Page 12 - MCT March 2021

IAMI Training/ATS Planning FAQ

As we approach this year's 2021 IAMI Training, we find it beneficial to understand the process of
putting on an Annual Training Seminar/Regional/Training event.

First on the list is location. Many factors go into this. We first look at where we think everyone would
like to go and what could help pull new members in or those on the fence about coming in. While
training is essential and is the "main" reason to come, we all know that location plays a role. Once we
narrow down an area, we reach out to hotels and/or visitor bureau. We present our typical needs and
seek proposals. Once we receive them, we then look them over to see if they fall within our guidelines.

The two main things that typically can rule out a location are the following:

1. Food and Beverage Minimum

2. Room Rates

It's important to know what is typically spend and try to make sure the minimums fall below this are
close to it, and room rates must be reasonable. If the numbers are too far off, we may eliminate a
place immediately. If it is close, we will begin negotiating because, first off is never the best offer. Once
we feel we got the best location and offer that meets our needs, we sign a contract which comes with
guarantees that we must meet.

These guarantees include the following:

1. Food and Beverage Minimum

2. Room Nights

For you, the members, the main thing for you to focus on is Room Nights. This means we must tell
them how many room nights we guarantee to have each night. If we do not meet this guarantee, there
are financial penalties involves, which can be significant. That is were group codes and/or booking
under the conference name is very important. It also is why after a certain date we can not always
give refunds because we already have financial guarantees and not because we want to keep the
money.

*VERY IMPORTANT* Just because you book at the hotel and come to the conference does not
mean you get counted in the room guarantee. If you book through a travel website, those
nights do not count as you do not use a group code or our reservation name. You are booking
outside of the block, and they will not add you later. So in some cases, the room rates may be
slightly reduced through these sites, but if everyone did it, we as an origination could have a
tens of thousands of dollar penalty, which would cause us to change how we do an ATS
drastically.

We do our very best to get the best room rates possible and even get extras such as free parking,
resort fees, or breakfast built in the rate if possible. Either way, it is vital to book with the group.

Once this is done, the fun really starts. We start putting together the training program and organizing
our local contacts for assistance such as honor guard, national anthem, and many small important
tasks. This all leads up to the final product that you attend, and even before it is over, the planning for
the next year has already started.

Finally, Sponsors and Vendors help keep registration costs down for attendees as their fees
offset some of the costs, making the event more complete for all. Without them, we would
either have to eliminate some things and/or raise the prices. So please take some time and visit
with them.

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