CHAPTER 12: ORGANIZING AND MANAGINGMEETINGS, CONVENTIONS AND EXPOSITIONS
DEVELOPMENT OF THEMEETINGS, CONVENTIONS AND EXPOSITIONSINDUSTRY People have gathered to Meetings, incentive attend travel, conventions and meetings, conventions and exhibitions(MICE) expositions since the represent a segment of the ancient times, mainly for tourism industry that has social, sporting, political or grown in recent years. The religious purposes. As MICE segment is very cities became regional profitable. centers, the size and frequency of such activities increased, and various groups and associations set up regular expositions.
SIZE AND SCOPE OF THE INDUSTRY Today, according to the American Society of Association Executives (ASAE), in the United States w/ 23,000 members about 6,000 Associations operate at the national level and a hundred thousand more function at the regional, state, and local levels. The association business is a big business. Associations spend billions holding thousands of meetings and conventions that attract millions of attendees. The hospitality and tourism industries consist of a number of association including the ff: - The American Hotel and Lodging Association - The National Restaurant Association - The American Culinary Federation - The International Association of Convention and Visitors Bureaus - Hotel Sales and Marketing Association International - Meeting Planners Association - Club Managers Association of America - Professional Convention Management Association
DESTINATION MANAGEMENT COMPANIES A destination The needs of such groups management company may be as simple as an (DMC) is a service airport pickup or as organization within the involved as an visitor industry that offers international sales a host of programs and convention with theme services to meet clients’ parties. DMCs work closely needs. Initially, a with hotels; sometimes destination management DMCS book rooms and sales manage concentrates other times hotels request on selling the destination the DMC”S know-how on to meeting planners and organizing theme parties. performance improvement companies ( incentive houses).
MEETING PLANNERS Meeting planners may be independent contractors who contract out their services to both associations and corporations as the need arises or they may be full-time employees of corporations or associations. The meeting planner’s role varies from meeting to meeting, but may include some or all of the following activities: PREMEETING ACTIVITIES: - Estimate attendance - Plan Meeting Agenda - Establish meeting objectives - Set meeting budget - Select city location and hotel/convention site
- Negotiate contracts- Plan Exhibition POSTMEETING ACTIVITIES- Prepare exhibitor correspondence - Debrief and packet - Evaluate- Create marketing plan - Give recognition and appreciation- Plan travel to and from site - Plan for next year- Arrange ground transportation- Organize shipping SERVICE- Organize audio visual needs CONTRACTORS, EXPOSITION SERVICE CONTRACTORS, GENERAL CONTRACTORSON-SITE ACTIVITIES- Conduct pre-event briefings • Are all terms that have at one time o- Prepare VIP plan another referred to the individual- Facilitate people movement responsible for providing all of the services needed to run the facilities for a- Approve expenditures trade show.
TYPES OF MEETINGS, CONVENTIONS AND EXPOSITIONSMeetings are conferences, 3 MAIN TYPES OF MEETING workshops, seminars or other SETUPS: events designed to bring people Theater style – generally s intended for together for the purpose of a large audience that does not need exchanging information. to make a lot of notes or refer to Meetings can take any one of the documents. This style usually consists of a raised platform and a following forms: lectern from which a presenter CLINIC addresses the audience. Classroom setups – are used when the FORUM meeting format is more SEMINAR instructional and participants need to take detailed notes or refer to SYMPOSIUM documents. WORKSHOP Boardroom setups- are made for small numbers of people. The meeting takes place around one block rectangular table.
CONVENTIONS AND EXPOSITIONS Conventions are generally large meetings with some form of exposition or trade show included. A number of associations have one or more conventions per year. These conventions raise a large part of the association’s budget. A typical convention follows a format like this:1. Welcome/ registration2. Introduction of president3. President’s welcome speech, opening the convention4. First keynote address by a featured speaker5. Exposition booths open 9 equipment manufacturers and trade suppliers)6. Several workshops or presentations on specific topcs7. Luncheon8. More workshops and presentations9. Demonstration of special topic (e.g. culinary arts for hospitality convention)10. Vendor’s private receptions11. Dinner12. Convention center closes EXPOSITIONS