Meetings are gatherings of two or more people to share information, discuss issues, and make decisions. There are various types of meetings including annual general meetings, conferences, board meetings, and departmental meetings. Effective meetings require proper planning including creating an agenda and taking minutes. Incentives are motivational tools used to encourage certain behaviors and can include financial rewards, recognition, or travel experiences. Conventions are large gatherings organized by associations on a particular topic that typically occur annually.

1. EVENT MANAGEMENT
BHAVANA GOPAL

2. COMPONENTS

3. MEETINGS
• A meeting is a gathering of two or more
people.
• Sharing information, discussing and solving
problems.
• Meetings may occur face-to-face or virtually.
 Telephone conference
 Skyped conference call
 Video conference call

4. • Meetings usually therefore have a circular
structure.
REPORT
ACT REVIEW
DECIDE

5. • The term meeting is defined as referring to a
gathering of 10 or more participants for a
minimum of four hours in a contracted venue.
(convention industry council, 2011.)
• Meetings can be international or domestic,
large scale or small scale.
• Meetings are most commonly associated with
the corporate sector

6. TYPES OF MEETING
1. Annual general meeting(AGM):
• AGM meeting to which all shareholders or
members of a commercial company, charity or
membership society are invited.
• AGMs are held once a year.
• The purpose of AGM is to:
Review and approve the financial accounts for
the year.
Elect members to the board.
Discuss and vote on any constitutional or legal
issues.

7. 2. Conference:
• Conference are generally brainstorming
sessions, attended by participants from a
range of organizations.
• It will be based on one particular subject of
study.
3. Board meeting:
• A meeting of the directors or governors of an
organization.
• Generally held several times a year.

8. • The meeting takes place to cover a range of
strategic issues which affect the organization
as a whole. These could include:
The financial situation of the organization.
Reviewing the policies of the company.
Deciding on new projects of business.
Reviewing progress on ongoing projects.
Deciding on property matters such as office
moves or property purchases.
Employment issues.

9. 4. Management meeting:
• A meeting of managers who carry out the day-
to-day running of the organization. These
include:
Determining how to put into practice
decisions taken by the board meeting.
Deciding on proposals to put to the board.
Progress reviews on ongoing projects.
Decisions that do not require approval by the
board such as internal promotions.

10. 5. Sub-committee meeting:
• Sub-committees may be set up by the board
of directors or management meetings.
• Sub-committees have limited powers of
decision making.
• This will check the company is on track for
both income and expenditure.
• Sub-committees may also be formed to
provide a ‘bridge’ between directors,
managers and junior staff.

11. 6. Training seminars:
• A company conducts these to train
employees when needed.
7. Strategic planning:
• Managers meeting with employees to discuss
the future of the company.
8. Appraisals:
• Meetings to review and discuss individual
performance.

12. 9. Staff meetings:
• Meetings to put forward staff views to
management and vice versa.
10. Departmental meetings:
• Meetings to discuss and manage the work of a
department.
11. Team meetings:
• Meetings to discuss and manage the work of a
team.

13. THE LANGUAGE OF MEETINGS
Agenda:
• The agenda is the list of topics are to be
considered at a meeting.
• Agenda may be drawn up and circulated to all
participants before the meeting.
• It is important to decide who is responsible for
drawing up the agenda.

14. Agreement, proposal and resolution:
• An agreement is a simple statement of fact.
• A proposal usually arises out of a discussion.
• Resolutions are made when a decision is taken
to change the way organization is run.
Chair:
• The chair of a meeting is the person who runs
the meeting when it is in progress. To chair a
meeting is to be in charge of the meeting.

15. Consensus:
• A consensus is a majority view by the
participants of the meeting. For eg:- “there
was a consensus that the budget should be
discussed next”.
Minute:
• Minutes are the records of what happened at
a meeting.
• A minute is the record of one event at a
meeting.

