Meetings and Events Management CHAPTER 28 HFT1000 Final The MEEC Industry Meetings Expositions Events Conventions Key Terms Similar yet Different Know Differences for Exam Event a destination in search of an audience More entertainment oriented Hours to weeks Temporary Meeting an audience in search of a destination Education social business Conventions a special type of meeting held in a specific location Meeting presentations trade shows or exhibits Conferences larger business or educational meetings without a trade show Meetings and Conventions bring people together for a common purpose Meeting and Event Planners work to ensure the purpose is achieved seamlessly Economic Impact of Meetings and Events Significantly contributes to travel and tourism industry Benefits destinations Economic benefits far reaching Meeting convention attendees represent s are not important for test 1 4th of all air travel 1 3rd of all hotel income 2 4M jobs 240B annually to national economy 27B in U S wages 16B tax revenue federal state and local levels Industry supports over 200 convention centers The Supplier Buyer Relationship The dynamics of the meeting planning industry centers on this relationship Suppliers meeting planners that represent the destination or venue hosting the event Looking to convince groups to have the event at their location Also include organizations that provide services Ex hotels conference centers cruise ships sports arenas college campuses etc Buyers employed by organizations that plan meetings Corporations government associations Important Meeting Professionals International MPI is the leading international organization of meeting planners Membership reflects balance between planners and suppliers Meeting Categories 1 Categories include corporations associations gov agencies civic groups religious org Meeting prospects are referred to as SMERF KNOW TERM FOR EXAM Memorize HFT1000 Final 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 shows Industry specific conferences and conventions Meeting Planning Function Important to Know Steps Planners coordinate every detail of meetings and conventions 1st step determine the purpose What is the message or impression the sponsoring organization wants to send 2nd step 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 Request for Proposal Request outline meeting dates Outline all space requirements and planner s needs Once the location is selected planners arrange Support services Coordinate with facility and prepare site staff Set up arrangements for all that is needed Managing the details is a major component On Site Logistics not as important Register attendees issue badges Coordinate lodging Coordinate transportation Ensure all supplies are ordered and transported to meeting site on time Ensure meeting adheres to all regulations Fire labor F B Finances Success Financial management component Negotiate complex contracts everything is negotiated within a contract Facilities suppliers payment etc Oversee finances budgets of meetings conventions 2 HFT1000 Final Gauge success by Surveying attendees Return on Investment ROI More precise measurement of success Compare costs vs benefits of event Results will show if it was worthwhile Meeting Planner s Job Marketing Association Meeting Planners must market meetings to association members This is less important for Corporate Meeting Planners because employees are often required 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 A high profile position and of tremendous importance to achieving organizational success Event Tourism Can turn a place into a destination Festivals preserve heritage and culture Events build infrastructure and add economic prosperity to city Events stimulate investment into service side of hospitality sector Sporting events lead to new or improved facilities can be used to attract events in future Build family entertainment 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 donation of products or services helps lower event expenses Career Choices Meeting planners Suppliers side destinations hotel conference centers arenas Meeting planners Buyers side associations groups corporations government agencies CHAPTER 28 Key Terms 1 Event a destination in search of an audience 2 Meeting an audience in search of a destination 3 Convention a special type of meeting held in a specific location 4 SMERF social military educational religious fraternal 5 Steps in Meeting Planning an Event or Meeting 1 Purpose 2 Speakers entertainers 3 Location 6 RFP Request For Proposal 7 Measuring an events success ROI return on investment 3 8 In Kind Sponsorship donation of products and or services 9 Marketing Corporate captive audience vs Association not a captive audience 10 Title Sponsor Major funding Sponsor that pays to have name as part of the event 11 MPI Meeting Professionals International HFT1000 Final Private Club Operations CHAPTER 29 History of Clubs Archeologists have found evidence of clubs throughout the world American Post Civil War Era Wealthy entrepreneurs Meet and discuss mutual issues Shift of residential centers downtown suburbs Shift of purpose rich and famous recreational activities A club is defined as a group of persons organized or united for social literary athletic political or other purposes Increasing Markets For Private Clubs People join clubs to Engage in social discourse Surround with others who have similar interests Clubs
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