EVENTS AND CONFERENCE MANAGEMENT

stages of decision making

Board of Directors or Specific Committee Recommends/Requires a Meeting Selection of host city Selection of venue-hotel/convention center Recommendation to Board by Planner Contracts negotiated on behalf of the Board by Senior Staff

CDME

Certified Destination Management Executive

site review process of DMOs

Can serve as first stop in site review process. Determines if a site or location can accommodate a meeting's requirements Have information to provide up-to-date data about current & future developments. Once contacted DMO sales manager assigned DMO sales manager can help gather information about meeting dates, specifications of preferred facilities, the number of available hotel rooms and meeting rooms, & logistics of moving the meeting facilities in & out.

cruise ships

Captive audience Ships schedule fixed- meetings arranged around it Variety of styles: Incentive trips Special interest cruises Isolated meetings Unique meeting space- theatres, lounge facilities, meeting space in the day- converted to entertainment space at night. Complete meeting package pricing More isolation- greatest benefit for meeting planners- no cell phone no other distractions

government and gatherings

City, County, State, or Province National or International Agencies, Departments

types of planners

Association Corporate Independent

misconceptions of DMOs

- only book hotel rooms and convention space - work only with large groups - own and/ or run convention centers - planners must pay DMOs for their services

strategic

Support the work toward an organization's bottom line Anticipate changes

incentive travel

Travel reward given by companies to employees to stimulate productivity.

assembly

- the process of erecting display component parts into a complete exhibit. - A general or formal meeting of an organization attended by its representatives.

symposium

a meeting of a number of experts in a particular field- papers are presented and discussed by specialists on a particular subject.

temporary structures

if permanent structure cannot be created- parking lots leveled- tents put up on as needed basis.

convention

o event where primary activity of attendees is to attend educational sessions, participate in meetings/ discussions, socialize or attend other organizational events. o has a secondary exhibit component

hotels - other sources of revenues

meetings - F&B - space rental - vendor commissions

private corporations

owned privately; stock is not sold

public corporation

sell stock, have a board of directors, and are owned by shareholders

board rooms

virtually every hotel has at least 1- permanent chairs, tables- dozen people

MINT

- DMAIs meeting information network - premier conventions and meetings online database - Houses information on over 34,000 meetings from 17,000 organizations - Over 150 DMOs report detailed meeting history information on events held in their cities - Provides critical marketing and sales direction to DMOs and the convention industry.

LEADs process

- DMO sales manager circulates meeting specifications to facilities and lodging entities that can accommodate the needs. - lead sheet can also set specific parameters for the meeting that limit which sites are invited. -DMO sales manager will then work closely with the meeting planner to decide which facilities and vendors to use. - DMO also may be the planners representative in the site city for conforming to codes and regulations. - If meeting planner already knows facilities by name then only those receive lead. - DMO manager not involved in negotiation but can give guidelines on approximate pricing.

conference

- Participatory meeting designed for discussion, fact-finding, problem solving, and consultation. - Event used by any organization to meet and exchange view, convey a message, open a debate - conferences are usually of short duration with specific objectives

site inspections and DMOs

- Physical reviews of proposed venues and services prior to the actual program. - May occur prior to, or after the proposal, or after the DMC (destination management company) has been chosen. - DMC has an opportunity to develop a relationship with the customer. - Usually carefully planned and orchestrated. - Site inspection most critical step in winning customers business. - Programs can be won or lost during a site inspection.

congress

- Regular coming together of large groups of individuals, generally to discuss a particular subject. - A congress will often last several days and have several simultaneous sessions. - A European term for convention

Primary Responsibilities of DMO

- encourages groups to hold meetings in their destination - assist group with meeting preparations - provide promotional materials to encourage attendance and establish room blocks (hotel rooms set aside for a group)

trade show

- exhibition of products and/ or services held for members of a common or related industry o not open to general public o e.g. auto trade show

meeting

- gathering for business, educational or social purposes o often used to refer to a combination of educational and exhibits o include seminars, forums, symposiums, conferences, workshops, clinics, etc. o domestic or national o primary activity of attendees is to attend educational sessions, participate in discussions/ socialize. o exhibit component to this event

associations

- hold gatherings - employ act of being associated for a common purpose - Types of gatherings held for association members, conventions, topical conferences, world congresses, topical workshops, and seminars. - Conventions and expositions provide 32% of an association's annual income. - Associations tend to be very large, ranging from several hundreds to thousands of people - Usually booked 5-10 years ahead