16. • To minute a meeting is to take notes of the
discussion.
• To agree the minutes is to accept that the
minutes of a previous meeting are accurate.
Motion:
• A motion is a suggestion to take some form of
action. The phrases ‘table a motion’ or ‘a
motion on the table’ are used when a
participant raises a suggestion at a meeting.

17. Paper:
• A paper is the written explanation which
accompanies an item on the agenda.
• This may take the form of a report on a project or
business activity, the financial accounts for a
given time period, or a draft resolution.
Quorum:
• A quorum is the number of people who must be
present for the meeting.
• A meeting is ‘quorate’ when the relevant number
of participants are present.

18. Speaking ‘through the chain’ or ‘with the chair’s
permission:
• These are terms used at formal meetings.
• Participants use them when they want to ask a
question of another participant, and observers
should ask to speak ‘with the chair’s permission’
when making a point.
Table:
• In the UK, papers are tabled when they are
passed around to participants at a meeting.
• In the USA, to table a matter is to set it aside for
an indefinite period

19. AGENDA:
• The agenda for a meeting is a list of topics of
the individual items that need to be discussed
to reach the meeting’s broad aims.
• Participants will need to agree which topics
are most important.
• Participants may also ask at a meeting for
topics to be considered at the next meeting.

20. COMMON AGENDA ITEMS
Apologies for absence:
• Every meeting should start with a note of
participants who are unable to attend.
Minutes of the last meeting:
• A review of the minutes of last meeting
• Correction and amendments
• In formal meetings, chair will sign the agreed
minutes.

21. Actions since last meeting:
• To pick up on decisions and actions that were
made at the last meeting.
SPECIFIC ITEMS
Finance/Accounts/Budgets:
• This items should always be accompanied by a
set of the latest accounts with a report.
Appointments:
• A report on vacancies and appointments to
keep the participants up to date.

22. Special reports:
• These could include reports on progress made
on a project a previous meeting.
CONCLUDING ITEMS
Date of next meeting:
• An announcement of date of next meeting.
Any other business(AOB):
• This is a chance for the participants to raise
minor matters not included on the main
agenda.

23. MINUTES
• Minutes are a record of what happened at a
meeting.
• Minutes also serve a useful historical purpose.
• Taking minutes involves listening and the
ability to write clearly and concisely.
THE MINUTES SECRETARY
• The person who takes minutes is known
formally as minutes secretary.
• It is this person’s responsibility to take notes
of a meeting’s discussion and decisions.

24. • The secretary writes up all these notes into a
formal document and distributes them to all
the participants.
• The minute secretary should keep a file of all
past meeting papers and minutes.
SKILLS REQUIRED FOR A MINUTE SECRETARY
 Listening skill: listen to what people actually
say.
 Learning the way participants talk: knowing
the way participants express themselves helps
minute taking.

25.  Alertness: you must be constantly alert during
the meeting.
 Rapport with the chair of the meeting: build a
good relationship with the chair of the
meeting.
 Distancing: remain an impartial witness to
proceedings.
 Confidentiality: A minute secretary is in a
position of trust, privy to confidential
information.

26. INCENTIVES
DEFINITION:
• “An incentive is something which encourages
people to act on stimulus to increase the
output”.
• An incentive is a motivational force that creates a
desire to excel.
• An incentive is something that motivates an
individual to perform an action.
• Incentive programs are particularly used in
business management to motivate employees
and in sales to attract and retain customers.

27. • Employee incentive programs are programs
used to increase overall employee
performance.
INCENTIVE TRAVEL
• A vacation awarded to employees as a bonus
in order to motivate them.
• A typical example of incentive travel would be
a company-paid vacation to a resort for top
performing sales persons

28. DEFINITION:
• One of the most quoted definition by Society of
Incentive Travel Excellence(SITE) is “Incentive
travel is a global management tool that uses an
exceptional travel experience to motivate
and/or recognize participants for increased
levels of performance in support of
organizational goals”.
• Unlike other types of the MICE tourism, the
incentive travel is focused on fun, food and other
activities rather than education and work.
• In some developing markets, the incentive travel
implies a simple arrangement or only a plane
ticket and paid accommodation.

