MEEC

1. MEEC Chapter Four Meeting and Convention Venues

2. Venues in General • Match the venue (location) with the goals and objectives of the meeting • Know the physical characteristics / attributes AND the financial requirements of the venue

3. Hotels • Locations: • Downtown • Airport • Suburban • Family or Business Resort • Types of Hotels: • Luxury Business Class • Convention Budget / Economy • Extended Stay All-Suites • Bed & Breakfasts Inns

4. Hotels • Types of Space: • Board rooms • Ballrooms • Break-out rooms • Exhibit space • Temporary structures • Outdoor space

5. Hotels • Planners interact most often with the hotel’s • Sales Department • Reservations & Front Desk • Convention Services Department • Catering Department • Audio-Visual Department

6. Hotels • Revenue Sources • Guest Rooms • Guest Room charges • Restaurants, Bars and Room Service • Concessions at pool, spa or beach • Telephone and Business Services • Meetings • Food and Beverage • Space Rental • Vendor Commissions • Audio Visual Entertainment Decor

7. Hotels • Additional Financial Factors • Theme Parks • Casino • Seasonality • Time of Week

8. Convention Centers • Hosts meetings and exhibits has no sleeping rooms. • Offers banquet & concession food & beverage service. • Large flexible space - hosts large and small trade shows also meetings and banquets. • Usually owned by city, county, or local government.

9. Convention Centers • Revenue Sources • Rental Fees for Exhibit Space & Meeting Rooms • Catering Services • Convention Service Fees • Electrical, Water, Gas, Air • Telephone, Audio Visual • Staging, Decor, Construction and Lighting

10. Conference Centers • Residential or non-residential • Specialize in small to mid-size meetings • Designed for comfort of meeting participant and focused on learning and teaching • Offers Complete Meeting Package – “CMP” • May comply with guidelines of the International Association of Conference Centers (IACC)

11. Retreat Facilities • Tend to be very rural • Similar to conference centers • May be owned by religious or not-for-profit groups, families or closely held corporations • May specialize in extra-curricular activities (e.g. nature, dude ranch, spirituality)

12. Cruise Ships • Captive audience • Variety of styles: • Incentive trips • Special interest cruises • Isolated meetings • Unique meeting space • Complete meeting package pricing

13. Specific Use Facilities • Theaters • Amphitheaters • Arenas • Stadiums • Sports facilities • Nightclubs

14. Colleges and Universities • Available mostly in summer months and at lower cost • Quality of housing, food and meeting space not as high as hotel or conference center

15. Unusual Venues • A variety of locations • Parks and nature preserves • Airplane hangers • Garages • Tented parking lots • A variety of challenges • Weather • Permits / licensing • Security / privacy • Restrooms / trash removal • Electricity / sound systems • Accessibility

16. Common Issues • Power • Special or additional requirements • Use of a generator • Rigging • The support for the hanging of lighting trusses and lights • Floors • Floor load Carpeting of exhibit halls • Dance floors Hardwood floors • Access • Loading Docks Elevators

17. Recommendations • Research • Be detailed and thorough • Understand • Develop a professional sales relationship • Communicate • Provide accurate requirements • Verify • Determine the venue’s understandings and abilities

18. Review • Venues in general • Hotels • Convention centers • Conference centers • Retreat facilities • Cruise ships • Specific use facilities • Colleges and universities • Unusual facilities • Common Issues • Recommendations

19. Venues in general Hotels Convention centers Conference centers Retreat facilities Cruise ships Specific use facilities Colleges and universities Unusual facilities Common Issues Recommendations Review