Conventions, Meetings, and Special Events

Chapter Objectives: To understand who meeting sponsors are and the value of having organizational meetings. To realize the necessity of goals and objectives in conceptualizing meetings. To appreciate the process of meeting planning and management.

History Convene: To gather or assemble –Assemble to share information, communicate, celebrate, reunite Meetings: A planned event in which a group of people gather together to accomplish something.

Meetings’ Goals & Objectives Goals: “Why have a meeting?” Objectives: Specific and Measurable –Educational experience for attendees –Entertaining attendees & families –Boosting morale of attendees –Solving a specific problem –Combination

What is a Sponsor? Groups or Individuals –Associations –Corporations –Trade Unions –Independent companies that sponsor and operate trade shows –Religious groups –Theatre and arts groups –Social organizations

Association Meetings’ Purpose: Networking Educating Members Solving Problems Generating Revenue

Corporate Meetings’ Purpose Dissemination of Information Solve Problems Train People Plan for the Future

Corporate Meetings Management meetings Training seminars Sales meetings (national & regional) New product introductions Professional & technical meetings Incentive trips Stockholders meetings Others: Press conferences, public forums

Functions of Meetings Generate a spirit of unity and cooperation that contributes to the formulation of a collective identity. Enhance communication by creating a pool of shared knowledge. Provide a forum for the generation of new ideas.

Functions Continued: Afford management an opportunity to define and promote the collective aim of the organization. Obtained increased commitment to decisions by involving more individuals in the decision-making process. Provide a setting in which company leaders can act like leaders on a very visible level.

Trade Shows Industrial shows Wholesale and retail trade shows Professional and scientific exhibitions Public or consumer shows

The Process of Meeting & Exposition Management Establishing the Goals & Objectives Targeting the Population Designing the Program Creating a Budget Selecting a Site Negotiating Contracts Formulating Committees

Process Continued: Establishing a Marketing and Promotion Plan Hiring Subcontractors Designing Food and Beverage Functions

Targeting the Population: Who Should Attend? Meetings –Invite the “right” people –Any key players being overlooked Expositions –The Exhibitor List –The marketing value of the target population

Designing the Program What is the program design? –It is the structuring, balancing and pacing of the program by combining major topics and sub-topics, passive and active sessions, serious and fun presentations, and formal and informal times to provide professional and personal growth and networking opportunities for participants: -Price, 1989

Program Design Components ThemeAgenda

Budget: Usually Proposed by the Sponsor Followed by the Meeting Planner Record Keeping/Histories are Imperative Includes: Fixed & Variable Expenses and Sources of Revenue

Budget Expenses: Fixed –Administrative Fees –Postage –Printing –Advertising –Promotion Variable –Food & Beverage –Hospitality programs –Exhibition expenses –Guest rooms –Gratuities –Registration materials –Programs, Handouts, Support Personnel, & Evaluation Materials

Revenue Sources: Registration Fees Exhibitor’s Rental Fees Advertising Advertising Cassette Tapes & Educational Proceedings Sponsorship Grants Funding from Sponsor

Site Selection: Critical Factor of Success or Failure ConvenienceCost Physical Requirements Prospectus Match

Prospectus: Preferred Dates Number & Type of Guest Rooms Number, Size & Usage of Meeting Rooms Estimated Times Required of Facilities Range of Acceptable Rates Dates & Types of Food & Beverage Events Exhibits, Special Events or Activities

Host City Criteria: CostConveniences Availability of Transportation Room Availability Exhibition Space Availability Meeting Space Availability Recreational Activities Climate Popular Image of City

Host Properties Criteria: Restaurants & Lounges Room Service & Banquet Facilities Flexibility in Menus Cleanliness of Facility Staff Meeting & Sleeping Rooms

Activities Environments: 1. The Principal Meeting 2. The area that participants adjourn for breaks 3. The areas which participants work on team projects 4. The sleeping rooms 5. The areas available for socializing

Environments Continued: 6. The areas where meals are served 7. The facility itself 8. The areas provided for recreation and exercise

Marketing and Promotion: Determine break-even attendance figures Develop a marketing plan Develop a timetable Implement the program Evaluate the program

Food & Beverage: Determine the Number of F & B Functions Determine the Type of Functions Needed Determine the Cuisine Guarantee of Attendance Figures Develop a System of Record Keeping

Types of F & B Functions: BreakfastLunchDinner Refreshment Breaks Receptions Hospitality Suites Theme Parties Late Night Suppers Recreational Activities

Meeting Management Process - Review Establishing Goals & Objectives Targeting the Population Designing the Program Creating a Budget Selecting a Site Negotiating Contracts Formulating Committees Establishing a Marketing Plan

Review Continued: Hiring Subcontractors Planning Logistics Designing Food & Beverage Functions