Conventions, Meetings, and Conventions, Meetings, and Special EventsSpecial Events

Chapter Objectives:Chapter Objectives:

To understand who meeting sponsors are To understand who meeting sponsors are and the value of having organizational and the value of having organizational meetings.meetings.

To realize the necessity of goals and To realize the necessity of goals and objectives in conceptualizing meetings.objectives in conceptualizing meetings.

To appreciate the process of meeting To appreciate the process of meeting planning and management.planning and management.

HistoryHistory

Convene: To gather or assemble Convene: To gather or assemble – Assemble to share information, communicate, Assemble to share information, communicate,

celebrate, reunitecelebrate, reunite

Meetings: A planned event in which a Meetings: A planned event in which a group of people gather together to group of people gather together to accomplish something.accomplish something.

Meetings’ Goals & ObjectivesMeetings’ Goals & Objectives

Goals: Goals: “Why have a meeting?”“Why have a meeting?”

Objectives: Specific and MeasurableObjectives: Specific and Measurable– Educational experience for attendeesEducational experience for attendees– Entertaining attendees & familiesEntertaining attendees & families– Boosting morale of attendeesBoosting morale of attendees– Solving a specific problemSolving a specific problem– CombinationCombination

What is a Sponsor?What is a Sponsor?

Groups or IndividualsGroups or Individuals– AssociationsAssociations– CorporationsCorporations– Trade UnionsTrade Unions– Independent companies that sponsor and Independent companies that sponsor and

operate trade showsoperate trade shows– Religious groupsReligious groups– Theatre and arts groupsTheatre and arts groups– Social organizationsSocial organizations

Association Meetings’ Purpose:Association Meetings’ Purpose:

NetworkingNetworking

Educating MembersEducating Members

Solving ProblemsSolving Problems

Generating RevenueGenerating Revenue

Corporate Meetings’ PurposeCorporate Meetings’ Purpose

Dissemination of InformationDissemination of Information

Solve ProblemsSolve Problems

Train PeopleTrain People

Plan for the FuturePlan for the Future

Corporate MeetingsCorporate Meetings

Management meetingsManagement meetingsTraining seminarsTraining seminarsSales meetings (national & regional)Sales meetings (national & regional)New product introductionsNew product introductionsProfessional & technical meetingsProfessional & technical meetingsIncentive tripsIncentive tripsStockholders meetingsStockholders meetingsOthers: Press conferences, public forumsOthers: Press conferences, public forums

Functions of MeetingsFunctions of Meetings

Generate a spirit of unity and cooperation Generate a spirit of unity and cooperation that contributes to the formulation of a that contributes to the formulation of a collective identity.collective identity.

Enhance communication by creating a Enhance communication by creating a pool of shared knowledge.pool of shared knowledge.

Provide a forum for the generation of new Provide a forum for the generation of new ideas.ideas.

Functions Continued:Functions Continued:

Afford management an opportunity to Afford management an opportunity to define and promote the collective aim of define and promote the collective aim of the organization.the organization.

Obtained increased commitment to Obtained increased commitment to decisions by involving more individuals in decisions by involving more individuals in the decision-making process.the decision-making process.

Provide a setting in which company Provide a setting in which company leaders can act like leaders on a very leaders can act like leaders on a very visible level.visible level.

Trade ShowsTrade Shows

Industrial showsIndustrial shows

Wholesale and retail trade showsWholesale and retail trade shows

Professional and scientific exhibitionsProfessional and scientific exhibitions

Public or consumer showsPublic or consumer shows

The Process of Meeting & The Process of Meeting & Exposition ManagementExposition Management

Establishing the Goals & ObjectivesEstablishing the Goals & Objectives

Targeting the PopulationTargeting the Population

Designing the ProgramDesigning the Program

Creating a BudgetCreating a Budget

Selecting a SiteSelecting a Site

Negotiating ContractsNegotiating Contracts

Formulating CommitteesFormulating Committees

Process Continued:Process Continued:

Establishing a Marketing and Promotion Establishing a Marketing and Promotion PlanPlan

Hiring SubcontractorsHiring Subcontractors

Designing Food and Beverage FunctionsDesigning Food and Beverage Functions

Targeting the Population:Targeting the Population:Who Should Attend?Who Should Attend?

MeetingsMeetings– Invite the “right” peopleInvite the “right” people– Any key players being overlookedAny key players being overlooked

ExpositionsExpositions– The Exhibitor ListThe Exhibitor List– The marketing value of the target populationThe marketing value of the target population

Designing the ProgramDesigning the Program

What is the program design?What is the program design?– It is the structuring, balancing and pacing It is the structuring, balancing and pacing

of the program by combining major topics of the program by combining major topics and sub-topics, passive and active and sub-topics, passive and active sessions, serious and fun presentations, sessions, serious and fun presentations, and formal and informal times to provide and formal and informal times to provide professional and personal growth and professional and personal growth and networking opportunities for participants: networking opportunities for participants: -Price, 1989-Price, 1989

