In NYC for an Expo? Add a meeting or incentive to save time and money

Meeting planners looking to stretch every dollar possible can save both money and time by co-locating a face-to-face meeting or incentive program with a previously scheduled event.


For example, we recently developed an incentive program for an eye-glass company who was in town at the same time for the Vision Expo. While the incentive program itself did not cut corners, co-locating it with a major trade show afforded our client two advantages - both in money and perception. First, the company's top performers were able to consolidate time and save airfare by traveling only once. Secondly, with incentive programs coming under so much scrutiny from politicians in Washington, DC, the meeting planners we worked with loved keeping the incentive event very low-profile by having a business-only event to boast at the same time.

Co-locating can also take place within the same company. For example, we have also just scheduled a business conference for a Pharmaceutical client in 2011...who is holding an incentive program for part of the group immediately afterward. The same advantages I mentioned above apply here - one airfare and hotel reservation per person, low-profile, and huge time savings.

Technology Better for Face-to-Face over Virtual Meetings? It is now.

Forget the idea that technology is steering meetings into virtual events. The newest gadgets and hi-tech tools are making face-to-face meetings more efficient and worthwhile than ever.

From state-of-the-art conference centers to new ways for finding dining venues and attractions in destinations like Manhattan, face-to-face meeting technology creates two benefits not found in virtual meetings: first, it improves and incentivizes the overall business travel experience; and secondly, it alleviates a problem reported in Forbes that half of virtual meeting attendees multi-task during presentations.

New York is fast becoming a world leader in face-to-face meeting technology, and is one of only 5 cities where the Starwood Hotel Group offers Tele-Presence. The advent of this technology is allowing companies on very tight budgets to send some attendees for face-to-face interaction while enabling virtual attendees to participate in a way that makes them feel like they are there too.

More importantly, Face-to-Face meetings and incentives by themselves are also becoming more high-tech than ever and here are a few ways New York expects to lead this new trend:

Electronic Check-in, Digital Take-Home packets: The same technology that helps travelers check-in at airports on mobile phones is coming to New York meetings. Business travelers can also say goodbye to those packets, big bags and sign-sheets as more companies move to an electronic check-in format that gets the meeting started faster with less distractions. With automated, post-discussion packets that can be emailed within minutes of a meeting’s conclusion, business travelers don’t have to find more space in their travel bags for mountains of paper.

Collaboration Software: Relieving an age-old problem focus-group organizers cite as a reason for less than accurate results, New York is becoming a national leader in using collaboration software at brain-storming meetings. This allows participants to improve the discussion by entering opinions electronically and anonymously. Opinion entries are encouraged to be frank and then are followed by a lively, focused discussion on original ideas – not bandwagon agreement. It also speeds up the meeting itself, which in-turn enables attendees to experience more culture, entertainment and dining sooner.

Consumer-originating itinerary providers – with less formal itineraries and more down-time for large meeting groups, companies likeDopplr, TripIt and WorldMate have developed real-time business travel applications for iPhones and Droids. At Shackman Associates, group meeting attendees often have time before and after a special event or themed dinner we organize and these new applications create personalized routes for experiencing New York. New mobile tech companies are also targeting face-to-face group meetings for sponsorship opportunities. Helping with costs for breakfasts, cocktail-receptions and even providing attendees free trials of mobile apps is great news for meeting planners forced to schedule at the last-minute. Now they can provide attendees value and a little “wow” on a budget.

The Future of Backdrops is Now

We recently ran a special event for a large corporate incentive meeting where attendees got a glimpse at a new era of backdrops. Entertaining 250 people, we built a custom stage in Hangar 3 on the deck of the USS Intrepid anchored in midtown Manhattan on the Hudson River and erected a special video screen as a back wall to the stage. As part of the backdrop, we employed an ongoing video presentation that featured the following elements - waving American flags; a video-narrated "story of the Intrepid" while it was in open-water combat; and slide-show images of legendary performers while “cover” talent was entertaining live on stage.

Overall, the use of backdrops at events is undergoing yet another huge change. In just the past two years, backdrops featuring digital prints, custom images on special materials or over-the-top themes that in some cases featured water walls have gradually been replaced with less expensive video and picture imagery that add more wow factor for attendees.

