On October 23rd, 2014, we updated our
By continuing to use LinkedIn’s SlideShare service, you agree to the revised terms, so please take a few minutes to review them.
Introduction to professional meeting and event managementPresentation Transcript
Introduction to professional meeting and event management Session 1
AGENDA Objectives for this class and personal goals Expectations of students and instructor Review of group and final project Establishing goals and objectives in meeting and event management Group History – know your group! Site Selection Part I Industry resources Homework
CLASS ACTIVITIES AND FINAL Weekly Discussion 25% of your total course grade Each week closes on Sunday at Midnight Negotiation group project: “Who has the best deal?” 25% of your total course grade Two parts to include – role research, actual negotiation, and feedback on discussion boards Bonus points for the group who has the best “Win-Win” negotiation Final Project 50% of your total course grade Build on weekly assignments using a group profile or event you are currently working on Include: request for proposal (RFP), program planning timeline, meeting agenda, budget, specification guide (ESG), return on investment summary, and other pertinent information (i.e. contact list)
GOALS VS. OBJECTIVES A goal is where you want to be . . . An Objective is how you get there . . . The first step to setting the goal “The purpose of the meeting (or event) is to . . .” Some questions to consider: How are you going to achieve this goal? What changes might you have to make in order to reach the goal? Do you require assistance in attaining the goal? From who? Are you able to reach the goal within the current resource limits (time, money, and staff)?
DETERMINING MEETING OBJECTIVES Second step: Analyze your target audience Who are they? Where do they come from? What do they need? Demographics Other critical information from past and prospective attendees
Objectives are usually defined as clear statements of anticipated results. Objectives should be: P = Possible L = Listed in Writing A = Attainable N =Numerical or quantifiable/measurable
GETTING THE SCOOP! Focus Group: Usually 8-10 randomly selected members of the organization can help determine the priorities of the target audience. Surveys or Questionnaires: Low cost and can reach hundreds of people. This can be done electronically or by print either on site or after the meeting (also pre-meeting or a needs assessment) Past Profiles: Previous meetings or events for the group
GROUP HISTORY What information is available to you? Past meeting portfolios from past meeting planners Past meeting portfolios from hotel Internet Interview/RFP process Connections and new press
SITE SELECTION The most important factor in site selection is ensuring the choice of facility is congruent with the overall goal of the event and associated activities.
THE 8 BASIC STEPS FOR SITE SELECTION Identify the meeting objectives Gather historical data Determine the physical requirements of the meeting Consider attendee interests and expectations Select an area and type of facility Prepare a meeting specifications guide and a RFP Review and evaluate sites Select a site
INDUSTRY RESOURCES A course wiki has been created for us to share industry resources: articles, videos, WebPages, and templates. Here is a short list to get us started: www.corbinball.com www.mpi.org www.eventsource.com www.plansoft.com www.meetingpath.com www.cvent.com
HOMEWORK Using a group history/profile of your choice, write a RFP. See template on APEX website: http://conventionindustry.org/apex/panels/RFPs.htm Use the internet or call a CVB to identify three potential sites for your meeting project (chosen group). Using the information you have about your group (part of your project) call and interview the sales manager at each site. Ask him/her to provide you with a meeting sales kit. Record the pros and cons of hosting your event at each site. Choose one of the potential sites for your project (based on your research) and schedule a meeting to conduct a site inspection before the next session. Post your autobiography and respond to this week’s discussion on the course discussion boards.
QUESTIONS email@example.com OR Discussion board Q&A section