1. Chapter Two Planning, Organizing, Directing and Control in MEEC

2. Planning: Meeting Objectives
Knowing the Audience and Setting the Objectives effects all aspects of Meetings:
Programming
Schedule
Type of sessions – style of meeting
Speakers
Site Selection / Type and Location of Property
Training/conference center vs. resort
Downtown vs. suburbs vs. airport
Cost

3. Planning: Meeting Objectives
Knowing the Audience and Setting the Objectives effects all aspects of Meetings:
Logistics
Room Sets
Audio Visual
Food & Beverage
Promotion and Publicity
Promotion schedule
Types / styles of promotion materials
Post Conference Evaluation

4. Planning: Meeting Objectives
Step 1 - Needs Analysis
Determine audience expectations
Know demographics (i.e. age, gender, geography)
Understand role/position in the organization
Profile their interests (cultural, sports, lifestyle)
Identify networking opportunities

5. Planning: Meeting Objectives
Determine audience expectations
Determine special accommodations (food, language, equipment)
Consider Pricing / Cost sensitivities
Understand educational needs / requirements

6. Planning: Meeting Objectives
S.M.A.R.T. Meeting Objectives
Specific
Measurable
Achievable
Relevant
Time-Based

7. Planning: Site Selection
Objectives clarify the site selection
Planners guide the selection process
Resources inform the site decision
Trade / industry magazines
Convention & Visitors Bureaus
References from other planners/colleagues

8. Planning: Site Selection
Factors to Consider
Objectives
Audience needs
Location
Cost
Travel accessibility
Type of hotel / facility required
Meeting space needed

9. Planning: Site Selection
Steps in the Process
Identify the meeting objectives
Gather historical data
Determine physical requirements
Consider attendee expectations
Select general area and type of facility
Prepare a Request for Proposal
Review and evaluate choices
Select site
Source: Professional Meeting Management, 4th ed. (2002) B. Connell, C. Chatfield-Taylor and
M. Collins (eds.) Professional Convention Management Association: Chicago.

10. Planning: Request for Proposal
A written description of all meeting requirements
Sent to appropriate hotels, conference or convention facilities
May be submitted through CVB
Fam (familiarization) Trips

11. Planning: Budgets Three Major Steps Establish Goals Identify Expenses
Indirect Costs
Fixed Costs
Variable Costs
Identify Revenue Sources

12. Planning: Cost Controls
Establish master account signing authority
Estimate accurate guarantees
Outsource if appropriate

13. Organizing: Registration
Registration Form Data
Registration Fees
Pre-Registration
On-site Registration

14. Organizing: Housing Four Methods of Housing
Attendees arrange their own – no rate is negotiated
Attendees arrange their own - group rate is negotiated at particular hotel(s)
Planner arranges all housing via room list
Third-party housing bureau

15. Directing Meeting & Event Specifications Guide (MESG) The Narrative
Schedule of Events
Meeting Event Orders

16. Directing Pre-Con Meetings (Pre Convention)
Day or two prior to opening of event
A time to meet all hotel representatives
A time to re-confirm / review all arrangements
Post Con Meetings (Post Convention)

17. Directing Post Con Review (Post Convention) Meet following event
Meeting with staff (organization & hotel)
Review performance (positive and negative)
Prepare written report

18. Control in MEEC: Evaluation
Purpose
Overall meeting
Specific individual sessions
Tie questions to the meeting’s objectives
Information to collect
Location / type of property
Speakers / programming
Social events / networking

19. Control in MEEC: Evaluation
Evaluation Design
Simple, concise, easy to complete, easy to read
Ask specific questions
Gather both Quantitative and Qualitative Data
Begin with easy questions first
Use a range of numbers when asking personal or proprietary questions
Keep evaluations anonymous
Note return address / fax number
If evaluating speaker – identify by name

20. Control in MEEC: Evaluation
Collection
Collect at end of session
Provide collection boxes
Distribute / collect following event
Use of Information
Measure outcomes of objectives
Record history of meeting
Planning document for next event

21. Review Meeting Objectives Site Selection Request for Proposal
Budgets & Cost Controls
Registration & Housing
Meeting & Event Specifications Guide (MESG)
Pre & Post Con Activities
Evaluation