Meetings & Events Ch 8-14

What are different types of special events?

Civic events, Mega events, Festivals & fairs, Expositions, Sporting Events, Social life-cycle events, Meetings & conventions, Retail events, Religious events, Corporate events

What is a city wide event

Commonly used term for those large events or conventions that impact the entire city. They are key to urban economics

What is a CEU?

Continuing education units. Individuals receive them for each workshop they attend, and they will be a part of the qualifications to become certified or licensed.

What is the first step for a meeting planner to do when planning an off-premise event?

Create an RFP and send it to event managers or caters in the area.

What is included in the data collected on the registration form?

Name, title, occupation, address, email, phone, fax, membership category, desired workshop sessions, social functions, optional events, method of payment, special medical or dietary needs, a liability waiver, and where the attendees are staying and their length of stay.

What are 2 main objectives for a special event?

Profit for the vendor and a memorable experience for the attendee

What are the benefits of using volunteer speakers?

Reduces expenses. They are knowledgeable about what industry topics are important. Popular industry leaders may increase attendance at sessions. Builds relationships between speaker and event sponsor

What are tracks?

Refers to separating programming into specific genres, such as computer skills, professional development, marketing, personal growth, legal issues, certification courses, or financial issues.

What are levels?

Refers to the skill level the program is designed for, whether it is beginner, intermediate, or advanced.

What is registration?

The process of gathering all pertinent information and fees necessary for an individual to attend the meeting. Begins several weeks prior to the event and usually lasts right up to the final day.

What is preregistration?

The process of registering attendees weeks or months in advance of an event.

What are some factors to consider in site selection?

The rotation of locations, the location of the majority of attendees, cost, the mode of travel, availability of flights, type of hotel or meeting facility, meeting space requirements.

Why is it beneficial to outsource off-premise events with a DMC?

They know the best caterers, decorators, shuttle companies, entertainment, and any other supplier of products or services you may require.

What is publicity?

the component that is not directly paid for, nor has an identified sponsor. It is considered a credible form of promotion, but it is not always under the control of the organization or host of the event.

What is a concurrent session?

A professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format. They typically last between 1 & 1.5 hours

What is a speaker bureau?

A professional talent broker who can help find the perfect speaker to match your event objectives and your budget. Typically they have a stable of qualified professionals who can talk on whatever topic you desire.

What is a needs analysis?

A method of determining the expectations for a particular meeting

What are 4 methods of handling housing for attendees?

1. Attendees arrange for their own room. 2. A group rate is negotiated by the planner at one or more properties, and attendees respond directly to the reservations department of their choice. 3. The meeting sponsor handles all housing, and attendees book rooms through them. 4. A third-party jousting bureau (outsources company) handles all arrangements either for a fee or paid by the CVB.

What is Russian service?

1. Banquet Russian: The food is fully prepared in the kitchen. All courses are served either from platters or an Escoffier dish. 2. Restaurant Russian: Guests are seated. Foods are cooked table side on a rechaud (portable cooking stove) that is on a gueridon (table side cart with wheels)

What are the 3 possible financial goals for any event?

1. Break even. 2. Make profit. 3. Deficit

What are some helpful hints for attracting television and radio coverage?

1. Early in the day is considered the best time to attract cameras and reporters. 2. The best day of the week to attract news crews is Friday. 3. Giving advance notice for a special event is very helpful to assignment editors.

What are the 5 compelling reasons why company sponsorships are an important option to consider?

1. Economic changes (both upturns and downturns) 2. Ability to target market segments 3. Ability to measure results 4. Fragmentation of the media 5. Growth of diverse population segments.

What should be included in a final report on the event?

1. Finalize the income and expense statement. 2. Finalize all contracts from the event. 3. Send the media a final press release on the overall success of the event. 4. Provide a written thank you for those volunteers who were involved with the event in any way.

What are 3 different functions to categorize expenses?

1. Indirect costs. 2. Fixed costs. 3. Variable costs

What should be involved in the written report to refer to for next year's event?

1. Participants. 2. Media & the press. 3. Staff management. 4. Vendors.

What is included in the basic operations for staging an event?

1. Secure a venue. 2. Obtain permits. 3. Involve government agencies where necessary. 4. Involve the health department if there will be food and beverage at the event. 5. Meet all relevant parties in person so that any misconceptions are cleared up early. 6. Secure all vendors and suppliers for the event. 7. Recognize the complexities of dealing with the public sector. 8. Recognize the logistics that a community must contend with for certain types of special events, such as street closures for a marathon. 9. Set up a security plan, which may include the security supplied by the venue and professional law enforcement. 10. Secure liability insurance. 11. Determine ticket prices if the special event involves ticketing. 12. Determine ticket sale distribution if the special event involves ticketing.

What are 2 vital components for a successful event?

1. The community is supportive of bringing the event to the city. 2. The event meets the consumers' need.

What is included in a specification guide?

1. The narrative. 2. Function schedules. 3. Function set up orders

What are the steps involved in breaking down the event?

1. The parking staff should expedite the flow of traffic away from the event. 2. A debriefing of staff should take place to determine what did or did not happen at the event.

