hospitality final
212,000
About ____________ full- and part-time meeting planners work in the United States.
analysis
Before a meeting planner can start planning a meeting, a needs _________ is done to determine the purpose and desired outcome of a meeting.
The special events industry has been divided up into the following classifications:
Corporate events (seminars, workshops, meetings, conferences) • Association events (conventions, trade shows, meetings) • Charity balls and fund-raising events • Social functions (weddings, engagement parties, holiday functions). • Fairs and festivals • Concerts, sporting events, and Mega Sporting Events (Olympics, SuperBowl, World Cup, etc.)
leadership traits
Inspire a shared vision. Create a vision; envision the future; enlist others. u Enable others to act. Do not act alone; foster collaboration; strengthen others. u Model the way. Plan; set examples; strive for small wins. u Encourage the heart. Share the passion; recognize individual contributions; celebrate accomplishments
hotels, convention centers, city centers, conference centers, universities, corporate offices, or resorts, but more and more, meetings are housed in unique venues such as cruise ships and historical sites.
Most of the time, meetings and functions are held in ___________
• Why should a special event be held? • Who should hold it? • Where should it be held? • What should be the focus of the event? • What outcomes are expected?
The first stage of event planning is to answer the following simple questions:
event manager
The goal of an ___________ is to become a leader who can direct a team of employees and/or volunteers who will respect, admire, and follow your direction to accomplish the established goals
meeting planner
The professional __________ not only makes hotel and meeting bookings but also plans the meeting down to the last minute.
association meeting planner.
The service contractor is hired by the exposition show manager or
theater style, classroom style, and boardroom style.
The three main types of meeting setups are ______________
Corporate Meetings, Conventions, and Expositions
_________________ corporations hold meetings for reasons of educating, training, decision making, research, sales, team building, the introduction of a new product, organization or reorganization, problem solving, and strategic planning.
successful delegation
a climate of trust and a positive working environment are needed.
transactional leader
a hotel general manager who pressures the food and beverage director to achieve certain goals in exchange for a bonus.
destination management company
a service organization within the visitor industry that offers a host of programs and services to meet clients' needs.
Utilizing technology
a tool such as software programs for word processing, financial management, and database management and other technology products include laptop computers, cell phones, handheld devices, event management software, and the Internet.
design stage
allows freedom in creativity and the implementation of new ideas that support the objectives of the special event.
Budgeting
an activity that allows managers to plan the use of their financial resources
Written communications
an essential tool for record keeping and providing information to be mass distributed
meetings
are conferences, workshops, seminars, or other events designed to bring people together for the purpose of exchanging information; the purpose of meetings is to affect behavior.
Expositions
are events that bring together sellers of products and services at a location (usually a convention center) where they can show their products and services to a group of attendees at a convention or trade show.
City centers
are good venues for some conferences because they are convenient to reach by air and ground transportation
key management functions
are planning, organizing, decision-making, communicating, motivating, and controlling
Event planners
are responsible for planning an event,from start to finish.
meetings
are set up according to the wishes of the client.
Association conventions and meetings
attract crowds ranging from hundreds to over 100,000.
Leadership
ay be identified as transactional or transformational
Effective leadership skills include
being decisive, following through, selecting the best, empowering employees, and enhancing career development.
meetings
can take any one of the following forms: clinics, forums, seminars, symposiums, or workshops.
Conventions
charge attendees a registration fee and charge vendors for booth space.
destination management sales manager
concentrates on selling the destination to meeting planners and performance improvement companies (incentive houses)
Social skills
critical in making those you do business with feel comfortable, handling situations appropriately, and eliminating barriers that get in the way of accomplishing your goals.
Management
defined as the process of "coordinating and overseeing the activities of others so that their activities are completed efficiently and effectively" with and through other people.
Transformational leadership
describes the process of eliciting performance above and beyond normal expectations
destination management company
does everything, including airport greetings, transportation to the hotel, VIP check-in, theme parties, sponsoring programs, organizing competitive sports events, and so on, depending on budg
Conceptual skills
enable top managers to view the corporation as a complete entity split into different departments
Managerial duties
encompass various roles, including figurehead, leader, liaison, spokesperson, and negotiator.
event manager
engages in the process of coordinating the event as it unfolds.
