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FSU HFT 1000 - Chapter 28: Meetings and Event Management

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Chapter(28(Meetings(and(Event(Management(((Key(terms:(• Event:'A'destination)in'search'of'an'audience.'For'example,'a'football'game'taking'place'at'a'stadium(• Meeting:'An'audience'in'search'of'a'destination'(• Meetings'and'Conventions:'Bring'people'together'for'a'common)purpose(• Meetings'and'Event'Planners:'Work'to'ensure)the)purpose)is)achieved'seamlessly(• Conventions:'A'special)type'of'meeting'held'in'a'specific)location.)Example:'trade'show(• Conferences:'Larger'business'or'educational'meetings'without'a'tradeshow.'May'last'a'single'day'or'several'days,'but'they'are'held'at'one'venue(Economic(Impact(of(Meetings(and(Events:((• Meetings,'conventions'and'events'contribute'significantly'to'the'travel'of'the'tourism'industry.(• OneFfourth'of'all'air'travel'expenditures'represent'passengers'attending'a'meeting'or'convention(• OneFthird'of'all'hotel'room'income'is'represented'by'guests'attending'meetings((• Business'travel:(F Creates'2.4'million'jobs'F Injects'more'than'$240'billion'into'the'national'economy'annually(F Generates'$39'billion'in'federal,'state,'and'local'tax'revenues(• Meetings'and'events:(F Generate'$27'billion'in'wages'that'are'critical'to'local'economies'across'the'country'F Provide'$16'billion'in'tax'revenue'at'the'federal,'state'an d'local'levels.'(F Support'over'200'local'convention'centers'around'the'country((The(Supplier/Buyer(Relationship(• Suppliers'represent'the'destination'or'venue'hosting'the' event'• Meeting'planners'who'work'for'suppliers'are'constantly'looking'for'opportunities'to'convince'groups'to'schedule'their'next'meeting'at'their'locations'• Buyers'are'employed'by'organizations'that'plan'meetings'F Employment'opportunities'for'buyers'include'larger'corporations,'industry'associations,'government'agencies,'educational'institutions'and'eventFplanning'companies.''• Meeting'Professionals'International'(MPI)'is'the'leading'international'organization'of'meeting'planners,'and'its'membership'reflects'the'balance'between'planners'and'supplier'members''Meeting(Categories:(• Categories'include:''F Corporations:'Meetings'tend'to'center'around'product'development'and'promotion,'training'sessions,'or'brainstorming'new'ideas'F Associations:'Often'organized'around'a'common'interest'and'have'an'annual'meeting'which'serves'as'the'group’s'major'fundFraiser.'F Government'agencies'F Civic'groups'F Religious'organizations'• Marketers'often'refer'to'meeting'prospects'with'the'acronym'SMERF'• SF'Social:'Hobby'clubs'• MF'Military:'reunions'• EF'Educational:'Seminars'• RF'Religious:'Revivals''• FF'Fraternal'groups:'Alumni'gatherings''• Meetings'serve'to'enhance'employee'motivation'and'productivity.''Corporate(Meetings:(• Meetings'that'are'well'executed'and'designed'to'meet'specific'objectives'greatly'contribute'to'the'achievement'of'goals.'(• The'benefits'of'successful'meetings'include'the'development'of'engaged'employees,'improvements'in'the'corporate'culture,'more'satisfied'employees'and'increased'employee'retention.(• The'3'aspects'of'work'that'employees'consider'most'important'are:(a) Exciting,'challenging'work,''b) A'chance'to'learn'and'grow(c) Great'people'to'work'with(• Corporate'meetings'address'all'three'of'the'above'aspects.'(• Bringing'workers'together'in'a'less'formal'setting'away'from'the'workplace'allows'them'to'learn'more'about'each'other,'which'translates'into'more'trust'and'better'communication(• Meetings'also'provide'settings'for'educational'seminars,'new'product'introductions'(trade'shows),'and'industry'specific'conferences'and'conventions.'(The(Meeting(Planning(Function(• Planners:)coordinate'every'detail'of'meetings'and'conventions,'from'the'speakers'and'meeting'location'to'arranging'for'printed'materials'and'audiovisual'equipment.(• )The)first)step)in)planning)a)meeting:'is'determining'the'purpose,'message'or'impression'that'sponsoring'organizations'want'to'communicate.'(• Next,)Planners)choose)speakers,'entertainment,'and'content'and'arrange'the'program'to'present'the'organizations'information'in'the'most'effective'way.'(• Meeting'and'convention'planners'search'for'prospective'meeting'sites,'which'primarily'include'hotels'and'convention/conference'centers.(• Being'close'to'a'major'airport'is'important'for'organizations'that'have'attendees'traveling'a'long'way'and'are'pressed'for'time.'(• Once'they'have'narrowed'down'possible'locations'for'the'meeting,'planners'must'issue'a'request'for'proposal((RFP)'to'all'possible'meeting'sites'in'which'they'are'interested.'(• RFP’s'state'the'meeting'dates'and'outline'the'planner'needs'for'the'meeting'or'convention.'(• Once'the'location'is'selected,'planners'arrange:'(F Support'services'F Coordinate'facility'(F Prepare'the'site'staff(F Set'up'all'forms'of'electronic'communication'needed'for'the'meeting'or'convention.'(• Managing'the'details'is'the'major'component'of'planning(OnHSite(Logistics(• Register'attendees'and'issue'name'badges(• Coordinate'lodging'reservations(• Arrange'transportation(• Make'sure'all'necessary'supplies'are'ordered'and'transported'to'meeting'sites'on'time.(• Ensures'that'the'meeting'adheres'to'all'the'regulations'including'fire,'labor,'and'food'and'beverage(Finances(+(Success(• Planners'negotiate'contracts'with'facilities'and'suppliers'(• Oversee'finances'and'budget'of'meetings'and'conventions(• An'important'part'of'the'work'is'measuring'how'well'the'meetings'purpose'was'achieved'(• The'most'common'way'to'gauge'their'success'is'to'have'attendees'fill'out'surveys'about'their'experiences'at'the'events'and'how'they'can'improve'for'the'next'event.'(• A'more'precise'measurement'of'meeting'success'is'return'on'investment'(how'much'money'was'made.)'(The(Meeting(Planner’s(Job(• Marketing'is'usually'less'important'for'corporate'meeting'planners'because'employees'are'generally'required'to'attend'company'meetings(• Convention'service'managers:'Act'as'liaisons'between'the'meeting'facility'and'planners(• Planners'who'specialize'in'certain'areas:'(F Conference'coordinators:'handle'most'of'the'meeting'logistics'F Registrars:'Handle'registrations'and'payments(F Educational'planners:'Coordinate'the'meeting'content,'including'speakers'and'topics(• The)meeting)planner)is)a)high)profile)position)and)is)of)tremendous)importance)to)achieving)organizational)success.((Event(Tourism(•


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