While it may not rock your world, this list of 10 quick meeting-planning tips from the AMI blog is a good reminder of what really counts: that it’s all about the attendees, not your organization. It may be simple, but it’s probably not easy!

That’s what Kristi Casey Sanders asks in this interesting post about how what’s hip today might become passé, presentation-format-wise. Plus she includes a great list of tips (and she’s funny).

If your attendees come to your meetings bristling with iPads, iPhones, and an assortment of other iTems, you’d best be prepared with plentiful bandwidth and perhaps a few high-tech goodies to make them feel appreciated. Like what, you ask? Here are five tech giveaway ideas from Andy McNeill, principle and CEO, American Meetings, Inc..

I also went to an interesting session on incorporating product theaters on the trade show floor. It was moderated by John Houghton with the Metro Toronto Convention Centre, who also showed lots of slides of different product theater setups. Interesting that almost all of the slides I saw were of open-sided theaters; of the few I’ve seen, they mainly have been at least somewhat shielded from the hustle and bustle. He was joined by panelists Carrie Abernathy, CMP, CEM, with the International Association of Fire Chiefs; Matthew Cunningham, CMP, with the American Petroleum Institute; and Colleen Donohoe, CMP, with the American Association of Oral and Maxillofacial Surgeons. Eclectic group, eh?

A few things I learned:
* Don’t do it unless you’re going to demo something. Sounds like that’s what they’re most effective for.

* Market product theaters with the rest of your program several months out.

* Where to place it on your show floor will really depend on the specifics of your attendee and exhibitor base. That said, while you don’t want to monopolize your premium space, but you do want to put it where it will get traffic. That may be in the back near the food and beverage stations, or in a more central location. One online session attendee said she put hers in the center of the show floor and used fabric to dampen the noise. Another mentioned that where you place it speaks to how important you think it is.

* For medical trade shows: Product theaters can not be offered for continuing medical education or CE credit.

* Panelists were mixed on whether to give product theaters dedicated time or run them opposite other programming. Matthew, whose organization runs its product theater concurrently with other sessions, basically tells companies to send their best speakers so they can compete. Colleen, on the other hand, keeps it unopposed both to make it worth the cost and to keep non-CME from competing with CME.

* You can use your mobile app and/or social media to push out messages about the product theater, both before the fact and during the show by broadcasting the news that a hot-topic session is coming up on the show floor. The panelists also promoted the sessions on the show floor with large, tall, eye-catching graphics over the sets, and had people holding signs saying “Follow me for a great hot-topic session.” I didn’t catch what her association was, but one attendee whose organization must be involved in lumber somehow said they place a live tree in the middle of the show floor, then sell space around the outside of it. They use the tree to demo whatever it is that organization’s people demo, then have the last session be about how to cut down a tree, demonstrated on the tree, which is then carried off the show floor as logs.

* To combat the idea that people will rush past the booths to get to the product theater, you can build in time around the on-floor sessions for booth browsing, or, as one person said, invite exhibitors to speak next time!

Let’s face it: Most general sessions are pretty boring. People go expecting to have to suffer a half hour, an hour, some seemingly endless amount of time as the association runs through its business issues and updates, thanks sponsors, etc., before getting to the keynote speaker. Or attendees just skip over that part and show up an hour into the session, hoping to spare themselves the experience.

In his 15-minute whirlwind at the Learning Pavilion, online and IRL conference moderator extraordinaire Glenn Thayer said we don’t have to follow the old formatting rules—who made those rules up, anyway? Why not make up your own rules based on the unique needs of your organization and your attendees? Let’s not be afraid to evolve, he said.

As Dr. Medina said, we learn in 10-minute chunks, so that’s a place to start, he said. What else do we experience daily that chunks up content? How about TV shows? Not that your general session is murderously dull, but it could take some clues from shows like CSI, which lead off with a pretty compelling setup (i.e., someone dies in some bizarre/grotesque/mysterious way), then breaks for commercial. We’re accustomed to that, so why not adopt a TV show format for your general session?

As Glenn pointed out, PCMA actually did in its opening general session, which was broken up into nine segments, just as a TV show is. The keynotes were short. Sponsors were thanked only after we got a payoff in interesting material, and we even had a video ad (Hawaii did a very cute, even humorous, video that I won’t describe because it will sound hokey, but it worked in context). Other ideas instead of just having a sponsor introduce the keynoter would be to have them do a behind-the-scenes vignette, or have live demos, or produce funny YouTube videos.

Don’t just look to TV for inspiration, he said. Check out what makes you excited to be at everyday places. What gets your attention at the mall? How does Disney World make long lines palatable. And don’t forget to ask your event producers what you can do to make the format fresher and more engaging.

Side note, sort of: I’ve now met Glenn a few times, and each time he impresses me more. We got to talking for a while after his session about meeting planning career paths and how to really get strategic, and he just blew me away. If you ever get the chance to talk with this guy, take it!

