IHT 330 AVP M4
Peter Marian’s Response:
We are here with Patti Reed-Ciaccio from World Wide Meeting Partners. Welcome Patti.
Patti Reed-Ciaccio’s Response:
It is my pleasure, thank you for inviting me here.
Peter Marian’s Question 1:
Within the meetings, events, expositions, and conventions industry, what do you do?
Patti Reed-Ciaccio’s Response to Question 1:
I am an independent meeting planner. I have been an independent meeting planner for fifteen years. Prior to that, I was in hotel sales for nine years working in Boston, New Jersey, Miami, and Tampa.
I worked for myself and contract my services with hotel site selection or event logistics to corporations and associations nationally and internationally. Hotel site selection is the first step to a meeting. Hotel selection includes researching meeting destinations, identifying hotels that fit the meeting specs, research the viable options, report to the client on options, creating budgets for events, and reviewing and editing hotel contracts. Event logistics is the process of putting all the details for a successful program together including event registration, hotel food and beverage, and meeting specifications. It also involves organizing transportation, activities, audio visual, graphics, printed materials, and exhibits. Hotel site search is paid in the form of commission from the hotel the meeting that it is placed at. Event logistics are paid by the client per a contract.
Peter Marian’s Question 2:
Do you go on familiarization trips also known as “FAM trips”?
Patti Reed-Ciaccio’s Response to Question 2:
I do go on familiarization trips occasionally. FAM trips are a great way to see venues, destinations, and to get good ideas on what your groups can do in these destinations. I prefer to go on trips that showcase more than one hotel. I am very careful not to go on trips when the destination or venue is something I would never use, even if it is a great destination. Time is precious to me. I would not waste my time or my client’s money. I have been on some great trips including Hawaii, Jumby Bay Island, Bahamas, and Savannah, Georgia.
Peter Marian’s Question 3:
How do you get staff for events?
Patti Reed-Ciaccio’s Response to Question 3:
Every meeting is different. And, my contribution to each meeting is different. Staffing is constantly changing. Right now I am working on two events in Miami and San Francisco, and in both situations, I hire either temporary agency or a destination management company. I try to do as much as I can on my own. I am a control freak.
Peter Marian’s Question 4:
Do you use Requests for Proposals? Also are there specific templates you work with, and in your opinion how important are these?
Patti Reed-Ciaccio’s Response to Question 4:
Yes, I rely on the RFP’s (Request for Proposals) for every event I plan. Efficiency is the key to working on multiple events at one time as a sole business owner. I have a template for RFPs and an event logistics. I use RFP’s every time I start planning a new event. I cannot live without them! It helps me find the right venue that fits the group’s requests.
Peter Marian’s Question 5:
What other type of outside companies do you use?
Patti Reed-Ciaccio’s Response to Question 5:
I use online forms Wufoo for my RFPs, Regonline for my event registrations, audio visual companies, destination management companies, entertainment brokers, and exhibit management companies. Generally, I hire them locally in each destination. Meeting Matrix also helps me create meeting room floor plans. There is limited meeting planning software on the market. They tend to be either too expensive or do not cover the entire project.
Peter Marian’s Question 6:
What advice do you have for students wanting to get into this business?
Patti Reed-Ciaccio’s Response to Question 6:
Work hard. Be detailed. Don’t be afraid to ask a question. Be a thinker and try to have a solution to your problem before bringing it to your boss. They may shoot down your idea, but they will appreciate your effort. Show up on time for work every day. Remember a meeting will happen regardless of whether you are ready or are even there.
Get experience. You cannot graduate from college and do what I do right away. You need to get meeting planning experience and probably hotel experience. Look around you at the person who is successful doing what you want to do. Emulate their good traits and learn from their bad ones. Also, learn good written, verbal, and listening communication skills.
The hospitality business is not easy. It has really long hours, and at times you can feel underappreciated. With that being said, I love my job and could not see myself doing anything else!
Peter Marian’s Follow Up:
Patti Reed-Ciaccio, independent meeting planner, thank you for sharing your knowledge with our students.
Patti Reed-Ciaccio’s Response:
Thank you and good luck to all of your students.