29. • Traditional incentive trips imply a group of people
for whom an activity and entertainment
programme is tailored.
• The incentive travel is a kind of agreement
between a company and its employees and/or
customers.
• The wording for the agreement may be: “you do
this for us, and we will reward you in a way you
will never forget”.
• In order to motivate employees to invest extra
efforts at work they must be offered something
more than a pleasant experience.

30. ADVANTAGES FOR EMPLOYERS
• Facilitating communication and networking
opportunities, especially in senior
management.
• Encouraging the corporate culture and social
interaction.
• Strengthening company loyalty.
• Creating enthusiasm for next business period

31. ADVANTAGES FOR EMPLOYEES
• In every person, there are 4 types of
motivation to travel:
1. Physical motivation.
2. Cultural motivation.
3. Interpersonal motivation.
4. Status and prestige motivation.

32. Categories
• Incentives can be classified according to the
different ways in which they motivate agents
to take a particular course of action:
o Remunerative incentives:
• These are said to exist where an agent can
expect some form of material reward,
especially money in exchange for acting in a
particular way.

33. o Non-financial incentive:
• Once money satisfies his/her physiological and
security needs, it ceases to be a motivating
force.
• Following are the non-financial incentives:
1) Appreciation of work done: Appreciation of
work done at work place serves as an
effective non-financial incentive.
2) Competition: Competition will prompt the
employees to exert more to achieve their
personnel or group goals.

34. 3) worker’s participation in management:
Inviting workers to participate in management
gives worker’s a psychological satisfaction.
4) Suggestion system:
• some organizations make use of cash awards
for giving useful suggestions.
• They sometimes publish the worker’s name
with his/her photograph in the company’s
magazine.

35. o Gift cards/certificates:
• Gift cards/certificates are prepaid retail cards
or certificates which are redeemed at a later
time at checkout.
• Generally, they are available in two types:
a) Cards which carry a major credit card brand
and are redeemable at all merchants
accepting the credit card brand.
b) Retailer specific cards, issued by well known
merchants, redeemable only through the
issuing retailer.

36. o Employee incentives:
• Employee incentive programmes are
programmes used to increase overall
employee performance.
• Employee programmes are often used;
a) To reduce turnover
b) Drive daily employee performance
c) Increase retention

37. o Merchandise:
• Merchandise reward can range from
anywhere from small branded key chains to
high-end electronics.

38. CONVENTIONS
• A convention is a gathering of individual who
meet at an arranged place and time in order to
discuss or engage in some common interest.
• An organization, usually an association, will
organize a convention each year with a theme
related to the organization’s topic.
• The most common conventions are based upon
industry, profession and fandom.
• Trade conventions typically focus on a particular
industry.

39. • Professional conventions focus on issue of
concern to the profession and advancements
in the profession.
• These conventions are generally organized by
societies or communities dedicated to
promotion of the topics of interest.
• Fan conventions usually displays, shows and
sales based on pop culture and guest
celebrities.

40. • The major difference between a meetings and
convention is that, a convention:
Is a large event often lasting for several days
and involving a social programme.
Usually conducted once a year.
Is organized by associations:
 Professional and trade associations
 Charities
 Political parties

41. Generates income for the association.
A long time is spent on selecting the site of
the convention.
CATEGORIES
• Basically, there are three categories of
convention;
1. Convention: It is the big meeting, popularly
used in USA.
2. Congress: It is a big meeting, popularly used
in European countries and the
commonwealth generally related to politics.

42. 3. Conference:
• Refers to the big meeting that last for several
days with hundreds or thousands of
participants.
• Normally the conference is accompanies by
the exhibition, show or other activities.

43. INTERNATIONAL CONGRESS AND CONVENTION
ASSOCIATION(ICCA)
• International Congress and Convention
Association is responsible for promoting
congress and convention travel at the
international level.
• Founded in the year 1963 with its
headquarters in Amsterdam.
• It spread over all the continents and operating
in over 90 countries.