Transformational leadership
entails three important factors: charisma, individual consideration, and intellectual stimulation
Sponsors
expect to get something in return for their sponsorship, so give them something tangible that will help their corporation or organization
Transformational leaders
have a hands-on philosophy in terms of encouraging their followers individually, not in performing day-to- day tasks.
Convention centers
have a variety of expositions and meeting rooms to accommodate both large and small events
Ethics and morals
have become an integral part of hospitality decisions from employment to truth in menu.
Common traits of leaders include
high ego strength, the ability to think strategically, an orientation toward the future, a belief in certain fundamental principles of human behavior, strong connections they don't hesitate to display, political astuteness, and the ability to use power for efficiency and the larger good of the organization.
Financial management
important for an event planner when it becomes necessary for you to evaluate financial data, management fees, vendor fees, and so forth
event planners
includes a growing demand for current and future employment opportunities.
liaison role
includes contact with people in other departments
Motivating
includes maintaining morale, molding corporate culture, and managing conflict.
Meeting planning
includes not only the planning but also the successful holding of the meeting and the post-meeting evaluations.
Technical skills
involve using techniques, methods, and equipment.
figurehead role
involves performing ceremonial duties
Controlling
involves setting standards, monitoring, comparing, and correcting results.
service contractor
is a part of the facilities management team, and, to use the facility, the sponsor must use its service contractor.
Ethics
is a set of moral principles and values that people use to answer questions about right and wrong.
Management
is also about being effective; effectiveness is "doing the right thing," as in cooking food correctly and having it ready on time.
Ethics
is also about our personal value system, and there are people with value systems different from ours.
service contractor
is hired by the exposition show manager or association meeting planner.
transformational leader
is one who inspires others to do more than they originally thought possible, by raising their commitment to a shared vision of the future
Managing
is the formal process by which organizational objectives are achieved through the efforts of subordinates.
Leading
is the process by which a person with vision is able to influence the behavior of others
Transactional leadership
is viewed as a process by which a leader is able to bring about desired actions from others by using certain behaviors, rewards, or incentives.
Leadership
is walking the talk (setting examples)
third stage
led by the budget determined for the event
association meeting planner
looks for when choosing a meeting destination include the availability of hotels and facilities, ease of transportation, distance from attendees, transportation costs, and food and beverage.
Uncertainty
makes leadership harder (we must communicate with employees).
Frontline managers
manage the work of "line" employees; they may also be called supervisors
Meeting planners
may be independent contractors who contract out their services to both associations and corporations as the need arises, or they may be full-time employees of corporations or associations
manager's role
not only internal but also external.
Interpersonal skills
nvolve dealing with people
Managers
obtain the necessary resources for the tasks to be accomplished and supervise progress toward goal accomplishment
Time management
plays an important role in event planning, and it is an element that can be used effectively by budgeting your time the same way that you would your finances
event planner
prepares a specification of what is required and requests potential suppliers to submit their prices
Sponsors
provide money or in-kind contributions and receive recognition as sponsors of the event, including use or display of their logos in the event's promotion.
event planners
quickly find out who is the best provider and therefore the one with whom they prefer to work
cvb
represents local businesses by acting as the sales team for the city with the outcome of increasing revenues for the city's tourist industry.
Top managers
responsible for medium- to long-range plans.
manager
someone who works with and manages others' activities to accomplish organizational goals in an efficient and effective way.
association meetings
spend millions of dollars sponsoring many types of meetings, including regional, special interest, education, and board meetings.
Middle managers
such as department heads, are responsible for short- to medium-range plans; they manage frontline managers.
Project management
the act of completing the project(s) on time and within budget.
Leadership ability
the number-one skill for successful event managers.
Negotiation
the process by which a meeting planner and supplier reach an agreement on the terms and conditions that will govern their relationship before, during, and after an event.
Leading
the process by which a person with vision is able to influence the activities and outcomes of others in a desired way
four primary challenges
time, finance, technology, and human resources
Pre-meeting activities On-site activities Post-meeting activities
what are the three roles for meeting planner?
CVB sales manager
will invite the meeting, convention, or exposition organizer to make a familiarization trip to do a site inspection.
destination management company
work closely with hotels; sometimes DMCs book rooms, and other times hotels request the DMCs' know-how on organizing theme parties
