Mastering Meetings: Industry Associations, Types, and Trends in Event Management

1. Chapter 13Meetings, Conventions/Exhibitions and Event Management

2. After Reading and Studying This Chapter, You Should Be Able to: • Name the hospitality industry associations • Describe the various types of meetings • Explain the difference between meetings, expositions and conventions • Describe the role of a meeting planner • Explain the primary responsibilities of a convention and visitor’s bureau or authority • List the steps in event management

3. Associations • American Society of Association Executives (ASAE) • 6000 associations at national level • Spend $53.5 billion annually • Hold 215,000 meetings and conventions

4. Associations • American Hotel and Motel Association • The National Restaurant Association • Hotel Sales and Marketing Association • Club Managers Association of America • Society for Foodservice Managers

5. Associations Offer • Governmental/Political voice • Marketing avenues • Education • Member services • Networking

6. Types of Meetings • Clinic • Forum • Seminar • Symposium • Workshop • Overall purpose • Brings people together for the purpose of exchanging information

7. Primary Sources of Revenue • Attendee registration fees • Exhibit space rentals • Sponsorship fees • Conference program advertising fees • Considerations may include whether it is a consumer or trade event

8. Figure 13-1Average Daily Visitor Spending at a Convention

9. Figure 13-4Average Expenditure Per Delegate Per Stay

10. Figure 13-5Percentage of Delegate Expenditure Per Item

11. Goals for Meetings • Developed for the need to • Increase awareness of a particular issue • Raise money for an activity or organization • Provide information to colleagues or clients

12. Impact of Technology • Affected the way in which information is obtained • Data is available on virtually every aspect • Increased need for establishing personal contact • Satellite and Teleconferencing

13. Technology Forecast • Will continue to drive changes in the industry • Routine organizational tasks will be run on technology • More international meetings • Heightened security • Shorter meetings • Increase in incentives for repeat business

14. Determining the Site • Facility service level and perception • Price • City/Geographic location • Restaurant service and quality • Personal safety • Local interest

15. Expositions or Trade Shows • Designed to bring together purveyors of products, equipment and services in an environment where they can demonstrate their products and services to attendees at a convention or trade show

16. Conventions • Meetings combined with expositions • Generally larger meetings with some form of trade show included

17. Meeting Planners • Pre-meeting activities • Plan agenda • Set budget • Negotiate contracts • On-site activities • Post meetings

18. Convention and Visitor’s Bureaus (CVBs) • Encourages groups to hold meetings, conventions and trade shows in the area it represents • Assists those groups with meeting preparations, and lends support throughout the meeting

19. Figure 13-3Major Players in the Convention Industry

20. Purposes • Encourage tourists to visit the historic, cultural and recreational opportunities • To develop and promote the image of the community LONDON TOKYO COLORADO

21. Convention Centers • Large facilities where meetings and expositions are held • Revenue generated from rental of space, food and beverages HONG KONG NEW YORK CITY

22. Event Management • Large conventions are planned years in advance • Booking Manager is critical to success • Contract is key to success • On site at time of convention

24. Hawai`i Convention Center

25. Events at HCC

26. Current Events atHawai`i Convention Center

27. Trends • Globalization/International participation • Cloning of shows • Competition • Technology • Number of shows is growing annually