seminar

- lecture & dialogue o allow participants to share experiences in a particular field under guidance of an expert discussion leader o 10 to 50 specialists who have different skills who come together for training

workshops

- meeting of several persons for intensive discussion o training session - participants develop skills and knowledge in given field

scenario planning

1. Consider general scenarios- think about what political/other scenarios may occur in region where meeting is held 2. Examine organizations market- "one size doesn't fit all" 3. Assess organizations internal core capabilities- do best according to your core capabilities- do best things you cant do well. 4. Put pieces together- analyze how different items can be influenced by different scenarios. 5. Identify tactical initiatives to support strategic directives- support systems in place to support key activities for example data mining. 6. Implement- measure strategies against pre-set budgets/ time frames.

background of industry **

1895 - Detroit businessmen form first CVB 1949 - CIC formed 1972 - Meetings professional international (MPI) is founded 1985 - Certified Meeting Professional (CMP) program established

clinic

A workshop type educational experience where attendees learn by doing.

DMAI Professional Development Offerings

Annual Convention Destination Management and Marketing Institute (DMMI) CEO Forum Global Executive Forum COO/CFO Forum Sales Academy (Parts I & II and Online) Shirtsleeve Sessions

colleges and universities

Available mostly in summer months and at lower cost. Quality of housing, food, and meeting space, seating arrangements not as high as hotel or conference center. Possibilities: College art museums, Student centers, Campus theatres, etc. Need to be redecorated according to event, Presidential speech

CVB

Convention and Visitors Bureau founded in 1914 serves over 1,300 participants from more than 600 DMOs in more than 25 countries

attrition

Conventional wisdom- planners do not pay for meeting space Investment and interest on money paid to build hotel needs to be recovered. Costs covered by having planners commit to using a minimum number if rooms This system popular- but meeting planners were consistently off in their projections. Internet- cheaper rooms- even if hotel rooms are full with delegates- rooms booked online- hence planner can wind up paying attrition penalties Planner's ultimate goal is to get credit for every room sold that night that would not be sold if meeting were held somewhere else.

types of associations meetings

Conventions Board Meetings Committee Meetings Regional Conferences Training Meetings Educational Seminars

Marketing for Association Meetings

Critical for success Understand members and their needs Advance notice of dates, locations, topics, program, speakers, and special events Registration procedures Promotion communication - Direct mail - Advertisements - Electronic media (e.g., e-mail)

DMAP

Destination Marketing Accreditation Program

DMO

Destination Marketing Organization represents a specific destination assist in long term economic development of their local communities through its travel and tourism industries

purpose of gov't holding gatherings

Employee Training Interdepartmental /Interagency Agency Employees and the General Public Interested in a Topic Legislative Hearings and Retreats

employment

Event Planner Meeting Planner Wedding Planner Hotel or Conference Sales Restaurant Sales Entertainment/Sporting Venue Sales Destination Management Hotels Convention Centers Exposition Services Contractors Destination Marketing Organizations

entities to help organize gatherings

Exhibition Management Companies (EMCs) - Own and manage shows - Trade Shows - Shows that are business to business, not open to the public - Expositions - Shows that are open to the public - Manage shows for association's sponsoring corporation and government clients - Develop and produce shows largest ones include REED Exhibitions VNU expositions George Little Management

revenue sources

Guest Rooms- meetings rarely hotel's primary business- primary business- sale of room nights. Meetings space- primary purpose- fill hotel rooms

specific services of DMOs

Help with meeting facility availability Help connect planners to their local transportation network - shuttle service, ground transportation. Provide information on local events, activities, sights, restaurants, and tours. Provide housing services and reservations for delegates. Serve as a liaison in destination government and/or community relations. Can provide access to special venues Assist in the creation of collateral material Assist with on-site logistics and registration Can develop spouse tours and pre- and post- meeting events. Help secure special venues. Provide local speakers Help secure auxiliary services such as catering, security, etc.

convention centers

Host meetings and their exhibits have no sleeping rooms Offer banquet and concession food & beverage service. Have large, flexible space; host large and small trade shows, as well as meetings and banquets Pre-function spaces larger than breakout rooms- pre-function areas to facilitate movement of thousands of people. Usually owned by city, county, or local government.

