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Meeting Etiquette That Will Make You a Gold Star Attendee!

We know that AMA Executive Conference Center blog readers aren’t always the meeting planner…sometimes they’re the meeting attendee! Being a good meeting guest is just as important a task as is planning a meeting. To help you become the attendee that gets a ‘gold star’ for being both professional and productive we’re sharing 5 etiquette tips on the blog today:

ARRIVE EARLY
There’s a saying used by professionals in the theatre industry, ‘If you’re not 15 minutes early then you’re late!” This philosophy fits perfectly into the timely arrival expectations that a planner has for their attendees on meeting day. If at all possible, arrive slightly early or at the latest, arrive when the meeting is scheduled to begin. Never arrive late. The beginning of a meeting is important time as the structure for the day is set, the agenda is discussed and expectations for results that day are shared. By arriving late you put yourself at risk for missing valuable information and disrupting the flow of the meeting once you do arrive. Do yourself, and the meeting planner a favor…arrive early.

COME PREPARED
Always come prepared with something to write with and something to write on. Whether you’re an ‘old school’ note taker with pen and pad or a Millennial that loves taking notes on the iPad, be sure that when the meeting begins you have all items in place so you’re not disrupting other attendees. If handouts are provided in advance then be sure that you have each organized and accessible. There’s nothing more distracting during a meeting than an attendee that consistently fidgets through their briefcase trying to locate handouts or other items needed.

REFRAIN FROM ELECTRONICS
Best to keep all electronic devices on ‘silent or ‘vibrate’ mode as having devices ringing or beeping in the middle of a meeting is most definitely considered rude and unprofessional. Interruptions by electronic devices have the ability to break the pace of the meeting which becomes a disservice to both the speaker and the other attendees. Keep in mind that it’s always best to answer calls, texts or emails on your mobile devices in private when you’ve been given the green light to ‘break’ from meeting activities.

BE A GOOD LISTENER
Be attentive and be a good listener by ‘being present’ at all times. To do so, you’ll want to listen to what the speaker has to say, listen to what other attendees share, and based on all the feedback access whether your question or statement is appropriate at that time. When asking your question (or making a statement) be sure that you communicate your thoughts clearly and politely – there’s never a need for combative or negative tone. And for side conversations with other meeting attendees, be sure you hold them until after the meeting is adjourned – so as not to seem inconsiderate to the speaker.

FOLLOW UP
Be the guest that’s in attendance for the entire meeting. And once it’s adjourned know that it’s the ideal time to have those side conversations with other attendees – without lingering longer than necessary in the meeting room of course. A brief ‘thank you’ to the speaker and planner for the meeting is always a professional and impressionable gesture. And once you’re back into the groove of working at your desk, don’t forget to complete any assigned tasks as requested.

These are just a few etiquette actionable items that seem to rise to the top with meeting planners and guests at AMA Executive Conference Centers. It’s true that meetings are an important vehicle for moving business forward. And we find that the most productive meetings are those where the attendees arrive with a professional mindset, armed with proper business etiquette!

5 Best Apps and Programs To Help You Manage Email In 2020

A McKinsey analysis, as quoted in the Harvard Business Review, revealed that emails take up as much as 28% of a professional’s time in the office. Another survey by Adobe puts the figure at 50%, suggesting the reading and reacting to emails could be more time-consuming than we think. However, taking much of a professional’s time in the office isn’t the only problem: emails have a negative impact on one’s attention, emotions and productivity. Here are 5 best email apps to help you avoid these challenges.

Microsoft Outlook

Compatible with both iOS and Android, Outlook helps you to coordinate your emails, contacts, attachments and calendars. This app is most suitable for handling piles of emails, courtesy of its quick swiping controls. Microsoft is constantly updating this email app with new features, such as cloud integration, making it suitable for both businesses and individuals.

Gmail

Gmail comes preloaded on Android devices, but you can buy it for iOS as well. Considered the most versatile, this email application brings together a host of useful features that include Google Docs, Google Sheets and Google Hangout. These features allow you to access your emails and documents from anywhere. Gmail also lets you create folders, star emails, and tag emails so you can make follow-ups later.

Dispatch

If you are handling high volumes of mails, Dispatch is the way to go. The app lets you sort and organize emails quickly. You can also create standardized responses to help you reply to several emails at once. Dispatch works with 55 other apps, including Fantastical, Evernote, Pocket, Twitter and Chrome, as well as a variety of most Google apps.

