1. Chapter Ten Producing MEEC Gatherings

2. Program Implementation
Program Developed Once:
Objectives Identified
Site Selected
Budget Set
Major Concerns Addressed in Program Development:
Designed to promote communication between departments
Geared toward training
Geared to educate members of an association

3. Program Development Programming Factors Program type Program content
Session scheduling
Speaker arrangements
Refreshment breaks and meal functions
Ancillary events
Evaluation procedures

4. Program Type Specific Programs for a Specific Purpose
General or Plenary Session
All attendees in one session, at one time
May open and/or close a conference
Keynote, VIP, or celebrity speakers
Concurrent Session
Professional or career enhancement session
Multiple sessions of multiple topics at one time
150+ people in attendance

5. Program Type Specific Programs for a Specific Purpose
Workshop of Breakout Sessions
Interactive session on trends, challenges, technologies
Multiple sessions of multiple topics at one time
Less than 150 people in attendance
Roundtable Discussion Groups
Small interactive session to cover very specific topic of interest
8-12 people convene around large round table with facilitator
Poster Sessions
Used with academic, scientific, or medical conference
Presenter displays a panel or display board of their research

6. Program Content Content must be designed to:
Match the needs of the audience
Fulfill the programming objectives
Different tracks/levels for different people
Tracks
Separate programming for various topic areas (genres)
Specific workshops developed to fit into a particular area
Levels
Skill level of the session
Beginner, Intermediate, Advanced

7. Program Content Session Scheduling
Timing is critical in program development
Avoid overlapping beginning/end times of events
Determine if sessions or events should “compete”
Consider distractions (recreational opportunities, etc.)
Provide appropriate pace
Passing times from one session to another
Allow for restroom breaks, voice mail/ , phone calls

8. Program Content Refreshment Breaks and Meal Functions
Time to re-energize
Meet old friends and make new contacts
Discuss the topic/program
Take care of personal business
Good opportunity for sponsorships
Breakfasts/Lunches
Act as setting for General Session
Provide networking function for attendees

9. Program Content Meal Functions Cocktail Receptions/Dinners
Provide networking function for attendees
Relaxing at end of day
Limit alcohol consumption
Provide non-alcoholic alternatives
Food choices
Avoid drowsy attendees
Watch sugar and carbohydrates
Add fresh vegetables and proteins (nuts, cheese)

10. Program Content Speaker Arrangements Volunteer Speakers Benefits
Reduce expenses
Knowledgeable about industry topics
Popular industry leaders may increase attendance
Builds relationship with event sponsor
Challenges
May not adequately prepare for session
Weak presentation skills
Might promote a personal agenda

11. Program Content Speaker Arrangements Paid Speakers
Speakers’ Bureaus match speaker to objectives/topics
Pay for travels, housing, meals, and honorarium
Fees from $1,000 to $50,000 or more for a one hour session
Review through video/audio tapes/referrals
Other Speaker Sources
Local dignitaries
Industry leaders
University professors

12. Program Content Speaker Guidelines
Inform the speaker of the requirements of the event
Request appropriate information for logistics
Define the expectations of the organization
Audience
Objectives of the event
Clarify each speaker’s and group’s responsibilities

13. Program Content Presenter Contract
A written agreement between presenter and the sponsor to provide a presentation on a specific topic at a specific place and time.
Used for both paid and volunteer speakers
Tape, CD-ROM, and Internet Authorization Waiver
Required if the speaker’s presentation is going to be made available in a different format.
Offering tapes, CD-ROMS, and Web-casting expands the availability of the material to both those in attendance and those at home.

14. Program Content Audio Visual Equipment
Enhances speakers’ presentations
Major cost to the conference
Confirm AV needs with the speakers or provide one standard set for all
Provide template for use in making overheads, handouts, and electronic presentations to give uniform look
Alternatives to Handouts
CD-ROM
Post on Web site

15. Program Content Management of On-site Speakers Welcome letter
Details and contact information
Ask speakers to contact you when they arrive
Assign a staff member or volunteer to “host” the speaker
Provide a Speaker Ready Room
Assign staff or volunteer to introduce the speaker
Collect evaluations
Provide complimentary tape if it is available
Present small gift of appreciation
Send thank you letter with evaluation tabulations

16. Program Content Ancillary Activities
Pre- and post-conference activities
Tours
Shopping excursions
Sports events
Cultural events
Dinners
Coordinate through a Destination Management Company
Provide information from the Convention & Visitors’ Bureau

17. Registration Process of gathering fees and information
Data is a valuable asset
May include: name, address, , phone, membership category, workshops, functions, optional events, special needs, method of payment, hotel
Helps determine the economic impact of meeting
Data can be given or sold to exhibitors before meeting
Used to market potential attendees
Helps Planner monitor interest in events
Used as promotional tool with the press
Helps local CVB justify cost of marketing

18. Registration Registration Fees
May have many structure for same meeting
Association members typically receive discount
Pre-registration early bird fees prior to cut-off date
Trade show registration based on programs attended
All-inclusive registration

19. Registration Pre-registration
Process of registering in advance of the event.
Benefits to the planner
Provides information about attendees
Assists in determining rooms for sessions
Speaker provided with estimate for session
Benefit to attendee
Early bird rate provides major discount
Provides faster check-in at event

20. Registration Registration form The simpler and easier the better
Common information included:
Name, date, location of meeting
Name and title of person
Company name and address
Phone, fax,
Fee category (member, student, non-member) and cost
Additional guest registration
Early bird deadline
Policies regarding payment method

21. Registration Registration form Common information included (cont.):
Cancellation and refund policy
Housing information
Official airline information
Special needs request (ADA)
Session reservations
Participation in ancillary activities
On-site Registration
Attendees’ first experience at event
Often outsourced for large events

22. Housing Methods of handling for attendees
Attendees arrange their own room
List of hotels may be provided but no prior arrangements made
Group rate is negotiated by planner
Attendees respond directly to reservations department
Meeting sponsor handles all housing
Attendees book room through sponsor
Third-party housing bureau handles all arrangements
Receives a fee from sponsor or CVB
Registration and housing companies specialize in both

23. Specification Guide Specifications Guide Developed by APEX
Comprehensive document
Outlines complete requirements and instructions for event
Three parts:
Narrative
Function schedules
Function setup orders

24. Pre- and Post-convention Meetings
Pre-convention (pre-con)
Gathering of all critical people representing all departments who will impact the group.
Planner has last opportunity for major changes without disrupting facility or major cost.
Post-convention
Written document records key elements of meeting
Used for planning nest meeting
Serves as report card for facility and meeting manager
Includes what went right and what went wrong

25. Review Setting Objectives Corporate Program Planning
Association Program Planning
Importance of Education
Professional Certifications
Program Development
Program Content
Registration
Housing
Specification Guide
Pre- and Post-convention Meeting