members of DMOs

Hotels Restaurants Local Attractions Convention Centers Other Vendors

Revenue sources convention centres

Idea to boost economy and be an economic driver for the whole community. Rental Fees for Exhibit Space & Meeting Rooms Catering Services "Exclusive" or "Preferred" vendors (parking, buses, audiovisual, power, data-telecom, florists ...). Debate - which is better and more appropriate to your situation? Convention Service Fees Energy costs- climate control for large spaces high Negotiations take longer- usually rates more or less fixed

specific use facilities

Issues: Sharing technical equipment & reliability Ticket buying mostly in all, entertainment is key feature Theaters- can be ideal meeting facilities Ampitheatres Arenas Stadiums Sports facilities Nightclubs (catering, audio visual equipment?)

corporations

Legally chartered enterprises that conduct business on behalf of their owners with the purpose of making a profit and increasing the value of the corporation. can be private or public

types of associations

Local State Regional National International Professional Not-for-profits or Nonprofit Associations.

Organizational structure of hospitality industry - HOW MEEC fits in

Lodging Food & Beverage Transportation Air Water Ground Attractions- a) Natural b) Man-made Entertainment Shopping

government meetings decision makers

Managers of agencies Provide funds through departmental budget or locate other sources Dependent upon political interest in agency's mission Attendees Employees of agency - mandatory General Public - voluntary

need for marketing

Marketing to two groups - Exhibitors (sellers) - Members of Trade or Public (buyers) Members of trade - internal marketing Public - extensive media advertising Marketing efforts must result in both: Adequate variety and numbers of exhibitors to satisfy buyers Enough buyers to satisfy exhibitors

activities of DMOs

Meeting manager encouraged to visit the city personally for site inspections. DMO can plan itinerary, coordinate with managers of the sites to be visited. Makes meeting manager aware of local laws and regulations. Local economy, local trends "lead process" takes place far in advance, for an Association average "horizon" time is about 3 years. Larger groups/ larger cities the time is more.

logistics

More than counting coffee cups Loves to multi-task Enjoys problem solving Passionate about building community through meetings

characteristics of convention centers

Most are fairly large. Majority of space - exhibit halls & utilitarian spaces- not as plush as hotels. Often have built-in stages. Often described as "cold" and utilitarian. Most owned by government entities. Management must consider long and short-term marketing. Private versus public- which is better?

General services of DMOs

Offer unbiased information about services and facilities Serve as a vast information database- one-stop shopping- saves time, energy, money Act as a liaison between planner and community Help organize special activities and after hours events to help attendees maximize their free time. Provide hotel room counts and meeting space statistics

DMAI services

Offers comprehensive year-round education programs. Publishes a weekly electronic newsletter. Sponsors DMO-focused research studies through its foundation. Actively promotes DMOs worldwide. Links DMOs directly to consumers and meeting planners.

Persons in position of key responsibility

Officers Senior managers in sales and marketing Senior financial managers and controllers

forum

Open discussion with an audience, panel and moderator

role of planners

Overview of Site Selection Transportation Arrangements Guest Rooms Guest Rooms Exhibits Food & Beverage Negotiating & Legal Considerations Speaker Arrangements Marketing On-Site Management Prepare and manage budgets Prepare crisis management plan Negotiate contracts

EMC decision makers

Owners and senior managers of company-owned shows Association Executives and Board of Directors Profit motive is the driving force Too few - too many shows in the market

professional congress organizers

PCO usually a local supplier/event management company who can arrange, plan and or manage any function or service Professional Associations Supporting Independent Planners

hotels - additional factors

Paying Commissions- as high as 40% Seasonality and Fluctuating Occupancy Rates half of peak season Meeting planners get bargain price Time of Week Coordinating Conflicting Meetings- band rehearsal vs exams

why have meetings and events?

People prefer to meet face-to-face People meet with and learn from peers "Virtual Meetings" do not yet create desired effect- CISCO working to improve this Strengthen skills Impact change Observe accomplishments Renew acquaintances Learn new products/services

other groups that hold gatherings

Political Organizations Labor Unions Fraternal Groups Military Educational Groups

PDM certificate

Professional destination management

Use of DMO

Provide access to a range of services and packages Help locate meeting space Check hotel availability Arrange for site inspections Link planners with suppliers Motor coach companies Caterers Off-site entertainment venues

guest room charges

Restaurants, Bars, and Room Service Concessions at Pool, Spa, or Beach Telephone and Business Services Hotels with Casinos? Hotel associated with Theme Parks

break out sessions

Small-group session, panel, workshop, or presentation offered concurrently within the event, formed to focus on specific subjects.

conference centers

Specifically designed to enhance classroom-style learning. Residential or non-residential Specialize in small to mid-size meetings Designed for comfort of meeting participant Offers Complete Meeting Package - "CMP" May comply with guidelines of the International Association of Conference Centers (IAAC) Attrition; fees still apply even if not attending.

