HRTM Ch. 4 Meeting, Expositions, Event, and Convention Venues
industry norm is __ complimentary room(s) for every 50 rooms blocked
1
ships are typically booked __ years prior to the event
1-2 years
yachts are typically for __ attendees
100 attendees
European barges hold __ passengers
12-20 passengers
commissions paid back to the hotel from specialized services can be as high as __%
40%
colleges that have excellent reputations as meeting venues
Purdue University, UMass Amherst Hotel and Conference Center, the University of Nebraska, Oregon State University's Conference Center
a variety of professionally run conference centers, equipped with state-of-the-art technology in uniquely historic buildings in Europe
The Historic Conference Centers of Europe (HCCE)
the UK's largest consortium of dedicated conference venues, which share the highest possible standards for conference facilities and service quality
Venus of Excellence
who started Unique Venues?
a University of Nevada, Las Vegas Harrah Hotel graduate who began helping colleges and universities market their facilities to event planners
retreat facilities are mostly owned by...
a family, closely held corporation, non-profit entities, charitable organizations, or religious groups
Unique Venues
a marketing and membership organization that represents thousands of non-traditional venues in the U.S., Canada, UK, and Ireland
conference
a meeting with an agenda and set objectives designed for consultation, education, fact-finding, problem solving, and/or information exchange
how would a planner of a local event get complimentary meeting space?
a minimum amount of catering revenue would need to be guaranteed
room block
a minimum number of sleeping rooms for a minimum number of nights
consortium
an association, partnership, or union that is created by its members to expand their services to the regional, national, and international clients
pre-function space
area adjacent to the main event location often used for receptions prior to a meal or coffee breaks during an event
peak ship demand
begins in May and runs through August
cruise ship meeting attendees are a ____ audience while the ship is sailing and ____ likely to miss meetings
captive audience; less likely
attrition for conference centers
charges a planner a fixed price for up to a certain number of delegates
residential conference centers
conference centers that have overnight guest rooms
planners face attrition penalties when...
event attendees book hotel rooms for a cheaper rate online than the negotiated rate
convention centers charge for...
everything they provide on a pay-per-use basis
finances for special use facilities
generally a fixed fee for the use of the facility and a specific subset of its equipment and services; facility may require a minimum level of staff for which there would be an hourly charge based on a minimum number of hours; all other labor, equipment, and services would be on a bill-per-item system
larger arenas and ampitheaters are often owned by...
government agencies or are public-private partnerships
some services to convention centers (like AV equipment, catering, etc.) are exclusive because... (2)
governmental regulations OR an attempt to avoid liability lawsuits
usually the bigger the room block, the __ the rate
lower
conference center characteristics
meeting rooms are specifically designed to enhance learning; conference centers are known for their in-house inventory of AV technology and full-time media technicians
typically, room blocks are also linked to __
meeting space availability
major discussion points for the meeting planner and conference center venue to negotiate
meeting space costs, sleeping room rates (for residential conference centers), F&B menus and costs, and AV and technology options
shoulder nights
nights when the hotel doesn't have its core corporate business
ship pricing is more attractive during __ seasons
non-peak travel seasons - Jan, Sept, Oct, early Dec
in addition to catering revenue, hotels can also receive revenue from commissions paid by...
other support vendors for the privilege of working in the hotel
many of these venues don't have support equipment permanently in place, so virtually everything needed for the event must be brought in
outdoor event venues
these venues have little or no staff
outdoor event venues
staff at entertainment event facilities are frequently composed of...
part-time employees or retirees
3 categories of tents
pole, frame, clear span
the type of stateroom on a ship selected for your group impacts the...
price per guest
costs to run meeting space in hotel is usually covered by...
room blocks
convention center's single biggest revenue source
room rental, by the square foot per day
conferences are usually of a ____ duration and ____ scale than a convention
shorter duration; smaller scale
sleeping room rates are often negotiated by the __
size of the block of rooms the meeting planner needs for the event
major discussion points for meeting planner and venue in negotiation stage
sleeping room rates, F&B menus and costs, meeting space costs, and audiovisual (AV) & tech costs
is convention center cost packaged or itemized?
specifically itemized
many conference centers' pricing strategy is called...
the complete meeting package
attrition
the difference between the actual number of sleeping rooms (or F&B or revenue) realized and the number agreed to in the facility's contract
when booking rooms for transient or corporate hotel guest segments, the hotel's customer is...
the guest staying in the room
when booking meetings and events, the hotel's customer is...
the meeting planner
the newer the ship is...
the more expensive the pricing is
the international association of conference centers (IACC)'s guidelines ensure that...
their conference centers provide the ideal learning environment
T/F: a cruise program brings about significant savings because most of the event costs are included in the cruise fare
true
T/F: some conference facilities may belong to several associations and consortiums to maximize their marketing efforts
true
the complete meeting package
whatever the facility owns, the planner may use at no additional charge
do cruise ships have dedicated onboard group coordinators?
yes
