ACCENT on Children's Arrangements 615 Baronne Street Suite 303
New Orleans, Louisiana 70113

Phone: 504.524.1227
Fax: 504.524.1229
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Archive for the ‘conference child care’ Category

Benefits of taking the kids on business travel

Bringing your kids with you on a business trip can be a great experience – if you have the right help. Check out this new infographic we created which shows why. Feel free to share with others!
benefits of traveling with the kids on business

Tips for Offering Childcare During Business Meetings

Women now make up almost half of the workforce, a far cry from the numbers decades ago, when women only accounted for a fraction of the workforce. Many of these working women are mothers who are juggling the demands of work and parenting. Even dads are playing both roles, as they contribute at work and home. These changes have put pressure on companies to offer more programs that fit the needs of families. After all, when parents know that their children are being well cared for, they can be better workers.

If your company has a business meeting scheduled, there’s no reason why the kids can’t be invited. This allows more flexibility as to when the business meeting can be held, while also ensuring that all employees are at the meeting on time and stay for the duration, while being fully focused on the material during the conference.

But how exactly do you run successful childcare during a business meeting?

Staff Sufficiently

First off, make sure you have an accurate count of how many children will be attending the meeting. It’s important to have the proper staff-to-child ratio so that you can properly and safely care for the children. These ratios are based on the ages of the children and break down to 3:1 for infants, 4:1 for toddlers and 6:1 for children. Since you’re probably tapped out of staff members, hire an onsite childcare company that will provide dependable staff members that will tend to the children.

Keep Them Busy

When you work with an onsite childcare company, the agency will have plenty of age-appropriate activities that will keep everyone busy. This is, after all, the key to running a successful business meeting. You can expect such activities as singing songs, seeing a magician, putting on a puppet show and dancing around to music.

Plan an Appropriate Venue

In addition to the activities planned by the agency, you will need to have a room where the children can stay. Make sure the room is comfortable, has plenty of space to move around, is safe for all ages of children and has bathrooms nearby. While you want the meeting to move along seamlessly, it’s not a bad idea to arrange a few short breaks where parents can check in with their kids if need be. When your employees see just how much fun their kids are having, they’ll be fully invested in the meeting.

At first, your company may feel as if providing child care is difficult to accomplish. Yet thanks to onsite childcare companies, you can provide fun, safe, dependable arrangements that allow you to conveniently hold meetings away from the office, on weekends or evenings. The kids have fun and your employees come together without the distraction of ringing cell phones and text messages of parents waiting to pick their children up.

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FAQ About Meeting and Conference Child Care

As work and home life become more connected, increasing numbers of corporate employees and conference attendees are bringing their families with them to their meetings. The challenge is finding activities that will keep young children entertained and occupied while their parents are attending work meetings or forums. That’s where meeting and conference childcare comes in. It gives parents a reliable way to care for their kids during their work events so they can bring them along and enjoy the time away together. Since meeting and conference childcare is a relatively new concept, prospective clients may have a few questions about this service.

What are the benefits of providing meeting childcare for employees?

For one thing, offering conference childcare makes attending corporate events more attractive for employees. This is particularly true of single parents, who may be unable to find suitable arrangements for their children in order to go out of town for a conference. Profit-wise, offering these services can also be useful, since companies may be able to attract child-friendly sponsors for their meetings such as amusement parks and restaurants.

Does this arrangement work for small numbers of kids?

Qualified childcare agencies can accommodate any number of children, from numbers as small as 10 to large groups of 100 or more. When meeting coordinators get a final tally of the employees that will be attending the conference, they can calculate the total number of accompanying children and inform the agency ahead of time. Most corporate childcare agencies do not require a minimum number of children.

What services are included in conference childcare?

Well-staffed agencies are able to provide a wide range of services for clients. From organized field trips to popular children’s attractions in the destination city to structured learning activities and supervised free play time, experienced business childcare providers can keep children happy and content while their parents are away. Some of the provided activities may include arts and crafts projects, games, and special guest speakers. Reputable agencies also provide security services such as photo check-ins and emergency management plans. Most providers also take the step of insuring their clients and children thoroughly, keeping the host companies safe from any possible risk or liability.

Image c/o: doviende

What You Need to Know About Child Care

Selecting a child care provider need not be confusing. Consider these 15 criteria, adapted from a list provided by ACCENT on Arrangements, Inc., a New Orleans-based company specializing in child care programs:

Recommendations: Ask the convention bureau at your meeting site to recommend local and national child care providers. Also, check your PCMA directory.

Insurance: A minimum of $1 million general liability is needed. Read your association’s policy to be sure the proposed program is not among the exclusions.

Waiver or Release: Ask your provider for a waiver or release and have your legal staff review it.

Standards: Make sure the provider in your destination state meets all day care standards, from staffing to physical requirements.

