Questions for those who arranged M&G's

[SwissMyst]

Our upcoming Ryndam trip M&G list is growing everyday on Roll Call. I submitted the FAXed form to HAL by the 30 day cut off but have not yet heard back from them if they accepted this request for a room and possible no-host refreshments.

The delightful problem now is this list is growing beyond the space for 15-20 people I had originally requested.

So please for those who have arranged a meet and greet, how did yours go and did HAL sponsor it -- I will use the Crows Nest as a back-up alternative location if HAL cannot provide a separate location for us.

Please any tips, hints suggestions and when did HAL give you a confirmed location, if they got involved with your M&G.

Ours is a very interesting group of Aussies, Brits, ex-pats living in Spain, US and Russians.

Thanks.

[CruiserBruce]

Did you look at the Sticky at the top of the board?

[SwissMyst]

Did you look at the Sticky at the top of the board?

Thanks yes, and it was really helpful. Now I would like to get some personal stories from those who actually did or attended a M&G, if possible. What worked, what didn't - how did you actually organize the interaction. Did you provide name tags, did you use only your screen names, did you have any group ice-breakers, that sort of thing.

[LindaM]

I had a little bit of trouble arranging our M&G for this coming Tuesday in Hamburg. I emailed a person who was a little ditsy. She never got back with me, and even messed up the time. I ended up calling HAL.

We aren't having name tags. We did them 2 years ago, and last year TiogaC made us some gorgeous ones. I personally think it is best if people don't sit down---get up and try to talk to as many people as possible, introducing yourself. You will probably remember the people who posted most often. And, if you invite officers, it takes away from the socializing time.

Don't stress about it. It is just fun to meet the people we have been communicating with. And, don't be surprised if some people don't show up. It is kind of weird---sometimes the people who post the most aren't interested in a face to face.

[travelmatron]

I found the experience varies by ship and cruise. Most of the time, if you are the organizer and followed the plan outlined on the sticky, when you arrive in your cabin you will have a note from the (I think) Beverage Manager asking to meet with you prior to the Meet and Greet. If the note isn't waiting for you, contact the front desk or that staff at the Neptune Lounge to arrange a meeting with him/her. They are VERY aware that any numbers you have before the cruise and the actual number of people attending can vary widely. I'e been told that there is no minimum number of attendees for HAL to set up a coffee/tea/cookies type reception. Sometimes, and it seems to be up to the Beverage Manager, they may provide more. In some cases, much more.

I've only had the M&Gs in the Crows Nest. We've had blank name tags available so people could do either their names and/or CC identification as they wish.

People really do forget, and leave notes about the M&G at home. Turn-out is increased if you deliver reminder notes to everybody's cabin. HAL may charge for this service or provide it, again, depending upon cruise and crew. It doesn't take that long to do it yourself.

I've been to M&Gs with ice breakers and gift exchanges...both seem to slow down the flow of conversation. My experience with HAL cruisers is that they already know how to mix and mingle. Since you will probably be in touch with most of the people attending outside of just the roll call chatter, go ahead and act as hostess in welcoming and including people in conversations. It's handy to have paper and pen handy for people who want to share contact information.

HAL prefers M&Gs to be the first sea day at 11am. There's never a perfect time, but that works out fine. Generally most people show up within the 1st 15 minutes or so a few always come early since they over-anticipate how long it will take them to get to the Crows Nest. Starting at 11 they tend to wind down around noon, but it's the group's party, not yours per se, so feel free to leave whenever you like. It's not like you have to clean up.

[gregdude]

I have arranged two on two different cruises and each time got a confirmation months in advance of the place, time, and refreshments. If you have not heard I would call HAL, ship services, give the name of the ship and they will connect you with the correct person. If you already have a contact from your initial e-mail, I would contact them again. I would also give them an update on the number of guests so that they prepare the correct amount of food and drinks.

[LindaM]

If a person forgets the meet and greet, they weren't that interested in the first place. All they have to do is ask at guest relations. From my experience, there are a lot of people who like the precruise chatter, but that is it. That's ok---different strokes. Some people are shy.