Another great info-chunker is learning evangelist Kathleen Edwards, who is rapidly becoming one of my new favorite meeting design experts. At her 15-minute session at the Learning Pavilion, she had kind of a new year’s theme, as in “Out with old, in with the new.”

What’s out:
A small group of people on a program committee who may or may not know what the audience wants and/or needs making all the content choices for the conference.

What’s in:
Using technology to connect with the audience to learn what they really need.

What’s out:
Speakers who try to cram everything they’ve ever learned into a session.

What’s in:
Outcomes-focused, learner-centered sessions that focus on key points that can be digested over the course of the session.

What’s out:
Sage on the stage providing a one-way firehose of information.

What’s in:
Guide on the side who engages the learners and facilitates learning by making it all about you, the learner.

What’s out:
Learner apathy, as in people who just sit and passively absorb (or not) the information.

What’s in:
Learners who take charge of their learning. If they aren’t getting what they want, they’ll go somewhere else to get it.

One big upside of the #PCMA12 experiment with having different time frames for the different sessions is that I could go to one of the regular breakouts for an hour and then feel OK about skipping off to the Learning Lounge for some Really Live Chatting or getting some 15 minute chunks of great info at the Big Ideas Pavilion. I don’t know why that feels like cutting class, since the learning I get there is at least as good as what I’ve been getting in the regular breakouts, but that’s definitely the feeling it gives me. Well, I guess if it worked for me in high school, why not now?

Anyway, I went to one quick session led by tech guru Gina Schreck (@GinaSchreck), who also turns out to know a thing or 10 about how you can get your speakers from putting people to sleep. One big plus? She modeled what she was talking about, and it must work because no one was even close to nodding off. A few of her tips:

* Prep your speakers for connecting with their audience. Have them use Twitter to ask people what they want to learn, offer some tidbits.

* Give them the audience demographics so they can customize their talk.

* Have them create short (30-second to 1-minute) videos you can post to your Web site and use in promotions.

*Forbid them from using small, bad fonts (yes!). Another PowerPoint tip: “PowerPoint doesn’t kill people. Bullets do.”

* Have them break up their presentations into chunks (thank you, Dr. Medina) with video interviews, live or recorded Skype interviews, fun vids they pick up from YouTube, etc.

Check out her Web site for a wealth of tech tips, too. Definitely worth spending an hour or two there.

I’ve experienced this type of “from the horse’s mouth” customer advice session from Sam Lippman’s ECEF in the past, and they’ve been really useful. So I had high hopes for a similar session I went to today, where Bob Priest-Heck of Freeman interviewed panelists Nancy Niepp, Cisco, and Jeff Singsaas, Microsoft, to find out what makes them want to buy into being a sponsor or exhibitor at a third-party event (both panelists also put on plenty of their own events). I wasn’t disappointed.

Among their key points:

* The audience demographics have to be what they’re looking for, preferably demonstrably so (i.e, if the event is audited, which they both said is exceedingly rare).

* Are their partners going to be there? The competition?

* Are the conference’s themes consistent with the corporate mission and goals?

* How did the show perform for the company in the past?

* Will the show organizer provide company names/titles/city/state/zip codes the potential sponsor/exhibitor can use to get their regional salespeople interested in being there?

* Will the show organizer engage with us early in the process (something both said is exceedingly rare)?

* Does the show organizer have a basic knowledge of the company’s business (again, much too rare)?

* Can the salesperson have a dialog about how the show will benefit the company, ask about their needs first and then try to find ways to meet those needs instead of just selling space (again, dodo bird rare)?

* Can you offer ways to engage with attendees off the show floor?

* Does the show have a virtual/digital component? (”It would be a show stopper for us if there wasn’t a digital component,” said Jeff.) Can you provide the equipment to live-stream from the show so the exhibitor doesn’t have to schlepp all the stuff to the show location?

One thing Jeff said that kind of rocked me, and should rock you, is that shows like SouthXSouthwest and Maker Faire that come together in an organic way, with attendees doing much of the organizing, are going to be the future of conferences. Think on that a bit, my friends.

So much more to say about today, but I must head out to the “urban convergence” reception in the Gaslamp Quarter. They were already starting to set up already at 6:30 this morning when I was out wandering around, and I can’t wait to see what they’ve come up with since then!

I had the great good fortune on Monday to once again experience the Christmas Revels at Sanders Theater at Harvard. Not only was it a great show (with my little cousin in the children’s chorus—he rocked it), but I noticed something interesting in the program.

Instead of just a note asking people to turn off their cell phones during the show, it said something along the lines of, “Before you turn off your phone, please feel free to Tweet, Facebook, or otherwise share that you’re here enjoying the Revels.” So of course I did. Seems like something that could help spread the word about a conference as well.

