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Fight Procrastination: Tips for #MeetingProfs

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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

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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.

Planning Steps To Move Your 2020 Meeting Forward

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Planning a meeting can be a complex process, but with the right direction and planning tips the tasks can be paired down into some pretty simple and manageable steps.

‘Big picture’ is the most important thing to consider first – that includes details such as agenda, venue, speakers, food, setup and time of day. We’ve seen that a meeting that is ill-planned will not only impact the planner, but it also negatively influences the goal and purpose of the meeting. Agendas must have a purpose and flow, speakers must impress the attendees, and food must be plentiful and items that the guests enjoy. When essential elements go wrong your meeting can take a fast lane to unproductive-town. Below are a few suggestions from our team on how you can plan for your meeting’s essential elements to go right!

Brainstorm and decide on the purpose and goal of your meeting. Work with others on your team to determine what is being addressed and what should be accomplished. Take notes, get feedback, make checklists. Brainstorm with colleagues to insure the best ideas are taking root.

Have a budget. Find out, or decide what your budget is early on. Without being conscious of financials, meetings can meander or get bogged down in their own procedure. With a budget, your meeting planning will have more focus and will force you to make the best choices. Sometimes when doing research for your overall items the budget will take shape on its own. All in all, it will be your job to make choices that will shape the best meeting from what you’re working with– and then to keep it all under control.

Narrow dates and secure a venue. Much of picking a meeting date and location for your meeting depends on the focus, audience size and availability of the people attending. However, we suggest never scheduling something where people will have to juggle their schedules too much to attend or worse, not be able to attend during the busiest time of the day or during a week that’s in their ‘peak’ work season.

Get your speakers lined up. Not all meetings have speakers, but when they do you’ll need to start organizing this aspect earlier than later. Seek references on speakers in the areas that you want to address from colleagues. Or, work with a professional booking agent if you need to find someone outside your own expertise. Be sure to communicate in advance of the meeting with your speakers regarding their preferred room setup and any technical requirements for their presentation.

Secure the necessary equipment and services. This means food, beverages and technical needs. Meeting facilities like AMA Executive Conference Centers are there to help with many of these details. AMA Center planning staff are available to make suggestions and then help you plan the right choices of catering and technical support for what’s needed for your meeting. We’ve found that having the right snacks and delicious meals during breaks helps to keep attendees focused and their energy up. When it comes to food, beverage and technical planning be sure to take notes and make a checklist. Most venues will have what you need, you just have to articulate those needs in advance of arrival.

Rely on expertise. Aside from help from the venue, don’t forget to ask colleagues who have planned meetings before for their ideas. It’s also helpful to connect with others in a similar role at your local industry association or even another planner that might offer a consulting call to help answer any questions you might have. If your meeting is large enough or has the right budget, you might even consider hiring another planner that can help support you while working through all the details of planning.

Get the word out. Once the planning is out of the way, and all logistical decisions have been made, don’t forget that you still must have people attend. All meetings, whether internal or external to the company, should be publicized in some way. Even if a meeting function is mandatory it’s still a good idea to get people excited with some publicity whether through a special company email or a printed announcement. For functions that have no mandatory attendance, publicity is a must. Without getting the word out no one will be there. So make sure you’ve tackled this important piece of the puzzle early so that news of the meeting has time to travel to your potential attendees and they have time to make arrangements or ask you questions, get answers or register if necessary.

Because conference planning is complex, it needs to be handled with an overall plan in place and specific steps to execution. We’re looking forward to a 2020 filled with productive and successful meetings. Click HERE and let the AMA Executive Conference Centers team know how we can help you plan yours!

5 Art Galleries In DC To Add To Your Bucket List

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If you’re looking for interesting locations in Washington DC that will inspire and educate, then art galleries are an option well worth considering. In the DC area, just minutes from our AMA Executive Conference Center, there are a number of excellent options to choose from. DC is an area rich with galleries, museums, historical landmarks, and many other fine cultural establishments. With so much to see, you definitely wouldn’t want to miss any of the very best. Here are 5 art galleries in the DC area that fall into our ‘amazing destinations’ and experiences you don’t want to miss.

RENWICK GALLERY
Located just steps from the White House, this gallery is superb for its excellent service and interactivity. Here, you’ll find pieces from around the world in relation to a variety of changing themes. At the Renwick Gallery, visitors explore unique craft objects by contemporary artists to learn about process, material and technique. Learn more here.

NATIONAL GALLERY OF ART
One of the shining stars of DC museums, this gallery with free entry has an extensive collection inside a vast expanse of gorgeous rooms to explore. One of the most popular and Instagrammed exhibits is the sparkling hallway that connects the east and west buildings.  The Gallery’s great reputation is undeniable – it’s a jewel on the mall and a true national treasure. Learn more here.

HIRSHHORN: NATIONAL MUSEUM OF MODERN ART
DC’s Hirshhorn Museum is undoubtedly among the top contemporary art spaces in the United States. Founded in the 1960s, the museum exhibits artworks by some of the modern and contemporary art world’s greatest masters, including Pablo Picasso, Henri Matisse, Jackson Pollock, Francis Bacon, and Edward Hopper. If modern art is your inspiration you’ll want to put his visit top on your list. Learn more here.

