The document discusses the impact of conference cancellations on the meeting planning industry, specifically highlighting a reported loss of $20 million in hotel bookings due to cancellations in 2009. It details the various types of meetings organized by corporations, associations, and government entities, along with their decision-makers and attendees. The document also outlines the roles of meeting planners and support organizations in managing these events.

1. Chapter 2
Planning the Meeting

2. Agency Scandal Highlights
Conference Contracts (NY Times, 5/1/12)
 What problem is the article discussing?
 Why is this a problem?
 What is the impact this may have and who
will suffer?

3. Situation in 2009…
 http://www.themeetingmagazines.com/index/ta
 “TheNew York Times reported in
February that some 30,000 hotel room
nights booked for conferences were
cancelled “in the past month” at an
estimated loss of $20 million to Las
Vegas.”

4. Chapter 2
Who Holds (most) Meetings?
1. Corporations
2. Associations
3. Government
Why does this matter to a meeting planner?

5. Meetings
1. Types of gatherings?
2. Who are the decision makers?
– (Why do you need to know who the decision makers
are?)
1. Who are the attendees?
2. Is there a need for marketing and how is it
done?
3. Who is responsible for the planning?
4. What is unique about the meetings for this
entity?

6. Types of Gatherings
(not complete list)
 Corporations  Associations
– Stockholder Meetings – Conventions
– Board Meetings – Board Meetings
– Management Meetings – Committee Meetings
– Training Meetings
– Regional Conferences
– Incentive Trips
– Training Meetings
– Sales Training
– Product Launches – Educational Seminars
– Professional Training  Government
– Technical Training – Training of Government
Workers
– Topic Specific Meetings

7. Who Are the Decision Makers
 Corporations  Associations
– Persons in positions of – Process includes:
key responsibility  Board of Directors
within the corporate  Meeting Planner
hierarchy  Association’s Senior
 Officers and Senior Staff Person
Managers  Government
– Managers at agencies

8. Who are the attendees?
 Corporations  Associations
– Members of the – Members of the
corporate family association
– Persons who have a
close business  Government
relationship with the
company – Government
Employees
– General Public

9. Marketing Needs
 Corporations  Associations (cont.)
– Attendance is mandatory – Mail, notices, ads
 Invitations/notices – Electronic media
 Associations – Broadcast fax
– Also target non-members
– Advanced notification of
date and location  Government
– Information about speakers – Mandatory notices
and events – Some promotional material
– Registration and program depending on target
audience

10. Who is Responsible for
Planning?
 Corporations  Associations
– In-house meeting planners – Executive VP
– Have other duties – Independent Planners
– Association Management
 Associations Companies
– Meeting Planners
– President
 Government
– Government Meeting
– Executive Director Planner
– Meeting Management
Companies

11. What is Unique?
 Government
 Corporations – Bound by government
– Biggest variety of meeting regulations
needs
 Room rates
 3 bids
 Associations  Purchasing approval
– Attendance is voluntary process
– Usually largest meetings in  Must be able to cancel
size without liquidated
– Book 5 – 10 years out damages
 Short Turn-around time
 Large amount of
meeting space but few
rooms
 Agency policies vary

12. Entities that Help Organize
 Exhibition Management Companies
– Manage the exhibition part of the event
 Association Management Companies
– Assumes full or partial responsibility for the management of the
association
 Meeting Management Companies
– Operate on a contractual basis, can manage whole meeting or
specific parts
 Independent Meeting Managers
– Hired for specific event or as a consultant
 Event Management Companies
– Usually hired to manage and oversee specific event in meeting
 Professional Congress Organizers
– Term used for meeting management company or meeting
planner OUTSIDE of US

13. Professional Associations
Supporting MEEC Industry
 Professional Convention Management
Association (Active Student Chapter) ***
 Meeting Professionals Internationals
 Society for Incentive and Travel
Executives
 Society of Government Meeting
Professionals
 International Association for Professional
Congress Organizers

14. Top Meeting Planning Jobs in
Corporate Organizations
 Meeting Management
– Meeting Planner, Travel Coordinator, Meeting Assistant
 Marketing and Sales
– Marketing Coordinator, Meeting/Event Manager, Marketing Specialist,
Product Specialist
 Communications
– Communications Specialist, Advertising Coordinator/Promotions
Assistant, Public Relations Specialist

15. Top Meeting Planning Jobs in
Corporate Organizations
 Education and Training
– Training Assistant, Training Specialist, Corporate Trainer,
Training Manager
 Corporate Foundation
– Foundation Specialist, Program manager, Foundation Assistant
 Office Support
– Administrative Assistant, Executive Assistant, Senior
Administrative Assistant
(http://eventplanning.about.com/od/eventcareers/tp/corporate events.htm)