Category: HotelPoint

Keep the HotelPoint experience unique and special.

• Be Present ~ be open, listen, engage, take part.
• Be Respectful ~ of each other, mindful of personal space/time, schedule differences.
• Be Positive ~ candid, forthright and thoughtful. Smile, too
• Be Safe ~ Pace yourself, know your limits, have fun.

See you soon!

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

	MOBILE APP VS. SCHEDULING TOOL:
Task	Description	Scheduling Tool (website)	Mobile App
Pre-Event Use	View your Company’s Preliminary Schedule and confirmed One-on-One appointments. You will use your Company Email Address and the password you created for the Event Portal to log into the Scheduling Tool (Within Event Portal) or the Mobile App.		Available 4/1/18
Manage Double Booking Settings	Manage your Company’s interest in single or double booking One-on-One appointments. If you have two or more attendees, you may double book a time slot by scheduling up to two One-on-One meetings in the same time slot. Changes can be made through the settings tab of the Scheduling Tool.
Manage Automated Email Recipients	Manage who, from your onsite team, receives automated emails regarding schedule changes and One-on-One appointment requests.
Update Boardroom Questions	Ask specific questions of the Executives in your Boardroom presentation (this is a digital questionnaire). Changes can be made through the settings tab of the Scheduling Tool.
Send/Receive One-on-One Requests	The week before HotelPoint (April 2-6), your Company will be able to accept/decline additional One-on-One requests made by Executives. At noon on Saturday, April 7th (MT) your Company will be able to send additional One-on-One requests.
Add/View Notes	Input your notes/next steps from a Boardroom or One-on-One meeting. Also allows for general Event notes taken during meals or networking sessions. With a click of a button; notes can be emailed to you.
View Boardroom Results	HotelExecutives will rate your Boardroom presentation and will be responding to your digital questionnaire after each of your Boardroom presentations. View your average rating and comments given as well. View real time Overall Event Averages through the Scheduling Tool.
Send/Receive Peer Meeting Requests	Schedule to meet with any of your fellow Suppliers between your Boardroom presentations. Scheduling must be completed through the Scheduling Tool, however your confirmed meetings can also be viewed on the mobile app.		View scheduled meetings only

DID YOU KNOW?

Scheduling Tool:

(website)

• In Part 2 of registration, your Company made 5 One-on-One appointment requests. Hotel Executives also made requests.
• CPMG has and will continue to book all appointments for which a Hotel Executive confirms.
• CPMG respectfully requests that Suppliers refrain from reaching out to Hotel Executives to schedule One-on-One appointments, as the Hotel Executives have asked us to manage their schedules.
• Your schedule is currently in read only mode. The week before HotelPoint, ((April 2-6) your Company will be able to accept/decline additional One-on-One requests made by Executives.

Mobile App:

(Search CPMG Connect! in the App Store or Google Play)

• Your company is allowed 5 outgoing requests at any time. As soon as one request is answered, you can make another.
• Your onsite team will receive a notifications regarding schedule requests, responses, etc.
• There are approximately 8-9 One-on-One meeting times each afternoon, Monday and Tuesday.

Refer to page 17 in the Planning Guide for further information on these items.

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

Room Drop – Deadline: 3/30/18

• If you have an item to offer the Hotel Executives that demonstrates your product offerings, consider doing a room drop?
• We have received feedback from Executives that less is more and that the item’s focus should be a business one.
• Check with Sharmila or Stacie prior to purchasing items as some hotels have strict guidelines around what can be room dropped.
• Be conscious of the weight and size of your item.
• Delivery fees apply.

Shipping – Deadline: 4/5/18 Form must be submitted before items are received by hotel.

• If you plan to ship literature, materials, or room drop items to the hotel, keep in mind:
• The hotel cannot store large items.
• Shipments should arrive Thursday, April 5 or Friday, April 6 – no earlier or storage fees will apply.
• Avoid Saturday deliveries – extra charges will apply and not all Hotels are setup to receive Saturday deliveries.

Food & Beverage in Boardrooms – Deadline: 3/30/18

• HotelPoint provides light snacks/refreshments throughout the day.
• If you would like to provide the Executives with food or beverages in your Boardroom meetings, those items need to be arranged for/purchased directly with the hotel.
• You can make arrangements by contacting Melissa Tannura at melissa.tannura@marriott.com or by calling (480) 293-3984.
• All orders are subject to approval by CPMG.
• The hotel does not permit outside food and beverage in the Boardrooms or One-on-One meeting area.

