HFT1000 Test 6 Study Guide Chapter 28 Meetings Events Management Key Terms Event Meeting Meetings Conventions Meeting Event Planners an audience in search of a destination a destination in search of an audience bring people together for a common purpose work together to assure the purpose is achieved a special type of meeting held in a specific location larger businesses or educational meetings without a trade seamlessly Conventions Conferences show Economic Impact of Meetings Events Significantly contribute to travel and tourism industry Meeting convention attendees represent o 1 4 of all air travel o 1 3 of all hotel income o 2 4 million jobs o 240 billion annually to national economy o 27 billion in United States Wages o 16 billion in tax revenue at federal state local levels Industry supports over 200 convention centers The Supplier Buyer Relationship Suppliers meeting planners that represent destination or venue hosting event o Convinces groups to have the event at their location o Supply side businesses also include organizations that provide services employed by an organization that plans meetings Buyers Meeting Professionals International MPI organization of meeting planners the leading international o Membership reflects the balance between planners suppliers Meeting Categories Categories include o Corporations o Associations o Government Agencies o Civic Groups o Religious Organizations Meeting Prospects referred to as SMERF o Social hobby clubs o Military reunions o Educational seminars o Religious revivals o Fraternal groups alumni gatherings Corporate Meetings A successful company meeting includes o Development of engages employees o Improvements in the corporate culture o More satisfied employees and increased retention Provides settings for o Educational seminars o New product introductions trade shows o Industry specific conferences conventions Meeting Planning Function Managing the details is a major component Planners 1st step is determining the purpose coordinate every detail of meetings conventions o What is the message the sponsoring organization wants to send Next choose speakers entertainment content o Present organization s information most efficiently Search for prospective meeting sites o Primarily hotels convention or conference centers o Must take into consideration attendees profile Issue Requests For Proposals RFPs o Requests outline meeting dates o Outline all space requirements planner s needs Once the location is selected planners arrange o Support services o Coordinate with facility o Set up arrangements for all that is needed On Site Logistics Register attendees issue badges Coordinate lodging Coordinate transportation Ensure all supplies are ordered transported to meeting site on time Ensure all exhibits booths are set up properly Ensure meeting adheres to all regulations o Fire o Labor o Food Beverage Finances Success Financial management component o Negotiate complex contracts with facilities suppliers o Oversee finances budgets of meetings and conventions Gauge success by o Surveying attendees o Return on investment More precise measurement of success Meeting Planner s Job Marketing members o Association meeting planners market meetings to association o Less important for corporate meeting planners because employees are often required to attend Convention Service Managers o Liaisons between the meeting facility planners Specialties exist o Conference coordinators o Registrars o Education planners handle registration and payment coordinate the meeting content handle meeting logistics High profile position and of tremendous importance to achieving organizational success Event Tourism Well organized event can turn a place into a destination Events stimulate investment into service side of hospitality sector Mega events require extensive investment and infrastructure improvements o Governments view events as creating employment opportunities Requires managers who have skills in marketing promotion entertainment programming and communication design Event Management Organization of events With larger events more traditional methods of management must be used Includes the functions of programming and event production o Combines creativity with operational skills Leading international profession association is the International Special Event Society Opportunities o Has chapters on 4 continents o Socio Demographics Ever changing Will effect if or how likely someone is to attend a meeting or Influences how people will spend their free time convention o Technology Planners must stay at forefront of change Can advance operations increase profit margins Leads to more exciting interesting successful events Strategic Sponsorship Corporations market products image at events Give events the chance to generate revenue Exclusive or Title Sponsor o Pay premium fee to have name as part of the event In Kind Sponsorship o Donation of products or services o Helps lower event expenses Chapter 29 Private Club Operations Since the Beginning of Civilized Man Archaeologists have found evidence of clubs throughout the world In America clubs developed quickly following the Civil War a group of persons organized or united for social literary athletic Club political or other purposes There Are Ever Increasing Markets For Private Clubs People join clubs to o Engage in social discourse o Surround themselves with others who have similar interests Clubs have created an atmosphere conducive to friendliness and comfort The US Club Industry Over 14 000 clubs Club Managers Association of America CMAA Industry gross revenue 14 billion per year Industry provides to charities 367 million per year Industry student scholarships 6 4 million per year o The premier industry professional association for club managers Industry 5 18 million per year The Average US Club Pays property taxes 150 000 per year Spends within it s state 1 2 million per year Overall club operations generates 6 2 billion for state economies Know that all clubs have members Members Pay Dues usually monthly Initiation fee to join Country Clubs Largest segment 80 within it s industry Emphasis on golf Extensive food beverage offerings Usually many other services o Swimming tennis etc Country Clubs offer 2 primary types of memberships All privileges and all services of the club including access to all Usually all privileges and services of the club besides access 1 Full facilities 2 Social to golf Yacht Clubs 4 of total
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