What steps should I follow to set up a conference call and what equipment is needed?

Sincerely,
      — Jan from Menasha

Dear Jan,

Have an agenda that includes goals, participant expectations and timing if appropriate. Ask participants to review the agenda prior to the call. Be clear to participants if you are offering a toll free telephone number, or if they are responsible for long distance costs. With international groups, make sure your telephone number includes the international country code. Consider arrangements for hearing impaired participants (TTY, simultaneous transcription in a chat room, etc.).

Tabletop conference units are easy to use and install; you just plug it into an analog phone jack. If your company has a digital telephone system with no available analog jack, an adaptor will be needed. The adaptor allows you to work with a digital telephone system by converting the signals to analog. Test the system in the room where you are scheduled to hold the conference call to alleviate any problems.

Another option is Webcasting. This method establishes a link through the internet which allows all attendees to log in and listen to a presenter and ask direct questions via their keyboard. An example of Webcasting can be accessed at http://www.broadcast.com/. For an additional source to view extensive information about media content creation tools, editing tools, and services, visit http://www.microsoft.com/windowsmediat/.

Jan, thanks for your email!
      — Techie

The All Important Room Block

The first two articles in our Planning 101 series discussed choosing the meeting room setups and meals, both of which take place relatively late in the planning process.  In this issue, let’s take a look at the “all important” room block. 

Arranging for the block of guest rooms to be held for your conference is not only one of the first steps you will take in planning your event, it is one of the most critical to that event’s success.  On the surface, this would seem to be a fairly straightforward task, but there are many important details of the block which can cause problems and frustration later if they are not clearly articulated right at the beginning.  The following are just some of the areas that merit close and careful attention. 

The Name of the Room Block.  Be sure the name you and the hotel sales manager agree on is the same you eventually include in conference materials sent to attendees.  If an attendee calls for the “Tree Farming” block, and the block is actually named “Department of Agriculture,” there will be some initial confusion.  It will probably be resolved eventually, but this situation is a frustrating time waster for all involved.

The Cut Off Date.  The date when the blocked rooms are released back into hotel inventory can be vital for your attendees to know.  If the hotel is close to being sold out during the time of your conference, a call for a reservation after the cut off may result in no availability or a substantially higher rate, and a very unhappy attendee.

Room Types Needed.  Do you need singles or doubles?  Do you need smoking or non-smoking?  If you are a coach blocking rooms for a high school basketball team and you want to put four kids in a room, it is imperative that you and the hotel sales manager agree that rooms with two double beds will be in your block, not rooms with one king.
 

Room Rate.  Be sure there is a clear understanding of whether the quoted rate is for the room or for the number of people staying in the room.  Is the rate $99, even if there are three of you?  Or is it $99 single, $109 double, and $119 triple?  Take the time to get it clarified.

How Will the Reservations be Made?  This can be a big problem area.  Will attendees call in for their own reservations, or are you providing a list of all attendees?  In many cases, individual attendees will make their own reservations, but the planner will provide a list of speakers and officers.  If this is the case, it must be understood up front so the hotel can keep some rooms in the block for that purpose.  A surprise list presented close to the cut off date may mean no rooms, or less desirable rooms, for your VIPs.

Method of Payment.  The most straightforward procedure is when the guest is booking and paying for his or her own room, of course.  However, it can often get sticky when room lists are involved and some or all of the charges are to go on the master bill.  To avoid problems, be sure it is understood which charges will be master billed and which the guest will be responsible for, and be sure the guest has a clear understanding of the arrangements.  Check out at the front desk is not the right time for this discussion to come up.

A clear and mutual understanding of the key terms of the room block agreement will avoid headaches later in the reservations process, not only for the meeting professional, the hotel sales manager, and the hotel reservations department, but for the attendees trying to book guest rooms, as well.  And a pleasant and headache-free experience for convention, conference or meeting attendees is the goal we are all trying to accomplish! 

College Basketball Madness

The NCAA basketball tournament began on March 16th, and the excitement is building here in the Clubhouse!  Watch the games on our new 52” high definition plasma TVs or on the huge new drop down screen located behind the bar.

As the teams advance, numerous prizes are being given away, including Timber Rattlers tickets, Country USA passes, Happy Hour parties, and gift certificates for one night stays at the Radisson Paper Valley Hotel.

Stop in tonight for the championship game and try some of our food and beverage specials.

Spring is fast approaching, and that means celebrating Easter and Mother’s Day with the award-winning brunch at the Radisson Paper Valley Hotel.

Long a holiday tradition in the Fox Valley, both of our brunches proudly feature:

• A delicious variety of salads, fruits, and cheeses
• Scrumptious entrees
• Made to order omelettes
• A tantalizing array of desserts
• Our special Pint Sized Kids’ Buffet
• Entertainment, including a magician, special kids’ activities, and an appearance by the Easter bunny on Easter.

Serving times for both events are 9:30 AM to 2:00 PM.

Reservations are strongly recommended.  For further information or to make reservations, call 920-733-8000, Ext. 1556.

Honoring one of Mexico's most important celebrations, the Radisson Paper Valley Hotel and Lifest are bringing the award-winning group Salvador to Appleton!  With music that is an exciting multi-cultural mix reflecting pop, latin, rock, and R&B influences, Salvador provides a dynamic live concert experience.  To complete the evening, join us in the Orchard for El Tejano Buffet before the performance.

We are offering two special guest room packages for this event, and group discounts are also available. 

For pricing and purchase information, check our website at www.radissonpapervalley.com. 

For tickets only, go to www.lifepromotions.com.

Joe Williamson, Director of Corporate Accounts,
Named Volunteer of the Year

Joe was recently named Volunteer of the Year by the United Way Fox Cities.  He is also currently on the Neenah Menasha YMCA Board of Directors, and has found time over the years to assist with the Boys Scouts and the Red Cross.

Congratulations on your recent award by the United Way Fox Cities!
 “I am very honored.  I am like anybody else, I don’t do it for the recognition…I do it because I recognize the good that United Way does for the community.”

Besides raising a family and the many duties of your position, how do you find time to volunteer for local charities?
“Community involvement has always been top on my priority list.  The positive actions that come from these different organizations are what make our community strong.”  My wife Cheryl, daughter Amy and son Danny understand my time commitment and dedication towards charitable causes.  Also, I am fortunate that the Radisson Paper Valley Hotel recognizes this as well and allows me the time to be involved with area charities. 

How did you become part of the Radisson Paper Valley Hotel sales team?
“In May of 1978, knowing I had finished college the previous December, Dick Bergstrom called asking if I would be interested in joining their hotel team.  They owned the Valley Inn in Neenah and were on the verge of acquiring the Pioneer Inn in Oshkosh.  I started my career at the Valley Inn as the Assistant Manger of the hotel.  I had no hotel experience but learned pretty quick as I put in many long hour days.  After three years at the Valley Inn an opportunity opened in the Sales Department at the Pioneer.  I jumped at the chance, as I had always wanted to be in sales. (And I had my fill of working the nights, weekends, holidays, etc.).  I have been very fortunate to have worked in the sales area of the finest hotels in Northeast Wisconsin for nearly 28 years!

What area does your sales territory cover?
“In the early days, I traveled between Madison, Milwaukee and the Fox River Valley.  Today I focus on the corridor between Appleton and Oshkosh, specifically corporate accounts.  Of course I have clients that reach back to my early days outside of this area and I still continue to work with them.”

For those of us who know Joe, we are well aware that he will continue to allow time for his volunteer efforts.