Meeting Professional Perspective SOCIETY OF GOVERNMENT MEETING PROFESSIONALS Inside this issue: July / August 2016 President’s Message 2 Membership Renewal 3 Chapter Contest 3 Membership Report 4 Shining Star 5 Fall Community Service Project 5 CGMP Certification 6 National News 7 Chapter Chat 7 7 Smart Suitcase 8 Recap of May Meeting 10 Recap of June and August Meetings 12 PIE & NEC 2017 13 Thank You 14 Board Bytes 15 Nominations, Elections & Committee Chairs 16 Chapter Board Members 17 Advertise With Us 19 Upcoming Events 20 NEXT CHAPTER MEETING October 13, 2016 Conflict of Interest Great Wolf Lodge Grapevine, TX Chapter Mission and Goals Our mission is to enhance the knowledge and expertise of government meeting professionals. Our objectives are to improve the quality of, and promote the cost effectiveness of, government meetings. SGMP is the only national organization in the U.S. dedicated exclusively to government meetings. A Message from the President… By: Cymbre Kooker Our Chapter Values Learning Children around the country are returning to school to begin another year of learning. Our learning, however, continues for as long as we live, as long as we allow new thoughts, ideas, and processes to flourish. Learning makes us better people, and I am struck by a truth for which I am grateful: The North Texas Chapter of SGMP values learning. Our chapter shows we value learning when our membership supports local schools by providing donations of needed items. We’ve collected tissues to help care for the health of students so they can give their studies the best concentration possible.July Our Fall Community / August 2016 Service Project will be collecting box tops and school supplies for Thomas Haley Elementary School in Irving, Texas so that they may use these supplies to further their knowledge of the world. Our chapter shows we value learning when members come early to monthly chapter meetings to network before the program begins. Business contacts are made and friendships are formed as we learn more about each other. Our chapter shows we value learning when our chapter board members work year-round to bring the best programs and speakers we can find and afford to our monthly chapter meetings. As we strive to grow our membership, we search for speakers and topics that will present new trends, new technological advances, new regulations or limitations, and new perspectives in the realm of government meeting planning. Our chapter shows we value learning when we provide scholarships for members to attend the national and regional education conferences. Our chapter shows we value learning when members bring co-workers and associates to chapter meetings. The first time visitor learns about the values and benefits of the SGMP organization. Our chapter membership learns about the visitor’s property (supplier) or government agency/educational institution (planner). Thank you all for learning with me! NORTH TEXAS CHAPTER 2 Membership Renewal Process Updates By: Michelle Milligan Changes have been put in place so that members will automatically receive by email membership renewal notices at 90, 60, and 30 days prior to expiration. In addition notices will be made 5 and 15 days post expiration. Member's accounts will no longer automatically suspend from the SGMP database after the 30 day grace period. Expired members will now be able to log into their account and pay their membership dues; however, until renewal occurs they will have no other access to the member areas of the website. Please make sure to place [email protected] on your approved sender lists with your IT departments. To Renew your membership follow these simple steps: Log onto your account at www.sgmp.org On the left hand side of the screen click on Membership Renewal Follow the prompts through the renewal process and either pay on line or indicate bill me If you need an invoice to process for a check payment, follow the above and then when you receive the "Thank you for renewing your membership screen", click on My Invoices on the left. Click on View Invoices, the top invoice will be your outstanding membership invoice. Print the invoice and process for payment through your company/agency. SGMP North Texas Chapter Contest Bring the Most Visitors Sept/Oct/Nov 2016 By: Ruth Bilbo, CGMP Kelly Roche and the Irving Convention and Visitor’s Bureau are sponsoring a “Bring a Visitor to SGMP North Texas Contest”. A 1st and 2nd place award will be given to the members who bring the most visitors to the September, October, and November meetings combined. Take this opportunity to introduce SGMP to your co-workers and maybe win a gift card too! NORTH TEXAS CHAPTER 3 Membership Report SGMP North Texas Chapter By: Ruth Bilbo, CGMP July 2016 August 2016 Planners = 14 Suppliers = 8 + Other = 3 (Retirees) Total Membership = 25 Planners = 14 Suppliers = 8 + Other = 3 (Retirees) Total Membership = 25 Percentage 63.6% planners