In the current economy, the key for incorporating backdrops is versatility - and that demand is opening the door to exciting new technology that can be used over and over again.

Hurry Up and Wait

Two of NYC’s most crucial transportation hubs – JFK Airport and the Roosevelt Tram, will be undergoing some hefty renovations beginning this month.

At 14,572 feet, JFK’s runway is the second longest commercial landing strip in the country and handles a third of the airport’s traffic, including more than half of its departures. The renovation aims to widen the runway from 150 to 200 feet and will include a new drainage system, new electrical infrastructure, and the addition of delay reduction taxiways.

Another renovation has already begun on the Roosevelt Island’s Tramway. In operation since 1976, the Tram carries residents of Roosevelt Island 250 feet above the Hudson River to Manhattan. The complete overhaul will increase efficiency as well as allowing each train to operate independently of each other.

Let’s hope that they finish construction faster than the long anticipated 2nd Avenue subway line (new completion date – 2017).

Waves of Warmth hit NYC

Now through January 15th, stop by the Angel Orensanz Foundation to view the surprising new installation by artist Angel Orensanz himself. ‘Waves of Warmth’ is his latest installation created to represent joy and happiness through color and light, something everyone could use a bit more of during these times of economic crisis. The sea of fabrics portrayed to confront great fearless courage hangs proud at this legendary landmark on the Lower East Side.

NYC ranks as No. 1

The Big Apple has claimed the title as the top American tourist destination for int’l travellers in 2009, luring about 8.6m visitors. Overall arrivals to New York City surpassed 45m last year, and its expected that figure will reach the 50 million mark by 2012.

Happy Holidays!

From everyone at Shackman Associates - Wishing you all a very happy holiday season and best wishes in the New Year!

NYC Meetings “Sustaining” The World’s Smallest Carbon Footprint

The New Yorker’s David Owen recently made the case that the Big Apple is the most eco-friendly in the US – without even trying! And while Flagship “sustainable living” websites such as Treehugger.com have long argued that urban living is one of the greenest ways to save the earth without personal conviction, New York meetings are indeed putting a major effort toward “going green”.

Here are 5 things we are doing to create “sustainably” successful meetings in 2010:

Innovative “city farms”: Just like Michelle Obama’s White House garden is being harvested for tonight’s state dinner, New York City has been developed some really unique gardens of our own. Rooftop farms have popped up throughout all five boroughs and in Queens, food distributors are contracting with homeowners who have backyard spaces to plant and grow specific crops.

“Green” City breweries and Wineries: Manhattan and Brooklyn have become emerging hubs for some of the hottest beverage options in the US. Instead of importing expensive wines from other parts of the country or world, meetings can now arrange tasting events at loft-style wineries right in the city and for team-building events, new wine schools are opening throughout the area that enable a corporate group to make and custom label their own varietal – without the grape stomping!

Hotels aim for “zero-sum” footprints: Manhattan’s hotels are at the forefront of the sustainable guest experience. Some of the new boutique hotels have developed actual formulas that offset a guest’s footprint, other venues donate portions of room rates to green organizations, and we have worked closely with the entire local hospitality industry toward encouraging use of the city’s world-class mass transit system. We have managed several recent meetings where attendees were given pre-paid MetroCards for downtime travel around New York.

“Tap” It for Water: It doesn’t get much press, but New York City’s tap water is ranked by experts as the country’s purest. More and more hospitality venues are teaming with leading environmental groups to reduce bottled water in the trash and some are partnering with non-profits such as “Tapit” Water to create tap water portals in high-end restaurants and hotels throughout Manhattan.

Bikes over buses: Meetings groups who want to see all of Manhattan’s beauty are opting for guided bike tours as alternative to double-decker buses. We have arranged custom Central Park tours that make meeting attendees feel they have entered a completely pristine world away from 8 million people – and tours along Riverside Park offer spectacular Hudson River views with the entire skyline off to the side.

NYC Triple Threat

It’s our favorite weekend of the year – Hallo-fallback-a-thon!

Saturday kicks off with gouls and goblins haunting the streets for some Halloween fun. Don’t forget to set your clock back 1 hour on Saturday night as we fall into Winter. And of course, the Grand Daddy of them all – the NYC Marathon crosses the finish line on Sunday.

Get your kicks warmed up because it's going to be a fast paced weekend!

