© 2006, Educational Institute Chapter 5 Selling the Corporate Meetings Market Convention Management and Service Seventh Edition (478CSB)

© 2006, Educational Institute 1 Competencies for Selling the Corporate Meetings Market 1.Identify factors that corporate meeting planners consider when making a site selection. 2.Describe the different types of corporate meetings. 3.Identify characteristics of corporate meetings that are important for selling to the corporate market. 4.Identify who typically decides where to hold a corporate meeting. 5.Describe the tools salespeople use to locate corporations and to find information about the meetings they hold.

© 2006, Educational Institute 2 What Corporate Meeting Planners Look For 1.Quality food service F&B functions are major contributors to success of an event Very important to planners and attendees 2.Adequate meeting space 3.Service Most important element in repeat business 4.Enough guestrooms Prefer to use only one host property (continued)

© 2006, Educational Institute 3 What Corporate Meeting Planners Look For 5.Convenient location Downtown, airport, and certain suburban properties 6.Attractive location Consistent with image of the corporation Especially true for incentive meetings 7.Security Prefer to meet away from busy areas Often prefer to be the only group in the hotel (continued)

© 2006, Educational Institute 4 Types of Corporate Meetings 1.National and regional sales meetings 2.New product introduction/dealer meetings 3.Professional/technical meetings 4.Management meetings 5.Training meetings 6.Stockholder/public meetings 7.Incentive meetings

© 2006, Educational Institute 5 Sales and New Product Introduction/Dealer Meetings Sales Meetings One of the largest sectors of the corporate meetings market National attendance about 150, duration 3-4 days Regional attendance about 50, duration 2-3 days Meetings may involve new product introductions, sales training, or morale building Good source of repeat business for hotels Generally staged by the sales and marketing department of each division of a company (continued)

© 2006, Educational Institute 6 Sales and New Product Introduction/Dealer Meetings New Product Introduction/Dealer Meetings National and regional in scope Method of creating enthusiasm Vary greatly in size and duration Attract top company management, stockholders, and the press Excellent chance to "show off" the property and attract new business (continued)

© 2006, Educational Institute 7 Professional/Technical and Management Meetings Professional/Technical Meetings Often take seminar and workshop formats Lecture and demonstration by consultants, educators, and/or vendors (continued)

© 2006, Educational Institute 8 Professional/Technical and Management Meetings Management Meetings May be regular events, or in response to specific situations Usually small in size, but premier facilities are required Attendees are prospects for divisional or company meetings Geographical location varies greatly Commonly last two days (continued)

© 2006, Educational Institute 9 Training and Stockholder/Public Meetings Training Meetings All levels of corporate personnel require training Training meetings in hotels account for the largest number of corporate meetings Attendance is usually less than 50, average nearer 30 Duration is usually 3 days Special requirements: A/V capability, minimal distractions, adequate light, prompt service Rarely require prestigious locations Trainers tend to return to hotels where everything worked out well (continued)

© 2006, Educational Institute 10 Training and Stockholder/Public Meetings Stockholder/Public Meetings Meetings for nonemployees Public relations and industrial relations hold exhibits and meetings (continued)

© 2006, Educational Institute 11 Incentive Meetings A meeting is included in 80 percent of all such trips Attendees and planners look for first-class service and accommodations Bookings usually guaranteed Participants use all of the facilities of the hotel Usually indicates high revenue

© 2006, Educational Institute 12 Characteristics of Corporate Meetings Cycle/pattern Lead time Geography Kinds of sites Attendance Mandatory Highly predictable Use of rooming lists and VIP lists common Duration: average 3 days (continued)

© 2006, Educational Institute 13 Characteristics of Corporate Meetings Exhibits Meeting room requirements Especially need breakout rooms near larger rooms Repeat business Multibooking potential One meeting—one check: master account Meetings business brings other business (continued)

© 2006, Educational Institute 14 Cycle/Pattern and Lead Time Cycle/Pattern Irregular As-needed basis Usually midweek Lead Time Short compared to associations Incentive meetings: 8–12 months to 2 years Annual sales meeting: 8–12 months Most others: 3–6 months Crisis meetings: virtually no lead time

© 2006, Educational Institute 15 Geography and Kinds of Sites Geography No pattern No reason to vary site to attract attendees, since attendance is mandatory Convenience is most important geographic criterion Kinds of Sites Variety; depends on purpose of meeting and position of attendees Each property has the right features to host some kind of corporate meeting

© 2006, Educational Institute 16 Repeat Business and Multibooking Potential Repeat Business Training meetings Crisis meetings (continued)

© 2006, Educational Institute 17 Repeat Business and Multibooking Potential Multibooking Potential Same meeting program may be repeated in several locations Good for a)chains, b)hotels with cooperative agreements with hotels in other cities, and c)hotels that use independent hotel representatives More difficult for independent hotels to attract corporations that repeat meetings (continued)

© 2006, Educational Institute 18 Techniques for Selling Corporate Meetings Sell the decision-maker, not a go-between. Start at the top of the organization chart. Pay attention to tomorrow’s decision-maker.

© 2006, Educational Institute 19 Corporate Meeting Decision-makers Full-time meeting planner Company president Marketing and sales executives Advertising and sales promotion managers Other corporate executives: corporate relations; public relations; industrial relations; communications Passenger traffic/corporate travel managers Procurement (purchasing) managers Training director Meeting specialists/third-party planners

© 2006, Educational Institute 20 Tools for Finding Corporate Meeting Planners Special Meetings Publications These publications offer advertisement space, sales-lead services, and rental lists for direct mail Successful Meetings Meetings & Conventions Meeting News Business Publications Reach some important prospects Readership is much broader than target market(s) (continued)

© 2006, Educational Institute 21 Tools for Finding Corporate Meeting Planners Trade Directories and Publications Trade Associations Their executive directors can give you important leads Lateral Referral and Penetration Local suppliers could recommend the property Large companies have many divisions to penetrate Hotel employees may have leads for meetings business (continued)

© 2006, Educational Institute 22 Trade Directories and Publications Research the industries of past clients Dun and Bradstreet’s Million Dollar Directory Standard and Poor's Register of Directors and Executives Ward’s Business Directory Meeting Professionals International Membership Directory Science and Technical Societies in the U.S. and Canada Directory of Corporate Meeting Planners