to suppliers Percentage 63.6% planners to suppliers New Members: -0- New Members: -0- At Risk: -0- At Risk: Robert Williams Dropped: Sue Thomason Dropped: -0- Cymbre Kooker Robert Williams 60 Days: Cymbre Kooker John Fox Staci McAllister Terry Moore 60 Days: Jake Dillen Staci McAllister NORTH TEXAS CHAPTER 4 Shining Star Award By Rhonda Wise, Immediate Past President Have you noticed anyone doing something for the chapter that you think is more than most of us do? We are looking for nominations for our Shining Star Awards to showcase our members who work hard for our chapter. Take a minute and think about who that might be. You can pick up a form at the chapter meeting, respond on the survey for the meeting, or email me at [email protected] and tell me why that individual is deserving of this award. I would appreciate your input! NORTH TEXAS CHAPTER 5 CGMP Certification Copied from National SGMP’s website http://www.sgmp.org/content.asp?contentid=140 The Certified Government Meeting Professional designation ("CGMP") is designed for planners and suppliers whose work is governed by the rules and regulations of the federal government. Individuals who have earned their CGMP have obtained the highest designation available that is specifically for government meeting professionals. In order to take the CGMP Class and exam, you must be a current member of SGMP for at least 6 months. This requirement may be waived with documentation of at least 1 year experience in the hospitality industry. In addition to demonstrating your commitment to enhancing your government expertise and to improving the quality of your meetings, earning your CGMP has numerous benefits for your career and for your employer. If you are a government planner, here are the benefits of having the CGMP designation: you will earn the highest designation available that is specifically for government meeting professionals you will have a clear, thorough understanding of the rules and regulations that affect government meetings you will demonstrate to your agency the dedication you have for your craft you will stand out against your peers without the designation for your knowledge of government meetings you will bolster your career advancement opportunities within your agency you will increase the exposure/importance of the government market within the meetings profession If you are a contract planner, here are the benefits of having the CGMP designation: you will earn the highest designation available that is specifically for government meeting professionals you will have a clear, thorough understanding of the rules and regulations that affect government meetings you will demonstrate to your employer the dedication you have for your craft you will hold a competitive advantage vs those without a designation for knowledge of government meetings you will be better-positioned to build more revenue for your company you will bolster your career advancement and salary negotiating position within the meetings marketplace you will increase the exposure/importance of the government market within the meetings profession If you are a supplier, here are the benefits of having the CGMP designation: you will earn the highest designation available that is specifically for government meeting professionals you will have a clear, thorough understanding of the rules / regulations that affect government meetings you will demonstrate to your employer the dedication you have for your craft you will hold a competitive advantage vs. those without designation for knowledge of government meetings you will be better-positioned to build more revenue for your company you will bolster your career advancement and salary negotiating position within the meetings market you will increase the exposure/importance of the government market within the hospitality industry Questions about the CGMP certification? Contact us at [email protected]. NORTH TEXAS CHAPTER 4 6 The National Board met over the weekend of SEP 10/11 with the new management company, Ascent Management. During the board meeting, Maggie McGowan resigned from her position as National President. The bylaws require that a vacancy of the President position be filled by the 1st Vice President, if willing and able. The Board confirmed the appointment of Michelle Milligan to President. National News Maggie requested the following message be shared with everyone: "I'd like to thank all of you for your continued support of SGMP as we transition through this time. I have no doubt in my mind that SGMP will be in good hands with Ascent management and with this board of directors, headed by Michelle Milligan as your very capable and dedicated president. Circumstances beyond my control, both personal and professional, have led to this decision. I remain dedicated to SGMP and to this board, should they need anything from me. I wish the current national board and Ascent nothing but the best in