Audio Visual – Deadline: 3/28/18 To receive a 20% discount.

• If you require anything other than what we provide in your Boardroom and One-on-One location (i.e. digital screen, TV, etc.), you may order those items through our Audio/Visual Partner, Commco Productions.
• If you have specific questions, please call CommCo Productions at (407) 494-5587.

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

We encourage you to connect with Sharmila Patel, here at CPMG to have her review your presentation.

RJ can offer you his experience in having seen what works in this setting.

Beginning

• What does your company do?
• What differentiates you from your competition?

Middle

• Highlight your Company’s innovations!
• Share tangible results: use case studies, highlight your expertise.
• If a current customer is in the Boardroom and you would like to use them as a case study, their permission is necessary – please contact Sharmila prior to adding them to your presentation.
• Include key industry data points that support your offerings (don’t drown them in statistics).
• Articulate your understanding of the current challenges (if any) in your environment.
• If possible, make your presentation interactive with the group.

End

• Summarize key point(s).
• Suggest next step.
• Q&A needs to be covered in your 20 minutes.

YOUR PRESENTER

Confident Expert

• Confidently and effortlessly speaks to your business. Not a sales pitch, rather an executive level presentation.
• Is well-rehearsed; does not read notes.
• Smoothly transitions; and comfortable in front of an audience.
• Communicates the Company’s interest and excitement about the message.

Engages Audience

• Is interactive – a lively presenter captures attention and makes the material more interesting.
• One that speaks with conviction; conveys confidence.
• Is creative – varies the pace to help maintain interest.
• Is prepared for the unexpected – quiet group vs. full of questions and can adapt easily.

Body Language

• Is conscious of distracting habits; throat clearing, saying “um”, “like” etc.
• Able to change voice tone and rate of speech to emphasize particular points.
• Makes eye contact, shows interest in others and conveys warmth and credibility.
• Smiles, it’s contagious!

Refer to pages 5-6 in the Planning Guide for further information on these items.

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

Boardroom

• Setup: Your team has 20 minutes prior to the start of your Boardroom for setup.
• Breakdown: Your team must depart the Boardroom within 5-7 minutes of the end of your presentation.
• All visual aids used during your presentation must comply with the following requirements:
  • The tables and chairs may not be re-arranged within the Boardroom.
  • Fits through a standard doorway.
  • Easily transportable/storable – Your team is responsible for moving and storing materials between presentations.
    • Please note: your presentation rooms may be located across the resort from each other.
• Setup: Your team has 20 minutes prior to the start of your Boardroom for setup.
• Nothing should be hung or attached to walls, tables or chairs.
• Should your team require special arrangements for your marketing materials, please contact Sharmila or Stacie as soon as possible.

One-on-One Location

• Printed with your Company Name and a location number.
• This space (8’x8’) is intended for private meetings with the Hotel Executives rather than a place to exhibit.
• This is not an area to display products.
• All items must remain within your One-on-One space.
• This includes packaging used to ship your materials to the Event
• Free standing signage may be placed against the back or side walls as long as all signs meet the requirements listed below:
  • Signage must remain within the black fabric walls of each location.
  • It may be no taller than the black fabric at any given point, and must not block your neighbors’ One-on-One location.
• Nothing should be hung or attached to structure/material.
• CPMG reserves the right to remove any signage that does not comply with the requirements listed above.
• Be considerate of your neighbors; refrain from loud music or audio demonstrations.

Refer to page 13 of the Planning Guide for further information.

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

Monday and Tuesday afternoons are set aside for One-on-One meetings with Hotel Executives. Each Supplier Company has a designated area of their own to meet privately with Executives. This location also provides your team with an area that can be used when not in a Boardroom session.

Flow

• Each meeting is 15 minutes in length.
• There is a 5 minute transition time between meetings.
• A message will prompt the end of one meeting and start of the next.

Setting

• 8’ x 8’ Backdrop Unit
• 30” Round Skirted Table
• 4 Chairs
• Power Strip (5amp/500 Watt)
• Wireless Internet
• If you require additional equipment in your One-on-One location, please order directly from CommCo Productions.
• Click here to print and complete the Audio Visual Form.