ProtonMail

Based in Switzerland, this app enjoys Swizz privacy laws. Emails sent or received are protected with end-to-end encryption, so no one can snoop around on them. Proton claims that these encrypted mails can never be shared with third parties. If you are concerned about your privacy and security, consider checking out ProtonMail.

Trove

Need an email client with AI? Trove is one of the smartest emails you should consider checking out in 2020. The app studies your behavior and learns which messages you consider important – a swipe will get rid of the rest from your inbox.


For meeting and event planners, reading and organizing emails can be so exhausting, impact negatively on your mood and productivity…and may even reduce your profits. Consider the above apps to stay ahead of the email curve – and click here to connect with us when ready to book your next meeting in Atlanta, New York City, Washington DC or San Francisco!

 

Fight Procrastination: Tips for #MeetingProfs

For professionals working in the meeting and events industry, demanding deadlines and challenging client requests are part of the job. Staying on target often means resisting the urge to put things off. Fighting procrastination is crucial in the journey to getting things done.

We all procrastinate from time to time, but it hurts our productivity and holds us back. Here are several proven tips to help you overcome inertia:

1) Be aware of your thoughts. Whether you’re dreading a conversation with a client or simply sick of the monotony of filling out your timesheet, psychologists suggest that negative thoughts might be holding you back more often than we recognize. Be ready to call yourself out for procrastinating by practicing mindfulness.

2) Set time-bound goals for yourself. Most meeting professionals have time-bound goals set by our clients and vendors, but taking this a step further and applying it to each task on your list can provide that extra motivation to check things off.

3) Treat yourself! When you’re really dreading a task, it can be helpful to balance out the negative energy with something positive. For those big, daunting tasks, make crossing the finish line even more appealing by promising yourself the treat of something that you enjoy and look forward to – like a mani or time reading your favorite book or time to enjoy a relaxing soak in the tub.

4) Phone a friend. Introduce accountability by asking someone else (a colleague, a friend, or a family member) to check in with you. Knowing that someone else will be aware of your procrastination is motivating!

5) Finish the big rocks. Sort your to-do list by priority and task size. Always start with the “big rocks” – the most important or most time-consuming tasks, before moving on to the “small rocks.” If you fill up your day with “small rocks,” you’ll never get around to the bigger ones.

For more ways to make meeting planning simple and successful, contact us – we love sharing about our Centers in Atlanta, San Francisco, New York City and the Washington, DC. area.

AMA Is Now New York City’s Largest Conference Center

AMA Executive Conference Centers, a leading provider of professional meeting and conference spaces, announces the completion of a 13,000 square foot expansion and renovation project of two floors of the New York Center. This Center is now over 90,000 square feet and features 43 meeting rooms in total – making it the largest conference center located in New York City.

HIGHLIGHTS OF THE NEW SPACE

• New Meeting Rooms – A variety of rooms have been added, with access to new lounge area, built-in beverage stations, and customer service desk. Several rooms have natural light.

• Business Reception Lounge – This new sixth floor space is 2,500 square feet that features arched windows overlooking Times Square and a modern customer service desk that’s perfect for meeting registration. Offering lots of natural light, the reception lounge is perfect for post meeting and conference cocktail receptions.

• Private Executive Meeting Suite – The 900 square foot, stand-alone suite includes two meeting rooms, food and beverage area, a lounge area and restroom. This private meeting space is perfect for small focus groups, board meetings, and can be used as a hospitality suite.

AMA Executive Conference Centers is a premier network of meeting and conference centers with locations in four convenient U.S. cities: Atlanta, New York City, San Francisco and the Washington, DC area.

For more information about the AM New York Center, call 212-903-8060 or email: nyccenter@amanet.org and visit us at www.amaconferencecenters.org.

Five Tips To Help You Perfect The Art Of Thinking On Your Feet

Experienced event planning and meeting professionals know that it is impossible to plan for everything. Even with weeks of preparation, a talented support team, and multiple contingency plans, it is inevitable that something – a last-minute change, a weather event, or an unreasonable request from a client – will derail your carefully laid plans, even if only temporarily.

In a profession that requires planning for the unknown, one of the most valuable skills to have is the ability to perform well under pressure. Here are five tips to help you perfect the art of thinking on your feet:

1. Develop a pre-event ritual.
Putting yourself in the right mindset before a major meeting will help you to keep your cool and power through any challenges that may come your way. Think about actions that are energizing and familiar to you, and build them into an event-morning ritual that will get you ready for a successful day of work. Your ritual might include a workout, your favorite breakfast, or an extra half hour to enjoy your morning coffee.