I plan on meeting with someone at the desk the first day, to make sure everything is in place. Now, I am off to the airport!

[bernie5]

Our upcoming Ryndam trip M&G list is growing everyday on Roll Call. I submitted the FAXed form to HAL by the 30 day cut off but have not yet heard back from them if they accepted this request for a room and possible no-host refreshments.

The delightful problem now is this list is growing beyond the space for 15-20 people I had originally requested.

So please for those who have arranged a meet and greet, how did yours go and did HAL sponsor it -- I will use the Crows Nest as a back-up alternative location if HAL cannot provide a separate location for us.

Please any tips, hints suggestions and when did HAL give you a confirmed location, if they got involved with your M&G.

Ours is a very interesting group of Aussies, Brits, ex-pats living in Spain, US and Russians.

Thanks.

I set up the M & G for our cruise this summer aboard the Noordam. I communicated with our Holland America rep via email and sent in the info like you said 30 days prior to sailing. I received an email confirmation very quickly from our HAL rep, Kbogath@hollandamerica.com, an Onboard Event Services Coordinator. Like you we added a number of people at the last minute so I sent a new number of participants in the week before we left for Rome.
We were set up in a private area of the Crow's Nest with coffee, juice, cookies, etc. I provided blank name tags and asked everyone to write their real and screen names on them. It was great putting a name and face together. Several of the HAL crew showed up including the Beverage Manager, Cruise Director, Hotel Manager, etc. Several of the HAL people greeted the group and gave tips on the ports of call.
Most of the time we spent getting together those who had planned shore excursions together. I took a list of our Roll Call names and a list of the participants in each of shore excursions.
I sent a message to our CC Roll Call the night before we left to remind everyone about the event. Several still forgot, got the wrong time, or showed up late.
I would check with HAL ASAP in case they did not get the fax.
Any questions?

[Seren Ap Gwalia]

What worked, what didn't - how did you actually organize the interaction. Did you provide name tags, did you use only your screen names, did you have any group ice-breakers, that sort of thing.

One thing that didn't work so well last year on the Eurodam was the time ... 15 minutes before muster . ooops! :o we had time to say hi (just) but it still gave us enough time to at least be able to recognise faces around the ship, and we became good friends with one couple!

[dfish]

I set up the M&G for our Veendam cruise last January. We did have some back and forth on time and location, but the response was very timely from HAL. I sent the form in via e-mail with no problem. Given how soon you cruise, as someone else suggested, I would call HAL concerning your M&G.

I did print out reminders and delivered them to cabins myself. I also printed out nametags with CC names and real names. It did help to recognize people.

I found that people came in and started socializing right away. I did greet people as they came in, but really, there was no work to the event. I did make one general announcement about half way through the event to pass out birthday and anniversary cards to those who were celebrating onboard and had shared that information with us ahead of time. We had a very good turnout as only one couple did not show up, but we picked up a few extras along the way!

Debbie

[kazu]

I've done a number of meet and greets and I lucked into a great ship board person. When I picked up the phone and called, she told me to disregard and would take me through it. No matter what ship I go on I pick on her. There is not requirement to fax. I just email her and she suggests the best place and time. She has done the form for me and just emails it to me - says it better - I call her first or email her.

I have sent letters and cudos to HAL on her as she is awesome:)

In fact on our last transatlantic, she suggested two and it was a lot easier to do them now than try to arrange on the ship.

I've always had a note when I got in the cabin and any questions, just call.

I do always deliver invitations as people can forget - some are tired from long flights - or other things are on the go.

We've always had fantastic turnouts - unbelievable. depending on your time of day, HAL always supplies cookies, coffee, tea and stuff. if we are doing it at a reasonable time, I have also requested a no host bar. No problem.

I also ask for invites to be delivered to the officers and captain. Even though I request their presence with the booking. I don't know if it makes a difference but i think it doesn't hurt. They have always come.