the days and years to come. Sincerely, Maggie McGowan, former national president." The Board thanks Maggie for her commitment to SGMP and all the hard work she has contributed to the betterment of the Society. We recognize this was a very difficult decision and that it was in the best interest of SGMP. Your SGMP National Board has rededicated itself to ensuring that information is communicated in a clear and timely manner to all membership. The Board looks forward to working with our membership during this transition. Feel free to contact any of us with questions or concerns. Best Regards, SGMP National Board Chapter Chat By: Kelly Roche, CGMP, CTA Got News? New Job, new baby/grandbaby, got married or general juicy gossip about yourself or another SGMP member? Please contact Kelly Roche at 972-401-7715 or email [email protected] Hugs go out to Lesa Spangler as her husband Bryce passed away on June 29th. They had been married for almost 35 years. She indicated that he went peacefully. He had been dealing with some health issues for quite some time. Bryce was a kind and loving man. RIP Bryce... NORTH TEXAS CHAPTER 7 7 Smart Suitcases that are Actually Worth Your Money By Nina Sayawat on July 20, 2016 ~ Reprinted From Smart Meetings Meeting planners are often on the road, rushing off to site visits or trade shows. It’s no surprise that planners and other business travelers are constantly on the lookout for tips, tricks and tools to make travel easier. So wouldn’t it be great to have a suitcase that does just that? That’s the concept behind many of the smart suitcases that are appearing on the market these days. They boast futuristic features such as GPS tracking and mobile phone integration. But high price points—many cost upwards of $400 for a carry-on-size—have some travelers questioning whether they truly need a suitcase that can charge their phone. Is smart luggage really a necessity for travelers, or is it an example of technology attempting to fix something that isn’t broken? Some manufacturers are breaking the mold and going beyond the typical phone charging and built-in scale features that are quickly becoming standard in smart luggage. just about anything. The axle-less wheels’ large diameters promote better stability and weight distribution, leading to improved maneuverability. Made from ballistic nylon and aerospace-grade materials, G-RO is built to withstand rough handling. This suitcase is not only smart—it’s also crush-proof and water resistant. 4. Wi-fi wherever you go: For busy planners who want to check emails wherever they are, this product is a dream come true. The Voyager Weekender is a luxurious leather travel bag with a twist—it offers a Wi-Fi integration option that will keep you connected no matter where you are in the United States. The wi-fi version comes with a pocket-sized mobile hotspot that integrates seamlessly with the bag. The weekender is equipped with thoughtfully designed compartments that enable you to pack about five days’ worth of clothes and gear. There’s even a separate compartment designed specifically to help you keep gadgets and cords organized. If you’re looking for a more compact option, take a look at the company’s Venture Backpack, which has the same Wi-Fi features and includes a built-in tracker. 5. Secure with just a fingerprint: Space Case 1 claims to be the world’s most advanced smart suitcase. With features such as a biometric fingerprint scanner, anti-theft proximity sensor and personal concierge, it very well may be. Innovative technology enables the 1. Resize to fit: Did a little too much shopping on your trip? Strugsuitcase to be unlocked with a fingerprint or by using a corresponding gling to fit everything in your suddenly-too-small suitcase? We’ve all mobile app. Space Case 1 also boasts a proximity sensor and antibeen there. Luckily, that may no longer be a problem thanks to Fugu, theft mechanism. When armed, it will send an alert to your phone and which claims to be the world’s first expandable suitcase. The suitcase set off an alarm if the case leaves your area. starts out as a carry-on, but can be expanded to a check-in size with just the push of a button. Some travelers may have concerns about 6. Check in luggage from anywhere: Rimowa is revolutionizing the the durability of an expandable suitcase, but Fugu’s designers have check-in process with the industry’s first fully-integrated digital lugdone extensive testing—including dropping it off of a two-story build- gage tag. Rimowa’s Electronic Tag, set on an e-ink screen made of ing!