Go-Go Gadget Meetings!

Associations Turn a challenge into opportunity

An ironic outcome of the challenging economy is the advent of association "super-meetings" in New York. While in past years, numerous smaller meetings may have been held in multiple locations, merging everything into one big event to save money creates both opportunities and challenges in attendee networking.

First, the challenge - how can an association keep track of all these extra attendees? An international food association we recently worked with frequently uses a hand held product called SpotMe (http://www.spotme.com/). Other associations are opting for special networking events, scheduling off-site dinners, and splitting the meeting into smaller working groups that in-turn split off into smaller venues within and away from the main site. That requires great communication among attendees and we work closely with top New York hotels who now offer inclusive Wi-Fi throughout their properties.

Now, the opportunity. Gadget-makers, especially those with the latest hand-held devices are eager to test their products in a major consumer mecca like New York. Put 800 business people in one Manhattan location for several days and sponsorship opportunities will abound.

As a leading New York DMC, we are on the front lines of new tech product placements both in the storefront, on street-level ads, and at meetings. As June's launch of the newest Palm proved with 2-hours lines, New York City is the place to sell a gadget to professional.

Octoberfest!

We’re back with round two of what’s happening this Fall in NYC.

It's hard to believe October is already here, but at least it brings with it a whole new batch of things to see, taste and experience in the City that never sleeps.

October Happenings:

NYC Wine & Food Festival: October 8-11
Spend Columbus Day weekend with an all-star lineup of celebrity chefs including Bobby Flay, Rachael Ray, Tom Colicchio, Guy Fieri, Giada De Laurentiis and many more. Enjoy culinary demonstrations, discussion panels, book signings and special tasting events in America's culinary capital. Proceeds benefit the Food Bank for New York City and Share Our Strength.

Battle of the Badges: NYPD vs. FDNY Boxing: October 9
It’s been more than a two-decade wait, but the Battle of the Badges is back! The WaMu Theater at Madison Square Garden plays host to a new take on this New York tradition, as the toughest of the tough from the NYPD and FDNY step into the boxing ring for a night of friendly competition and good fun. Of course the real winners this night are the charities: the New York Firefighters Benevolent Association and the NYPD Fighting Finest.

The Lord of the Rings at Radio City Music Hall: October 9-10
For true-blooded fans, it’s not enough to see The Lord of the Rings: The Fellowship of the Ring in a movie theater. It’s not even enough to see it on an IMAX screen. Really, the only way to truly appreciate J.R.R. Tolkien’s epic saga of the battle for Middle Earth is in Radio City Music Hall, at a screening set to live music by the 21st Century Orchestra. This lavish production, which already received rave reviews when it opened in London, is an impressive experience for both music fans and fantasy fans alike.

Times Square Dog Day Masquerade: October 18
Dogs in costumes? Just another day in NYC. It’s silly and it’s cute (last year’s winner was a Chihuahua dressed as Elle Woods from Legally Blonde), but it’s also all for a good cause—the event raises awareness for Animal Haven’s Adopt-a-Pet program.

CMJ Music Marathon and Film Festival: October 20-24
An annual event with nearly 30 years of tradition, the CMJ Festival has always cut out the middle man and brought the music industry (and more recently, the film industry) directly to its fans, from the newest media to the most-vibrant live performances at New York's top venues. Odds are, 2010's need-to-know bands and films will be here, so don't miss the chance to take a peek in the crystal ball this October.

NY Chocolate Show: October 30-November 1
Life in the City gets sweeter for a week every fall, as restaurants, bars, retailers and others find ways to feature chocolate in their businesses. The week culminates with the Chocolate Show, a full-on chocolate expo, chock-full of inventive live demonstrations, samples and more. And the chocolate’s not just for eating: previous installments have featured chocolate-clad models strutting down runways and children creating chocolate artwork.

Summer Blues? September is Hot!

With Labor Day behind us and Fall events in full swing, it’s time to pull out our Blackberry (or day planners for those who won’t give up the pen and pad) to fill our schedules with a month jammed packed with events. Some of the highlights for September?

