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  1. 1. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Welcome to [ ]
  2. 2. Fenich: Meetings, Expositions, Events & Conventions, 3rd ed. MEEC Chapter Nine Planning and Producing MEEC Gatherings
  3. 3. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Setting Objectives Creating Meeting and Event Objectives Objectives are the basis of Planning Process Objectives should be  Clear  Concise  Measurable Objectives drive Program Planning Focus on attendees  What will be their Return on Investment (ROI)?
  4. 4. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Setting Objectives Who is the Group? Why are they here? What is the Objective of the meeting?  Impacts virtually all of meeting components  Site selection  Food & Beverage  Transportation  Room Layout and Set-Up  Program Content  Three Reasons People Attend Meetings  Education  Networking  Conduct Business
  5. 5. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Importance of Education Return on Investment (ROI) and expectations of attendees  Event (education) must be justified  Meaningful program content  Attendance based on quality of event/education Technology advances provide additional challenges and opportunities  Web and video-conferencing  Distance learning  Virtual tradeshows  CD-ROMs and DVDs of presentations
  6. 6. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Professional Certifications Associations provide current information and continuing education in a particular field  Continuing Education Units (CEUs)  Lead to certification or licensing  Demonstrates level of competency in the profession  Good source of revenue through application and testing fees, study materials, re-certification Certified Meeting Professional (CMP)  Most recognized designation in meeting and conventions  Administered by Convention Industry Council (CIC)
  7. 7. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Needs Analysis  Age and gender of past attendees  Level of expertise  Position within organization’s hierarchy  Hotel amenities preferred  Medical or dietary needs  Organization paying  Guests of attendees (spouse)  Importance of networking  Distance attendees travel  International guest special needs  Special accommodations for disabled (ADA)  Educational outcome expected Method of determining a meeting’s expectation Needs of corporation and association differ Consider:
  8. 8. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Developing Smart Objectives Objectives Need to Be S.M.A.R.T.  S-pecific  M-easurable  A-ttainable  R-elevant  T-ime-based
  9. 9. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Developing Smart Objectives Examples of Meeting Objectives  Generate attendance at specific levels  Create a program by a certain date  Conference for specific attendees  Complete designs, plans or graphics for meeting by a certain time
  10. 10. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Site Selection First establish meeting objectives Determining site is typically a group decision Factors to consider:  Rotation of location  Trade Publications  Location of majority of attendees  Cost for planner and attendees  Mode of travel  Type of hotel or meeting facility  Conference centers designated to hold meetings by International Association of Conference Centers (IACC)
  11. 11. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Request for Proposal (RFP) Disseminated to preferred sites (often via Internet)  Submit directly to hotels and facilities  Submit to local CVB to distribute to properties  Submit to Destination Marketing Association International Web site RFP allows hotels to examine economic impact of meeting and decide to create a bid Fam Trips are another method to promote a destination
  12. 12. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Budgetary Concerns Step 1 - Establish goals  Should incorporate the SMART approach  Set by planner, association, corporate mandate  Determine financial expectations of event  Three possible financial outcomes:  Break-even  Profit  Deficit
  13. 13. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Budgetary Concerns Step 2 - Identify Expenses  Indirect cost  Overhead or administrative items  Fixed cost  Expenses incurred regardless of number of attendees  Variable cost  Cost based on the number of attendees
  14. 14. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Budgetary Concerns Step 3 – Identify Revenue Sources  Registration fees  Corporate or association funding  Private funding from individuals  Exhibitor fees  Sponsorships  Logo merchandise  Advertising fees  Government assistance  Sales of banner adds or links on official Web site  Renting of membership address list for marketing  Partnerships to promote other companies’ products for a fee
  15. 15. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Cost Control Cost controls are tool for monitoring budget Make sure facility knows who has signing authority  The person from the organization that can make additions or changes to the order Accurately estimate amount of meals ordered Outsourcing rather than keeping someone on staff full time
  16. 16. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Control in MEEC Evaluating Design – a good design should be  Simple, concise, completed in minimal time  Self-administered are most common  Qualitative Data  “Hard” numerical – can be compared: scores, averages, ranks  Quantitative Data  “Soft” – a descriptive record of what is observed, then written
  17. 17. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Control in MEEC Designing and Implementing a Survey  Simple, easy to complete  One concept per question  Avoid professional jargon, acronyms, abbreviations  Easy first; difficult, personal last  Personal or proprietary in ranges  Keep anonymous  Include meeting contact information; enables mailing  Number all questions  Readable – design fonts, graphics, and colors kept visibly simple  Identify speakers by name  Station someone to collect forms or have clearly marked collection boxes
  18. 18. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Program Implementation Factors to Consider  Program type  Content, including track and level  Session scheduling  Speaker arrangements  Refreshment breaks and meal functions  Ancillary events  Evaluation procedures
  19. 19. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Program Implementation Program Types  General or Plenary Session  Concurrent Session  Workshop or Break-Out Sessions  Roundtable Discussion Groups
  20. 20. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Program Implementation Program Content  Average attendee – 3 to 6 sessions a day  Developed months in advance  Must be specifically designed, not a “one- size-fits-all” model.  Create tracks and levels  Speakers can design session special
  21. 21. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Session Scheduling  Timing is Critical  Variety of Activities  Don’t double-book events over same time period  Coordinate trade shows and workshops  Allow enough time between sessions for restroom, travel time, checking messages, etc.
