For Test on Tuesday December 4th Chapters 28 29 30 Key Terms are italicized and bold A few red weren t key terms but was mentioned in class to definitely be on the test So study those too Chapter 28 Event 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 Conventions a special type of meeting held in a specific location Conferences larger business or educational meetings without a trade show MPI meeting professionals International Is the leading international organization of meeting planners and its membership reflects the balance between planners and supplier members The economic impact of meetings and events is big o Over 200 convention center The dynamics of the meeting planning industry centers on the supplier buyer relationship event o Suppliers meeting planners that represent destination or venue hosting the Always looking to convince groups to have the event at their location Supply side businesses also include organizations that provide services o Buyers are employed by organizations that plan meetings Meeting categories include corporations associations government agency civil groups religious organizations Marketers refer to the meeting prospects with SMERF S Social M Military E Education R Religious F Fraternal groups To a company the benefits of successful meetings include the development of engaged employees improvements in the corporate culture more satisfied employees and increased employee retention Meetings also provide settings for educational seminars new product introductions and industry specific conferences and conventions Meeting Planning Function Planners coordinate every detail of meetings and conventions 1st Step determining the purpose o What message or impression to the sponsoring organization wants to send 2nd Step Choose speakers entertainment and content o Arrange program to present organizations information most effectively 3rd Step Search for prospective meeting sites o Primarily hotels convention conference centers o Must consider attendees profile i e near airports for those traveling long distances to the meeting Issue RFP S Request for proposal o These requests state the meeting dates and outline the planner s needs for the meeting or convention including meeting and exhibit space lodging food and beverages telecommunications audiovisual requirements transportation and any other necessities space requirements and planner s needs An important part of work is measuring how well the meeting s purpose was achieved through ROI Return on Investment o A more precise measurement on meeting success o Planners compare the cost and benefits of an event and show whether it was worthwhile to the organization On Site Logistics Register attendees issue badges Coordinate lodging Coordinate transportation Ensure all supplies are ordered o Also transported to meeting site on time Ensure all exhibits booths are set up properly o All materials are printed Ensure meeting adheres to all regulations o Fire o Labor o Food and beverage The Financial management component o Negotiate complex contracts Facilities Suppliers o Oversee finances budgets of meetings conventions Gauge success by o Surveying attendees o Return on investment Meeting Planner s Job Marketing o Association meeting planners market to association members that attending the meeting is worthwhile o Less important for corporate meeting planners because employees are o Convention service managers at as liaison between the meeting facility and the often required to attend planners In large organizations the meeting professionals specialize Conference coordinators handle meeting logistics Registrars handle registration and payment Education planners coordinate the meeting content The meeting planner has a high profile positions so it vital to achieve success Event Tourism Well organized event can turn a place into a destination Festivals important to community as the preserve heritage and culture Events can build infrastructure add economic prosperity to city Events stimulate investment into service side of hospitality sector Sport events lead to new or improved facilities o In the future can be used to attract other events Mega events require extensive investment and infrastructure improvements Government views events as creating employment opportunities o Chance to rehabilitate run down sections of town o Opportunity to survive even thrive during periods of economic uncertainty Requires managers who have skills in marketing promoting entertainment programming and communication design Event Management Organization of events o With larger events more traditional methods of management must be used Includes the functions of programming an event production o Combines creativity with operation skills Leading international professional association is the International Special Event Society o Has chapters on 4 continents Strategic Sponsorship Corporations market products image at events Benefits the event and helps to brand the sponsor s image Gives companies a chance to communicate with a specific audience Gives the event a chance to generate revenue Exclusive or Title sponsor Pay a premium fee to have their name as part of the event In Kind Sponsorship provided through the donation of products or services and helps lower event expenses Socio demographics Ever changing must be tracked Influences how people spend their free time Will affect how likely someone will attend a meeting or convention Technology Planners must stay at forefront of change Can advance operations increase profit margins Leads to more exciting interesting and successful events Meeting planners on the Supplier s side Destinations Hotel conference centers Areas Buyer s Side Associations Groups Corporations Government agencies Chapter 29 CMAA Club Member s Association of America Is the premier industry professional association for club managers The beginning of clubs Archeologists have found evidence of clubs throughout the world In American clubs developed quickly during the years following the Civil War Industrial development was booming and clubs became the place where peers could meet an discuss mutual issues A club is defined as a group of persons organized or united for social literary athletic political or other purposes Because clubs have created an atmosphere conducive to friendliness and comfort people join clubs to o Engage in
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