I’ve been linking to him a lot lately, and today we have a guest post from Andy McNeill, principle and CEO, American Meetings, Inc. His topic du jour is finding the right venue for your event. Take it away, Andy!

It only takes one bad experience at a hotel to know that a site inspection at a property is essential. Even then, ensuring that you ask the right questions while on that inspection can save you a lot of headache and extra work. On one program, our staff actually had to prepare and set a breakfast due to the fact the kitchen and banquet staff did not show up. Needless to say, we were not told of the hotels labor issues prior to our arrival on-site. After that unthinkable experience, we always had a meeting with the food and beverage manager at the site inspection!

Site inspection is more than just visiting the property to view sleeping rooms and meeting space. Visually, a property may look great and fit your meeting needs, but if you scratch the surface a bit more, your expectations in their level of service or food quality may leave little to be desired. During your site inspection remember to verify and be comfortable with the five basics of meeting planning: Location, Facility, Hotel Staff, Meeting Space & Food and Beverage. Follow these tips and your property selection will be a success.

Start with the location. How close is the property to a major airport, and what type of recreational activities does the area afford? Is there shopping nearby and what are the latest hot restaurants? Is this a location your group will enjoy? More importantly, does it fit the overall strategy and objectives of the program? Also, think ahead about the hook you can use for your attendees during the recruitment process. Request the top ten most popular activities to do in/around the hotel from the Concierge before you leave.

Another very important step in the process, before you get to the site inspection, is making sure there are no city-wide programs happening during the same dates as your program. A city-wide is when another group or association is taking over a large block of the hotel rooms in a city. If you find yourself, as a smaller group, competing with a larger group, you will always lose. Stay away from a city-wide situation if you can. If you can’t, then make sure you choose a hotel that is not part of the city wide event. This will ensure you will get the attention you deserve. Make sure you ask about any other groups in-house during your stay. If there are groups other than yours, how will they impact your group?

Next, really delve into the creature comforts of a facility. If the property has thought of the little things, you can bet they have thought of service. What is the availability of guest services, for example how many ATM machines are there, where is the concierge desk, and are there safes for valuables in every room? Are the bathroom fixtures updated and are the rooms comfortable and clean? What types of room amenities are offered? HINT: Ask to see the best room on the property and the worst. A good sales person will show you both. Also always ask for free upgrades for your VIP’s and free rooms as a percentage of your total room block. These are standard negotiations and good to request during the site inspection process.

The hotel staff is critical to ensuring a pleasant experience for any hotel guest. Take the time to notice if you were greeted with a smile and by name either in the valet or at the front desk. How long did you wait before getting your rooms keys? Did you get escorted to your room and given an explanation of the hotels amenities. HINT: Call the operator from your sleeping room and see how many rings it takes until they answer the phone and the tone of the operator upon answering.

A key element of this is a strong concierge’s program. A concierge that is knowledgeable and helpful will make your stay and your attendee’s stay truly memorable. They will know the latest hot spot, how to get on the best golf course at the last minute and always knows how to get to a 24-hour dry cleaner. Remember, we are talking about experience here, and experience is perception. Let me give you an example. A recent trip to the Ritz Carlton, Laguna Nigel in California quickly turned into a nightmare for one client. His luggage got lost and he arrived on a Sunday evening when everything was closed. You can imagine the stress of having no business clothes and an entire conference to attend. The concierge was able to call a local suit shop and arranged to have it open that Sunday evening to get the client a suit, shoes and shirts for the next day. You can imagine the smile on his face when he walked out of that shop. The concierge saved the day. A happy staff makes for happy guests.

Nothing will ruin a meeting quicker than bad meeting space. Are there columns or other obstructions on the meeting rooms that may obstruct viewing? Discuss with your meeting planner how your meeting room set-up fits into this room. Should you arrange classroom style or theater seating? Will table rounds work better for your meeting or half rounds? Make these decisions during the site inspection and take advantage of visually of being on-site where you can imagine and get a true sense of the space. Is there an accessible thermostat in the meeting rooms to easily make temperature changes? If the thermostat is not accessible to your on-site staff, what is the anticipated reaction time for the hotel staff to address and rectify the situation? Are there additional rooms available in the event that the meeting planner needs to provide for last-minute that break outs? HINT: Always negotiate free space and additional rooms for breaks in advance.

Finally, be very comfortable with the property’s ability to offer quality food & beverage service. Review the catering department’s standard group offerings. Confirm tax and gratuities, which will be 26%-35% of your base bill. Challenge the food and beverage staff to come up with unique menus and venues around the property. Also, make sure the room in-service menu meets your specifications for your attendees. HINT: The best way to an attendee’s heart is through the stomach. Offer quality food and suburb customer service for a great experience.

Run through your site inspection with these five areas in mind and you are on your way to a great program. Good Luck, and Happy Planning!

Andy McNeill is president and CEO of American Meetings, Inc., a global event marketing and meeting management company.