How many sessions will the average attendee sit through on any given day?

3 to 6

What are fam trips?

A method of promoting a destination or particular facility to meeting planners. They are a no- or low-cost trip for the planner to personally review sites for their suitability for a meeting. They may be arranged by the local CVB or by the hotel directly.

Who do most historians credit the use of the term "Special Event" to?

A Disney imagineer named Robert Janni

What is the SMART approach?

A common method of writing effective meeting objectives. Stands for Specific, Measurable, Achievable, Relevant, Time.

What is a caterer?

A food service vendor, often used to describe a vendor who specializes in banquets and theme parties. An exclusive food & beverage contractor within a facility

What is direct marketing?

A form of advertising that communicates directly with the target customer with the intent of generating a response. It includes database management, direct selling, telemarketing, and direct-response ads, the internet, and various broadcasts and printed media.

What is a pre-convention meeting?

A gathering of all critical people representing all departments within the facility who will impact the group

What did Goldblatt define a special event as?

A unique moment in time celebrated with ceremony and ritual to satisfy specific needs

Who typically determines the site selection for meetings?

A volunteer committee, with much input from the board of directors and the association staff

What is a presenter contract?

A written agreement between the presenter and the sponsor to provide a presentation on a specific topic at a specific time. It should be used regardless of whether or not the speaker will be paid or not.

APEX Initiative

Accepted Practices Exchange. One of its first accomplishments was the development of accepted practices regarding terminology. Another initiative was the standardization of resumes and work orders, which are the primary record of communication and logistics between the meeting planner and facility.

What four elements does the promotional mix include?

Advertising, sales promotion, publicity and/or public relations, and personal selling

What are speaker guidelines?

Also known as speaker kits; they should be developed to inform the speakers (paid and non paid) of the logistics required to speak at an event as well as to clearly define expectations of the organization.

What are poster sessions?

Another more intimate presentation method often used with academic or medical conferences.

What is advertising?

Any paid form of non personal communication about the event. It is the best known and most widely discussed form of promotion.

During the meeting, how can registration be used?

As a promotional tool for the press to gain media attention for the organization, sponsors, and exhibitors. It can also help the local DMO in justifying the costs of marketing and soliciting groups to come to their city

What is butler service?

At receptions, it refers to having hors d'oeuvres passed on trays where the guests help themselves

What is a post-convention review?

At the conclusion of a major meeting, the meeting planner will create a written document to record all key events of the meeting. It is used for planning the next meeting. It also serves as a report card for the facility and the meeting manager. It will include what went right as well as what went wrong. Then a post-convention meeting is held

Who typically develops the educational content of the meeting?

The meeting department often works together with the education department. In addition, a program committee comprised of industry leaders and those with special interests in education will volunteer to assist the meeting planner

Why is cost control important?

Because it allows you to stay within budget and reach the financial objectives. They are tools for monitoring the budget

What did Robert Janni do?

Because people would be tired and leave early, he proposed producing a nightly parade called "Main Street Electric Parade" and called it a special event

How can the basis for a meeting budget be developed?

By establishing financial goals, identifying expenses, and identifying revenue sources

How can estimating expenses and revenues be accomplished?

By first calculating a break-even analysis-- in other words, how much revenue must be collected to cover expenses.

What is another key ingredient for planning a successful event and what does it include?

The infrastructure in the community where the event is taking place. It may include the CEO of the company, politicians, prominent business leaders of the community, civic and community groups, the media, and other community leaders.

What are the 3 reasons most people attend meetings?

Education, networking, and to conduct business

What is involved in a catered event?

Generally have one host and one bill, and most attendees eat the same meal. A mandatory gratuity is added to the check that can range from 18% to 24% of the total bill, and taxes can add another 5% to 9%

Fixed costs

Expenses incurred regardless of the number or attendees, such as meeting room rental or audiovisual equipment

Variable costs

Expenses that can vary based on the number of attendees (food & beverage)

What are some of the management tools that are used in staging events?

Flow charts and graphs for scheduling. Clearly defined setup and breakdown schedules. Policy statements developed to guide in the decision-making process.

What is one of the most effective methods for attracting attendance for a special event?

Generating media coverage

What is attended buffet/ cafeteria style?

Guest are served by chefs or attendants

What is buffet style?

Guest serve themselves and then take their plates to a table to sit and eat

What is plated/ american style service?

Guests are seated and served food that has been pre-portioned and plated in the kitchen. It is the most functional, most common, most economical, most controllable, and most efficient type of service

What is family style/ english service

Guests are seated, and large serving platters and bowls of food are placed on the dining table by the servers. Guests pass the food around the table

What is on-premise catering?

Held in a facility that has its own permanent kitchens and function rooms, such as a hotel, or convention center

Why is it important to design well-written meeting objectives?

If objectives are met, it helps demonstrate the ROI that the meeting planner provides to the organization. If objectives are not met, then management can focus resources on finding out the causes of failure and correcting them for the next meeting.

What is a combination buffet style?

Inexpensive items, such as salads, are presented buffet style, where guests help themselves. Expensive items, such as meats, are served by an attendant for portion control

How has the internet fueled the growth of direct marketing?