2. Stay calm and confident.
Remaining calm under pressure will help you project confidence and make effective decisions. Large events are very stressful, but keeping things in perspective can help you keep calm. In most cases, incidents that seem like catastrophes in the moment are really inconveniences that can be easily overcome.

3. Buy yourself time.
When you’re thinking on your feet, you might feel pressure to respond to questions immediately. It is okay to stall and give yourself a moment to collect your thoughts before you speak. Some ways to do this include repeating or paraphrasing what was said to you for clarity, focusing on direct communication, and simply pausing the conversation.

4. Save the blame.
In the event that something does go wrong at your meeting, reserve making judgments or assigning blame. In the rush of an event, communications sometimes break down and it is not always clear what transpired until later. As a leader, you should strive to make your team look good and avoid going on the defensive.

5. Review your own performance after each event.
Whether there was a major mix-up or everything was smooth sailing, take the time to honestly review your performance at each event. Identify your strongest areas, and where you could stand to improve. This exercise will build self-awareness, which leads to confidence.

Hosting your next meeting at a top venue can help make your role as a planner less stressful. Contact us today to learn about AMA Executive Conference Center’s convenient locations in Atlanta, New York City, San Francisco and Washington DC.

The San Francisco International Airport Serves AMA San Francisco

The San Francisco International airport or SFO at dusk

The San Francisco International Airport (SFO) is one of the busiest airports in the United States: more than fifty million passengers make their way through its gates each year. SFO is in an optimal location for visits to the West Coast and those visiting the AMA San Francisco Executive Conference Center. It’s also convenient for flights to and from Asia, and an ideal departure airport for mainland Americans traveling to the Hawaiian Islands.

The most traveled-to domestic destination from SFO is just a short flight down to the city of Los Angeles, less than two hours gate to gate. The San Francisco airport is heralded as one of the top energy-efficient airports in the United States, being the first in America to receive a LEED Gold Certification at one of its terminals. Picturesque, SFO has been featured in a number of films over the years, including Four Christmases, Bullitt, Guess Who’s Coming to Dinner, Blue Jasmine and Steve Jobs.

History

The San Francisco International Airport began in 1927 as a tiny airfield called Mills Field. The airport offered limited commercial travel accommodations and was used mostly for storage and mail delivery aircraft, until the early 1950’s when the postwar travel boom began and the airport facilities were updated to accommodate more passengers. In 1954, a new terminal was added to house international passengers. The 1960’s and 1970’s saw enormous growth for SFO, and by the 1980’s, the interior of the airport featured a post office, medical clinic, shops and restaurants.

SFO Today

The San Francisco International Airport has become a tourist destination all on its own, and in 2017, SFO celebrated its 90th anniversary. Today, the airport includes an SFO Museum Gallery, an Aviation Museum, and a convenient BART station. One of the terminals even features a yoga room, where passengers can peacefully seek Zen in a silent room away from the hustle and bustle of airport chaos. Catering specifically to yoga-loving San Franciscans, the yoga room is the first ever in any airport in North America. The airport also features local restaurants to not only give visitors a taste of Northern California but also a break from standard airport fare. The San Francisco International Airport has come a long way from a dirt runway in the middle of cow pasture to the incredible, five-terminal titan that stands in San Francisco today.

Travel through SFO or make a day trip to the impressive airport while attending your next business meeting at AMA San Francisco Executive Conference Center, located just 15 miles from San Francisco International Airport. Our state-of-the-art conference centers include built-in audio visual equipment and spacious seating designed to meet your specific conference needs. Contact us to book your next business meeting in San Francisco.

Top Leadership TED Talks To Listen To During Your Work Commute

TED Talks have given professionals around the world the opportunity to ascertain knowledge from a wide variety of people, all of whom have “ideas worth spreading.” These talks are short, accessible, and offer great insight into a variety of topics, particularly for busy leaders looking to expand their skill set. Here are a few of our favorite leadership TED Talks that are perfect for morning and afternoon commutes!

How Great Leaders Inspire Action by Simon Sinek

In this talk, Sinek discusses the concept of his “Golden Circle” and how purposeful organizations are more successful, inclusive, and inspirational. One of the most well-known TED Talks, this is a great listen for meeting and event professionals, and leaders across all industries.

Grit: The Power of Passion and Perseverance by Angela Lee Duckworth

This short and enjoyable talk discusses the psychology of success. Specifically, the speaker emphasizes the importance of determination and work ethic – a great reminder for all of us.