DMAI Foundation

Sponsors and publishes research and resources; for example: - DMO Compensation and Benefits Survey - DMO Organizational and Financial Profile 1993 enhance and complement the DMAI and the industry through research, education, vision, and development of resources and partnerships. Classified as a charitable organization by the IRS Run by the Board of Trustees, made up of members of the DMAI and representatives from related industry organizations.

planners of government meetings

Staff located throughout the agencies Some devote all their time to planning Some handle meetings as extra duties Many agencies hire independent meeting planning companies

Types of corporate meetings

Stockholders' Meetings Board of Directors' Meetings Management Meetings Training Meetings Incentive Trips Sales Training and Product Launches Professional and Technical Training

retreat facilities

Tend to be very rural Are similar to conference centers May be owned by religious or not-for-profit, families, or closely held corporations May specialize in extracurricular activities (e.g., nature, dude ranch, spirituality) Used as stimulus to energize delegates Its isolation is its biggest strength.

what things impact or affect meetings?

The Meeting Sponsor The Facility The Destination All Others Who Provide Services for Meetings Talent - Printing Education - Sounds and lighting Transportation

Advantages of using DMOs

They assist planners in all areas of planning. They provide planners with detailed references. They establish room blocks at hotels. They market the destination to attendees. They act as a liaison between planner and the community. They help develop companion programs.

EMCs - attendees

Trade Shows attendee market is defined by trade or profession Public Shows market is defined by interest and location

use of scenario planning when

Uncertainty is high Many costly surprises have occurred Insufficient new opportunities are perceived Quality of thinking is deemed to be low Common language is desired Major differences of opinions exist Competitors use scenario planning

role of security (gov't meetings)

Works with Department of Homeland Security Coordinates all parties involved Establishes a security team Is proactive rather than reactive Stays informed and alert to incidents

APEX

accepted practices exchange o initiative of the convention industry council (or CIC) o create and enhance efficiencies throughout the meeting, expositions, events and conventions industries (or MEEC) o forms available include ♣ industry glossary ♣ event specifications guide ♣ request for proposals forms or RFPs ♣ housing and registration accepted practices ♣ post event report ♣ meeting and site profile report

institute

an in-depth instructional meeting providing intensive education on a particular subject

lecture

an informative and instructional speech

marketing of government meetings

association meetings corporation meetings

types of space in hotels

board rooms ballrooms break out rooms exhibit space temporary structures outdoor space pre-function space

break out rooms

can be little larger than board room to half the size of a Ballroom. Large ball rooms can be flanked by movable air-walls to create smaller breakout rooms.

association management companies

contracted by an association to assume full or partial responsibility. Designated person on the ASC identified as contact- interacts with associating members. Support and provide services such as (membership, finance, government relations)

pre function spaces

corridors lobbies - refreshment breaks, registration desks

ball rooms

elegant 60,000 sq ft

panel discussion

instructional technique using a group of people chosen to discuss a topic in the presence of an audience

who holds gatherings

meetings of industry based organizations - association management companies - meeting management companies - professional congress organizers

Expositions/Exhibitions

o event at which products and services are displayed o primary activity - visiting exhibits on show floor. focus primarily on Business 2 business or B2B relationships. o display of products or promotional material for the purposes of public relations, sales and/ or marketing

event

o usually composed of several different yet related FUNCTIONS

outdoor spaces

pools patios atriums gardens

Meeting Management Companies

provide comprehensive meeting management services, Independent Meeting Managers Event Management Companies

future of meetings

shortening of meetings changing frequency of annual meetings creating more value for members increasing interactivity of meeting sessions merging of sponsoring organizations cyber conferences virtual trade shows outsourcing focus on return on investment (ROI)

exhibit space

space needed is much larger. Some spaces designed by hotels specifically for exhibits- rough. unfinished look- designed for utility less expensive to maintain hence more profitable.

corporation meetings

they are mandatory for employees and only sufficient notice is required to be provided.

association meetings

they are voluntary for the public and require additional promotion.

Corporations hold meetings to:

train key personnel introduce new products or services develop long-term business plans provide publicity honor employees