Additional Tables

• Additional tables for overflow meeting space are available throughout the One-on-One Space.
• These tables are not assigned to a One-on-One location and may not be moved.
• There is not an additional table for every One-on-One location; they are to be shared then vacated as soon as your meeting is complete.

Refer to pages 11 – 14 of the Planning Guide for more information.

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

Flow

• Your boardroom will be available for set up approximately 20 minutes before your presentation.
• Boardroom presentations are 20 minutes (including Q&A).
• We guarantee a minimum of 7 Hotel Executives in each Group.
• The Groups to whom you will present are comprised by matching your interests with those of the Hotel Executives .
• You will not present to the same Group of Hotel Executives twice.

Setting

• Layout varies depending on the hotel and room size (U-shape or Conference Style table).
• Each boardroom will include:
  • LCD projector (w/wireless remote and speakers)
  • Screen
  • Flip chart with markers
  • Wireless internet
• Not included in your boardroom – laptops, tables and power cords.
• If you require additional equipment in your Boardroom, order directly from CommCo Productions, our AV Provider.
• Click here to print and complete the Audio Visual Form.
• A demo Boardroom will be set up onsite during supplier orientation/badge & event material pickup.
  • Stop by to meet a member of the CommCo team and test your laptop with the projector that will be used for your presentation(s).

Audio/Visual Support

• CommCo Productions is our Preferred AV Partner.
  • An AV Technician will be assigned to a Boardroom area, and can provide technical assistance including:
    • Connecting to the LCD projector/wireless remote/speakers
    • Misc. technical support
  • A Group Leader will be assigned to each Boardroom, and can provide assistance with:
    • Timing
    • Insight into Group dynamics

Equipment Notes

• Laptops are not provided; you must supply your own.
• Please bring any/all necessary adapters to connect your laptop to a VGA or HDMI connection for the projector.
  • IPads will need an Apple iPad dock connecter to VGA or HDMI adapter.
  • Apple laptops will need their VGA or HDMI adapter/”dongle” to hook up to projector.
    • The availability of this adapter cannot be guaranteed by CommCo.
• 16:9 widescreen format projection (build all presentations in widescreen format).

Refer to pages 8 – 10 in the Planning Guide for further information on these items.

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

Hotel Accommodation

• Please check first with your Company’s Event Contact to make sure your hotel reservation has been made.
• If not; Click Here to book now and ensure you receive the discounted rated.
• Cancellation Policy –Your reservation requires a two-night room and tax deposit to be collected at the time your
  reservation is made. This two-night deposit will apply to the first night of your stay, and the last. Should you cancel your reservation in its entirety after 3/5/18 the full two-night deposit will be forfeited. Should you change your reservation after 3/5/18, to arrive later than what your original reservation was confirmed for, or depart sooner, the deposit paid for the first and/or last night will be forfeited.
  

Golf Tournament

• Join Hotel Executives for an 8am Shot Gun start on Sunday, April 8th
• The greens fee is $300 per person. If needed, rental clubs are an additional fee of $65.
• Space is limited and available on a first come, first served basis.
• If interested, Sign Up Here
• We recommend a Saturday night hotel stay.

Taliesin West & Old Scottsdale Tour

• Join Hotel Executives on Sunday, April 8th for a Taliesin West & Old Scottsdale Tour
• The cost to participate is $235 per person.
• Space is limited and available on a first come, first served basis.
• If interested, Sign Up Here
• We recommend a Saturday night hotel stay.

Refer to pages 22-23 in the Planning Guide for further information on these items.

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018

Welcome to the Event!

We will begin sharing our “Successful Planning Series” this week. The series focuses on each “Step” of Event preparation your team will encounter as you make your Event plans. Watch for these weekly as you consider your strategy for the Event. The series will cover:

1. Welcome to the Event
2. Hotel/Sunday Optional Activities
3. Boardroom Logistics
4. One-on-One Logistics
5. Displaying Marketing Material
6. Boardroom Presentation/Presenter
7. Shipping & Order Forms
8. Scheduling Tool & Mobile App
9. Values to Inspire Success
10. Onsite Event Details

Suppliers with the greatest success at our Events are those whose teams are involved in all phases of planning. This Planning Guide will provide you with additional insight into each and every aspect of the Event.

Don’t forget to follow HotelPoint on Twitter ((#hotelpoint18) and LinkedIn for additional updates on the Event!

Please let Stacie Goddard know if we can be of any assistance as you prepare for HotelPoint 2018