MEEC

1. MEEC Chapter Nine Planning MEEC Gatherings

2. Setting Objectives “What are the objectives of the meeting?” Objectives are the basis of Planning Process Objectives should be • Clear • Concise • Measurable Objectives drive Program Planning Focus on attendees • What will be their Return on Investment (ROI)?

3. Setting Objectives Who is the Group? Why are they here? What is the Objective of the meeting? • Impacts virtually all of meeting components • Site selection • Food & Beverage • Transportation • Room Layout and Set-Up • Program Content • Three Reasons People Attend Meetings • Education • Networking • Conduct Business

4. Importance of Education Return on Investment (ROI) and expectations of attendees • Event (education) must be justified • Meaningful program content • Attendance based on quality of event/education Technology advances provide additional challenges and opportunities • Web and video-conferencing • Distance learning • Virtual tradeshows • CD-ROMs and DVDs of presentations

5. Professional Certifications Associations provide current information and continuing education in a particular field • Continuing Education Units (CEUs) • Lead to certification or licensing • Demonstrates level of competency in the profession • Good source of revenue through application and testing fees, study materials, re-certification Certified Meeting Professional (CMP) • Most recognized designation in meeting and conventions • Administered by Convention Industry Council (CIC)

6. Needs Analysis • Age and gender of past attendees • Level of expertise • Position within organization’s hierarchy • Hotel amenities preferred • Medical or dietary needs • Organization paying • Guests of attendees (spouse) • Importance of networking • Distance attendees travel • International guest special needs • Special accommodations for disabled (ADA) • Educational outcome expected Method of determining a meeting’s expectation Needs of corporation and association differ Consider

7. Development of Smart Objectives Objectives Need to Be S.M.A.R.T. • S-pecific • M-easurable • A-ttainable • R-elevant • T-ime-based

8. Site Selection First establish meeting objectives Determining site is typically a group decision Factors to consider • Rotation of location • Location of majority of attendees • Cost for planner and attendees • Mode of travel • Type of hotel or meeting facility • Conference centers designated to hold meetings by International Association of Conference Centers (IACC)

9. Request for Proposal (RFP) Basic information contained in the RFP • Exhibit space required • Food and beverage requirements • Acceptable rates for rooms, meeting rooms, exhibit space • Expected “comps” and free services • Cut-off date of the RFP • Meeting name • Start and end date • Key contact information • Expected attendance • Number and type of sleeping rooms required • Number and size of meeting rooms

10. Request for Proposal (RFP) Disseminated to preferred sites (often via Internet) • Submit directly to hotels and facilities • Submit to local CVB to distribute to properties • Submit to Destination Marketing Association International Web site RFP allows hotels to examine economic impact of meeting and decide to create a bid Fam Trips are another method to promote a destination

11. Budgetary Concerns Budget is major consideration next to objectives Budgetary issues include • What is the cost to produce event? • Who will pay? • Will there be a registration fee? • What types of food and beverage? • What will be served? • Will additional cost will be passed on to attendees? • What revenue streams are available to produce and promote the meeting?

12. Budgetary Concerns Step 1 - Establish goals • Should incorporate the SMART approach • Set by planner, association, corporate mandate • Determine financial expectations of event • Three possible financial outcomes: • Break-even • Profit • Deficit

13. Budgetary Concerns Step 2 - Categorize expenses by function • Indirect cost • Overhead or administrative items • Fixed cost • Expenses incurred regardless of number of attendees • Variable cost • Cost based on the number of attendees

14. Budgetary Concerns Step 3 – Identify revenue sources • Advertising fees • Government assistance • Sales of banner adds or links on official Web site • Renting of membership address list for marketing • Partnerships to promote other companies’ products for a fee • Registration fees • Corporate or association funding • Private funding from individuals • Exhibitor fees • Sponsorships • Logo merchandise

15. Cost Control Cost controls are tool for monitoring budget Make sure facility knows who has signing authority • The person from the organization that can make additions or changes to the order Accurately estimate amount of meals ordered Outsourcing rather than keeping someone on staff full time

16. Control in MEEC Evaluating Design – a good design should be • Simple, concise, completed in minimal time • Self-administered are most common • Qualitative Data • “Hard” numerical – can be compared: scores, averages, ranks • Quantitative Data • “Soft” – a descriptive record of what is observed, then written

17. Control in MEEC Designing and Implementing a Survey • Include meeting contact information; enables mailing • Number all questions • Readable – design fonts, graphics, and colors kept visibly simple • Identify speakers by name • Station someone to collect forms or have clearly marked collection boxes • Simple, easy to complete • One concept per question • Avoid professional jargon, acronyms, abbreviations • Easy first; difficult, personal last • Personal or proprietary in ranges • Keep anonymous

18. Review Setting Objectives Importance of Education Professional Certifications Needs Analysis Development of SMART Objectives Site selection Request for Proposal Budgetary Concerns Cost Control Control in MEEC