Meetings and Incentives I

Meetings and Incentives Learning Objectives :- Evolution of the modern meeting and explain why meetings are important to the travel, tourism and hospitality industry Needs of a meeting and role of meeting planner

Evolution of the Modern Meeting Form of meetings have evolved over the years. Face-to-Face to teleconferencing Large groups in meetings conference held in hotels or conference halls

Meetings Types of meetings :- Corporate (companies) special interest groups (e.g. security, diving, travel etc.) conferences

Meeting Development Meeting planner’s or tour planner functions Assess demand Select the site Negotiate with suppliers Determine the price, promote the product, handle reservations, deposits, and final payments, operating the meeting, and follow through

Meeting Development DETERMINING NEEDS What is the nature of the event (i.e., awards presentation, new product launch, motivational speech)? What kind of A/V does each presenter require (computer projection, graphics, slides, audio, etc.)? Does any of the media material need to be produced? Are any presenters bringing their own equipment? If the program includes entertainment, will the performers have A/V needs such as special sets or lighting? Is the meeting venue supplying any equipment (podiums, microphones, etc.)? What is the A/V budget?

Meeting Development Site considerations What is the room capacity? Can the venue accommodate the event’s A/V needs? What are the height, width and depth of the stage? Will the audience have an unobstructed view of the stage, screen or monitor? Is there sufficient electrical power? Is the ceiling height adequate for projectors? Is there a built-in sound system? Will noise bleed through from adjoining rooms? Is lighting adequate for those taking notes? Is there an adequate number of computer hookups? Does the room have a projection booth? Is there on-site truck parking? Is storage space adequate? Will it be available for the group’s exclusive use for the duration of the event? Is security provided for the duration of the event? Can a speaker preparation area be provided

Meeting Development REQUEST FOR PROPOSAL Communicate the purpose of the event. Provide audience size (large groups require image magnification and more powerful audio systems). Provide a list of all event details, including date, location, any restrictions on room access, and the venue contact. Provide the dimensions of the event room, and arrange a date for the A/V supplier to inspect the site. If the event will be themed, indicate whether any media elements, such as slides and graphics, should tie in to the theme. Indicate if there will be a question-and-answer session. Advise the supplier if the event is to be taped. Advise if the event will include any pyrotechnic displays that require fire marshaling. If any entertainer’s A/V needs are to be provided, specify rehearsal times and the number of rehearsals involved in order to determine labor costs. Set a response deadline.

Meeting Development SUPPLIER SELECTION Does the company just rent equipment or provide production services as well? How are costs calculated? Does the price include rehearsals, insurance, security, labor rates, local and state taxes, and union considerations? What are the load-in and load-out requirements? What is the cancellation policy? What support will be provided for maintenance problems? Will a technical director be assigned to handle the event from planning to execution? Who is responsible for lost, damaged or stolen equipment? Can last-minute equipment demands be met? What are the additional costs? Can tapes of the event be mass-produced for distribution? Ask for at least three client references with similar events.

Summary Staff need to understand how meetings have evolved over the past years They will go through different types of meetings and understand customers better in fulfilling his needs and preferences

Meetings and Incentives II

Learning Objectives : Needs of a meeting and role of meeting planner Describe incentive travel Identify potential meeting sites

Selecting the Site Location of the meeting depends on several factors :- Convenience, costs, facilities, accommodation, number of days, amenities

Selecting the Site 1.Defining a meeting’s purpose 2.Developing possible formats 3.Detailing participants’ needs and wants 4.Identifying a meeting’s physical needs

Selecting the Site Preparing a preliminary budget

Registration Desk Attendees or Participants check into the hotel 1 st day of conference, participants will register at the registration desk and will be given badges

Registration Desk Badges are for identification purposes as other attendees can address each other better “Fish Bowl” may be placed on the registration desk to collect name cards for further references

Reception Hosted or open bar is one in which the sponsoring organization pays for the drinks Cash bar where the attendees pay for their own drinks directly to the bartender

Negotiating with suppliers Two parties enter into a mutually beneficial agreement Destination and place have been chosen, then negotiation begins

Negotiating with suppliers Corporate rates, weekdays and weekends, public holidays, bulk purchase, regular customers, duration. All these factors will determine the final selling price

Promoting the Meeting Direct Mailing Advertisement Early-bird registration

Handling Reservations, deposits, and final payments Reservation requires attendees or participants to pay a nonrefundable deposit Received confirmation followed by full payment Receive pre and post tours forms for activities

Operating the meeting Arrival Registration desk Badges Registration counters reception

Meeting/Conference rooms setup Theatre or auditorium style U-shaped Round Classroom style

Incentive travel Motivates someone to reach higher heights Many incentives’ programs but incentive travel seemed to be the most popular

Incentive travel Comes with free accommodation, airtickets, tours, meals, airport taxes and surcharges etc. May come with teambuilding activities to enhance its company morale and spirits May incorporate meetings and conferences

Trade Publications Additional source of information in choosing a site Meetings and Conventions (M&C) and the Official Meeting Facilities Guide, provide information about hotels in a city, the total room capacity, and facilities available at various meeting sites.

Trade Publications Information about thousands of meeting sites worldwide; their locations, transportation, accommodations, capacities, equipment and support services, shops, dining, entertainment, recreational facilities, local attractions.

Convention and visitors bureau Formed to market a city or an area, its facilities, and its attractions to both leisure and business travellers Calendar of schedule events Large conference is usually confirmed anywhere from three to eight years ahead of its date e.g. Security conference, WTO

Summary Meeting planners must be knowledgeable about insurance and liability law Corporations use incentive travel to motivate their employees to greater achievement Planning an incentive program includes different stages of meeting development