Other than that - it's no big deal. Just keeping track of names and getting to meet everyone. It's a worthwhile endeavour - you can make friends for life and it's always nice to know a few faces on the ship and join them at the Lido, the ocean bar, whatever

I think HAL likes a minimum of 25 for a meet and greet - just tell them you have 25. at the rate you are growing you probably will - if you get past that number - definitely up date them.

I hope this helps a bit:) feel free to email me if you want some help - it's in my signature:D

[tbrein]

Contact Onbaord Events at 877-8854259. I'm arranging the M&G for our cruise and did everything by phone.
I've been to M&Gs with as little as a5 people. They will accommodate you.
Terri

[obriendan]

I have arranged several M&G's. For the upcoming Zuiderdam cruise I emailed the On Board Events Coordinator. I got his name from the list in the M&G sticky at the top of the HAL board. You can use this name to email rather than fax by using the initial and last name plus @hollandamerica.com. I received a reply and confirmation of requested Crow's Nest M&G's the same day, so I'm surprised that you have not received a response yet.

I usually try to schedule at least two M&G's, one on the first sea day and one near the end of the cruise. At the meetings quite often participants decide to meet additionally for lunch, etc.

Our group has grown and I will inform HAL of the larger number just before the cruise.

For all the M&G's I've arranged I now deliver a reminder to each participant the day before the meeting. I found out that if you don't, the attendance falls off sharply. For this purpose I request participants to email me their stateroom numbers.

I also prepare name tags. I use their screen names and their actual names on the name tags. I have found an online cheap source inkjet name badges in sheets of 8 ($14/800 sheets) and it is a simple job once you have the template on file.
.
Dan

[IslandThyme]

Oh, thanks for all these great tips! I'm organizing an M&G on our Oct. 9 Spain cruise, and so far we're only 12 that are signed up. I'm really going to benefit from all of your suggestions.

[SwissMyst]

These were all great practical suggestion and I had better get in touch with HAL right away since I got no follow-up after submitting my request form. Thanks for the contact numbers.

I can see changing the time to 11am might be good too as our first day at sea will probably be a formal night so a 4pm M&G might interfere with those early diners who want some extra time getting ready.

Getting the cabin numbers - what was the best way to do this? We haven't got ours yet -- so not sure others will know this either.

Fantastic feedback, thanks to all who shared these very welcome suggestions.

[obriendan]

These were all great practical suggestion and I had better get in touch with HAL right away since I got no follow-up after submitting my request form. Thanks for the contact numbers.

I can see changing the time to 11am might be good too as our first day at sea will probably be a formal night so a 4pm M&G might interfere with those early diners who want some extra time getting ready.

Getting the cabin numbers - what was the best way to do this? We haven't got ours yet -- so not sure others will know this either.

Fantastic feedback, thanks to all who shared these very welcome suggestions.

I request that participants email their stateroom nunbers on the Roll Call thread, with assurance that I will keep them confidential. I then repeat this request several times. For those who don't reply, I've found that the Front Office can help. Even with only the first names they've been able to track them down!

Dan

[IslandThyme]

Wow, I've asked people to post their cabin numbers in the roll call - is that something that puts people off?

[tbrein]

Wow, I've asked people to post their cabin numbers in the roll call - is that something that puts people off?
I ask them to email me with the information and I promise to keep it confidential.
Terri

[RuthC]

Wow, I've asked people to post their cabin numbers in the roll call - is that something that puts people off?
It would put me off. I don't want anyone and everyone who can read a thread to know where I can be found alone. I wouldn't even want the information passed to everyone else on the roll call, say in an e-mail or hand-out. Let me decide who gets my cabin number.

I agree with tbrien's approach that it be sent to the coordinator, and kept confidential.

[LostwithoutPockets]

Wow, I've asked people to post their cabin numbers in the roll call - is that something that puts people off?

I created an email address purely for the purpose of people attending our Meet and Greet. That way, everything is in one place, and people aren't sending things to my personal email address and getting lost. :p I asked people to send their real names and stateroom number (if they don't know their number, I can find them through the front desk that way) HAL charges to send your invites/reminders out, so I'll be running around like a crazy person the night before slipping invites under doors!