SMITHSONIAN’S FREER AND SACKLER GALLERIES
The Smithsonian’s premier art gallery, these exhibits boast some amazing art pieces from nearly every place and time period on the planet. Billed as the museum where ‘Asia Meets America,’ the sheer size and diversity of work on display here means that you’re bound to discover more than a few worthwhile pieces. Learn more here.

NATIONAL PORTRAIT GALLERY
For American historical value, this gallery delivers. Here you can find works of art for an assortment of important historical figures from the civil war, the suffrage and civil rights movements, and all the presidents too. Most recently, the installation of former President Barack Obama and Mrs. Michelle Obama’s portraits by artists Kehinde Wiley and Amy Sherald. Learn more here.

At AMA, we specialize in hosting and organizing executive meetings and conferences. We are experts at planning professional gatherings and have convenient facilities in four locations: Atlanta, New York City, Washington DC and San Francisco.  Visit us here to learn more, and see how we can help make your next meeting a success.

3 Benefits of Adding a Post-Conference Reception to Your Meeting

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Your upcoming conference plan is coming together nicely. You have a healthy list of confirmed attendees, your guest speakers are prepared to discuss engaging topics, and your menu is carefully selected. You’ve considered parking arrangements and hotel accommodations for your traveling guests. You have preparations for a contingency plan should there be last minute changes or cancellations. But have you considered planning a post-conference reception?

The closing reception, designed to take place after the formal conference, can be an essential part of your meeting event. Typically scheduled immediately upon closing statements of the conference, the post-meeting reception takes place in another area of the venue, offers hors-d’oeuvres and beverages. Today, we’re discussing three reasons you should consider adding the post-conference reception to your next meeting.

Fosters a Networking Environment

Attendees and vendors will come to your meeting for a host of reasons. One of the most motivating factors is the ability for guests to network. It may be challenging to mingle during the structured meeting, with limited breaks between speakers for example. A post-conference reception is the ideal outlet for guests to network, exchange business cards and discuss business. A relaxed atmosphere reception will foster an environment of natural communication and be inviting for continued relationship-building after the meeting.

Get Feedback About the Meeting

The post-conference reception is a great place to get with attendees one-on-one and ask for feedback about the meeting. In the less formal, reception environment, attendees may be more comfortable offering suggestions and discussing what they enjoyed most about your speakers or content. Get opinions and insights on how best to plan your next meeting.

Relax and Entertain

A long day (or multiple days) of structured meetings can be exhausting. Provide your attendees and guests an opportunity to unwind, with business colleagues and relax. Consider a less formal post-conference reception, with entertainment or unique food and beverage options. Guests will see this as the time to loosen their ties, meet people and network. Use this reception as a way to create a unique experience, after the meeting. You’ll find attendees will have lasting conversations and create memorable experiences that will keep them talking about your conference in the weeks to come.

Don’t allow the learning to stop with the closing announcement at your meeting. Instead, consider adding a reception and provide your guests with the additional opportunity to enjoy your event. AMA Executive Conference Centers offers unique, post-event reception venues with each location. Ask us today about booking one of our lounge areas and finish out your next conference event with an ideal reception.

The Perks of Adding Fruits and Veggies to Your Meeting Menus

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Did you know that watermelon is a berry? Avocados are too! June is National Fruit and Vegetable Month, and there’s no better way to celebrate than to add an array of healthy produce to your next meeting, networking reception, or cocktail hour. Not only is produce a nutritious choice to add to your menu, it is fun, colorful, soothing, and an interesting way to get people talking.

They’re Eye-Catching
Fruit and vegetables come in a rainbow of colors! From the ruby red shine of a bell pepper to the bright violet purple of a dragon fruit, your eye is drawn to these foods. They attract interest and whet the appetite.

Keep Moods Stable
Produce such as raspberries, apples, potatoes, and artichokes are high in fiber. Fiber is the great mood stabilizer! It helps keep blood sugar in check, which keeps mood swings at bay. Foods such as mushrooms, squash, and bell peppers also contain vitamin and minerals which reduce stress. Magnesium and potassium help keep blood vessels open and blood pressure down. Good moods and low stress are bound to make your next veggie filled meeting a success.

Fun To Munch
Fruits and vegetables can be fun to eat. Some snap and some crunch. Some are juicy and sweet, while others are velvety and rich. Baby carrots are small and convenient and great to pop into your mouth. Artichokes leaves can be fun to peel and eat. All great additions to add to the buffet for a late-afternoon meeting snack break.

Nutritious
Of course, the best reason to add more fruits and veggies to your meeting menus is that produce is nutritious. Filled with vitamins and nutrients, there is no better option to feed your group.

Some Of Our Favorite Additions
There is a nearly endless variety of fruits and vegetables to choose from, allowing for a number of different preferences and tastes to be met. Here are a few of our favorites we love for clients to add to their menus.

