Chapter 4 managing site and venue selection for mice


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Chapter 4 managing site and venue selection for mice

  1. 1. Chapter 4 Managing Site and Venue Selection in MICE Event E-mail: . 081-082-7273 1
  2. 2. Introduction • This chapter moves into the area of site and venue selection and the criteria that convention and meeting organisers may use to establish beneficial destinations for their particular event requirements. • The chapter steps students through the process, from setting objectives for the event, through the bid process itself to evaluating the quality of service from a site or venue. • Students should keep in mind the symbiotic relationship between the fundamental reasons for holding an event and the site and venue selection process. 2
  3. 3. Outlines 1. The role of destinations in business travel and tourism 2. Managing Site and Venue Selection 2.1 Establishing the aims & objective of the events 2.2 Site and Destination Selection 2.3 Venue Selection 2.3 Bidding Process 3
  4. 4. The role of destinations in business travel and tourism 4
  5. 5. The definition of a destination • The destination is a place where the main focus of the business travel trip will be, whether a conference, a sales mission or an incentive travel package. • Destinations can be viewed on a number of different geographical levels, from whole countries, through regions, to a rural area, an individual city or a single coastal resort. 5
  6. 6. The distinction between destinations and venues • Venues are supposed to provide one or some of the services needed by the traveller, while destinations overall are meant to provide virtually every service the traveller needs. 6
  7. 7. The history of business tourism destinations • Destinations have realized that business tourism brings great benefits and every year new destinations try to attract convention, exhibition and incentive travel business. • The reasons for this are not hard to identify, for business tourism has a number of advantages over leisure tourism. 7
  8. 8. The history of business tourism destinations • Business tourism tends to be less seasonal than • leisure tourism, and it is complementary to leisure tourism in that it: is in full swing in the months which are the off-peak season for leisure tourism fills hotels on weekdays but leaves them empty for the leisure tourist at the weekends. 8
  9. 9. The destination product 9
  10. 10. The destination product • The destination, like all tourism products, is a mixture of tangible and intangible elements. • The intangible elements are vital to the success or otherwise of a destination, but they are often highly subjective and are subject to customers’ perceptions. • These perceptions include issues such as: 1. whether or not the destination is seen as safe, secure and stable 2. the perceived ambience and atmosphere 3. the degree to which the destination is seen to be friendly or not 4. the perceived efficiency and reliability of services within the destination. 10
  11. 11. Typology of Destinations 11
  12. 12. Typology of Destinations 12
  13. 13. Typology of Destinations 13
  14. 14. Conference and convention destinations ‘Conference organizers attach greater importance to ‘location’ (destination) than any other single criterion when selecting their sites.’ • Most conferences take place in large urban areas or coastal resorts. The destination has to offer: 1. a suitable venue for the meeting or meetings 2. sufficient accommodation if the venue is non-residential 3. attractions for successful social and/or partner programmes 4. good accessibility to the generating market(s) 5. efficient transport systems within the destination. 14
  15. 15. The links with leisure tourism • Many decisions concerning the selection of conference destinations are heavily influenced by the recognition that delegates will often decide to attend if they perceive the destination to be attractive for leisure activities. • There are three links between business tourism and leisure travel that have implications for destinations: 15
  16. 16. The links with leisure tourism 1. Business travellers become leisure travellers when the working day is over, whatever time of the day this may be. 2. Many conferences have social programmes of leisure activities for delegates. These may take place in the evenings or even in the daytime. Alternatively, or additionally, they can also feature post- conference tours which take place once the conference has ended. 3. Partners often accompany business tourists on their trips, and while the business tourist is working, the partner is free to act as a leisure tourist. Once the working day is over they will usually couple. become a leisure couple. 16
  17. 17. Managing Site and Venue Selection 17
  18. 18. Establishing the aims & objective of the events 18
  19. 19. Establishing the aims & objective of the events • The selection of a destination, location/site and venue is one of the key decisions made in the planning of the events • Destination, location, site and venue of the event should match with the goals and objectives of the event, and the need of the delegates to the distributes that are provided by destination & venue 19
  20. 20. Aims & objectives of the event • Conferences and meeting have been identified as a mean of achieving the following aims 1. to enhance communication by providing a pool of shared knowledge 2. to provide a forum for the generation of new ideas 3. to generate a spirit of cooperation that contributes to the formulation of a collective entity 4. to obtain increased commitment to decisions by involving more people in the decision-making process 5. to provide an opportunity to promote the collective aims of the organization 20