[IslandThyme]

Interesting! I must be more naïve than I thought, as I never imagined any reason to keep a stateroom number secret.

[Okie1946]

I set up the M & G for our cruise this summer aboard the Noordam. I communicated with our Holland America rep via email and sent in the info like you said 30 days prior to sailing. I received an email confirmation very quickly from our HAL rep, Kbogath@hollandamerica.com, an Onboard Event Services Coordinator. Like you we added a number of people at the last minute so I sent a new number of participants in the week before we left for Rome.
We were set up in a private area of the Crow's Nest with coffee, juice, cookies, etc. I provided blank name tags and asked everyone to write their real and screen names on them. It was great putting a name and face together. Several of the HAL crew showed up including the Beverage Manager, Cruise Director, Hotel Manager, etc. Several of the HAL people greeted the group and gave tips on the ports of call.
Most of the time we spent getting together those who had planned shore excursions together. I took a list of our Roll Call names and a list of the participants in each of shore excursions.
I sent a message to our CC Roll Call the night before we left to remind everyone about the event. Several still forgot, got the wrong time, or showed up late.
I would check with HAL ASAP in case they did not get the fax.
Any questions?

Approximately two days before we left (flew out to San Diego the day before) I sent an updated M&G form with the final total of CC'r attending the formal M&G. That way the ship had a closer approximate number to how many people planned on attending. Also - note - several members who origanally did not plan on attending - Did come. There was extra food and drink so that was no problem/

When planning the M&G for our cruise on the Oosterdam in April I asked each cc member to please send me their "real" name with their nickname and their assigned cabin number to a seconday email address that I had set up. Then I took the list of our Roll Call names, wrote out invitations to each cabin number. Since the M&G was scheduled for the 1st day of at sea, my DH (while exploring the ship) delivered each of the invitations OR I handed them out at the informal gathering on sailing day. If you don't have that time available, if you ask your room stewards to deliver the invitations, they are more than willing. That way, your cruise partners have a reminder of the gathering.

We also had an informal get together the day of sailing - meeting at a designated location, and all wearing Mardi Gras beads so everyone would be recognized. Talked, had drinks, had our photo taken with the CC banner, did our gift exchange and generally got to know each other. Not everyone came to the first gathering so the formal M&G was just as exciting getting to know each other.

Several crew members visited and answered questions. Over all it was a good time had by all.

I did learn one thing - Don't stress yourself out. It will be just fine in the end.

Have a great cruise.:)

Previous Cruises:
Alaska - Westerdam - September 2009
Alaska - Rotterdam - September 2010
Mexican Riveria - Oosterdam - April 2011

Future Cruises in Planning Process:
2012 - Alaska - Either 14 day Alaskan Explorer OR 20 Denali Cruise Tour
2013 - Eastern Med - 28 days Includes Cruising the Black Sea

[hpf]

I just returned from the Eurodam Sat. evening and I arranged the M&G for our group. With the help of CC members who gave me great advice everything went as planned.
I was in contact with Ms Thomas (ship coordinator) a number of times. She arranged a venue for us, as well as tea. coffee and cookies.
We had 63 who were interested and wanted to attend, however when the morning came only 47 of those showed up.
Those who did attend were having a great time getting aquainted and making and finalizing plans for up-coming tours.
I had each one email me with their full name and cabin number. I then made name tags for each and the day we boarded ship after lunch my DH and I delivered invitations to each cabin who were to come as well as to officers.
I then sent thank you's to those officers who did come as well as a note to Ms Thomas via email.
Have a great M&G as well as agreat cruise.
Helen

[GmaPajama]

... HAL charges to send your invites/reminders out, so I'll be running around like a crazy person the night before slipping invites under doors!
My experience has been that there is a charge only when they print up your invitations for you. I've always taken pre-printed invitations, in properly addressed envelopes, and they have been delivered for free. Just ask the concierge or the front desk, and save yourself all that "crazy person" stuff. :)

[LostwithoutPockets]

My experience has been that there is a charge only when they print up your invitations for you. I've always taken pre-printed invitations, in properly addressed envelopes, and they have been delivered for free. Just ask the concierge or the front desk, and save yourself all that "crazy person" stuff. :)

I was told that they would charge $1.50 per stateroom to deliver my invitations, and it would cost $20 (for a certain amount, I forget how many... either 25 or 50) for them to print them up and deliver them. Maybe it's the sort of thing that Seattle says, but the ship doesn't enforce :confused:

[we're sailing away....]

