Music to Their Ears
When planning the 2009 National Association of Counties conference in Nashville, having the right people in the room was essential.
By Lisa Rademakers
ONE PERSON CAN DO GREAT THINGS, BUT A GROUP OF PEOPLE CAN DO EVEN GREATER THINGS. Take, for instance, the annual National Association of Counties (NACo) conference, which has traditionally been hosted by one entity. In 2009, it was hosted by three: Davidson County, the Nashville CVB and the Gaylord Opryland Resort and Convention Center.
The team’s challenge was to coordinate a first-rate convention in Nashville, Tenn., for 3,100 county officials, supervisors, commissioners and county executives—at a time when resources were tight.
Nashville CVB President Butch Spyridon says the economy set limitations on raising money through the normal channels. But that didn’t stop him.
“At this time in the economy, we were a good value,” Spyridon said. “In terms of accessibility, our location offered easy access for people to drive or fly.”
In fact, the city is within 600 miles of 50 percent of the U.S. population, providing easy access no matter what mode of transportation.
According to Kim M. Struble, CMP, director of conferences and meetings for NACo, staying in touch with each other was a critical factor in planning the conference.
“For our large meetings, when we have a lot of players, I implement conference calls at a set day and time each week. Sometimes we talk about the next deadlines on the horizon; sometimes there is nothing to talk about,” Struble said. “If there are questions about how something will get done, or who is going to do what, we go over the next tasks.”
Having the right people in the room together was essential.
“We always try to have our convention and services manager and our catering folks in the meetings together because it all feeds off of each other,” Struble said. “We have a lot of quick turns at our meetings. Some turn from a meal function to a meeting or vice-versa.”
In working with a team of three, Struble found it particularly helpful to have a one- or two-page list of due dates.
“Hotels sometimes send you a checklist and timeline of when they want things from you—but we do that, too. It’s especially good for associations or organizations that bid out their meetings, because the timeline for the third party helps. That way, they know everything you need from them. It establishes clear expectations up front,” Struble said. “You have to be very direct and communicate what you expect and need. People can’t read your mind, so if you want something a specific way, you have to say it. I’ve always found it to be a great help if everyone communicates and doesn’t make assumptions.”
For Tia Pewitt, the convention catering manager at the Gaylord Opryland Resort and Convention Center, listening is a form of communication that works wonders.
“I pay attention to the small things people say,” Pewitt said. “I become familiar with the information so it does not have to be repeated.”
Being observant is another trick of her trade.
“It was very helpful for me and a CVB representative to attend the 2008 NACo convention so we were familiar with the events and how the guests interacted,” Pewitt said. “I took a lot of notes and photos and used them to develop a report on the convention that I shared with all applicable parties in our property and with the CVB.”
However, Pewitt believes in making an event unique and reflective of the city it is being held in, rather than worrying about what the group did in the past.
“People want to be fed and entertained, but they really want to experience the city and how it is different,” Pewitt said.
To create a truly unique and memorable meeting, both Pewitt and Spyridon agree on providing unmatched entertainment.
“I think we had an advantage with our unique property and venues that made our job a little easier,” Pewitt said.
Responsible for planning the Board of Directors dinner, the Nashville CVB decided on a one-of a kind program at the Nashville Palace, a famous club where country stars such as Randy Travis and Brad Paisley have performed.
“We came up with a plan to put the attendees at ease and give them a different kind of exposure to Nashville,” Spyridon said. “We really wanted to touch the human spirit, so we recorded an episode of ‘Music City Connection: Heroes Behind the Hits,’ a monthly songwriters’ show we produce.”
Taped live before an audience at various Nashville venues, the show is broadcast exclusively by Sirius XM Satellite Radio. During an informal “in-the-round” showcase, songwriters perform their hits, talk about their influences and the craft of songwriting and share their personal stories about Nashville.
For the Board of Directors Dinner, three songwriters took turns singing, and NACo was promoted within the show.
“It set the tone right out of the gates,” Spyridon said. “They left with an ah-ha moment of, ‘Oh, this is where the music comes from.’”
During the show, Struble says you could hear a pin drop.
Another highlight of the conference was an event at the Grand Ole Opry. Organized by Gaylord Opryland, the show was built to mimic the Grand Ole Opry radio show. As the broadcast radio show of live entertainment from country legends and contemporary artists at the Opry House, the Grand Ole Opry is the longest running live radio show in U.S. history.
The only differences between the conference-wide event and the real Opry show: the event was shorter and it was not broadcast on the radio.
“It had variety acts with short commercial breaks to showcase some of the group and sponsors,” Pewitt said. “The people felt it was really geared toward them. The Grand Ole Opry was a real ‘wow’ experience.”
To add to the experience, Pewitt organized a parade led by a bluegrass band to escort guests from the Gaylord Opryland to the Opry House. Once the guests arrived at the Opry House, a carnival atmosphere welcomed them with line dancers, a trick roper and a balloon artist.
Unfortunately, the guests showed up early and missed the parade. Pewitt says she’d do it differently next time.
“I would try to provide a gathering space on the property that was a little more controlled,” she said. “We had signs on how to get where they needed to be, so the guests went early. The parade did not provide the grand entrance I anticipated.”
Because Gaylord Opryland focused on the entertainment, they scaled back in other areas.
“The biggest challenge in the planning phase was changing my food and beverage plan to accommodate the increased entertainment expense,” Pewitt said. “I made the menu a little bit simpler and had some grab-and-go stations and spread my labor. I switched from china to plastic services, and that saved a lot in labor and product cost.”
In the end, Struble was definitely impressed with the team effort.
“Anyone who goes to the Gaylord Opryland will have a phenomenal experience. The customer service was wonderful—one of best I’ve done in a hotel facility, and I’ve been doing this for 25 years,” she said. “The hospitality was so nice—not just at Opryland, but everywhere. The three entities came together and they did a great job.” One+
LISA RADEMAKERS is a Maryland-based freelance writer.
What’s New in Nashville
• The
Hilton Garden Inn Nashville Vanderbilt hotel opened in 2009, just steps away from Music Row in Nashville’s West End. The hotel includes 194 guest rooms and more than 6,000 square feet of function space.
• The
Renaissance Nashville Hotel recently completed a major renovation that includes a new lobby and a Starbucks store. Renovations were also done to the grand ballroom, meeting rooms and the guest floor corridors.
• The 248-room
Hutton Hotel opened last year and offers several green features such as an onsite recycling program, a hybrid courtesy vehicle and sustainable guest-room furniture. The hotel also offers 13,600 square feet of event space.
Transportation Tips
• The
Nashville International Airport is located approximately eight miles from the Gaylord Opryland Resort and Convention Center and from downtown. It has 14 airlines serving 78 markets and sees 385 daily airport arrivals and departures.
• At the convergence of three major interstate highways—I-40, I-24 and I-65—
Nashville is a convenient drive for visitors.
Fun Facts
• Nashville was named
America’s Friendliest City in 2009 by voters in
Travel + Leisure magazine’s annual survey.
• Known as Music City, Nashville was once known as the
“Athens of the South” for its dedication to higher learning and education. Today, 17 colleges and universities call Middle Tennessee home.