CHAPTER ONE Introduction to the MEEC industry MEEC stands for Meetings Expositions Events and Conventions ROE return on event CIC convention industry council APEX accepted practices exchange APEX defines associations as An organized group of individuals and or companies who band together to accomplish a common purpose usually to provide for the needs of its members Usually nonprofit Apex defines corporations as a group of people who obtain a charter granting them as a body legal power rights privileges and liabilities of an individual but distinct from those individuals making up the group CVBs convention and visitors bureaus CHAPTER TWO Client Relations No canned music ex iPods speakers Want live music at the event CHAPTER THREE Getting Started The 5 Ws Why hold event What is the overall reason for the event Get to the core of the client s objective for holding the event Who are the stakeholders List all stakeholders for the event The reasonable place to start is the client and the client s guest list Then add all purveyors sponsors and interested parties as secondary stakeholders When will the event be held This begins with the day or days of the week specific date or dates year and hours An example would be Tuesday March 24 2014 7 00 10 00pm Again there is a need to nail down specific day date and time Where will the event be held This is the venue In selecting the venue make sure that it highlights the reasons for the event and feel of the event the specific address of the event venue and where appropriate the venue s room number or name An example of a location would be Florida State University College of Business Dedman School of Hospitality 288 Champions Way UCB 4100 Tallahassee Florida 32306 2541 What is the event product What are the outcomes you wish to accomplish An example of this might be a strengthening of company bonding and an increase of sale by 5 for the upcoming year For a wedding an event outcome might be as simple as a celebration of a union between the bride and groom Each event outcome should be unique and discussed with the client prior to signing the contract Education networking and entertainment are typical desired outcomes of an event A client may have a primary event product as well as secondary ones Be sure to list all in order of importance CHAPTER FOUR Event Theming Themes should include all 5 senses Event Destination Popular Culture Historical or Current Events Event themes are influenced by one or more of the following three factors Each event regardless of theme must have congruent elements such as decorations entertainment food and beverages and even signage As with all MEEC events it is also important to answer the following questions prior to deciding an event s theme Purpose of the event How the theme fits info the purpose Number of attendees Date Multiple elements such as d cor food and beverage and entertainment need to be congruent and fit into the vision of the event CHAPTER FIVE Event Venues Locations Destination refers to the broad geographical area such as a city or mega resort An example of this is the Atlantis Resort Nassau Bahamas pictured below This mega resort has three towers a cove reef the Harbor side resort and more In this case the destination would be the Atlantis Resort Nassau Bahamas and the venue or site selection would be Ocean s Edge Beach Deck NRA national restaurant association Here is a checklist to start the process of looking into venues Is the venue congruent with the desired image Is there enough room for the function functions In the case of a wedding the ceremony and the reception may be split However each site may have a different feel and transportation will need to be thought out Is the date available Is it within the client s budget What kind of power and bathroom facilities do you need and are they available Are their traffic or noise restrictions What are the potential parking needs and expenses FAM trips or Familiarization trips are a great way to become familiar with a destination or venue FAM trips are usually free to industry professionals They are provided by travel operators airlines convention and event centers representing a city or resort The FAM trip is a way for the organization to promote its service or destination An example of this might be an airline company hotel and several restaurants flying event planners into a city Taking the event coordinators to see the activities in the area as well as stay at the hotel and dine in the restaurants This allows the event planner the opportunity to become familiar with the destination several of the venues and meet all the key booking agents for future clients It is always a good idea to have an alternate venue in mind First it allows you to have a plan B should your client not be happy with your proposed destination or venue Second it allows you to have a plan B should your plan A be unavailable CHAPTER SIX Food and Beverage Overview In the world of events there are four basic styles for service Butler usually used during receptions Servers move throughout the reception with a silver tray usually round in one hand offering beverages or hors d oeuvers In this style of service servers need to have a balance between approaching the guest and interfering with guest s conversations Butler service allows guests to network mingle and move about Buffet Buffet service displays the food usually on long banquet tables or food stations The number of waiters can be reduced significantly as they are basically serving beverages replenishing food on the buffet and clearing plates One drawback however is the need to keep food at a certain level on the buffet is then brought to the dining room and served to the guest at the table Typically with large groups the same item for each course is served to all guests with the exception of those with food allergies or dietary restrictions American Plated all food is prepared plated and garnished in the kitchen It Family Style bowls or platters of food are placed in the middle of the table and guests serve themselves It requires more wait staff than a buffet meal does but less than America plated meals It does require more food than plated service does The kitchen needs to have backup of extra food in case guests take larger than expected portions This can also lead to increase food costs It is also important that the event planners station themselves near the kitchen door From this vantage point you will be able to