You might whant to do a gift swap 5$

[Okie1946]

You might whant to do a gift swap 5$

Rule was - the gift had to be within the $ amount set by the group AND it had to represent the state that you lived in. Being from Minnesota - we found some wonderful "Lena and Ole" joke books that are staples from here, as well as candy made by a local person "Mosquito bites" (huckleberry flavored jelly beans) "Walleye Poop"(chocolate covered peanuts) etc. A lady from Oregon brought some small locally made berry jellies (I got those) and they were WONDERFUL. Mostly, we just had fun learning about the different locales.

Like I said earlier - don't let your self stress out over it.

[djhsolara]

I echo everyones comments here. I set up an email address just for everyone in the roll call (I don't remember exactly when we sailed but I used the ship name and date, so it was something like "EurodamFebruary2@hotmail.com").

I did just simple one-page invites that had the Cruise Critic logo and a pic of the ship. The Hotel Manager (HotMan) of the ship should be your best friend. I introduced myself to him as soon as I got onboard and quickly discussed the event. They actually took very good care of us by offering passed Champagne, an open bar and passed hors d'oeuvres. This was not expected or requested but was very welcome. I brought the list of everyone to the event. When the HotMan came to the M&G, he asked for a list of everyone there to put them on the VIP list. This gave everyone an invitation to cocktails with the Captain (which I believe was the Suite Cocktail Party).

I know mine may be the exception (in terms of all that they did for us), but it was a very good experience to organize this event. I was sure to send thank you notes to everyone who was involved as well as a letter to the Captain mentioning all of the staff who were involved.

:) :)

[trvlcrzy]

Schedule of contact/replies regarding our Ryndam cruise (July 17-31, 2009):

My initial contact to Ryndam’s coordinator of Onboard Event Services… Wednesday, April 29

Reply from HAL with attached form to complete requesting meeting space… Thursday, April 30

Completed form returned to HAL via email attachment… Thursday, May 28 (this allowed for more participants to express interest)

Acknowledgement and confirmation documents from HAL via email attachment… Friday, May 29

Contact with HAL rep regarding increased numbers… Thursday, July 2

Okay email received from HAL… Monday, July 6

I knew there was a reason that I saved all that roll call stuff in an email folder! :D I could track these dates through the most recent threaded reply.

[trvlcrzy]

I did NOT post the above entry, "Yay, Brendan is gone again." I posted a schedule of the contacts to/from HAL regarding the meet and greet I planned for July 2009 on the Ryndam. It was there for several hours... then it switched to text I do not recognize. I don't even know a "Brendan."

As I am posting this reply, I can scroll down and see the actual text I posted.

WEIRD!!! There are other threads mentioning the gremlins in CC right now.

[trvlcrzy]

Trying again to post my original comment...
Schedule of contact/replies regarding our Ryndam cruise (July 17-31, 2009) with a northbound and southbound segment:

My initial contact to Ryndam’s coordinator of Onboard Event Services… Wednesday, April 29

Reply from HAL with attached form to complete requesting meeting space… Thursday, April 30

Completed form returned to HAL via email attachment… Thursday, May 28 (this allowed for more participants to express interest)

Acknowledgement and confirmation documents from HAL via email attachment… Friday, May 29

Contact with HAL rep regarding increased numbers… Thursday, July 2

Okay email received from HAL… Monday, July 6

I knew there was a reason that I saved all that roll call stuff in an email folder! :D I could track these dates through the most recent threaded reply.