Business of Meetings


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Meetings and Expositions Excellence

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  • The amount of fundamental change to our basic understanding of what “computing” means, how “computing” happens, and who and what drives innovation in that space, is staggering. It demands a shift, a significant shift, in how we think about technology today. Examples – mobile, social networking, location awareness, cloud computing, etc.
  • Do demonstration of iCloud and dropbox.
  • Business of Meetings

    1. 1. Meetings andExpositions Excellence Claire Smith, CMP VP, Sales & Marketing Vancouver Convention Centre
    2. 2. A special thank you to our Strategic Partner,The Canadian Tourism Commission and its partners:
    3. 3. Thank You to the Meetings andExpositions Section Council They saw the need to support senior meeting professionals Have served as experts and advisers
    4. 4. The Business of MeetingsSMCertificate Programme1. Meetings and Expositions Excellence2. Flawless Business Operations3. Strategy and Marketing4. Leadership and Communication
    5. 5. Purpose of the Certificate• Position yourself for the future• Position your meetings for the future• Be a strategic asset to your organisation• Identify and share best practices among your peers• Enhance the professionalism of the profession
    6. 6. Agreements1. Be proactive: question and learn2. Share your experiences3. Everyone engaged4. Everyone participate; no one dominate5. Silence all electronic devices6. Start and end on time7. Attend both days of the course!
    7. 7. Programme Agenda: Day One1. Trends, Issues, and New Skills2. Learning Management and Delivery3. Technology4. Negotiations
    8. 8. Introduce Yourself to Your Partner • Name, organisation, ove rview of responsibilities • Why you are here? • What do you hope to learn? Introduce Your Partner to the Group
    9. 9. Claire
    10. 10. Trends and Issues Why Should We Care ? ? ? ?
    11. 11. Trends and Issues What do you think are the top 3 trends in the meetings industry? What is impacting the way we do our jobs? Discuss at your table and report back.
    12. 12. Trends and Issues Where do they come from?
    13. 13. 2012 Meeting Industry Trends
    14. 14. 1. Budget Pressure
    15. 15. 2. Time Poverty
    16. 16. 3. Buyers vs. Sellers Market
    17. 17. 4. Content is King Content
    18. 18. 5. Globalization
    19. 19. 6. Customisation/Flexibility
    20. 20. 7. More Partnerships
    21. 21. 8. Technology Convergence
    22. 22. 9. Social Media Revolution SOCIAL MEDIA
    23. 23. 10. Hybrid Meetings
    24. 24. 11. Social Responsibility
    25. 25. Trends1. Budget Pressure2. Time Poverty3. Buyers vs. Sellers Market4. Content is King5. Customisation/Flexibility6. More Partnerships7. Technology convergence8. Social Media9. Hybrid Meetings10. Globalisation11. Social responsibility
    26. 26. The New Realities of Meetings • Create remarkable experiences/environments • Personalise • Do more with less • Engage attendees • Stimulate conversations • Build communities • Customer service • Surprise, delight, and challenge • innovate
    27. 27. Ideal Meeting Executive Traits
    28. 28. Learning Management and Meeting Design
    29. 29. Learning Management and Delivery• Examine the key elements of learning management and meeting design• Reinforce the link between learning purpose and meeting design• Explore recent changes to meetings from a learning perspective• Discuss creative approaches to learning versus practical constraints• Evaluate various learning delivery formats
    30. 30. Learning Management andMeeting Design
    31. 31. Recent Changes to Meetings froma Learning Perspective
    32. 32. Learning Purpose and Meeting Design
    33. 33. Creative Approaches to Learningvs Practical Constraints
    34. 34. Various Learning Delivery Formats
    35. 35. Questions?