  21. 21. How the events create changes results/ anticipated results/outcome of the event 1. Change in information 2. Change in understanding 3. Change in skills 4. Change in effort & motivation 5. Change in behavior 21
  22. 22. How the events create changes 1. Change in information Might included educating delegates with respect to new products, market, policies and company direction. 2. Change in understanding The purpose of the conference might be to explain or defend new policies or procedures that are to be introduced into the organization. 22
  23. 23. How the events create changes 3. Change in skills This is an important subject for many conferences, for example Time Management, improving product knowledge and Human resource management issues. 4. Change in effort & motivation The objective of the conference might be to encourage and motivate delegates to work more efficiently or effectively, work harder and be more enthusiastic. 5. Change in behavior As a result of attendance at the conference, participants might be required to do things differently. 23
  24. 24. Site and Destination Selection 24
  25. 25. Site Selection • In the selection destination on venue, the conference organizer and client organization are seeking reassurance from the team involved that it is professional and competent, and able to “make it happen”. • Thus they need to know that that destination and venue are able to meet their need and provide an event that will fulfill and hopefully exceed all expectations. 25
  26. 26. Preparation of convention & meeting briefs 1. size of group 2. profile of potential delegate 3. characteristics or history of the organization or group 4. desire image of prestige 5. preferred dates or time of the event & alternative dates 6. estimated numbers of rooms and types of accommodation required 26
  27. 27. Preparation of convention & meeting briefs 7. Breakdown numbers, sizes, types and potential uses of numbers, sizes, meeting rooms 8. notes on the times when rooms are required 9. preferred mode of transport to access the venue or location 10. F& types of F&B services 11. space requirement 12. special activities & functions 13. budgets & financial matters 27
  28. 28. Key factors influencing the selection a destination 1. the range & availability of accommodation 2. the type, range & availability of convention, space 3. the convenience of the destination 4. the cost of the destination (costs of living) 5. the image of the city or destination 6. the drawing power of the city or destination 7. the access to transport and infrastructure 28
  29. 29. Other variables impact on the selection of a site 1. Size of the group 2. Characteristics of the organization 3. Timing 4. Season and climate 5. Holiday Periods 6. Cost 7. Transport 8. Pre and Post conference tour, Recreational activities and Entertainment 9. Other events 29
  30. 30. Convention Site Selection Factors Accessibility • Cost- the monetary expense of transportation and access • Time- the duration/destination of travel involved and the opportunity cost of that time • Frequency- the frequency of connections to the site • Convenience- the scheduling convenience of the connections • Barriers- the extent of any travel formalities that inhibit travel such as visas, customs, etc. 30
  31. 31. Convention Site Selection Factors Extra Conference Opportunities • Entertainment- restaurant, bar, theaters, night club, etc. • Shopping- malls, major department stores, low prices, etc. • Sightseeing- architecture, museums, monuments, attractions, park, historical sites, local tours, etc. • Recreation- sports and activities either as spectator or participant • Professional opportunities- visiting local clients, negotiation, business deal, selling, marketing contracts, etc. 31
  32. 32. Convention Site Selection Factors Accommodation Facilities • Capacity- the number of rooms available and whether more than a single hotel is required • Cost- the cost of suitable accommodation at the site • Service- the perception of the standards of services • Security- the extent to which the hotels provide a safe and secure environment • Availability- are the facilities available? 32
  33. 33. Convention Site Selection Factors Meeting Facilities • Capacity- ability of site to provide suitably sized facilities • Layout- suitable of the facilities layout and floor plan • Cost- the cost of meeting space required • Ambience- the ability of the facility to create an appropriate atmosphere and environment • Service- the perception of the standard of service • Security- the extent to which the facilities provides a safe and secure meeting space • Availability- are the facilities available when required? • Experience- has the site performed satisfactorily in the past? 33
  34. 34. Convention Site Selection Factors Information • Reputation- what is the reputation of the destination among other meeting planners? • Marketing- the effectiveness of the destination’ destination’s marketing activities 34
  35. 35. Convention Site Selection Factors Site Environment • Climate- the desirability of the destination’s climate destination’ • Setting- the attractiveness of the destination’s destination’ surroundings • Infrastructure- the suitability and standard of local infrastructure • Hospitality- the extent to which the host organizations and community excel in welcoming visitors 35
  36. 36. Convention Site Selection Factors Other Criteria • Risks- the possibility of strikes, nature disasters, boycotts, and other adverse events • Profitability- the extent to which the site would produce a profit or loss for the convention promotion- • Association promotion- would the site add credibility to the association and build membership? • Novelty- the extent to which the destination represents a novel association’ location for the association’s next convention 36