—to ensure the product is built to last. The expandable shockGorilla Glass, allows travelers to use an app to check in luggage from absorbent walls are made of RipStop fabric, a lightweight, waterproof wherever they are. Rimowa’s app is used to transfer flight information fabric that doesn’t tear. to the tag, which will then display the flight data and check in the suitcase. The traveler can simply drop the bag off at the 2. Make space for more: Another option for travelers airport without needing to wait in long check-in lines. An who need a little more space in their luggage is Briggs added bonus of the electronic tag is that it minimizes the risk & Riley’s line of products with CX™ Expansion techof lost luggage. Unlike paper tags, this integrated tag cannot nology, which enables suitcases to expand up to 34 be lost or torn. Lufthansa is currently the only airline capable percent, then compresses them back to their original of handling electronic tags, but other carriers, including Unitsize. The groundbreaking expansion and compression ed Airlines, are in the process of testing the technology. feature makes it that much easier to squeeze in everything you need for an action-packed business trip. 7. No zippers, no problem: In addition to typical smart suitcase features such as USB charging and GPS tracking, 3. Smooth sailing (or rolling): Zipping from meetings Trunkster has one very unique feature: a sliding rolltop door to trade shows to site visits will be easier than ever that takes the place of zippers or clasps. The water and imwith G-RO. It’s a bag designed to accompany travelpact resistant door is not only eye-catching, but functional as ers wherever they’re going, whether it’s across the well. In one motion, travelers can easily access all of their country or across town. To accomplish this, G-RO’s belongings. designers created an all-terrain wheel that can handle Here are seven smart suitcases with ultra-cool features that are really worth your money. NORTH TEXAS CHAPTER 8 NORTH TEXAS CHAPTER 9 Recap of May Meeting — The Year in Review... By: Staci McAllister The North Texas Chapter’s May 12, 2016 meet- your organization. Mr. Bledsoe passed out a few ing was all about a recap of the entire year of different scenarios to evaluate how the group meeting topics. Cymbre Kooker was the Speaker. would handle certain situations. It was interesting to see the important factors that each group Starting off with the August meeting held at the pointed out. Hilton Garden Inn Market Center, that topic was Emergency Preparedness. We were reminded of November’s meeting was “Meetings A-Z” with some procedures that our Speaker, Alyson Bar- Ruth Bilbo, CGMP, as our Speaker at the Dourow, CEM, Assistant Emergency Management bletree by Hilton Dallas Market Center. She disCoordinator, discussed in regards to floods, torcussed learning how to establish pre-meeting crinadoes, etc. She defined a disaster as the occur- teria for selecting the best host venue as well as rence of imminent threat of widespread or severe managing and executing on-site logistics, reviewdamage, injury or loss of life or property resulting ing/evaluating post-event success of the agenda, from any natural or man-made cause (Texas Dis- venue and attendee education. Ruth also sugaster Act of 1975). gested sharing post-event findings with venue management in a follow-up September’s meeting was meeting or a debrief. held at the Courtyard Marriott Dallas LBJ at Josey with the December’s meeting was on the topic topic of Generational Leaderof “Exploring Holiday Traditions” preship with Graced Nied, CGMP sented by John Fox at the Crowne Plaas our Speaker. She disza Downtown Dallas. Learning about cussed the differences in different holiday traditions to better unLeadership style, motivators, derstand and relate to co-workers, communication preferences, meeting contacts and chapter members and perception of authority were some important points John was which can result in loss of trying to make. Not everyone knew productivity and even conflict. what the appropriate greetings for difAlso, with an understanding of ferent major holidays around the world generational characteristics were. Knowing when to say “Happy and preferences, we can levholidays and Merry Christmas” were erage our differences to cresome examples. Also, knowing what ate and maintain a highly moholidays are American only, and what tivated and innovative team. holidays of other cultures we recognize and why. October’s meeting was the topic of “Interactive RFP” presented by Joe Bledsoe. This meeting January’s meeting was “Fed Biz How-To” with was at the Irving Convention Center. The meet- Kelly Roche, CGMP, and Staci McAllister as ing professional and venue supplier’s relationship Speakers at the Magnolia Hotel Dallas Park Citis key within organizations such as SGMP. One ies. Fed Biz is a program that not everyone was key component of our interaction is the client familiar with. Hotels can put in the available RFP process and how it affects how we plan our space, dates and other pertinent information for meetings, choose our cities and select our meet- industry and Federal business requests and reing venues. This process is needed for a sucquirements with dates included. There is a mancessful conference and getting