Complete Meeting Package (CMP): What Is It and How Can It Benefit Your Budget?

Don't be confused when you see the acronym: CMP. In the meeting industry, CMP stands for two different things. One is a Certified Meeting Planner, the Convention Industry Council's standard for planner education. CMP is also the designation for Complete Meeting Package, the bundled pricing used by conference centers and some other meeting facilities.

Seasoned travelers expect more from hotels. Unfortunately, budgets for meetings aren't always high enough to cater to those expectations. That's when you might consider CMP per-person bundling to more effectively accommodate and meet those needs - while staying on budget.

What is CMP?

Through its Universal Criteria, IACC (International Association of Conference Centers) defines the Complete Meeting Package (CMP) as a per-person rate that aggregates the cost of guest rooms, three meals a day, continuous refreshment service, conference services, 24-hour meeting rooms, and basic meeting technologies. IACC recommends that all member centers offer such a plan.

Alternatively, for those not planning overnights, you might want to consider a non-residential package that includes conference rooms, lunch, continuous refreshment service, conference services, basic audio/visual and an LDC projector in at least the main meeting room. (These alternate packages may vary so check with your hotel contact for details.)

What is IACC?

IACC has more than 300 member conference centers in five chapters: Australia, Denmark, Sweden, the United Kingdom and North America. The not-for-profit IACC defines conference centers as "a specialized hospitality operation designed for and dedicated to the needs of small to medium-sized meetings, typically averaging between 20 and 100."

Thirty stringent guidelines ensure that IACC-certified conference centers offer focus for a cutting edge and productive meeting experience for planners, as well as a uniformity of standards. These conference centers are specially engineered, designed, and furnished with ergonomic chairs, tables with non-glare writing surface, appropriate lighting, and all the technological advances possible in audiovisual offerings, in addition to the budget-conscious CMP plans.

To locate an IACC-conference center, you can go to the IACC search engine and input your meeting requirements.

Know Your Needs

When considering a CMP, you must know your meeting needs.

• Do all your attendees require one or more overnight stays? Or is it only core staff that will need accommodations?
• Do you need multiple break-outs? Or is it one general session for the entire group?
• Do you want to keep your attendees at the resort? Or do you plan on arranging an off-site reception or dinner?
• Are continuous breaks important?
• How about audio-visual needs? Do you only require a simple flip-chart? Or are your meetings more technology-intensive, requiring LCD, microphones and podiums?

The CMP at IACC-member resorts usually include flip charts, microphones, and image and video display equipment, as well as technicians to service the equipment. However, there are additional charges when you go beyond these basics.

The Upside and the Downside

Simplified planning and budgeting keeps the bottom-line in check. However, with a CMP, you might be pay for a service that your group wouldn't use.

The answer to both is: negotiation. If one evening your group plans an off-site dinner, instead of the CMP-included meal, then ask the conference center for a credit. If you want the package price to include gratuities, access to fitness center, parking, internet access, etc., then don't be afraid to ask. When a conference center is unable to negotiate the per-person rate, adding or exchanging services on that rate might be open to discussion.

The Bottom Line

Administrative professionals planning meeting-intensive sessions might consider the cost benefits of a CMP. However, if your event doesn't require one or more of the CMP bundles, you might consider re-negotiating to a non-residential package. Or perhaps you might want to consider whether a Complete Meeting Package is the right plan for your event.