Conventions, Meetings, and Special Events

1. Conventions, Meetings, and Special Events

2. Chapter Objectives: • To understand who meeting sponsors are and the value of having organizational meetings. • To realize the necessity of goals and objectives in conceptualizing meetings. • To appreciate the process of meeting planning and management.

3. History • Convene: To gather or assemble • Assemble to share information, communicate, celebrate, reunite • Meetings: A planned event in which a group of people gather together to accomplish something.

4. Meetings’ Goals & Objectives • Goals: “Why have a meeting?” • Objectives: Specific and Measurable • Educational experience for attendees • Entertaining attendees & families • Boosting morale of attendees • Solving a specific problem • Combination

5. What is a Sponsor? • Groups or Individuals • Associations • Corporations • Trade Unions • Independent companies that sponsor and operate trade shows • Religious groups • Theatre and arts groups • Social organizations

6. Association Meetings’ Purpose: • Networking • Educating Members • Solving Problems • Generating Revenue

7. Corporate Meetings’ Purpose • Dissemination of Information • Solve Problems • Train People • Plan for the Future

8. Corporate Meetings • Management meetings • Training seminars • Sales meetings (national & regional) • New product introductions • Professional & technical meetings • Incentive trips • Stockholders meetings • Others: Press conferences, public forums

9. Functions of Meetings • Generate a spirit of unity and cooperation that contributes to the formulation of a collective identity. • Enhance communication by creating a pool of shared knowledge. • Provide a forum for the generation of new ideas.

10. Functions Continued: • Afford management an opportunity to define and promote the collective aim of the organization. • Obtained increased commitment to decisions by involving more individuals in the decision-making process. • Provide a setting in which company leaders can act like leaders on a very visible level.

11. Trade Shows • Industrial shows • Wholesale and retail trade shows • Professional and scientific exhibitions • Public or consumer shows

12. The Process of Meeting & Exposition Management • Establishing the Goals & Objectives • Targeting the Population • Designing the Program • Creating a Budget • Selecting a Site • Negotiating Contracts • Formulating Committees

13. Process Continued: • Establishing a Marketing and Promotion Plan • Hiring Subcontractors • Designing Food and Beverage Functions

14. Targeting the Population:Who Should Attend? • Meetings • Invite the “right” people • Any key players being overlooked • Expositions • The Exhibitor List • The marketing value of the target population

15. Designing the Program • What is the program design? • It is the structuring, balancing and pacing of the program by combining major topics and sub-topics, passive and active sessions, serious and fun presentations, and formal and informal times to provide professional and personal growth and networking opportunities for participants: -Price, 1989

16. Program Design Components • Theme • Agenda

17. Budget: • Usually Proposed by the Sponsor • Followed by the Meeting Planner • Record Keeping/Histories are Imperative • Includes: Fixed & Variable Expenses and Sources of Revenue

18. Fixed Administrative Fees Postage Printing Advertising Promotion Variable Food & Beverage Hospitality programs Exhibition expenses Guest rooms Gratuities Registration materials Programs, Handouts, Support Personnel, & Evaluation Materials Budget Expenses:

19. Revenue Sources: • Registration Fees • Exhibitor’s Rental Fees • Advertising • Cassette Tapes & Educational Proceedings • Sponsorship Grants • Funding from Sponsor

20. Site Selection: • Critical Factor of Success or Failure • Convenience • Cost • Physical Requirements • Prospectus Match

21. Prospectus: • Preferred Dates • Number & Type of Guest Rooms • Number, Size & Usage of Meeting Rooms • Estimated Times Required of Facilities • Range of Acceptable Rates • Dates & Types of Food & Beverage Events • Exhibits, Special Events or Activities

22. Host City Criteria: • Cost • Conveniences • Availability of Transportation • Room Availability • Exhibition Space Availability • Meeting Space Availability • Recreational Activities • Climate • Popular Image of City

23. Host Properties Criteria: • Restaurants & Lounges • Room Service & Banquet Facilities • Flexibility in Menus • Cleanliness of Facility • Staff • Meeting & Sleeping Rooms

24. Activities Environments: • 1. The Principal Meeting • 2. The area that participants adjourn for breaks • 3. The areas which participants work on team projects • 4. The sleeping rooms • 5. The areas available for socializing

25. Environments Continued: • 6. The areas where meals are served • 7. The facility itself • 8. The areas provided for recreation and exercise

26. Marketing and Promotion: • Determine break-even attendance figures • Develop a marketing plan • Develop a timetable • Implement the program • Evaluate the program

27. Food & Beverage: • Determine the Number of F & B Functions • Determine the Type of Functions Needed • Determine the Cuisine • Guarantee of Attendance Figures • Develop a System of Record Keeping

28. Types of F & B Functions: • Breakfast • Lunch • Dinner • Refreshment Breaks • Receptions • Hospitality Suites • Theme Parties • Late Night Suppers • Recreational Activities

29. Meeting Management Process - Review • Establishing Goals & Objectives • Targeting the Population • Designing the Program • Creating a Budget • Selecting a Site • Negotiating Contracts • Formulating Committees • Establishing a Marketing Plan

30. Review Continued: • Hiring Subcontractors • Planning Logistics • Designing Food & Beverage Functions