September Happenings:

Fashion’s Night Out – September 10
When Anna Wintour and Mike Bloomberg get together to throw a party, you know it's going to be huge. Vogue and the Council of Fashion Designers of America team up with NYC & Company to produce Fashion's Night Out, a fabulous citywide shopping event to kick off Fall Fashion Week and kick-start the City's retail industry. Hundreds of designers and retailers are participating, from the upscale (Versace, Chanel) to the edgy (Philip Lim, Stella McCartney) to the everyday (Uniqlo, Urban Outfitters). You’ll be sure to find in-store parties, fashion shows, freebies, celebrity appearances and live-music performances.

MTV Video Music Awards at Radio City – September 13
After staging last year's show in Hollywood, MTV brings its Video Music Awards show back to its New York City roots. At the first VMAs in 1984, Madonna rolled around on the Radio City Music Hall stage with a wedding dress up over her knickers; this time around, we're guessing featured performer Taylor Swift will comport herself in a more ladylike fashion. Still, bedraggled Brit comic Russell Brand returns to host again, which means something scandalous is bound to happen. Tickets to the VMAs are scarce (you have to be famous, a contest-winner or shell out a few thousand bucks), but remember: standing on Sixth Avenue screaming as the limos pull up is free.

New York 400 Week – September 8 through 13
While festivities celebrating Hudson's arrival have taken place throughout the year, NY400 Week will be highlighted by the Metropolitan Museum of Art's Johannes Vermeer exhibit, the New Island Festival, the unveiling of the New Amsterdam Plein & Pavilion at Battery Park and will culminate in NYC's first-ever Harbor Day. And, this time around Continental Airlines will make sure your trip goes smoother than Hudson's with a special airfare!

NY Craft Beer Week – September 11 through 20
Back for its second year, the NY Craft Beer Week is primed to saturate you in the country's best brews. Planned festivities include crash courses on hops and malt, citywide beer crawls and multicourse beer dinners hosted all over town.

Feast of San Gennaro – September 10 through 20
The Feast of San Gennaro brings more than one million people to the streets of historic Little Italy in the annual salute to the patron saint of Naples. The street festivities—including parades, entertainment, food stands and a cannoli-eating contest—are capped with a celebratory Mass and candlelit procession with the statue of San Gennaro.

Mercedes-Benz Fashion Week – September 10 through 17
In what is reportedly its final run at Bryant Park before moving to Lincoln Center in 2010, Mercedes-Benz Fashion Week promises yet another week of star-studded soirees at the tents. The world’s top designers debut their spring collections on the runways, as style-conscious celebrities from Hollywood, sports and the modeling world look on. You can be right there with them (but you'll need to land on a guest list first).

Couture fashion week at the Waldorf=Astoria – September 11 through 13
Launched in 2003 by designer Andres Aquino, Couture Fashion Week is a mini-event targeted at the international jet-set crowd (who are presumably also readers of Aquino's glossy magazine, Couture & Luxury). Designers from exotic locales such as Beirut and Turkey send over-the-top luxury wear down the runway (read: feathers, fur and sequins galore), supported by an equally over-the-top array of dancers, musicians and acrobats. The shows are capped off by a black-tie dinner and ball on Saturday evening, with tickets starting at $600 per guest.

Piggybacking and Grouping Costs Can Save Your Meeting

Shackman Associates New York continues to save money for businesses holding meetings in Manhattan through our network of close relationships with vendors. But when the current economy requires businesses to save even more, piggybacking and grouping components can be an effective solution.

Here are a few creative ideas we have successfully used:

Food and Beverage
We recently chose the same food and beverage menu at an advanced reservation quantity of 1,800 for two back-to-back financial and insurance meetings of 900 attendees each. The hotel in-turn saved on supply orders and delivery costs - which is passed down to the meeting. The second group of 900 reduced costs even further by piggybacking the audio visual component with an unrelated meeting also going on at the hotel.

Transportation from Airport

This is especially effective for meetings that involve attendees arriving in small groups from many locales around the country. We have helped associations with similar flight arrival and departure times for attendees by arranging group pickups. Scheduling convenient pickups for small groups at a time per terminal can significantly reduce costs for any meeting without sacrificing an important New York City transportation amenity. In the current economy, these kinds of cost savings can make the difference between a meeting that is well-attended and one that is not.