The Surprising Ingredient That Makes Businesses Work Better by Marco Alvera

In this TED Talk Marco reminds us of one of the most overlooked aspects of a company’s culture that all leaders must prioritize.

How to Manage for Collective Creativity by Linda Hill

Hill’s talk focuses on the significance of collaboration in innovation, using a number of familiar examples to illustrate her point. This video is a particular favorite as it addresses the importance of collaboration. Collaboration is a critical enabler for leaders in the meeting and events industry, and we strive to encourage it amongst all business professionals.


Is your company looking for answers to collaborative meeting and conference venue needs? AMA Executive Conference Centers has answers. We’re conveniently located in four of the country’s major metropolitan areas, including: Atlanta, New York, San Francisco, and Washington D.C. Each of our Centers offers multiple setup configurations, packages, and amenities to meet unique meeting needs. Whether you need a location for your next board meeting, or you aspire to hold your own ‘TED’ style conference, we have the capability to assist you. Contact us now for more information – we look forward to helping you succeed at one of our facilities!

Fabulous Times Square is the Heart of New York City

If you find yourself in New York’s Times Square for a meeting at the AMA Executive Center, you are in luck. It is a bevy of excitement and a neon world of energy. The streets teem with crowds representing nations from all over the world. It is an irresistible hub of interesting venues and activities. Here are a few must-see Times Square destinations.

Caroline’s Comedy Club

Caroline’s on Broadway has been around since 1982 and offers first class live comedy entertainment all year long. It is located at 1626 Broadway right next to many of the famous theaters. Caroline’s impressive 300-seat venue is state-of-the-art and features some of the best comedic voices in America. You can catch a comedy show there seven nights a week.

M & M’s World

M & M’s World is just adjacent to the AMA Executive Conference Center. It is a three-story marvel of chocolate fun. The store is a colorful wall-to-wall world of your favorite candy and signature merchandise. Visitors can create their own customized M & M’s with personal messages or choose from a large variety of images. It’s a sweet foray in the heart of Times Square.

National Geographic Encounter: Ocean Odyssey

National Geographic Encounter: Ocean Odyssey is an adventure not to be missed. It’s an interactive ocean journey using immersive technology. It gives visitors up close and personal encounters with some of the ocean’s most majestic creatures. You’ll meet great white sharks, giant squid and humpback whales. You can find them at 226 West 44th Street.

Gulliver’s Gate

Gulliver’s Gate takes you to a land of miniatures like you never imagined could be possible. It’s a 50,000-square foot world of tiny cities including New York. You’ll get a bird’s eye view of Central Park, Staten Island and the Brooklyn Bridge. No detail is forgotten and you may even be able to spot your own hotel. You’ll be mesmerized and entertained for hours. Gulliver’s Gate is at 216 West 44th Street.

Did you know that Times Square was once known as Longacre Square? New York Times publisher, Albert Ochs, brought the newspaper’s headquarters to the square in 1904 and the name stuck ever since.

AMA’s Executive Conference Centers are in four U.S. locations (Atlanta, New York City, San Francisco and Washington DC) and offer customized meeting spaces for all business needs. For more information, you can contact us anytime.

Tips to Help You Manage Your Remote Team

The internet is such an important and useful tool that many businesses are quickly learning to use it to their full advantage. One thing that has emerged recently is hiring remote workers, or employees who collaborate online with other team members who are in other cities or countries. It allows businesses to hire talent from all around the world, save travel costs, and offer employees a more flexible work schedule. These are our top tips for managing a remote team:

Have A Communication Plan
The most important tip for helping manage your dispersed team members is to make a plan for communicating. Make sure all the team members have clear expectations and a set schedule of how they will interact, such as email, video conferences or through a cloud-based communications platform, like Slack.

Encourage Collaboration With Other Members
Running a remote team can have its benefits, but it can also be difficult to keep track of everyone. One way to help manage a team that’s not based in one central office is to make sure they are collaborating with each other, as much as possible, rather than trying to go off by themselves to complete tasks.

Provide A Solution For Online Chat
As a manager of a remote team, utilize the explosion of chat based technology that’s available to you. Create a chat-room, instant messenger application, or even Facebook private group that all the team members can access at any time. This will help you manage your team by making sure that everyone stays connected and everyone’s ideas are voiced.