44. • The association is headed by an executive
director and a full time staff of eight persons.
• The main responsibility of full time staff is to
implement the policies of the organization set
by the board of directors.
• ICCA has two departments. They are;
1. The secretariat
2. The information department

45. • The secretariat department is responsible for
the following matters:
 Membership
 Finances
 Publicity and public relation
 Administration of operations for ICCA general
assemblies

46.  It also charged with administrative support for
marketing plans, educational programmes,
liaison with international professional
organizations such as joint industrial council,
The council of international organizations of
Medical Sciences, documentation for
meetings of the board of directors and general
assemblies.

47. • The information department is responsible
for:
 To bring out the important publication
material including congress bulletins.
 To bring out questionnaires and a bi-annual
congress calendar containing over 2500
events.
 To process and evaluate continuously
professional publications and commercial
calendars.

48. MEMBERSHIP:
i. Congress and travel agents
ii. Airlines
iii. Professional congress, convention and
exhibition organizers
iv. Statutory bodies of tourist and convention
bureaus
v. Transportation companies
vi. Hotels
vii. Congress, convention and exhibition centers
viii.Ancillary services
ix. Honorary membership

49. INDIA CONVENTION PROMOTION
BUREAU(ICPB)
• The India Convention Promotion Bureau
(ICPB) is the country’s apex body whose
mission is to promote India more effectively as
a MICE destination.
• It was setup by the travel industry under the
patronage of the Ministry of Tourism in 1988.
• New Delhi is headed by the full time
marketing director

50. • The membership of the organization
comprises of national airlines, hotels, travel
agents, tour operators, tourist transport
operators, conference organizers etc.
• Today, its singular mission is to project the
country’s ability to hold conventions and
conferences of all shapes and sizes.

51. • The aims and objectives of the ICPB are:
o To promote India as a venue for international
conferences and conventions.
o To launch an awareness programme within
the country and abroad.
o To gather data of international conferences
and prepare a data bank of National
Associations/Institutions and to carry out
continuous research on the international
conference market.

52. o To launch regular advertising and publicity
programmes in suitable domestic and
international media.
o To encourage professionalism in the
conference industry.
o To provide necessary guidance to the central
and state governments in the development of
conference infrastructure.
o To seek affiliation with world bodies.
o To conduct seminars/workshops as part of
awareness programme and marketing.

53. The ICPB has the following four categories of
memberships;
i. Category A
ii. Category B
iii. Category C
iv. Honorary
CATEGORY A:
• Category A comprises The Department of
Tourism Government of India, national air
carriers, hoteliers, travel agencies, tour
operators, international congress centers and
any other organizations duly approved by the
department of tourism, government of India
and the governing body.

54. CATEGORY B:
• Category B membership comprises State Tourism
Development Corporations, airport authorities,
trade fair authority of India, centres of Education
and Learning, surface transport companies, air
cargo agents.
• Ancillary services such as interpreters,
photographers, audiovisual and other suppliers,
restaurants, banks, advertising agencies,
newspaper/magazines, trade journals, sports
authority of India, Indian Olympic association and
other sports bodies.

55. • Merchants/traders, federation of Indian
chambers of commerce and industry, rent-a-car
companies, authorized foreign exchange dealers,
duty free shops and other organizations duly
approved by the relevant government authority
and as decided by the governing body.
CATEGORY C:
• It comprises Travel Agents Association of
India(TAAI), Indian Association of Tour
Operators(IATO), Federation of Hotels and
Restaurant Association of India(FHRAI) duly
approved by the government of India and as
decided by the governing body.

56. HONORARY:
• Honorary membership comprises
distinguished individuals/organizations duly
approved by the relevant government
authority and as decided by the governing
body.

57. EXHIBITION
• Events at which products and services are
displayed.
• Traces its roots to the great exhibition of 1851
in London.
• Exhibitions may also called trade shows or
expositions in different part of the world.
• Exhibition is the presentation of products or
services to an invited audience with the object
of inducing a sale or informing the visitor.