the best deal for datory protocol for all agencies purchases, often NORTH TEXAS CHAPTER 10 Recap of May Meeting—continued referred to as “Order of Precedence” which may limit purchasing options. For example, many agencies must first ensure that other government spaces are not available before securing non-government locations for an event. Agencies may use websites like http://fedmeetingspace.cfo.gov to check for these availabilities. February’s meeting was on the topic of “I Love My App!” presented by Franklin Terry at the Radisson Hotel Fort Worth Fossil Creek. Franklin defined an app as a type of software that allows you to perform specific tasks, unlike a program that stands alone. Apps work on desktop and laptop computers, and those for mobile devices are called mobile apps. Apps for Event Planning are limitless. Some examples include by are not limited to: Evernote, Bizzabo Engagement, Heytell, ScannerPro, Dropbox, eVite, Super Planner and Event Check-In. There are advantages and disadvantages as with everything. March’s meeting was on the topic of “Building Event Curriculum: Targeting your Audience” presented by Ruth Bilbo, CGMP at the Westin DFW. A curriculum is a structured document that delineates the philosophy, goals, objectives, learning experiences and assessments that compromise an educational program. Additionally, it represents an articulation of what attendees should know and/or be able to do at the end of the program. It is important to know who your audience is. Also, knowing what the most pressing issues, problems or desires may be. April’s meeting topic was “Contracts: Perspectives of a Planner and a Supplier” made up of a panel including Marie Peterson, Sally Thompson, Ruth Bilbo, CGMP and Susan Barnes held at the Courtyard & TownePlace Suites DFW Airport North/Grapevine. Knowing your contract is very important. It can help to clarify and protect all involved in the process. Contracts may be required by either Suppliers or Planners. A Letter of Intent helps avoid penalties and may be required. Negotiating your event is critical. It allows the power to rewrite the contract. Benefits of a site visit include discussing any construction that may be in progress (the noise, parking, restrooms, etc.). Other benefits of meeting face-to-face include discussing Food and Beverage, Audio/Visual (is there a discount for using the inhouse staff?) as well as any Security. It’s always a good idea to have a “backup plan! Things can go wrong. Make sure to discuss the per diem rates required by the supplier, cancellation clauses, understanding attrition, knowing what’s free of charge and don’t forget parking fees, service charges, shipping fees, storage fees and internet for meeting space. NORTH TEXAS CHAPTER 11 Recap of July Meeting By: Staci McAllister On July 23, 2016, the Annual Retreat for the North Texas Chapter was held at the Magnolia Hotel Dallas Park Cities. Attendees included Cymbre Kooker, President; Ruth Bilbo, CGMP, 2nd Vice President; Staci McAllister, Secretary; and Fannie Smith. Some important items of discussion were planning the upcoming program calendar and membership. We also discussed some possible Community Service Projects. Recap of August Meeting By: Staci McAllister The topic for the August Meeting for the North Texas Chapter was “Working with CVB’s”. It was held at the Irving Convention Center on August 11, 2016. Speakers included Kelly Roche, CGMP of the Irving Convention and Visitors Bureau and Dana Saenz of the Arlington Convention Center and Visitors Bureau. Some of the key points discussed were how valuable CVB’s can be when planning meetings such as locating a place for an upcoming meeting, transportation and many other important issues. NORTH TEXAS CHAPTER 12 NORTH TEXAS CHAPTER 13 Chapter Thanks By: Cymbre Kooker I would like to say a huge thank you to the Magnolia Hotel Dallas Park Cities for not only hosting, but also FULLY SPONSORING, our Annual Board Retreat on July 23, 2016! We are so grateful to the Irving Texas Convention and Visitors Bureau for FULLY SPONSORING and hosting our chapter and board meetings at the Irving Convention Center at Las Colinas on August 11, 2016! NORTH TEXAS CHAPTER 14 North Texas Board Bytes By: Staci McAllister July Board Meeting This was our Board Retreat!! At the July meeting, we discussed the upcoming year and came up with topics for the Calendar of meetings. We also discussed some potential Community Service projects. Some highlights were discussing that our Chapter received Communications of the Year Award from National as well as winning first place for the Chapter Merit Award from National. August Board Meeting At the August meeting, it was reiterated to remember to solicit people to assist with Committees. We voted to Table the Mentoring Program for the September meeting. Ruth made a motion to donate $25.00 to Patriotic Paws in memory of Bryce Spangler as a Chapter and we all agreed. The