Program Design ComponentsProgram Design Components

ThemeTheme

AgendaAgenda

Budget:Budget:

Usually Proposed by the SponsorUsually Proposed by the Sponsor

Followed by the Meeting PlannerFollowed by the Meeting Planner

Record Keeping/Histories are ImperativeRecord Keeping/Histories are Imperative

Includes: Fixed & Variable Expenses and Includes: Fixed & Variable Expenses and Sources of RevenueSources of Revenue

Budget Expenses:Budget Expenses:

FixedFixed– Administrative FeesAdministrative Fees– PostagePostage– PrintingPrinting– AdvertisingAdvertising– PromotionPromotion

VariableVariable– Food & BeverageFood & Beverage– Hospitality programsHospitality programs– Exhibition expensesExhibition expenses– Guest roomsGuest rooms– GratuitiesGratuities– Registration materialsRegistration materials– Programs, Handouts, Programs, Handouts,

Support Personnel, & Support Personnel, & Evaluation Materials Evaluation Materials

Revenue Sources:Revenue Sources:

Registration FeesRegistration Fees

Exhibitor’s Rental FeesExhibitor’s Rental Fees

AdvertisingAdvertising

Cassette Tapes & Educational Cassette Tapes & Educational ProceedingsProceedings

Sponsorship GrantsSponsorship Grants

Funding from SponsorFunding from Sponsor

Site Selection:Site Selection:

Critical Factor of Success or FailureCritical Factor of Success or Failure

ConvenienceConvenience

CostCost

Physical RequirementsPhysical Requirements

Prospectus MatchProspectus Match

Prospectus:Prospectus:

Preferred DatesPreferred Dates

Number & Type of Guest RoomsNumber & Type of Guest Rooms

Number, Size & Usage of Meeting RoomsNumber, Size & Usage of Meeting Rooms

Estimated Times Required of FacilitiesEstimated Times Required of Facilities

Range of Acceptable RatesRange of Acceptable Rates

Dates & Types of Food & Beverage Dates & Types of Food & Beverage EventsEvents

Exhibits, Special Events or ActivitiesExhibits, Special Events or Activities

Host City Criteria:Host City Criteria:

CostCost

ConveniencesConveniences

Availability of TransportationAvailability of Transportation

Room AvailabilityRoom Availability

Exhibition Space AvailabilityExhibition Space Availability

Meeting Space AvailabilityMeeting Space Availability

Recreational ActivitiesRecreational Activities

ClimateClimate

Popular Image of CityPopular Image of City

Host Properties Criteria:Host Properties Criteria:

Restaurants & LoungesRestaurants & Lounges

Room Service & Banquet FacilitiesRoom Service & Banquet Facilities

Flexibility in MenusFlexibility in Menus

Cleanliness of FacilityCleanliness of Facility

StaffStaff

Meeting & Sleeping RoomsMeeting & Sleeping Rooms

Activities Environments:Activities Environments:

1. The Principal Meeting1. The Principal Meeting

2. The area that participants adjourn for 2. The area that participants adjourn for breaksbreaks

3. The areas which participants work on 3. The areas which participants work on team projectsteam projects

4. The sleeping rooms4. The sleeping rooms

5. The areas available for socializing 5. The areas available for socializing

Environments Continued:Environments Continued:

6. The areas where meals are served6. The areas where meals are served

7. The facility itself7. The facility itself

8. The areas provided for recreation and 8. The areas provided for recreation and exerciseexercise

Marketing and Promotion:Marketing and Promotion:

Determine break-even attendance Determine break-even attendance figuresfigures

Develop a marketing planDevelop a marketing plan

Develop a timetableDevelop a timetable

Implement the programImplement the program

Evaluate the programEvaluate the program

Food & Beverage:Food & Beverage:

Determine the Number of F & B FunctionsDetermine the Number of F & B Functions

Determine the Type of Functions NeededDetermine the Type of Functions Needed

Determine the CuisineDetermine the Cuisine

Guarantee of Attendance FiguresGuarantee of Attendance Figures

Develop a System of Record KeepingDevelop a System of Record Keeping

Types of F & B Functions:Types of F & B Functions:

BreakfastBreakfast

LunchLunch

DinnerDinner

Refreshment BreaksRefreshment Breaks

ReceptionsReceptions

Hospitality SuitesHospitality Suites

Theme PartiesTheme Parties

Late Night SuppersLate Night Suppers

Recreational ActivitiesRecreational Activities

Meeting Management Process - Meeting Management Process - ReviewReview

Establishing Goals & ObjectivesEstablishing Goals & Objectives

Targeting the PopulationTargeting the Population

Designing the ProgramDesigning the Program

Creating a BudgetCreating a Budget

Selecting a SiteSelecting a Site

Negotiating ContractsNegotiating Contracts

Formulating CommitteesFormulating Committees

Establishing a Marketing PlanEstablishing a Marketing Plan

Review Continued:Review Continued:

Hiring SubcontractorsHiring Subcontractors

Planning LogisticsPlanning Logistics

Designing Food & Beverage FunctionsDesigning Food & Beverage Functions