Tomatoes are a crowd favorite, and with statistics showing over 93% of Americans grow tomatoes in their own yards, it’s easy to assume people can’t live without them. Make sure your next meeting menu offers tomatoes, either in a lovely Caprese salad, delicately presented with cooked pasta or as finger food with a host of fun dips. No executive meeting meal should be without them.

Avocados are a fruit that’s currently trending in popularity and offer a savory, protein-rich option for salads, sandwiches, and toppings. Whether your menu includes avocados in slices or as guacamole, they’re definitely a crowd favorite.

Keep Apples on your meeting menu as a classic, fan-favorite fruit option. In addition to being a tremendous source of fiber and containing no fat or cholesterol, apples are easy to grab and eat for a quick snack during a full day meeting.

Watermelons, Cantaloupe, and Honeydew, oh my! No fruit menu is complete without at least one of these refreshing, nutrient-rich fruits. Whether prepared as a fruit salad or on a fruit tray, keeping your food stations stocked with melon options will keep your attendees happy.

Did you know that zucchini contains more potassium than the banana? When considering your menu options, consider implementing Squash and Zucchini as a side dish option as well as a main dish option for your vegan or vegetarian attendees.

Adding an array of fruit and vegetables to your next meeting menu can only benefit you and your business associates. Not only is it a healthy and delicious choice, it can even improve moods. For more ideas on how to incorporate delicious fruit and veggie options into your June meetings, contact us. AMA Executive Conference Centers in Atlanta, New York City, Washington DC and San Francisco are here to help you host your best conferences and meetings!

Choose New York City For Your Next Corporate Meeting

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With all the arrangements you have to make, details can make up the majority of your worries. However, at AMA Executive Conference Centers you’ll find that having a meeting, seminar, or conference can be functional, catered to, and productive. In a word, exceptional (without all the worry).

With the largest conference center in New York City’s Times Square, clients receive the best value and unparalleled service. Our staff is trained and prepared to accommodate the needs of meeting planners and visiting attendees. In addition to offering exceptional meeting space, our team offers light administrative including copying, email and general concierge.

While at the center our clients and their guests are assisted to completely. Located in the hub of the city, it’s easy for attendees to take outdoor breaks and have easy access to casual and fine dining restaurants, as well as Broadway theaters that are located just moments of exiting the building.

Our AMA New York Center has over 90,000 square feet of meeting space that is divided into 43 meeting rooms. This gives meeting planners the flexibility to host activities in spaces that are 168 sq. ft. up to 3000 sq. ft. – accommodating over 200 participants. The New York Center has available spaces with both indirect and natural lighting. High-speed internet and WIFI access is available, and as with all AMA Executive Conference Center locations the rental includes complimentary use of projectors and PCs for meeting use. All this and more without service charges or hidden fees.

Most meetings and events have a food and beverage component. The New York Center provides complimentary beverages, continuously, including coffees, gourmet teas, sodas, juices, and water. Additionally, there are a wide variety of catering options offered, and customization can almost always be accommodated. Find our menus and catering packages available for review online here.

Whether you’re driving, hailing a taxi or taking an Uber, finding AMA’s New York Executive Conference Center at 1601 Broadway is a breeze. For more information or questions you might have about rental or your visit simply contact us today!

The Benefits of Breakfast for Busy Professionals

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For many on-the-go professionals eating a healthy breakfast may just not fit into their schedule. Though it’s easier to grab a granola bar on your way out the door, the benefits of eating a balanced breakfast every morning cannot be overstated. Read more to learn about the mental and physical benefits of eating breakfast every day.

Boost Your Memory

Enjoying a healthy breakfast can give you a mental edge that will last throughout the day. Research that studied the effects on both teens and adults found that eating breakfast may enhance memory, attention, reasoning skills, learning, creativity, the speed at which information is processed, and verbal skills. A review of 15 studies on this subject completed by scientists at the University of Milan found some evidence linking these benefits to the steady glucose levels that breakfast offers.

More Energy

Say goodbye to the mid-afternoon slump. A 1999 research study in the International Journal of Food Sciences and Nutrition discovered that eating a breakfast that is high in fiber and carbohydrates can help you to feel more energized throughout the day.

Improve your Heart Health

Another essential reason not to skip breakfast is to protect your heart. One recent study tested this hypothesis with a group of almost 27,000 men. Researchers found that those who didn’t eat breakfast were 27 percent more likely to develop heart disease than those who did eat a morning meal. Their findings suggested that those who skip breakfast tend to gain more weight, which can lead to high cholesterol, high blood pressure, and diabetes, all of which can increase the chance of heart disease.

Leaner and Healthier Overall

Eating breakfast every day can also improve your health on the whole. A 2003 study published in the American Journal of Epidemiology indicated that those who don’t eat breakfast are 4.5 times more likely to be obese than those who do. Another experiment presented at the 2003 American Heart Association’s annual conference supported these results. Researchers went on to say that breakfast eaters were also more likely to have healthy blood sugar levels, less likely to be hungry throughout the day, and had a lower risk of developing cardiovascular disease and Type 2 diabetes.

AMA Executive Conference Centers are here to help you host your best conferences and meetings. Connect with us for ideas on incorporating breakfast options into your next meeting in Atlanta, New York, San Francisco and Washington DC.