Project Attrition

1. Project Attrition Presenter Name Presenter Title Presenter Employer Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

2. Project Attrition Made possible by generous support from the meetings, conventions and exhibitions industry. Lead contributors are the foundations of: Meeting Professionals International (MPI) American Society of Association Executives (ASAE) Professional Convention Management Association (PCMA) American Hotel & Lodging Association (AH&LA) Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

3. Attrition is… The difference between the actual number of sleeping rooms picked-up and the number agreed to in the terms of the contract. Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

4. Project Attrition is… An initiative developed by the Convention Industry Council designed to help educate the meetings, conventions and exhibitions industry on attrition while pursuing solutions to minimize the impact of the problem. Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

5. Project Attrition’s Components 1. Case Study Resource: an ongoing industry resource providing relevant case study information 2. Educational Tools: planning templates and timelines designed to assist the event organizer, the convention & visitors bureau (CVB) executive and the hotel executive in minimizing attrition potential  3. Industry Research: a two part industry-wide research study of looking at practices of the event organizer and the attendee/exhibitor. Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

6. Project Attrition’s Components...Continued 4. Technology Review: an analysis of the available technological resources for the industry. 5. Long-Term Recommendations: a series of long-term recommendations on the attrition issue will be reported to the APEX Housing and Registration Panel. 6. Legal Considerations for Event Management: a review of approaches in dealing with the risk and the burden of attrition in event contracts. Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

7. 1. Case Study Resources A repository of over 90 case studies is at www.conventionindustry.org Case studies are organized into 3 categories: • Associations • Corporations • Exhibitions AND, they are catalogued with: • Name of Event Host • Name of Meeting • Issue Faced • Solution Identified Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

8. 2. Education Tools • Event organizer timeline for events with a signed contract • Event organizer timeline for events without a signed contract • Hotelier timeline for events • Convention & Visitors Bureau Timeline for Events • Decision Matrix Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

9. 3. Industry Research Purpose of the Current Study • formalize a ‘snapshot’ of the attrition situation to provide an accurate assessment of the breadth and depth of the problem • evaluate the potential value of certain measures for analysis Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

10. Methodology • 2200 event planners were invited to participate • the survey was offered to a large cross section of events • 342 event planners completed the online questionnaire • the process yielded a “convenience” sample Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

11. Survey SampleBreakdown by Event Type Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

12. Survey SampleBreakdown by Block and Sponsor Type Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

13. Survey Findings • The percentage of groups assessed attrition fees rose to 32% in 2002/2003 • The percentage of these groups assessed attrition fees in 1998 was 4% • 41% of events with multiple hotel blocks were assessed attrition in 2002/2203 Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

14. More Survey Findings • Establish a formal plan to Cope With Attrition • Involve Leadership in the Plan • Offer Online Housing Registration • Combine Event and Housing Registration • Shorten Time that Room Block is Open • Conduct a Room Audit • Use Outside Housing Company • Require Attendees to Pre-Pay Hotel Room Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

15. Even More Survey Findings • 52 % of respondents have a formal plan; 80% who have a formal plan feel it is successful • Events with shorter housing registration period had an average of 93% pickup; Events with longer periods had an average of 84% pickup Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

16. Even More Survey Findings • The average gain from room audits resulted in an average increase of 5% • 91% of respondents who asked their attendees to pre-pay hotel rooms were successful in getting them to Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

17. Accomplishments • Determined that attrition is a problem • Created a repository of case studies • Published several educational tools • Suggested possible solutions to minimize attrition fees Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

18. Questions Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org

19. More Information More information on Project Attrition, including a free copy of the complete report, can be found at: www.conventionindustry.org Project Atttition is an initiative of the Convention Industry Council | www.conventionindustry.org