Case Study: Experience Comes Through

Margie Cody has planned the Florida General Baptist Convention’s annual meeting, as well as other events, for 18 years. The meeting incorporates six concurrent meetings for up to 1,500 attendees. “I have to handle the logistics for laying out the event so each entity gets what they need,” says Cody. The experienced planner sums up her advice in almost every area of meeting planning — attendee requests, volunteers, problem-solving, etc. — in one word: communication.

Name: Margie K. Cody, Director of Convention Planning

Affiliation: Florida General Baptist Convention, Inc.

Assignment: Cody oversees the convention’s annual meeting, which includes six concurrent programs, worship, seminars, workshops, a political forum, VIP reception, a trade show and several meal functions including a banquet for 450 people.

Challenge: Inevitably, Cody says, she always has last-minute requests for rooms by attendees. Often, the meeting is sold out and other conventions are in the hotel, but some attendees arrive at the hotel on opening day requesting a room.

Solution: “Being able to work closely with the group reservation coordinator is very important. And I always have a few extra rooms in my ‘basket’ — five to six extra rooms for those people who walk in and ask if we have rooms.” Cody asks that attendees cancel with her rather than the hotel, because she keeps a running waiting list of attendees so she can replace any canceled reservation. “I start the wheels turning with the hotel early so that I can make changes and still maintain the integrity of the room count with the hotel without worrying about attrition. We have got to work together as a team.”

Advice: “With volunteers, with everyone, do what you say you are going to do,” says Cody. “But always talk with people. Even if you are not going to be able to deliver, communicate in advance and they will accept it.”