58. • Exhibition usually occur within museums,
galleries and exhibition halls.
• The word exhibition is usually, but not always,
the word used for a collection of items.

59. BENEFITS OF EXHIBITIONS
• Initiate contacts with new customers
• Develop new trade leads
• Maintain and renew contacts with valued
clients
• Launch new products and services through
live presentation
• Enhance corporate profile and image
• Exhibitions provide visitors an opportunity to
examine products.

60. Economic and Social significance of
MICE
• Economic growth of the region as a whole gets
a boost.
• Development of better infrastructure, mainly
in transportation, accommodation and
airlines.
• The elements of relaxation, shopping and
sightseeing.
• Direct foreign currencies earning from
international participants.

61. • MICE tourism strengthens the brand value and
profile of the country.
• MICE events increase awareness of the host
country, create employment and income.
• Opportunities for relevant business.
• An average expenditure of MICE participants
generally 3 times higher than the normal
tourist.

62. TRADE SHOWS
• It is an exhibition organized, so that
companies can showcase and demonstrate
their latest products and services.
• Meet with industry partners and customers.
• Examine recent market trends and
opportunities.
• Some trade fairs are open to public while
some are attended by the company
representative.

63. • Basically there are two types of shows:
1. Trade show: which exhibit of product and
services targeted to a specific clientele and
not to the public. Considered a business-to-
business event where products are not sold
directly.
2. Consumer show: which is targeting to the
public and general. Usually requiring an
entrance fee.

64. Meeting, convention and event
planners
• Event planners organize a variety of events.
• They coordinate every detail of these events.
• Meeting with the clients before the event.
• Handling logistics during the event.
• Searching for potential meeting sites.
• Accommodation facilities.
• Arrangement of meeting space.
• Coordinate plans with venue’s staff organize
speakers, activities and entertainment.
• Feedback.

65. Types of meeting, convention and
event planners
• There are three types of meeting, convention
and event planners. They are:
1. Associate meeting planners
2. Corporate meeting planners
3. Independent or government meeting

66. ASSOCIATE MEETING PLANNERS
• Associate planners organize annual
conferences and trade shows for professional
associations.
CORPORATE MEETING PLANNERS
• Corporate planners organize internal business
meetings and meetings between businesses.
• These events may be in person or online, held
either within the corporate facilities or offsite
to include more people.

67. INDEPENDENT MEETING PLANNERS
• Corporations who do not have a full-time
meeting planner choose to contract with an
independent meeting planner.
• This is an economical way to have meetings
and conventions professionally planned.
• Independent meeting planners may also work
in conjunction with full-time corporate and
association planners.

68. Principles of event management
• There are five essential principles in event
management. They are:
1. Participants:
• Get the right participants on board.
• Identify the people or organization.
• Contact potential participants.
• Set up websites

69. 2. Venue:
• Choose a location.
• Space for exhibitors and visitors.
• Select a venue that is convenient for the
visitors.
• Consider venue that offers other attractions.
3. Visitors:
• Attract maximum number of visitors.
• Identify the target market and communicate
the benefits.

70. • Place information on the websites.
4. Communication:
• Build interest and anticipation.
• Communicate with visitors and participants.
• Use social media to communicate the latest
news.
5. Relationships:
• Build relationships with customers.
• Ask for feedback.

71. • Publish news related to your events.
• Encourage participants and visitors to
exchange their views and information on
social media to build a community around the
event.

72. Seating styles
• There are different seating styles in meeting.
1. Theatre:
• The simplest style, reflecting the seating
found in a theatre or cinema with chair
aligned in consecutive straight rows.
Positives
• All of the seats are facing forwards.
• Maximum seated capacity is achieved for the
function room.

73. Negatives
• The audience is closed in, needing to push
past other audience members to enter/exit
the seating area.
• Aisles are required to ensure sufficient access
to seating area.
• There is no provision of note taking or
consumption of plated food and beverage.
• Audience interaction is hindered as audience
members don’t face each other.
• Popular for meetings, annual general
meetings, product launches.

