Session 3


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Session 3

  1. 1. Introduction to professional meeting and event management<br />Session 3<br />
  2. 2. AGENDA<br />Objectives for this class and personal goals<br />Expectations of students and instructor<br />Review of group and final project <br />Establishing goals and objectives in meeting and event management<br />Group History – know your group!<br />Site Selection Part I<br />Industry resources<br />Homework<br />
  4. 4. CLASS ACTIVITIES AND FINAL<br />Weekly Discussion<br />25% of your total course grade<br />Each week closes on Sunday at Midnight<br />Negotiation group project: “Who has the best deal?”<br />25% of your total course grade<br />Two parts to include – role research, actual negotiation, and feedback on discussion boards<br />Bonus points for the group who has the best “Win-Win” negotiation<br />Final Project<br />50% of your total course grade <br />Build on weekly assignments using a group profile or event you are currently working on<br />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)<br />
  5. 5. GOALS VS. OBJECTIVES<br />A goal is where you want to be . . . An Objective is how you get there . . .<br />The first step to setting the goal “The purpose of the meeting (or event) is to . . .”<br />Some questions to consider:<br />How are you going to achieve this goal?<br />What changes might you have to make in order to reach the goal?<br />Do you require assistance in attaining the goal? From who?<br />Are you able to reach the goal within the current resource limits (time, money, and staff)?<br />
  6. 6. DETERMINING MEETING OBJECTIVES<br />Second step: Analyze your target audience<br />Who are they?<br />Where do they come from?<br />What do they need?<br />Demographics<br />Other critical information from past and prospective attendees<br />
  7. 7. Objectives are usually defined as clear statements of anticipated results. Objectives should be:<br />P = Possible<br />L = Listed in Writing<br />A = Attainable<br />N =Numerical or quantifiable/measurable<br />
  8. 8. GETTING THE SCOOP!<br />Focus Group: <br /> Usually 8-10 randomly selected members of the organization can help determine the priorities of the target audience. <br />Surveys or Questionnaires: <br /> 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)<br />Past Profiles:<br /> Previous meetings or events for the group<br />
  9. 9. GROUP HISTORY<br />What information is available to you?<br />Past meeting portfolios from past meeting planners<br />Past meeting portfolios from hotel<br />Internet<br />Interview/RFP process<br />Connections and new press<br />
  10. 10. SITE SELECTION<br />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.<br />
  11. 11. THE 8 BASIC STEPS FOR SITE SELECTION<br />Identify the meeting objectives<br />Gather historical data<br />Determine the physical requirements of the meeting<br />Consider attendee interests and expectations<br />Select an area and type of facility <br />Prepare a meeting specifications guide and a RFP<br />Review and evaluate sites<br />Select a site<br />
  12. 12. INDUSTRY RESOURCES<br />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:<br /><br /><br /><br /><br /><br /><br />
  13. 13. HOMEWORK<br />Using a group history/profile of your choice, write a RFP. See template on APEX website:<br />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.<br />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.<br />Post your autobiography and respond to this week’s discussion on the course discussion boards.<br />
  14. 14. QUESTIONS<br /><br />OR<br />Discussion board Q&A section<br />