Hospitality Management Test 6 Study Guide Chapter 28 Meetings and Events Management Meeting planners and event planners represent an important function as intermediaries in the hospitality industry o Exciting changes tremendous economic impact job opportunities abound o Meeting and event planners have overlapping responsibilities but do differ in characteristics functions and role Event a destination in search of an audience Usually more entertainment driven Activities organized for special occasion are special events Vary in duration from hours to days to weeks Temporary nature represents powerful marketing draw distinguishes events from permanent attractions Meeting an audience in search of a destination reasons for meetings To conduct business To engage in social ritual Educational in nature Organized as fundraisers Conventions Special types of meeting held in specific locations o o Meetings presentations and trade show or exhibition Conferences o Larger business or educational meetings without a trade show o Last a day or several days but held at one venue o Meetings and conventions bring people together for a common purpose Meeting event planners work to make sure purpose achieved seamlessly Economic impact of meetings and events far reaching economic impact o Meetings conventions and events contribute significantly to the travel and tourism industry Destinations benefit from dollars spent by guests and services provided for them 1 4 of all air travel expenditures represent passengers attending meeting convention 1 3 of hotel room income is represented by guests attending meetings o US Travel Association has calculated that business travel creates 2 4 million jobs More than 240 billion into national economy annually Generates 39 billion in federal state local tax revenues o Specifically meetings and events help create one million jobs to the American workforce in local economies Generate 27 billion in wages that are critical to local economies 16 billion in tax revenue at the federal state local levels Support 200 local convention centers around the country Responsible for 15 of all travel in the US Health of meetings industry essential to economy o o 2008 Orlando alone spending by visitors as a result of group meetings totaled over 3 3 billion In the US meeting and convention planners held about 56 000 jobs in 2008 27 worked for religious grant making civic professional and similar organizations 14 worked for accommodation like hotels and motels Remaining worked for educational services government agencies private industry and in others that host meetings 6 of meeting planes were self employed The supplier buyer relationship o The dynamics of the meeting planning industry centers on the supplier buyer relationship Meeting planners who work as suppliers represent destination venue hosting event Employment opportunities Meeting categories o Convention and visitor bureaus hotels conference centers convention centers sports arenas cruise ships college campuses Constantly looking for opportunities to convince groups to schedule their next meeting at their location Supply side businesses include organizations that provide services for meetings events o Buyers are employed by organizations that plan meetings Employment opportunities Larger corporations industry associations government agencies educational institutions and event planning companies Meeting Professionals Internationals MPI leading international organization of meeting planners Membership reflects the balance between planners and supplier members Programming activities help create opportunities for both sides to meet conduct business o Meetings organized by various groups or categories Corporations associations government agencies civic groups religious organizations o Marketers refer to meeting prospects w acronym SMERF Social Military Educational o Corporate meetings tend to center around product development promotion training or Religious Fraternal groups brainstorming new ideas Also serve to enhance employee motivation and productivity o Associations comprise membership organizations professional organizations hobby trade clubs Organized around a common interest groups schedule meetings to explore interest Many have at least one annual meeting serves as group s major fundraiser o Other groups hold different meetings Military organizations reunions fraternal organizations rotary family gathering weddings educational sessions seminars and alumni gatherings o Corporate meetings Well executed meetings that are designed to meet specific objectives greatly contribute to the achievement of goals benefits of successful meetings include Development of engaged employees improvement in the corporate culture more satisfied employees increased employee retention o Engaged employees form emotional connection that comes from being involved in work their company and its brand o Employees that feel valued focus on work instead of keeping job greater commitment to stay w company Three most important aspects for employees o Exciting challenging work o Chance to learn and grow o Great people w whom to work All of these are addressed through corporate meetings Meetings are designed to communicate company brand message provide challenges Informed employees play a role in finding creating solutions Seminars round tables etc address employees desire to learn and grow Bringing workers together in less formal setting allows them to learn about each other Leads to more trust and communication Meetings also provide for educational seminars new product info trade shows and industry specific conferences and conventions The meeting Planning Function o o Planners coordinate every detail of meetings and conventions from speakers and meeting location to arranging for printed materials and audiovisual AV equipment First step to planning meeting is determining purpose message or impression that sponsoring organization wants to communicate Planners focus on how meetings affect goals of their organization May survey attendees to find out what motivates them and how they learn best Can also decide whether meeting can achieve its goals virtually vs traditionally o After planners then choose speakers entertainment content arrange the program to present o o organization s info in most effective way Planners search for meeting sites primarily hotels and convention or conference centers Consider who the prospective attendees are and how they will get to
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