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MEEC

MEEC. Chapter Two Planning, Organizing, Directing and Control in MEEC. Planning: Meeting Objectives. Knowing the Audience and Setting the Objectives effects all aspects of Meetings: Programming Schedule Type of sessions – style of meeting Speakers

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MEEC

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  1. MEEC Chapter Two Planning, Organizing, Directing and Control in MEEC

  2. Planning: Meeting Objectives • Knowing the Audience and Setting the Objectives effects all aspects of Meetings: • Programming • Schedule • Type of sessions – style of meeting • Speakers • Site Selection / Type and Location of Property • Training/conference center vs. resort • Downtown vs. suburbs vs. airport • Cost

  3. Planning: Meeting Objectives • Knowing the Audience and Setting the Objectives effects all aspects of Meetings: • Logistics • Room Sets • Audio Visual • Food & Beverage • Promotion and Publicity • Promotion schedule • Types / styles of promotion materials • Post Conference Evaluation

  4. Planning: Meeting Objectives • Step 1 - Needs Analysis • Determine audience expectations • Know demographics (i.e. age, gender, geography) • Understand role/position in the organization • Profile their interests (cultural, sports, lifestyle) • Identify networking opportunities

  5. Planning: Meeting Objectives • Determine audience expectations • Determine special accommodations (food, language, equipment) • Consider Pricing / Cost sensitivities • Understand educational needs / requirements

  6. Planning: Meeting Objectives • S.M.A.R.T. Meeting Objectives • Specific • Measurable • Achievable • Relevant • Time-Based

  7. Planning: Site Selection • Objectives clarify the site selection • Planners guide the selection process • Resources inform the site decision • Trade / industry magazines • Convention & Visitors Bureaus • References from other planners/colleagues

  8. Planning: Site Selection • Factors to Consider • Objectives • Audience needs • Location • Cost • Travel accessibility • Type of hotel / facility required • Meeting space needed

  9. Planning: Site Selection • Steps in the Process • Identify the meeting objectives • Gather historical data • Determine physical requirements • Consider attendee expectations • Select general area and type of facility • Prepare a Request for Proposal • Review and evaluate choices • Select site Source: Professional Meeting Management, 4th ed. (2002) B. Connell, C. Chatfield-Taylor and M. Collins (eds.) Professional Convention Management Association: Chicago.

  10. Planning: Request for Proposal • A written description of all meeting requirements • Sent to appropriate hotels, conference or convention facilities • May be submitted through CVB • Fam (familiarization) Trips

  11. Planning: Budgets Three Major Steps • Establish Goals • Identify Expenses • Indirect Costs • Fixed Costs • Variable Costs • Identify Revenue Sources

  12. Planning: Cost Controls • Establish master account signing authority • Estimate accurate guarantees • Outsource if appropriate

  13. Organizing: Registration • Registration Form Data • Registration Fees • Pre-Registration • On-site Registration

  14. Organizing: Housing • Four Methods of Housing • Attendees arrange their own – no rate is negotiated • Attendees arrange their own - group rate is negotiated at particular hotel(s) • Planner arranges all housing via room list • Third-party housing bureau

  15. Directing Meeting & Event Specifications Guide (MESG) • The Narrative • Schedule of Events • Meeting Event Orders

  16. Directing • Pre-Con Meetings (Pre Convention) • Day or two prior to opening of event • A time to meet all hotel representatives • A time to re-confirm / review all arrangements • Post Con Meetings (Post Convention)

  17. Directing • Post Con Review (Post Convention) • Meet following event • Meeting with staff (organization & hotel) • Review performance (positive and negative) • Prepare written report

  18. Control in MEEC: Evaluation • Purpose • Overall meeting • Specific individual sessions • Tie questions to the meeting’s objectives • Information to collect • Location / type of property • Speakers / programming • Social events / networking

  19. Control in MEEC: Evaluation Evaluation Design • Simple, concise, easy to complete, easy to read • Ask specific questions • Gather both Quantitative and Qualitative Data • Begin with easy questions first • Use a range of numbers when asking personal or proprietary questions • Keep evaluations anonymous • Note return address / fax number • If evaluating speaker – identify by name

  20. Control in MEEC: Evaluation • Collection • Collect at end of session • Provide collection boxes • Distribute / collect following event • Use of Information • Measure outcomes of objectives • Record history of meeting • Planning document for next event

  21. Review • Meeting Objectives • Site Selection • Request for Proposal • Budgets & Cost Controls • Registration & Housing • Meeting & Event Specifications Guide (MESG) • Pre & Post Con Activities • Evaluation

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