Community Project was chosen to collect school supplies for a deserving school. That school is Thomas Haley Elementary in Irving, TX. NORTH TEXAS CHAPTER 15 Nominations and Elections By Rhonda Wise, Immediate Past President Have you thought about running for an office for SGMP this next year? This is the second year of our board’s term and we will be looking for people to run for office for the 2017/2018 term. These are the positions we will be filling: President (planner) 1st Vice President (planner) 2nd Vice President (supplier) Secretary (planner) Treasurer (supplier) If you have an interest, please email me at [email protected]. I will be glad to give you any information you need regarding these positions. We will begin the nomination process in November or December of this year. NORTH TEXAS CHAPTER 16 CHAPTER BOARD MEMBERS President Cymbre Kooker is a Consumer Safety Technician with the U.S. FDA. She has been a North Texas Chapter member since September 2013, and Chapter President since June 2015. Cymbre enjoys posting photos from chapter meetings on the chapter’s Facebook page to promote SGMP through social media. Her goal is to promote the SGMP North Texas Chapter in DFW and in the SGMP community to spread the SGMP mission of Education, Networking, and Resources for increased benefits to planners and suppliers. 1st Vice-President Vacant 2nd Vice-President Ruth Bilbo, CGMP, works for the Magnolia Dallas Park Cities and has been a member of the North Texas Chapter of SGMP for over 10 years, serving in various board positions. Currently she handles Special Projects as well as the Membership Committee. Her goal is to support the efforts of the chapter to grow our membership, remain financially strong, and enhance the quality of education at the monthly meetings and to serve the community where we live. Serving the SGMP chapter has been very rewarding both professionally and personally. NORTH TEXAS CHAPTER 17 CHAPTER BOARD MEMBERS Treasurer Kelly Roche, CGMP, has been in the hospitality industry since 1982, working mostly for hotels. For the past six years, he has been working for the Irving Texas Convention & Visitors Bureau. He has been a member of SGMP for 20 years receiving the following awards: • North Texas Chapter Outstanding Supplier of the Year 1995, 2005 • North Texas President’s Choice Award 1997, 2007 • Gulf States Chapter 2008 President’s Spirit Award. • National Sam Gilmer Supplier of the Year-2009. Kelly has been speaker/panelist for the North Texas, Lone Star Capital, and Gulf Coast Chapters. Secretary Staci McAllister is a Consumer Safety Technician (CST) for the U.S. Food and Drug Administration in Dallas District Office, Investigations Branch. She started her FDA career in January of 1992 at the Center for Devices and Radiological Health in Silver Spring, Maryland and transferred to the Dallas Office in September of 1995. She has been a member of SGMP since August of 2013 and Secretary since June 2015. Some of the goals she would like to see within our Chapter would be to increase in member size and more participation in monthly meetings. Immediate Past President Rhonda Wise, has been a member of SGMP since 1995 serving in various capacities on the local chapter board and has served on every committee within the chapter. She served as a Trustee on the Gilmer Institute of Learning as well as serving on several national committees. Rhonda was the 1 st Vice President on the National Board from 2011-2013. She has received the following awards: SGMP Sam Gilmer Planner of the Year – 2010 (national award) Chapter Presidents Award – 2008, 2003, 1998 Chapter Planner of the Year – 2005, 2003 Chapter Shining Star Award -- 2000 NORTH TEXAS CHAPTER 18 North Texas SGMP Newsletter Advertising Pricing & Specifications The ad size is based on pricing: Full Page $100.00 or $400 per year Half Page $75.00 or $250 per year Quarter Page $25.00 or $100 per year Business Card $25 or $75 yearly Website Banner Ads Full Year $350.00 Quarterly $150.00 Monthly $75.00 The Newsletter ad size specifications for: Full Page 9.75 x 7.25 Half Page Vertical 9.75 x 3.5 Half Page Horizontal 4.75 x 7.25 Quarter Page 4.75 x 3.5 Business card ads 2.25 x 3.5 Distribution Advertising Artwork deadlines November—December 2016 January—February 2017 March—April 2017 May—June 2017 December 16, 2016 February 20, 2017 April 21, 2017 June 16, 2017 Please contact Kelly Roche @ [email protected] or 972.401.7715 NORTH TEXAS CHAPTER 19 Upcoming Events Meeting Program Name October 13, 2016 Conflict of Interest November 10, 2016 Procurement Process December 8, 2016 Generational Leadership January 12, 2017 Green Meetings February 9, 2017 Listening Skills March 9, 2017 Social Media April 13, 2017 Active Shooter May 11, 2017 Crisis Management June 8, 2017 Awards Ceremony & Installation of Officers July 8, 2017 Annual Retreat NORTH TEXAS CHAPTER 20
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