  22. 22. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Refreshment Breaks and Meal Functions  Important to provide breaks  May be more productive to keep attendees in facility rather than eating outside  Refreshment breaks foster connections  Cocktail receptions and dinners – be careful with alcohol consumption
  23. 23. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Speaker Arrangements  Volunteer speakers – reduce expenses, are knowledgeable, may increase attendance, build relationships.  Volunteer speakers also may not adequately prepare, not be a good presenter, may have personal agenda.  Paid speakers – more reliable
  24. 24. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Speaker Arrangements Speaker Guidelines Should Include:  Background information  Date and location of meeting  Special events speaker may attend  Date, time, location of room  Presentation topic and duration  Demographic and estimate of attendees  Room set and A/V availability  Request for short biography  Names of other speakers  Remuneration policy
  25. 25. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Speaker Arrangements Speaker Guidelines Should Include:  Dress code  Location of speaker ready room  Instructions for preparing final abstracts  Instructions / format for handouts  Transportation and lodging information  Maps and diagrams of hotel or facility  Deadlines for all materials to be returned  Guidelines for speaking to group  Presenter Contract  Tape, CD-ROM and internet waiver
  26. 26. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Audiovisual Equipment  Many meetings do not allow speakers to bring their own A/V  Controlling A/V costs is very important  Reduce handouts by making available online or by emailing.
  27. 27. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Managing Speakers On Site  Especially important at large events  “Pre-convention: session activities such as on social media (Facebook, Twitter, etc)  Ancillary Activities
  28. 28. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Registration  Valuable data gathering before meeting  Registration fees  Pre-registration  On-site registration
  29. 29. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Housing  Attendees arrange for their own room  Group rate is arranged at multiple locations  Meeting sponsor handles all housing arrangements  Third party Housing Bureau
  30. 30. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Meeting and Event Specification Guide  APEX Initiative  Specifications Guide three parts: Narrative, Function Schedules, Function Set-up Orders
  31. 31. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Pre- and Post- Con Meeting  Pre-con Meeting = Important to coordinate between all the major players.  Post-con meeting = Important for planning the next meeting.
  32. 32. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Future Trends  Focus on meeting and event ROI will become more intense  Planners will need to keep “wow factor in mind.  Technology will play an increasing significance in in planning and producing events  Small event lead times will get shorter while long events will get longer.  Corporations and associations will continue to downsize in-house meeting and event staff, outsourcing to third party planners.
  33. 33. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich © 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Review  Setting Objectives  Importance of Education  Professional Certifications  Needs Analysis  Development of SMART Objectives  Site selection  Request for Proposal  Budgetary Concerns  Cost Control  Control in MEEC  Program Implementation  Session Scheduling • Refreshment Breaks and Meal Functions • Speaker Arrangements • Audiovisual Equipment • Managing Speakers On Site • Registration • Housing • Meeting and Specification Guide • Pro – and Post-Con Meeting • Future Trends

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