, I made a mistake. Please forgive me.” The people you are working with will think much more highly of you than if you try to hide your mistake.
AS A PLANNER, WHAT’S SOME- THING YOU LEARNED FROM TRIAL AND ERROR?
Early on in my career, I learned that when figuring your total F&B costs, you must include taxes and gratuity in the total. It wrecked one of my budgets, but it was a valuable lesson learned and a mistake I haven’t made again. It was a humbling experience, and a reminder that I should always look for the positive when mistakes are made.
Also, don't be afraid to ask a colleague to help you work through a mistake - you will often find that they’ve done the same thing in the past and they can share with you how they navigated through their mistake. All too often, we don't want to admit that we don't have all the answers. Other industry leaders can become mentors/counselors to help you when you do make mistakes.
AS YOU REFLECT ON YOUR TIME AS A PLANNER, WHAT ARE YOU MOST GRATEFUL FOR?
I am most grateful that I have the opportunity to work in the faith-based industry. Even though most of the work that I do is in the background, and no one will ever know who I am or what I have contributed to their event, the work that I do enables the meeting planner to produce an event that will have a potential life-changing effect. When I get frustrated and discouraged, I remind myself that I am making a difference in the Kingdom and that I am privileged to have been called to this type of ministry.