INTRODUCTION TO PROFESSIONAL MEETING AND EVENT MANAGEMENT Session 1
AGENDA Objectives for this class and personal goals Administrative policies 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 Negotiation group project: Who has the best deal? 25% of your total grade Two parts to include – role research, actual negotiation, feedback on other group scenarios. Bonus points for best negotiation Final Project 50% of your total 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, return on investment summary, and “vital lists”
GOALS VS. OBJECTIVES A goal is where you want to be. . .Objectives 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 current resource limits: time, people, money?
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/measureable
GETTING THE SCOOP! Focus Group: Usually 8-10 randomly selected members of the organization can help determine the priorities of the target audience. Facilitated. 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 and/or hotel data Internet Interview/ RFP process Connections and news presses
SITE SELECTION The most important factor in site selection is the choice of facility is congruent with the overall goal of the event and associated activities.
THE 8 BASIC (YET ESSENTIAL) 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 meeting specifications 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, templates. Here is a list to get us started: www.corbinball.com www.mpi.org www.eventsource.com www.plansoft.com www.meetingpath.com
HOMEWORK Using a group history/profile, 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. Using the information you have for your meeting (part of your final project) call and interview the sales manager at each site. Record the pros and cons of hosting your event at the particular site. Choose one of the potential sites for your project (based on your notes and research) and schedule and conduct a site inspection by the end of next session Post your autobiography and response to this week’s discussion on the course discussion board: Name the property you chose for your project and describe how you chose the property. How did the group profile play a role in your selection? Also, comment on the contents of your conference/sales kit. Was there anything that surprised you? And what was not listed in the kit? Why?
QUESTIONS??? email@example.com Or Discussion board Q&A section