Chapter 13: Special Events

What are the classifications of Special Events

-*Corporate Events*: seminars, workshops, meetings, conferences -*Association events*: Conventions, trade shows, meetings -*Charity balls and fundraising events -Social functions: weddings, engagement parties, holiday functions -Fairs & festivals -Concerts and sporting events

Local convention & visitors bureaus?

-CVB is a not for profit organization that is located in almost every city in the US & Canada -an organization with the purpose of promoting tourism, meetings, and related business for its city -encourage groups to hold meetings, conventions, trade shows -Assist those groups with event preparations and during -encourage tourists to visit the historic, cultural and recreational opps.

What can event management include?

-Can be as small as planning an office outing to something larger like organizing a music festival and as large as planning the super bowl -organizer should have a vision and leader/manager skills in marketing, financial, operational and legal -Sponsorship is a big help

Meeting Professionals International

-Dallas-based association with nearly 18,500 members -it empowers meeting professionals to increase their strategic value through education clearly defined career pathways -Certified Meeting Professional:based on professional experience and academic examination & Certification in Meeting Management: toward senior level meeting professional

Fair & Festivals

-Fairs is likely to evoke memories of cotton candy and that is why it is considered a special event because it makes memories -they are related to the agriculture industry -held at the local, county, or state level -Festivals are planned events that are themed celebrations purpose -determine purpose for the events early on

Sustainability in Special Events

-Has triggered the emergence of sustainable event standards, which highlights policies and procedures necessary to implement sustainability -implementation of practices and procedures that help conserve natural environment and the special event space -special event is one of the most lucrative and fastest growing segment of the tourism industry -play a role in consumers images, attitudes and perceptions of host destinations -important to employ sustainable practices to preserve local resources and cultural interests

Where do event planners work?

-Hotels/Resorts, Private corporations, associations, Caterers, the government, private clubs, convention centers, bridal business, event-production, nonprofit organizations, advertising agencies, self-employed

What are some required skills and abilities for event management?

-Leadership skills; inspire the staff and volunteers. provide tools for the staff to achieve their goals. Training and coordination. Act as a coach, mentor, provide support, direct a team of employees and or volunteers -ability to communicate with other departments, delegating, project management skills, negotiating skills -Coordinating & delegating skills, budgeting skills, ability to multitask -Enthusiasm, effective social skills, ability to form contacts

Trends in Special Events Industry

-Multiscreen Event Experiences -Personalization -Integrated Special Event technologies -Changing role of the event planner -Green Events

What are the five crucial steps in event-planning?

-Research: where, outcomes, why it should be held -Design: brainstorm innovative ideas or develop adaptations -Planning: first informed by the budget for the event, event site, hotel accomodations, transportion -Coordination: decision-making skills & abilities -Evaluation: measures the success of the event in meeting the goals and objectives

Challenges & Tools for Event Planners & Managers

-Time Management; delegating tasks, accurate records & lists, preparing agendas before meetings; top priority -Financial Management -Utilizing technology -Empowering your employees is a key to success- important to make important decisions

Social Events

-Work on a broad variety of events -traditional wedding and party planners with which most of us are already familiar -Weddings, birthday parties, engagement parties, anniversary parties -response for selecting the venue, determine the themes, -*Smerf*: Social, military, educational, religious, fraternal organization -pay for the events, they are price sensitive -Weddings are the most widely recognized social event; more expensive than those of the past

Association Events

-a majority of them are two to five years ahead of time -destination is a factor in the planing process -range from monthly lunches or a yearly convention -hire full time paid planners to manage the yearly national membership meeting

Special Events Job Market

-gain experience you can in food and beverage aspect; culinary arts program -gain experience as a banquet food server in a high volume convention or resort hotel property -paying dues as a guest service agent at a hotel front desk or as a concierge to provide customer service skills -promote yourself to a banquet manager; learn organizational skills; multitask -Obtain a sales position; executive meeting manager -Catering sales position; exposure to different events

Hospitality sales and marketing association international

-is the largest and most active travel industry sales and marketing membership organization in the world -membership is open to anyone involved in one of the sales, marketing, managment, educational planing -leading source for sales and marketing information, knowledge, business development and networking for professionals in tourism -offers certification courses

What special skills does event management require?

-marketing & sales(to attract the business in the first place) -Planning (to ensure all details are covered and that everything will be ready on time) -Organization (to make sure all key staff know what to do) -Financial (a budget needs to be made & kept) -Human resources & motivation -Patience, attention to detail, -Prepare proposals -Booking manager is critical to the success of the event by booking the correct space

What does the CVB do?

-meeting planners and managers -provide info about the destination, area attractions, services, and facilities -unbiased source of info to the planner -are at no charge bc they are funded through other sources -acts as a liaison between planner and community -maximize their free time, spouse tours, special evening events -hotel room counts & meeting space statistics -event facility availability, network for transportion, site inspections, provide speakers & local educational oppurtunities

Charity balls & fundraising events

-provides a chance for the event manger to work with the particular group or charity and a theme is usually chosen for the event -ability to plan the event on a set and a limited budget -raise funds toward a set group or charity -they are very extravagant -good to have negotiating skills to bargain with vendors on reduced rates -provides stability because there are always an event for nonprofit

International Festivals & Events Association

-provides fundraising and modern development ideas to the special events industry for 60 years -began the program to enhance the level of the festival management training and performance -they are committed to to excellence in festival & event management -CFEE is an eight-part process that includes a core & elective curriculum -developed more than 2,000 plus professional members -helps you negotiate better income

Mega Sporting events

-some of the biggest monkeymakers in the industry -both large and small communities embrace mega sporting events because of the positive economic impact -Olympic games is the hallmark of all sporting events, attracts more than 6 million people -World cup features the best soccer teams in the world -Superbowl

What is the financial aspect of sustainable event tourism

-they can expect to see the greatest return on investment as a result of cost reduction, revenue increase and so on. -conserving energy such as light spill from event and security lighting, turning off lights, utlizing low carbon fuels and renewable energy, ensuring appropriate waste, and cleaning procedures -low emission vehicles, reducing vehicle usage, increased shared transportation

What are some steps to becoming special events

-being promoted to a convention service manager within a hotel, moving into off-premise catering as a sales consultant, joining a production company -DMC( destination management company) -Another two years creating and selling your heart out, -educate yourself and discover fresh ideas through adventures -embark on as many internships as you can in to gain knowledge and experience -Show enthusiasm for what is different and unconventional

Concerts and Sporting events

-concert promotes are an alternative career choices relating to special events -smaller concerts and music events will be the focus -Woodstock was transformational; they have to satisfy millions of television viewers when events are televised -sporting events are more popular than other forms

Corporate Events

-employed by the company to plan and execute the details of meetings for the corporations employees, management and owners -play a key leadership role -Annual meetings, sales meetings, new product launches, training meetings, and workshops, management meetings, press meetings, incentive, awards ceremonies -strong negotiating skills