As planners, we tend to focus on ensuring that meeting attendees are achieving their objectives and having a positive experience at the meeting. But you may want to take on the challenge of making sure that their spouses, guests, and children are taken care of also.

Special programs refer to spouse/guest activities, children's programs, and pre- and post-meeting travel and tours. As with all aspects of meeting management, the place to start is with the objectives: What should programs you are planning accomplish? Should they entertain, educate, provide a memorable experience for participants? All of the above, most likely. For all of your planned programs, safety must be the top priority.

First, review what programs have been offered at past meetings for guests. What types of activities were successful, both from the perspective of the participant and financially? You also need a good deal of information on the profile and demographics of the spouses/guests/children who will be participating in these programs. What types of programs would appeal to them? Lastly, make sure that programs use the unique features and attractions of the meeting destination. Don't plan programs that participants can do at home or anywhere else. Tailor events to the particular destination to create memorable experiences.

Offering a great deal of flexibility within program choices is also important. You should have full- and half-day options, some with lunch. Make sure the scheduling is not too demanding (i.e., leave enough time after an activity for participants to relax and still be at dinner on time). Participation in an activity always makes it more interesting for attendees - just like adult learning. In-house programs may work, but typically, guests will want to get out and explore. Make sure that your programs vary from year to year, as many guests attend every year. Common programs include:

sightseeing/interest tours - focus on the unique characteristics of the meeting destination

educational seminars/demonstrations - keep in mind that depending on the audience profile and diversity, it may be difficult to plan a program that will appeal to most

recreational activities - again, use the destination as the focus

cultural events - the facility's concierge can help with ideas, but this may be risky if you need to buy a large quantity of tickets before knowing how many will attend

sporting events - may be good for networking/teambuilding, depending on demographics, but again, purchasing advance tickets in quantity could be risky

golf tournaments - since there are many different aspects to consider (e.g., booking the course, providing handicapping, deciding on a format), it's best to work with a golf pro

service project with local charity - this is a great way to both provide an activity and positively impact the community.

Another important aspect of providing a welcoming experience for meeting attendees' guests is to offer a hospitality area with comfortable furniture, refreshments, and a host, who can provide city information. You may want to distribute guest badges from here and/or pre-purchased activity tickets and itineraries. Any changes to scheduled activities as well as on-site registration for guest programs can be made available in this area.

When providing information about guest programs, include as much detail as possible about time, location, price, transportation, and recommended attire. The CIC Manual has a complete list on p. 270. Make sure you are marketing guest programs directly to the guests - not the meeting attendees.

Pre- and post-meeting tours are another type of special program that you may wish to offer attendees. The key is to provide a complete experience (not just transportation and lodging) to visit areas surrounding the meeting destination. Consider using a travel consultant/agency to plan and execute these tours. You may want to enlist the assistance of the local CVB or an area DMC for creative ideas for packages.

Vicky A. Betzig, CMP, is president/owner of Meetings Industry Consulting and has been involved with all aspects of managing meetings, conferences, conventions, trade shows, and events for 20-plus years. She has been integrally involved in the CMP process over the past 13 years, and created PCMA's CMP Study Weekend, PCMA's CMP Instructor Training, and PCMA's Online CMP Prep courses. A nationally recognized trainer, presenter, and author on meeting management topics, she is the co-recipient of PCMA's 2004 Author of the Year Achievement Award. Reach her at vabetzig@mindspring.com.

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The Certified Meeting Professional (CMP) designation, the foremost certification program of today's meetings, conventions, and expositions industry, recognizes those who have achieved the industry's highest standards of professionalism. For more information, visit www.conventionindustry.org.