    36. 36. Business of Meetings: Technology Update Reggie Henry, CAE Chief Information Officer ASAE
    37. 37. What We’ll Cover MobileCloud Computing
    38. 38. Background: Why Mobile? In the near future, most people accessing our “properties” will be In the last quarter ofBy 2014, mobile Internet doing so from a 2011, Apple shipped 15.7should take over desktop mobile device! million iPads, compared toInternet usage* 11.9-15.1M computers shipped by major brands. *Microsoft Tag, 2011 **ComScore, Alexa, Flurry Analytics, 2011
    39. 39. Similar but Different Although both smartphones and tablets are considered mobile, increasingly, peo ple use them differently. Our mobile strategy must reflect that. • Convenience • Save Time • Waste Time • Broad Content Consumption • Social • Desktop-like • Simple expectations, with mobile flair • Social • Complex
    40. 40. Background: Tablet Usage
    41. 41. Implications• Mobile is a different mindset from traditional web – however our content consumers interact in a variety of media• Social/Community is an integral part of the mobile experience• Smartphones and tablets are different. Separate approaches must be taken to leverage best practices and trends for each platform selected• The customer needs to be at the centre—both of the delivery mechanisms and the content planning/creation
    42. 42. Strategy: Foundational Elements • Taxonomy • Orbital Content • Social/Community • Career/Learning Aspirations
    43. 43. Strategy: Taxonomy Project Retooling your taxonomy for the future!How we categorise content• By topic• By audience• By source• By length of time to consume Potential new ways• By intended device of categorising our content.• How it’s connected to other content Project due to be completed by June of this year
    44. 44. Strategy: Taxonomy Project Expected Benefits • Organising/Quantifying our Content • Finding Content Gaps • Content Retirement • Content “Findability” or SEO • Content “Mobility”
    45. 45. Strategy: Orbital Content A transformed relationship with content is one in which individual users are at centre and content orbits around them. • Liberated: The content was either created by you or has been distilled and associated with you. • Open: You collected it so you control it… It can be shared with countless apps and flow seamlessly between contexts.Source:
    46. 46. Strategy: Orbital Content The TAXONOMY is the connective tissue between our members and their content needs.AssociationGeneratedContentMemberGenerated TaxonomyContent“Other”GeneratedContent
    47. 47. Strategy: Social/Community Communities both private and public areAssociation critical to our strategyGeneratedContentMemberGenerated TaxonomyContent“Other”GeneratedContent as both a destination and source for content!
    48. 48. Our StrategyWebsite• Allow/develop continued mass customisation as started in the Briefcase/MyASAE• Further integrate the content, community, and career areas based on what visitors use most• Focus on engagement for non-member site visitors• Explore new formats for the most used content areas, such as slideshows and top 10s which are becoming a standard industry-wide• On-going modifications to website based on responsive design
    49. 49. Beginning with GreatIdeas, Collaborate (our private social network) will be incorporated in to all of our iPad apps.
    50. 50. Where We’re HeadedFor Smartphones• Ensure mobile websites exist for the association’s core online properties including main web site, conference sites, social sites and career sites.• Continue practice of having apps around your organisation’s core areas of use— content, community and career.For Tablets• Make sure your website will be optimised to use swipe and interactions• Consider a “mega” app that combines the core areas of content, community and career into one app.
    51. 51. Cloud Computing
    52. 52. Cloud Computing Cloud computingThe delivery of computing as a servicerather than a product, whereby sharedresources, software, and information areprovided to computers and other devices asa metered service over a network (typicallythe Internet).
    53. 53. Why Cloud Computing? Infrastructure Software People
    54. 54. Cloud Computing 3 Major Business Models
    55. 55. Cloud Computing Software as a Service (SaaS)Cloud application services or "Software as a Service (SaaS)"deliver software as a service over the Internet, eliminating theneed to install and run the application on the customers owncomputers and simplifying maintenance and support.
    56. 56. Cloud Computing Platform as a Service (PaaS)PaaS solutions are development platforms for which thedevelopment tool itself is hosted in the cloud and accessedthrough a browser. With PaaS, developers can build webapplications without installing any tools on their computer andthen deploy those applications without any specialised systemsadministration skills.
    57. 57. Cloud Computing Infrastructure as a Service" (IaaS)Cloud infrastructure services, also known as “Infrastructure as aService" (IaaS), deliver computer infrastructure – typically aplatform virtualization environment – as a service, along withraw (block) storage and networking. Rather than purchasingservers, software, data-centre space or networkequipment, clients instead buy those resources as a fullyoutsourced service.
    58. 58. Cloud Computing 3 Major Implementation Models
    59. 59. Cloud ComputingPros• Eliminate or reduce capital investments in infrastructure• Scalability – up or down• Speed to marketCons• Security• Application Integration• Privacy Compliance
    60. 60. Cloud Computing Personal Cloud Computing
    61. 61. Demonstrations• Meetings Apps• Meeting Logistics – Database and Apps• Project Management• Using the Cloud• Presentations Using the iPad, iPhone
    62. 62. Discussion
    63. 63. Questions? Reggie Henry, CAE Chief Information OfficerASAE: The Center for Association Leadership 202-326-9547
    64. 64. Negotiations What does success look like? How do you prepare? What is your style?