Staff-Child Ratio: Look for a favorable child:adult ratio. The National Association for the Education of Young Children proposes a child-to-staff ratio of 3:1 for infants, 4:1 for toddlers and 6:1 for children up to eight years old.

Security: Check-in and check-out procedures are very important and should be strictly enforced using signatures, proper identification, etc. A security guard is recommended.

Emergencies: Ask your provider how emergencies are handled. Use a medical authorization form for emergencies. An on-site nurse is recommended for large programs.

Staff: Ask about the provider’s requirements. Are they CPR-certified? Do they have education degrees or experience in child care centers? Do they understand children’s needs? Find out who your staff contact will be on site and how you can reach your contact during the day and after hours.

Location: The child care center should be located near emergency exits but not close to heavy traffic areas. A minimum of 35 square feet per child is recommended. Bathroom accessibility is very important. The building must have water sprinklers and an evacuation plan should be posted.

Communication: The provider should be able to reach meetings staff and/or convention services at all times. Some groups provide beepers or cellular phones to be rented by nursing moms or anxious parents.

Staff Orientation: A minimum two-hour orientation is recommended for all child care staff to outline check-in/check-out procedures, child care procedures, and familiarization with the location. The bigger the program, the more detailed the orientation.

Logistics: Think about who will handle crib rental costs, audiovisual equipment, moving of children’s supplies, meals and snacks, registration badges, etc.

Parent Orientation: Provide as much information as possible to the parents. Designate staff to answer questions or refer to child care provider with calls.

Cost: Remember that child care and children’s tours are more expensive than spouse tours. Think about how cost will be met – individual members, sponsorships, subsidies or grants.

Evaluation: Provider should help planner to establish a method of evaluation.

Consistency of service is extremely important in child care. Parents like and expect to receive the same type of service year after year.

Diane E. Lyons is president and founder of New Orleans-based ACCENT on Arrangements.

Photo c/o Santa Ana College

Safety Considerations for Onsite Child Care

Offering child care for business employees is a wonderful opportunity to help parents balance the demands of work and family. More companies are offering child care within the business setting, and the long-term benefits are worthwhile. Not only are you creating a supportive network, but also encouraging employees to have an alternative source of affordable child care so they don’t have to compromise their workload.

Establishing safety guidelines is an important part to any child care facility. Licensed facilities must adhere to the state laws that are set in place to regulate safety, sanitation and food preparation. By following these guidelines, you can rest assured that your facility will stay licensed and continue to offer the quality child care that your employees depend on.

Your child care center will need to follow the health and safety regulations established by the government. This will ensure that the spread of disease and infection is controlled, and that safety is a prime concern. Your facility will be licensed and you’ll need to hire on the appropriate staff to care for the children. Be sure to follow suit with the teacher-to-child ratios, which are dependent on the age of the children. For example, for every 8 2-year-olds, there must be one teacher.

There will need to be protocols for cleaning and sanitizing toys and tables, preparing food, handling accidents and ensuring the safety of outdoor play equipment. A sick policy will need to be given to all parents so they understand which children are excluded. While you want to encourage your employees to come to work, there are certain conditions that make a child too sick to be at day care.

Another consideration that makes onsite child care different from others is that the parents are right around the corner. While most daycare centers allow parents to “drop in”, this will be especially feasible at the workplace. Since you don’t want children coming and going during lunch hours or having parents dropping in at all hours, there are additional guidelines to set in place.

By taking all safety considerations into play, you can create a safe, nurturing child care facility within the boundaries of the workplace.


Welcome to the ACCENT on Children’s Arrangement Blog

Have you ever thought it would be great to take your kids with you on your next big trip but couldn’t figure out how?  Or what about taking your kids with you to great cities all over the world to explore and have fun while you participate in a conference, meeting, trade show or other business event?

If you’ve had those thoughts but couldn’t quite figure out the logistics you are not alone.  And the good news is you’ve come to the right place.

Welcome to the ACCENT on Children’s Arrangement Blog where we will be discussing all topics related to traveling with your children while you are on business.

kids have fun while you work

What We Do

ACCENT on Children’s Arrangements, Inc. is a national company with staff trained to provide convention, conference and meeting child care and babysitting services. We will supervise and entertain children with age-appropriate, curriculum-enriched environments containing many hands-on creative activities. ACCENT’s talented staff produces stimulating children’s programs on-site with scrupulous attention to children’s health and safety needs. Our specially trained, professional supervisors are CPR and Pediatric First Aid certified. ACCENT’s on-site staff includes teachers, professional child care providers and mothers who simply love working with children and have completed ACCENT’s specialized training program.

ACCENT employees’ references have been thoroughly checked. ACCENT’s goal is to produce positive and lasting memories for the children attending the Camp by adhering to high standards of quality and building educational curriculums to engage the children.

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ACCENT on Children’s Arrangements-OCA, located in New Orleans, Louisiana is full service event child care company providing a host of child care and babysitting services for meetings, conferences, conventions and other special events taking place all over the world.