It allows for a back & forth flow of information; users can participate in and modify the form and content of the information they receive in real time. It enables users to receive and alter information and images, make inquiries, respond to questions, and make purchases.

Why is merchandising and promoting a special event an important planning tool?

It attracts attendance and increases the overall profitability of the event

What is sponsorship?

It helps to ensure profitable success for an event. It is an innovative way for event organizers to help underwrite and defray costs. It can be a strong marketing tool.

What is a general or plenary session?

It is used as a venue to communicate with all conference attendees at one time in one location. It is typically what kicks off the meeting and includes welcoming remarks from management or association leadership; it outlines the purpose or objectives of the meeting; it introduces prominent officials; and recognizes major sponsors to others who helped plan the event, ceremonial duties, and other important matters of general interest. They last between 1 & 1.5 hours. They may also be held at the end of a convention to provide closure and summarize what was accomplished during the meeting or as a venue for presenting awards and recognizing sponsors.

How does preregistration benefit the planner?

It provides information about who will be attending a meeting or event. It can help the meeting planner determine room capacities for educational sessions and can help the session speaker to estimate the number of people who may attend a session. Typically advanced payment is required.

What does the city where the special event is being held affect?

Labor costs involved in the setup and breakdown of the event. Some cities are unionized which can add higher costs to an event because of the higher wages

What is reception style?

Light foods are served buffet style or are passed on trays by servers (butler service). Guests usually stand and serve themselves and do not usually sit down to eat. Often referred to as "walk and talks"

What are sales promotions?

Marketing activities that provide the extra value or incentives to the sales force, distributors, or the ultimate consumer with the intention of stimulating the sale. A popular form is a coupon

What are the challenges of using volunteer speakers?

May not adequately prepare for presentation. May not be a good presenter, even if knowledgeable about topic. May have a personal agenda; uses session to promote self or company

What are workout or breakout sessions?

More intimate sessions thats offer a more interactive learning experience in smaller groups. They are often presented by experienced members or peers of the association and may involve lectures, role-playing, simulation problem solving, or group work. Usually serve groups of 150 or fewer attendees. Usually last between 50-60 minutes.

Indirect costs

Overhead or administrative line items in a program budget. These are organizational expenses not directly related to the meeting, such as staff salaries, overhead, or equipment repair

What are roundtable discussion groups?

Small, interactive sessions designed to cover specific topics of interest. Basically 8-12 attendees convene around a large round table, and a facilitator guides discussion about the topic at hand.

What is preset style?

Some foods are already on the table when guests arrive. The most common items to preset are water, butter, bread, and appetizer and/or salad

What are action stations?

Sometimes referred to as performance stations or exhibition cooking. Similar to an attended buffet, except food is freshly prepared as guests wait and watch

Who typically has "signing authority"

The CEO and the meeting planning staff

What does the meeting manager create once the objectives are clearly defined and the basic location and logistics are drafted?

The RFP (request for proposal), which is a written description of all the major needs for the meeting. Once it is completed it is disseminated to hotel properties and convention facilities that may be interested in submitting a bid for the meeting.

What is the guarantee?

The amount of food that the planner has instructed the facility to prepare and will be paid for.

What is the role of promotion in special events management?

The coordination of all the seller's efforts to set up channels of information and persuasion to sell or promote the event.

What are production costs?

The costs associated with staging an event

What is attrition?

The difference between rooms blocked and rooms "picked up" (actually used)

What is personal selling?

The final element of the promotional mix model it is a form of person-to-person communication in which a seller attempts to assist and or persuade prospective event attendees. Involves direct contact between the buyer and seller of the event, usually through face-to-face sales.

What is a vision statement?

The first planning tool for a special event. It should clearly identify the "who, what, where, when, and why" of the event.

What does cross-promotional opportunities allow the sponsor to achieve?

The greatest visibility possible by capitalizing on more than one promotional opportunity within one event.

What is a specifications guide?

The industry preferred term for a comprehensive document that outlines the complete requirements and instructions for an event

Why do many meeting planners conduct an evaluation after each meeting?

To obtain feedback from the attendees, exhibitions, facility staff, outsourced contractors, and anyone else involved in the event.

What is a key component of MEEC?

To provide an environment conducive to education

What is the purpose of public relations?

To systematically plan and distribute information to attempt to control or manage the image and/or publicity of an event. It's purpose is to establish a positive image of the special event

After the meeting, how can registration be used?

To update association membership records, solicit new members, or sold to interested parties.

What is a good way to communicate to attendees how to select which programs to attend?

Tracks & levels.

What are 2 challenges with off-premise events?

Transportation and weather

What is off-premise catering?

Transports food-- either prepared or to be prepared onsite-- to a location such as a tented area, museum, park, or attraction.

What should a rooming list include?

Type of room, ADA requests, smoking or nonsmoking, arrival and departure dates, names of additional guests in the room, special requests.

What is pivotal in order to meet the goals of the event marketing plan?

Understanding and utilizing the promotional mix model.

What is one of the most important components in the overall success of the event?

Understanding your target market. Age, gender, religion, ethnicity.