HFT1000 FinalMeetings and Events Management ~ CHAPTER 28The MEEC Industry:-Meetings-Expositions-Events &-ConventionsKey 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 seamlesslyEconomic 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 centersThe 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 suppliersMeeting Categories:1HFT1000 Final-Categories include: corporations, associations, gov. agencies, civic groups, religious org.-Meeting prospects are referred to as SMERF: (KNOW TERM FOR EXAM ~ Memorize)-Social: hobby clubs-Military: reunions-Educational: seminars-Religious: revivals-Fraternal Groups: alumni gatheringsCorporate 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 conventionsMeeting 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 neededManaging the details is a major componentOn 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&BFinances + Success:-Financial management component-Negotiate complex contracts (everything is negotiated within a contract)-Facilities, suppliers, payment, etc-Oversee finances/budgets of meetings/conventions2HFT1000 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 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 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 successEvent 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 entertainmentStrategic 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 audience2. Meeting: an audience in search of a destination3. Convention: a special type of meeting held in a specific location4. SMERF (social, military, educational, religious, fraternal)5. Steps in Meeting Planning an Event or Meeting1-Purpose2-Speakers, entertainers3-Location6. RFP: Request For Proposal7. Measuring an events success: ROI (return on investment)3HFT1000 Final8. 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 event11. MPI (Meeting Professionals International)Private Club Operations ~ CHAPTER 29History 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 activitiesA club is defined as… a group of persons organized or united for
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