hospitality final

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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


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