Broadway’s Celeb Packed Season

With Broadway shows going through a complete overhaul this season, they’ve also added a new twist to their repuitoire. This fall, catch celebs like Jude Law, Sienna Miller and James Spader make their Broadway debuts in some of the most anticipated shows of the fall season. The celeb-studded roster begins in September with ‘A Steady Rain’, starring 007 actor Daniel Craig and X-Men’s Hugh Jackman. Following right after, heart throb Jude Law takes the stage. Not to be outshadowed, Sienna Miller debuts in ‘After Miss Julie’; Julia Stiles and Bill Pullman in ‘Oleanna’; and James Spader in ‘Race’.

Broadway is hoping that the star-power will help to boost ticket sales in the middle of this major recession, creating a buzz of excitement in these interesting times.

Blast from the past – Don’t forget these celebrities who made their own Broadway debuts in recent years:

-In 2006, Julia Roberts debuted in ‘Three Days of Rain’.
-The following year, Jennifer Garner took her first shot on Broadway with 'Cyrano de Bergerac’.
-And just last October, Katie Holmes made her Broadway debut in ‘All My Sons’.

Four Reasons why the Javits Center renovation is important to associations

The Jacob K. Javits Center, located in the heart of NY, NY, built and opened in 1986, is finally undergoing renovation after much delay. Goodbye leaky roof, welcome an expansive exhibition space!

This $463 million project means four things for associations and New York City itself:

More space to exhibit and conduct business
For starters, a 40,000 square foot addition for exhibition space and 60,000 square feet devoted to pre-function and registration areas, food service areas, restrooms, loading docks and a truck court.

The right message
The message being sent to associations and businesses throughout the world is even more important - New York City is getting serious about setting the tone for a professional convention atmosphere. In fact, the project is set to begin immediately. Yes, immediately.

Reoccurring Economic benefits for NY meetings
Mark Schienberg, president of the Greater New York Automobile Dealers Association, which sponsors the Javits Centers largest public exhibit, the Auto Show, stated that the two-week event brought in over $200 million in economic benefits. More shows like this - especially those catering to professional associations - are now possible and their economic benefits could potentially spur more Javits renovations.

Advanced booking incentives have more ROI
Finally, the incentives hotels have been offering for associations who book New York meetings in advance carry even more significance with the immediate renovation of the city’s largest meeting space. According to Business Travel News, buyers are now also more likely to actually get the rates they've negotiated for the current year. During the seller's market years, last-room availability for many buyers was either impossible to negotiate at all or came at such a stiff premium that they did not pursue it. During 2009 negotiations, however, buyers said it increasingly was put back on the table.

If your association is considering a New York meeting at the Javits, call us today for the inside scoop and partner with us on your next meeting to fit your budget!

Why Your Overall Corporate Strategy Should Include Meetings and Events

The current economic climate is placing an even higher importance on events and meetings as a strategic tool for companies. In short, meetings are creating much needed opportunity - whether it is new business, enhanced industry-wide marketing partnerships, or exposure to sponsor offerings that save the company money.

Here are examples why:

Message and Marketing. We just managed an event for a firm who represents hotel properties throughout the country. Crain's New York recently noted that the local hotel industry was seeing the biggest price (and revenue) drop of any major city in the US. This event not only provided the perfect forum to pitch buyers for New York properties, but having an event for hoteliers that is positive, morale-building and productive from a messaging standpoint is critical toward weathering the current storm. Participants need a forum to exchange ideas, revise the overall marketing strategy of their local industry, and plan for any additional contingencies that may crop economically before the year is out.

Business Opportunity. We recently managed a meeting for Real Estate professionals from around the country. Besides the obvious benefits of industry members as a whole discussing recovery strategies, each company was very smart to send representatives for a more substantive reason - the meeting included tours of specific real estate investment opportunities in various parts of the city that are currently a bargain as compared to the price tag from two years ago.

Access to Sponsor Specials. Corporations who are choosing to strategically participate in meetings - especially in a business capital like New York - are getting access to exclusive sponsor offerings customized for their particular needs. Tech-related sponsors in particular are eager for face time with business customers, and meetings are creating opportunities for companies to try the latest gadgets at special rates they would not get otherwise.

Press Opportunity. At a recent International Food Retailers conference we managed, participants unveiled new formulas and a new association vision, which served as a fantastic press opportunity in the media capital of the world.