75. 2. Classroom:
• This style reflects the seating found in a school
or lecture theatre, chairs and trestle tables
aligned in consecutive straight rows.
Positives
• All of the seats are facing forwards towards
the front of the function room.
• Allows for note taking and consumption of
plated food and beverage.

76. Negatives
• The audience is closed in, making it difficult
for audience members to enter or exit.
• Aisles are required to ensure sufficient access
to seating area.
• Seating capacity is reduced by the trestle
tables.
• Audience is less likely to interact as they are
not facing each other.
• Popular for training, conferences, sales kick-
offs and product launches.

78. 3. Herringbone:
• Very similar to classroom style, however each
consecutive row of chairs and tables are
angled inwards.
Positive
• All of the seats are angled inward towards the
podium.
• All of the seats are facing forwards the front of
the function room.
• Allows note taking and consumption of plated
food and beverage.

79. Negatives
• Audience is closed in, and making it difficult
for the audience members to enter/exit.
• Aisles required.
• Seating capacity is reduced by the trestle
tables.
• Audience is less likely to interact as they are
not facing each other.

80. Popular for training, conferences, lectures.

81. 4. U shape:
• As the name suggests this style is in the shape
of letter U, with the tables & chairs arranged
in an open ended configuration with the
audience facing inwards.
Positives:
• The open end allows for a focal point or
presentation area.
• Allows presenter to approach and engage with
each audience members.

82. • Audience interaction is enhanced.
Negatives:
• Inefficient use of floor space, with seating
capacity reduced.
• A large proportion of the audience are seated
side-on to the presentation area.

83. Popular for trainings, conferences, workshops
and meetings

84. 5. Horse shoe:
• This style is very similar to U shape.
• There are no tables, only chairs arranged.
Positives:
• The open end provides a focal point and
allows for a presentation area.
• Allows presenter to approach and engage with
each audience member.

85. Negatives:
• Inefficient use of floor space, with seating
capacity reduced.
• Aisles are required to ensure sufficient access
and egress to seating area.
• There is no provision for note taking or
consumption of plated food and beverage.

86. Popular for large meetings,
presentations and team
briefings

87. 6. Hollow square:
• Similar to U shape.
• There are four sides and no open end, with
the audience all facing inwards.
Positives
• Audience interaction fully enhanced.
• Allows to consume plated food and beverage
easily.

88. Negatives
• Seating capacity is reduced.
• Does not allow for a main presentation area or
focal point.

89. Popular for discussions.

90. 7. Boardroom:
• This is a smaller version of hollow square or U
shape.
• There is a large elongated table, with audience
all facing inwards.

91. Positives
• Encourages audience interaction.
• All are facing inwards.
Negatives
• Restricts the position of a presentation area or
focal point.

92. Popular for small meetings, one on one interviews,
small presentations, team briefing.

93. 8. Banquet:
• This style is similar to round dinner table, with
audience seated around the circumference
facing inwards.
Positives
Audience interaction fully enhanced.
Negatives
• The audience is closed in, needing to push
past other audience members to enter/exit
the seating area.

94. • Popular for gala dinners, award
night, Christmas parties, wedding
and other informal events

95. 9. Cabaret:
• This style is similar to banquet style.
• There is no open end, with the audience
seated in arc facing forwards.
Positives
• The open end allows for a focal point or
presentation area
Negatives
• Inefficient use of floor space, with seating
capacity reduced.

96. • Popular with meetings such as training
sessions, award nights and gala dinners

97. 10. Cocktail:
• This style is unlike any others with no chairs or
tables.
• It is literally standing space.
Positives
• Most efficient space of floor space
• Audience interaction greatly enhanced, with
audience members able to freely mingle and
roam.

98. Negatives
• Audience is standing with no opportunity to
sit and rest.
• Does not allow for note taking or consumption
of plated food and beverage.
• Popular for cocktail parties, weddings,
Christmas parties and other social events.