Chapter 28Key TermsEvent: a destination in search of an audience Meeting: an audience in search of a destination Meetings and conventions: bring people together for a common purpose-meeting an event planners work to ensure the purpose is achieved seamlessly Conventions: a special type meeting held in specific locationConferences: larger business or educational meetings without a trade showEconomic Impact of Meetings and Events -Significantly contributes to travel and tourism industry -meeting/convention attendees represent -one fourth of all air travel-one third of all hotel income -2.4 million jobs -$240 billion annually to national economy -$27 billion in US wages-$16 billion in tax revenue (federal, state and local level)-Industry supports over 200 convention centers The Supplier/Buyer Relationship -The dynamics of the meeting planning industry centers on this relationship-Suppliers are meeting planners that represent destination or venue hosting this event-always looking to convince groups to have the event at their location -supply side businesses also include organizations that provide services -Buyers are employed by organizations that plan meetings -Meeting Professionals International (MPI) is the leading international organization of meeting planners -membership reflects balance between planners and suppliers Meeting Categories -Categories include: corporations, associations, government agencies, civic groups and religious organizations -Meeting prospects referred to as SMERF-Social: hobby clubs, Military: reunions, Educational: seminars, Religious: revivals, Fraternal groups: alumni gatherings Corporate Meetings -a successful company meeting includes-development of engaged employees -improvements in the corporate culture-more satisfied employees and increased retention -provide settings for…-educational seminars, new product introductions (trade cars), industry specific conferences and conventionsMeeting Planning Function-Planners coordinate every detail of meetings and conventions -1st step is determining the purpose -what is the message or impression the sponsoring organization wants to send-Next choose speakers, entertainment and content -arrange program to present organization’s information most effectively -Search for prospective meeting sites-primarily hotels, convention or conference centers -must consider attendees’ profile -Once potential sites are narrowed down-issue requests for proposals (RFPs)-requests outline meeting dates -outline all space requirements and planners needs-Once the location is selected, planners arrange:-support services-coordinate with facility -prepare site staff-set up arrangements for all that is needed-Managing the details is a major component Meeting Planning Function: On Site Logistics-register attendees/issue badges-coordinate lodging-coordinate transportation-ensure all supplies are ordered-also transported to meeting site on time -ensure all exhibits/booths are set up properly -all materials are printed-ensure meeting adheres to all regulations -fire, labor and food/beverage Meeting Planning Function: Finances and Success -Financial management component -negotiate complex contracts -facilities -suppliers-oversee finances/budgets of meetings/conventions -Gauge success by -surveying attendees-return on investment -more precise measurement of success-compare costs versus benefits of event -results show if worthwhileMeeting Planner’s Job -Marketing -association meeting planners must market meetings to association members-this is less important for corporate meeting planners because employees are oftenrequired to attend-Convention service managers-act as liaisons between the meeting facility and planners -Specialties exist -Conference coordinators: handle meeting logistics -Registrars: handle registration and payment -Education planners: coordinate the meeting content -it is a high profile position and of tremendousEvent Tourism-well organized event can turn a place into a destination-festivals important to communities as the preserve heritage and culture -events can build up infrastructure, add economic prosperity to city -events stimulate investment into service side of hospitality sector-sport events lead to new or improved facilities -in future can be used to attract events -Mega events require extensive investment and infrastructure improvements -governments view events as creating employment opportunities-chance to rehabilitate run-down sections of towns -opportunity to survive (even thrive) during periods of economic uncertainty -Requires managers who have skills in marketing, promotion, entertainmentEvent Management-Organization of events -with larger events, more traditional methods of management must be used-includes the functions of programming and event production-combines creativity with operational skills -leading international professional association is the International Special Event Society -has chapters on 4 continents -Opportunities -Socio-demographics-ever changing, must be tracked-influences how people spend their free time-will effect if or how likely someone is to attend a meeting or convention-Technology -planners must stay at forefront of change -can advance operations/increase profit margins -leads to more existing, interesting and successful events Strategic Sponsorship -corporations market products/image at events-benefits the event and helps to brand the sponsor’s image -give companies a chance to communicate with a specific audience-give events the chance to generate revenue -exclusive or title sponsor-pay premium fee to have name as part of the event-In Kind Sponsorship: donations of products or services-helps lower event expenses Career Choices -An exciting and rewarding career awaits-meeting planners work on the “suppliers” side-destinations -hotel conference centers -arenas -meeting planners work on the buyers side -associations -groups -corporations -government agencies Chapter 31 Cruise Ships The Cruise Industry -the cruise industry is growing and expanding guest capacity -14 million passengers annually - <18% North Americans have taken a cruise Exponential Growth and Expanding Capacity -1980’s 40 new ships -1990’s 80 new ships -today, 88 new ships have been introduced since 2000 -28 new ships expected by the end of 201283% of US adults have never taken a cruise vacation…HUGE untapped market Pros to Cruising -do not need money for necessities -cashless society -meals,
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