  37. 37. Venue Selection 37
  38. 38. Venue Selection • Site or destination and venue selection usually occur at the same time • The most important criteria in selecting venue: – number, size & quality of meeting rooms – flexible F&B and room rates – number, size & quality of accommodation – quality of F&B services • Other considerations might include audiovisual capabilities, facility to separate corporate delegates from other hotel guests, etc. 38
  39. 39. Venue’ Venue’s physical attributes 4.1 Location “is the key”; e.g. • A city center venue should be in proximity with CBD, restaurants, bars, transport systems and other hotels • A suburban venue usually provides excellent parking facilities and may be located near shopping centers and should have transport links with airports 39
  40. 40. Venue’ Venue’s physical attributes 4.2 Convention & meeting rooms • Number, size & distribution of the conference & meeting rooms together with their ability at the time of event • proximity of the meeting rooms to other areas, e.g. food centers, toilets, telephone, etc. • soundproofing capabilities, subdivided movable walls • availability of sound systems & acoustics within the room • provision of suitable lighting 40
  41. 41. Venue’ Venue’s physical attributes 4.2 4.2 Convention & meeting rooms (cont.) • provision of location of electric power sockets • floor loading and entry access points • visual clearance in the meeting rooms • availability of natural light and/or blackout facilities • lifts or escalators and disabled access locations • proximity and access of the meeting rooms and exhibition areas to the loading bays for the delivery of equipment 41
  42. 42. Venue’ Venue’s physical attributes 4.3 4.3 Accommodation – level or variety of luxury – location & accessibility – cleanliness – configuration of rooms 4.4 4.4 Other variables – renovations and building plans – other groups using the facilities at the same time 42
  43. 43. Bidding Process 43
  44. 44. Bidding Process • A good relationship is normally built up between the potential buyers and the destinations, its CVB and venues • Then, it continues to develop throughout the bid or proposal process….continues to pre-event planning and operational stages of actual event • In the preparation of bid document, CVB is to provide assistance to PCOs, hosts or event planners 44
  45. 45. CVB & Associations • identify “buying center”, e.g. a typical buying center for an center” association comprises five to eight people; board of directors, executive committee, site selection committee, association president, executive organizer, • for instance destination, site or venue to be selected are based on the information that is supplied to the association by destination (PCOs, event planners) 45
  46. 46. CVB & Associations • Factors affecting an association’s decision to select a potential destination include 1. the “buy class”; or “modified rebuy” and “offers class” something new” – Sth different sth new 2. “power relationship”; the balance of power relation relationship ship” among members within association’s buying center 3. “risk” in terms of “Financial Risk”, “Consequential risk” Risk”, “Social Risk” and “Physical Risk” 46
  47. 47. Familiarization tours & site inspections inspections Tours” Familiarization tours & site inspections “famil inspections • Famil tours bring together to one city at the same time, several executives from different organizations with the support of a sponsoring airline, local hotels and attractions • Famil tours aim at providing a general overview of the destination’s capabilities for handling the events • Major objectives of the famil tours are to overcome possible risks (including financial, consequential, social and physical risk) 47
  48. 48. inspections inspections tour” include: A typical “famil tour” include: 1. a general orientation of the destination, visiting location, MICE facilities, attractions, CVBs, retailed stores, restaurants, hotels, etc. 2. an explanation of the transport mechanisms available there (area - various conventions - hotels - airports) 3. inspection tours of relevant hotels, venues, etc. 4. an overview of any events, attractions or activities that are unique to the destination 5. details of any particular selling points of the destination 48
  49. 49. Summary • Prior to deciding on the destination and venue for a convention or meeting, it is necessary for the conference organizer and client organization to determine what the organization whishes to achieved from the event and establish the aims and objectives for the event. • There are a number of factors and variables that may influence the selection of a destination by a conference organizer and client organization. 49
  50. 50. Summary • The professional compilation and presentation of a bid document by the potential destination or venue, addressing the needs of the clients organization, is key in gaining the opportunity to host a particular convention or meeting. • As with the selection of a destination, there are a number of factors that may affect the choice of venue. These include not only the physical attributes of the venue such as its location and the facilities available, but also the more intangible aspects such as quality of service. 50
  51. 51. Discussion Questions 1. How might the aims and objectives of a convention or meeting influence the selection of a site or venue? 2. Identify the aims and objectives for a management development program for a group of travel agency managers. Outline the factors that should be considered in the development of a brief for this management development program. 3. What is the difference between a site inspection and a 'famil tour'? 4. What is a bid? Why is it important? Discuss the steps involved in developing a bid proposal. 51