MEEC Chapter Four Meeting and Convention Venues

Venues in General Match the venue (location) with the goals and objectives of the meeting Know the physical characteristics / attributes AND the financial requirements of the venue

Hotels Locations: Downtown Airport Suburban Family or Business Resort Types of Hotels: Luxury Business Class Convention Budget / Economy Extended Stay All-Suites Bed & BreakfastsInns

Hotels Types of Space: Board rooms Ballrooms Break-out rooms Exhibit space Temporary structures Outdoor space

Hotels Planners interact most often with the hotel’s Sales Department Reservations & Front Desk Convention Services Department Catering Department Audio-Visual Department

Hotels Revenue Sources Guest Rooms Guest Room charges Restaurants, Bars and Room Service Concessions at pool, spa or beach Telephone and Business Services Meetings Food and Beverage Space Rental Vendor Commissions Audio Visual Entertainment Decor

Hotels Additional Financial Factors Theme Parks Casino Seasonality Time of Week

Convention Centers Hosts meetings and exhibits has no sleeping rooms. Offers banquet & concession food & beverage service. Large flexible space - hosts large and small trade shows also meetings and banquets. Usually owned by city, county, or local government.

Convention Centers Revenue Sources Rental Fees for Exhibit Space & Meeting Rooms Catering Services Convention Service Fees Electrical, Water, Gas, Air Telephone, Audio Visual Staging, Decor, Construction and Lighting

Conference Centers Residential or non-residential Specialize in small to mid-size meetings Designed for comfort of meeting participant and focused on learning and teaching Offers Complete Meeting Package – “CMP” May comply with guidelines of the International Association of Conference Centers (IACC)

Retreat Facilities Tend to be very rural Similar to conference centers May be owned by religious or not-for-profit groups, families or closely held corporations May specialize in extra-curricular activities (e.g. nature, dude ranch, spirituality)

Cruise Ships Captive audience Variety of styles: Incentive trips Special interest cruises Isolated meetings Unique meeting space Complete meeting package pricing

Specific Use Facilities Theaters Amphitheaters Arenas Stadiums Sports facilities Nightclubs

Colleges and Universities Available mostly in summer months and at lower cost Quality of housing, food and meeting space not as high as hotel or conference center

Unusual Venues A variety of locations Parks and nature preserves Airplane hangers Garages Tented parking lots A variety of challenges Weather Permits / licensing Security / privacy Restrooms / trash removal Electricity / sound systems Accessibility

Common Issues Power Special or additional requirements Use of a generator Rigging The support for the hanging of lighting trusses and lights Floors Floor loadCarpeting of exhibit halls Dance floorsHardwood floors Access Loading DocksElevators

Recommendations Research Be detailed and thorough Understand Develop a professional sales relationship Communicate Provide accurate requirements Verify Determine the venue’s understandings and abilities

Review Venues in general Hotels Convention centers Conference centers Retreat facilities Cruise ships Specific use facilities Colleges and universities Unusual facilities Common Issues Recommendations

Review Venues in general Hotels Convention centers Conference centers Retreat facilities Cruise ships Specific use facilities Colleges and universities Unusual facilities Common Issues Recommendations