    65. 65. Negotiation Rules• Tell the truth if asked• Don’t have to divulge• Can embellish when information is missing
    66. 66. OutcomesDid you come to an agreement? What was the rate? block size? Meeting space?Were there any red flags?How do you feel about the outcome?
    67. 67. Session Recap Day One 1. Trends, Issues, and New Competencies 2. Learning Management and Delivery 3. Technology 4. Negotiations
    68. 68. Programme Agenda: Day Two1. Execution and Innovation2. Expositions and Tradeshows3. Business Partner Relationships4. International Meetings
    69. 69. Meetings andExpositions Excellence Claire Smith, CMP VP, Sales & Marketing Vancouver Convention Centre
    70. 70. Execution and Innovation Let’s meet the panel!
    71. 71. Expositions and Tradeshows What challenges are you facing with your exhibition?
    72. 72. Expositions and TradeshowsWhat is new and innovative?1. Hosted buyers2. Scheduled appointments3. Sponsor features4. Education on the floor5. Public integration6. Use of technology
    73. 73. Hosted Buyer Programmes
    74. 74. Sponsor Features
    75. 75. Hosted Buyer Programmes
    76. 76. Expositions and Tradeshows• Visit competitive events• Visit consumer shows• Survey attendees• Survey exhibitors• Listen to suppliers• Survey members
    77. 77. Expositions and TradeshowsHow do you involve exhibitors?1. Exhibitor advisory boards2. Member advisory group3. Evaluations4. Leadership walk the floor
    78. 78. Expositions and TradeshowsHow to Increase ROI1. Lead retrieval2. Networking tools3. Online appointments4. Virtual exhibits5. Attendance building6. Electronic signage
    79. 79. Expositions and Tradeshows
    80. 80. Expositions and TradeshowsDesign Enhancements• Feature areas• Gathering places• Association services• Creative food & beverage• Consolidated show hours
    81. 81. IGNITE EXPO 2012/JUNE 12-13th, 2012Direct Energy Centre, Toronto
    82. 82. IGNITE EXPO 2012/JUNE 12-13th, 2012Direct Energy Centre, Toronto
    83. 83. Business Partner RelationshipsIs one of your partnershipsworking well?Why is it working?How are you measuringSuccess?Could the relationship be evenbetter?
    84. 84. Business Partner Relationships Is one of your partnerships not working well? Why do you think it’s not working? Is there anything you could do to make it better?
    85. 85. International MeetingsA New Opportunity for Associations• Globalisation• Member Growth• International Mandates• Educational Opportunities• Members Outreach
    86. 86. International Meetings What is an international meeting? • Within the US • Outside the US
    87. 87. International Meetings in the US• Longer planning and promotional cycle• Language• Registration, housing, and travel• Programme relevance; speaker selection• Communication with speakers, exhibitors• Food and beverage selection• Visas
    88. 88. International Meetings Outside the US• Research• Pick the right destination• Celebrate the destination• Be specific, flexible and never assume• Know boundaries• Find the right partners• Things will be different• Spoon-feed your participants
    89. 89. International Meetings Outside the USSite Selection • Political and economic • Safety and security • Climate • Currency • Accessibility • Local customs, holidays • Local support
    90. 90. Business Partners • PCO/DMC • CVBs • Tourist boards • Facilities/hotels • Customs broker
    91. 91. Financial Considerations • Travel costs • Currency fluctuations • Meeting space and service costs • On-site staffing and suppliers • Shipping and customs • Taxes
    92. 92. NegotiationsWhat is negotiable? • Meeting space? • Hotels? • Transportation? • Services? • Currencies?
    93. 93. Programme Development• Local committees• Local content• Local mealtimes• Time zones and jet lag
    94. 94. Logistics• Translation• AV• Shipping• Customs• Transportation• Off-site venues• Immigration and visas
    95. 95. Communications• Passports & visas• Climate & weather• Currency• Electrical• Destination info• Cultural considerations
    96. 96. Planning an International MeetingReview the case study with your table.Decide and report back: 1. Where are we going to hold the meeting? 2. What are the 2 challenges? 3. Who would you involve to help with these challenges?
    97. 97. Session Recap Day Two 1. Execution and Innovation 2. Expositions and Tradeshows 3. Business Partner Relationships 4. International Meetings
    98. 98. Programme Summary • Key Points to take home • Your Meetings • Your Organization • Yourself • Next Steps
    99. 99. A special thank you to our Strategic Partner,The Canadian Tourism Commission and its partners:
    100. 100. For additional programmes, please visit our website at Thank you to Claire Smith for facilitating this course! Vice President, Sales & Marketing Vancouver Convention Centre 604-689-8232