Follow our blog for more insight on how a New York Meeting can benefit your organization and check out our website http://www.shackmanassociates.com/ to view our recent presentation on New York Meeting Trends for 2009 and 2010.

THE APOLLO THEATER REMEMBERS THE KING OF POP

The world famous Apollo Theater is so much more than a historic landmark - it is a source of pride and a symbol of the brilliance of American artistic accomplishment. With its rich history and continued significance, the Apollo Theater, considered the bastion of African-American culture and achievement, is one of the most fascinating chronicles in American history.

This legendary venue has launched the career of Michael Jackson and continues to maintain its position as the nation's most popular arena for emerging and established African-American and Latino performers.

Today the marquee of the theater read, "In Memory of Michael Jackson, A True Apollo Legend." Fans gathered to dance, chant his name and sing along with his songs. Despite the dire news, the mood was celebratory and uplifting.

So here’s to you Michael – Thank you to your contributions to New York City and the World of Pop.

For Last-Minute Meetings, 3 Reasons Why New York is in Rarified "Air"

This week, the President announced that he's adopting a pay-as-you-go approach to budgeting. Meeting planners, however, are one step ahead of him – they’ve been operating that way all year long.

New York City is well prepared to welcome business travelers operating on last-minute pay-as-you-go schedules, especially when it comes to air travel.

Some advantages of flying to meet in New York include:

Low fares across-the-board: About three months ago, only the low-cost carriers were offering deals into New York's three primary airports. Now everyone’s getting into the act. While last-minute meetings create obstacles for acquiring group rates, major carriers are offering regular fares for business travelers as low as $129 from the West Coast, just days in advance of flights. That means meeting planners can stop fretting about huge lead times when making travel arrangements.

WiFi at 30,000 feet: Some airlines have begun offering on-board wi-fi during flights to New York – perfect for your busy business clients who could surely benefit from mile-high browsing privileges. Our colleagues who have utilized this service on cross-country flights give it rave reviews.

New Survey Indiactes Enhanced Piece of Mind: Who can forget Capt. Chesley Sullenberger’s heroic crash landing of U.S. Airways Flight 1549 in the Hudson River? According to a recent survey by the independent polling firm, Rasmussen Reports, 34% of Americans are now more confident about flying in the wake of that landing, which resulted in the rescue of all passengers on board. And 54% of respondents think Sully should get a raise too!

With air travel to New York seeing blue skies ahead, last-minute meetings in the Big Apple make more sense than ever.

Governors Island welcomes New Forward-Thinking Art Exhibit

Governors Island (that tiny island located just south of the bottom tip of Manhattan) is expecting to draw more than 200,000 visitors this summer with their newest public art installation. Titled Plot 09: This World & Nearer Ones, the city’s first art quadrennial will open June 27 and feature 19 art commissions by artists worldwide.

Just hop on the quick ferry ride which picks up at the Battery Maritime Building. While you’re there take some time to explore the rest of the island, a former military base which has been open to the public since 2005. The island is also available for private events – ask us for some of our great themed proposals!

Retaining Core Business with a Meeting is a Top Priority no Matter who you are

While it would be hard to paint GM as a model of fiscal stability, it doesn’t mean the automaker should blow off a core business constituency. That’s why companies must not sacrifice important business meetings regardless of the prevailing political and economic climate. Even if the meeting is being held at a resort in Tucson, Arizona. Those who are quick to criticize large corporate meetings need to consider the following:

· In the case of GM, the top 500 fleet customers at their recent meeting account for 27.6% of the company’s total sales
· Large meetings are often booked well in advance and are very expensive to cancel
· The US Treasury has gone on record that it will not interfere with the day-to-day operations of companies receiving assistance
· Many outside functions at meetings such as golf outings at the GM meeting have become the financial responsibility of attendees in '09
· The meeting agendas have become far more business-focused - in the case of GM, they were "packed with informational sessions on GM’s 2010 product line”
· Resorts like the Wild Pass who host large meetings employ up to 1,500 people who are not CEOs. They are hard-working individuals, many of whom with families.

Finally, the meeting budgets represent a mini-fraction of what is spent on new product rollouts – especially GM’s development of the golf-cart-like Segway. It is far more difficult to imagine a Segway owner blissfully cruising down 5th Avenue with a cabbie tailgating close behind than it is any company forfeiting 27.6% of its business over fear of criticism.