Centralize All Work With A Project Management System
A project management system, like Asana, helps organize important documents, timelines and project information that needs to be dispersed across all team members. This type of system will allow you and your team the ability to keep all important information together and organized. It can also be a location for storing and sharing files in an online area that’s secure.

Make Meeting In Person A Priority
When possible, make meeting periodically in person with your team a priority. Face to face, in person meetings as a team can be a great way for them to bond and connect personally – which projects will often reap the benefits from!


The next time you and your remote team come together in person consider meeting at one of AMA’s Executive Conference Centers in Atlanta, New York City, San Francisco or Washington D.C. Perfect locations for team retreats, project meetings, and more – for details on our convenient meeting spaces click to connect with us.

Four Favorite Museums In AMA Conference Center Cities

The opportunity to explore and enjoy a wide range of visual arts – from traditional media to contemporary approaches – is one of the best parts of traveling and visiting different cities. For example, Atlanta, New York City, San Francisco and Washington D.C. , in addition to hosting our AMA Executive Conference Centers, also are four of the country’s prized cultural epicenters, offering an abundance of artistic experiences. We’ve narrowed the cultural cornucopias for each to present you with our team’s favorite museum in each city that is a must-see when you’re in town.

ATLANTA

The High Museum of Art, also known simply as The High, is a cultural centerpiece in Midtown Atlanta’s ‘village for the arts.’ Dedicated to supporting and collecting works by Southern artists, The High is a leading art museum in the South and houses more than 15,000 works of art in its permanent collection. With something for every art lover, the museum also supports an extensive anthology of 19th- and 20th-century American and decorative art; significant holdings of European paintings; a growing collection of African American art; and burgeoning collections of modern and contemporary art, photography, folk art and African art. The facility is open from 10 a.m. to 5 p.m. Tuesday, Wednesday, Thursday and Saturday, 10 a.m. to 9 p.m. on Fridays, and noon to 5 p.m. Sunday. Admission is $14.50; children younger than 6 are free.

NEW YORK

The Metropolitan Museum of Art, known better as The Met, is a collection of three facilities that collectively host one of the country’s finest collections of art. Located near Central Park, The Met Fifth Avenue features more than 5,000 years of art from all time periods and cultures. In addition to its galleries and exhibitions, the museum puts on a number of daily events and programs for families. The facility is open from 10 a.m. to 5:30 p.m. Sunday through Thursday and 10 a.m. to 9 p.m. Friday and Saturday. The Met Breuer, located in the landmark building designed by Marcel Breuer on 75th Street and Madison Avenue, provides extra space ‘to explore the art of the 20th and 21st centuries through the global breadth and historical reach of The Met’s unparalleled collection,’ according to the website. Finally, The Met Cloisters branch of the museum is dedicated to the gardens, art and architecture of medieval Europe. This facility is located on four acres overlooking the Hudson River in Fort Tryon Park.

WASHINGTON, DC.

The world’s largest museum and research complex, the Smithsonian Institution is a collection of government-administered facilities that include the National Zoo, Air and Space Museum, American History Museum, American Indian Museum, Natural History Museum, Smithsonian Castle and about a dozen other museums, galleries and centers in Washington, D.C. (and a couple in New York City). All the Smithsonian museums in the capitol have free admission and are open every day of the year (except Dec. 25th unless otherwise noted). Among its various collections, the Smithsonian Institution boasts approximately 156 million artifacts, works of art and specimens; 9.9 million digital records available online; and two million library volumes. According to the institution’s website, these collections ‘represent our nation’s rich heritage, art from across the globe, and the immense diversity of the natural and cultural world.’

SAN FRANCISCO

The San Francisco Museum of Modern Art, located in the city’s South of Market neighborhood, provides a notable collection of contemporary masterpieces, along with special exhibitions and interactive events, such as panel discussions, daily tours, film screenings and more. Additionally, the facility – whose mission is to make ‘the art of our time a vital and meaningful part of public life,’ – offers 45,000 square feet of art-filled public spaces that are open with no ticket required. The museum is accessible to children and offers free visits for K-12 students. Visitors also can take advantage of the museum’s free, guided public tours through the art collection and exhibitions. The museum is open from 10 a.m. to 5 p.m. Friday through Tuesday and from 10 a.m. to 9 p.m. Thursday. It is closed each Wednesday, along with Thanksgiving and Christmas Day.

If you’re ever visiting one of these great AMA Conference Center cities for a meeting or event, don’t miss the opportunity to splurge on the timeless artistic treasures to be found there. Taking a detour to enjoy these world-class museums that will help you make the most of your stay!