Meetings and Events Management 11 19 2013 Key terms 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 o Meeting and Event planners work to ensure the purpose is achieved seamlessly Conventions a special type meeting held in specific location Conferences larger business or educational meetings without a purpose trade show The Economic Impact of Meetings and Events Meetings and events greatly contributes to travel tourism industry Meeting and convention attendees make up for o One fourth of all air travel is from people attending a meeting o One third of all hotel income is represented by guests who are or convention there to attend meetings o 2 4 million jobs are created due to business travel 1 million jobs are added to the AMERICAN workforce due to events and meetings o 240 billion is annually to the national economy o 27 billion in U S wages o 16 billion tax revenue federal state local levels The industry supports over 200 convention centers o In Orlando alone in 2008 spending by visitors as a result of group meetings totaled over 3 30 billion o In 2008 56 000 jobs were held by meeting and convention planners 27 percent of those people worked for religious civic and professional organizations 14 percent of those people worked for accommodations such as hotels and motels The Supplier and Buyer Relationship are meeting planners that represent destination or venue Suppliers hosting the event location o Always looking to convince groups to have the event at their o Supply side businesses also include organizations that provide Buyers services are employed by organizations that plan meetings o Meeting Professionals International MPI is the leading international organization of meeting planners Membership reflects balance between planners and 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 clubs containing people with similar hobbies o Military 10 year reunions o Educational informational seminars o Religious revivals o Fraternal groups alumni gatherings Corporate Meetings A successful company meeting includes o Development of engaged employees o Improvements in the corporate culture o More satisfied employees and increased retention Provide settings for o Educational seminars o New product introductions trade shows o Industry specific conferences and conventions Meeting Planning Function Planners coordinate every detail of meetings and conventions o 1st step is determining the purpose Find out why they are meeting what is the message or impression he sponsoring organization wants to send o Next choose speakers entertainment and content Arrange program to present organization s information most effectively o Search for prospective meeting sites Where will this be located Primarily hotels convention or conference centers Must considers attendees profile o Once potential sites are narrowed down Issue requests for proposals RFPs This is issued by the person who is PLANNING Requests outline meeting dates Outline all space requirements planner s needs o Once the location is selected planners arrange Support services Coordinate with facility Prepare site staff Set up arrangements for all that is needed On site Logistics Register attendees issue badges Coordinate lodging Coordinate transportation o You want to make it as easy as possible for the customer so that more people want to comes 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 beverage If some regulations are not met the function may not be allowed to continue Finances Success 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 More precise measurement of success Compare costs versus benefits of event Results show if worthwhile The Job of the Meeting Planner A meeting planner can be either a buyer or supplier Marketing o 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 o Act as liaisons between the meeting facility and planners Specialties exist o Conference coordinators handle meeting logistics o Registrars handle registration and payment o Education planners coordinate the meeting content It is a high profile position and of tremendous importance to achieving organization EVENT TOURISM A well organized event can o Encourage a sense of community pride o Make a location a brand o Improve the hospitality sector o Well organized event can turn a place into a destination This brings people to the destination and attract potential customers o Festivals important to communities as they preserve heritage Bring many people of different backgrounds to an o Events can build up infrastructure add economic prosperity to People want somewhere safe Ex hospitals airports o Events stimulate investment into service side of hospitality and culture area city sector marinas Adding more hotels more restaurants more companies to the place o Sport events lead to new or improved facilities In future can be used to attract events o Causes a city to build up an area to attract a crowd Mega events require extensive investment and infrastructure improvements Governments view events as creating employment opportunities o Chance to rehabilitate run down sections of towns o Opportunity to survive even thrive during periods of economic uncertainty Requires managers who have skills in marketing promotion entertainment programming and communication design Sales and Convention Services up meetings and events The two departments in most hotels that deal directly with setting Organization of events used With larger events more traditional methods of management must be Includes the functions of programming and event production Combines creativity with operational skills Leading international professional association is the International Special Event Society www ises com Has Chapters on 4 continents Formerly known as International association for event managers Strategic
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