Today’s Business Meetings: Face-to-Face or Virtual?
Firms Are Weighing Travel Options for Offsite Events
BY LISA DOIRON
Special to the Business Journal
With the global economic slowdown, the growing volatility of the political environment, and an unstable travel industry, many corporations are re-evaluating the feasibility of implementing offsite meetings.
In a survey of 200 corporate travel managers conducted between Aug. 29 and Sept. 5, 70 percent responded travel is down from this time last year by nearly 20 percent.
Additionally, the National Business Travel Association recently released its 2003 Business Travel Cost Forecast and the organization predicted that business travel costs will increase 5 percent in 2003.
Despite the dismal outlook, PGI, Inc., an events and communications company, is experiencing a resurgence in business. “Companies are starting to return to offsite meetings, the sell cycle just tends to be shorter,” said Marcia Bradley, general manager of PGI, Inc. “We recently planned a national conference for a large food chain in 30 days.
“Normally, we would have started coordination 12 months in advance. Decision makers are waiting till the last minute before moving forward, helping avoid complications due to the ever-changing economy and political landscape,” she said.
Whether you’re facing budget constraints or just watching the bottom line, there are a plethora of options for planning cost-effective offsite meetings, ranging from re-evaluating frill distribution, choosing locales wisely, adding more value to meetings, coordinating in house, and conducting virtual meetings.
– Reduced Frills Doesn’t Mean Fewer Thrills
Meetings that once involved lavish black tie parties and high-end golf rounds are out, while those with a purpose and few distractions are in.
“Companies are redirecting frill allocation. They are still hosting events, they just take a different tone,” said Denise Dornfeld, executive vice president for PRA Destinations, a destination management company. “We are seeing more teambuilding activities, especially with companies that recently experienced a corporate merger. Activities are developed to bring new team members together and range from boat races to golf cart polo.”
A new meeting activity that has seen tremendous growth is community service. VolunTours, an organization that specializes in developing and coordinating volunteer opportunities, offers a myriad of programs that tie-in teambuilding and a sense of community. Programs range from packing care kits for our military to painting murals for community clinics.
“As companies strive to differentiate themselves in the community, maintain positive relations with customers and investors, and instill loyalty among employees, community service has taken on new importance,” said Parker Pike, president of San Diego-based Catalyst Marketing and a partner in the development of VolunTours.
– Destination Cost Savings
Just because your company is on a budget doesn’t mean you have to host your meeting in Bakersfield. Think attractive destination. Consider Phoenix in the winter or Colorado Springs in the summer. These cities, as well as a host of others, offer incredible scenery and a myriad of post-meeting activities at a fraction of the cost of traditional sites, such as Los Angeles and New York.
Employees and employers are demanding more from business trips. Employees expect to gain skills to make them more valuable in the marketplace while employers are looking to add elements that will pay off tenfold back at the office. Options include credential programs, work skills training and motivational speakers.
“We are receiving numerous requests to bring in motivational speakers,” said Dornfeld. “Companies see the value in motivating their employees personally and professionally. A happy employee is a productive employee.”
But not everyone has the luxury of retaining an events management company to help coordinate their offsite meetings. BusinessTravel.com, EventPlanner.com, GetItPlanet.com, OnTheRoad.com and Business Travel Info Network are just a few of the resources that are available online to offer assistance. The sites offer a broad swath of meeting planning services ranging from travel reservations, restaurant and meeting site recommendations to local activities and more.
Before making reservations via the Internet, call several of your top tier options to see if you can leverage additional buying power. Speak with the manager. Many of these companies are hungry for your business and may be willing to give you a great deal.
If budget constraints, travel delays and planning headaches have still got you down, perhaps teleconferencing and video conferencing may be your best options. Teleconferencing is the least expensive and is available with or without a moderator. Depending on your needs, teleconferencing can be a low as 15 cents per person, per minute. Vendors include pure teleconferencing companies, such as ECI and Intercall, to general phone companies, such as AT & T; and Sprint. To add another dimension to the teleconference, companies can provide a Web cast element for as little as $600.
Video conferencing offers the next best thing to being there as it gives people a visual reference. If you are planning on conducting numerous video conferences, it makes sense to purchase the equipment. Major video conferencing product companies include Polycom, ACT Teleconferencing, Wire One Technologies and MCSi. However, if your interoffice needs are few and far between, then your best bet is to work with a company that hosts video conferences at their locale. Companies range from hotels and executive suites to video conference facilities. San Diego companies include the Holiday Inn Harbor View, Taylor Research and First Choice Executive Suites.
If you are hosting a regular employee training meeting, then a videoconference may be sufficient. However, if you are trying to develop teamwork, build excitement for a new program, or establish a rapport with clients or potential clients, then hands down, a face-to-face meeting can’t be beat.
Doiron is an account manager at Allison & Partners, a strategic public relations and promotions marketing agency with offices in San Francisco, Los Angeles and San Diego.