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- 1. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Welcome to
[ ]
- 3. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Setting Objectives
Creating Meeting and Event Objectives
Objectives are the basis of Planning Process
Objectives should be
Clear
Concise
Measurable
Objectives drive Program Planning
Focus on attendees
What will be their Return on Investment (ROI)?
- 4. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Setting Objectives
Who is the Group? Why are they here?
What is the Objective of the meeting?
Impacts virtually all of meeting components
Site selection
Food & Beverage
Transportation
Room Layout and Set-Up
Program Content
Three Reasons People Attend Meetings
Education
Networking
Conduct Business
- 5. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Importance of Education
Return on Investment (ROI) and expectations of
attendees
Event (education) must be justified
Meaningful program content
Attendance based on quality of event/education
Technology advances provide additional challenges and
opportunities
Web and video-conferencing
Distance learning
Virtual tradeshows
CD-ROMs and DVDs of presentations
- 6. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Professional Certifications
Associations provide current information and continuing
education in a particular field
Continuing Education Units (CEUs)
Lead to certification or licensing
Demonstrates level of competency in the profession
Good source of revenue through application and testing
fees, study materials, re-certification
Certified Meeting Professional (CMP)
Most recognized designation in meeting and conventions
Administered by Convention Industry Council (CIC)
- 7. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Needs Analysis
Age and gender of past
attendees
Level of expertise
Position within organization’s
hierarchy
Hotel amenities preferred
Medical or dietary needs
Organization paying
Guests of attendees (spouse)
Importance of networking
Distance attendees travel
International guest special
needs
Special accommodations for
disabled (ADA)
Educational outcome expected
Method of determining a meeting’s expectation
Needs of corporation and association differ
Consider:
- 8. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Developing Smart Objectives
Objectives Need to Be S.M.A.R.T.
S-pecific
M-easurable
A-ttainable
R-elevant
T-ime-based
- 9. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Developing Smart Objectives
Examples of Meeting Objectives
Generate attendance at specific levels
Create a program by a certain date
Conference for specific attendees
Complete designs, plans or graphics for meeting by a
certain time
- 10. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Site Selection
First establish meeting objectives
Determining site is typically a group decision
Factors to consider:
Rotation of location
Trade Publications
Location of majority of attendees
Cost for planner and attendees
Mode of travel
Type of hotel or meeting facility
Conference centers designated to hold meetings by
International Association of Conference Centers (IACC)
- 11. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Request for Proposal (RFP)
Disseminated to preferred sites
(often via Internet)
Submit directly to hotels and facilities
Submit to local CVB to distribute to properties
Submit to Destination Marketing Association
International Web site
RFP allows hotels to examine economic impact
of meeting and decide to create a bid
Fam Trips are another method to promote a
destination
- 12. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Budgetary Concerns
Step 1 - Establish goals
Should incorporate the SMART approach
Set by planner, association, corporate mandate
Determine financial expectations of event
Three possible financial outcomes:
Break-even
Profit
Deficit
- 13. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Budgetary Concerns
Step 2 - Identify Expenses
Indirect cost
Overhead or administrative items
Fixed cost
Expenses incurred regardless of number of attendees
Variable cost
Cost based on the number of attendees
- 14. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Budgetary Concerns
Step 3 – Identify Revenue Sources
Registration fees
Corporate or association
funding
Private funding from
individuals
Exhibitor fees
Sponsorships
Logo merchandise
Advertising fees
Government assistance
Sales of banner adds or links
on official Web site
Renting of membership
address list for marketing
Partnerships to promote
other companies’ products
for a fee
- 15. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Cost Control
Cost controls are tool for monitoring budget
Make sure facility knows who has signing
authority
The person from the organization that can make
additions or changes to the order
Accurately estimate amount of meals ordered
Outsourcing rather than keeping someone on
staff full time
- 16. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Control in MEEC
Evaluating Design – a good design should be
Simple, concise, completed in minimal time
Self-administered are most common
Qualitative Data
“Hard” numerical – can be compared: scores, averages, ranks
Quantitative Data
“Soft” – a descriptive record of what is observed, then written
- 17. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Control in MEEC
Designing and Implementing a Survey
Simple, easy to complete
One concept per question
Avoid professional jargon,
acronyms, abbreviations
Easy first; difficult, personal
last
Personal or proprietary in
ranges
Keep anonymous
Include meeting contact
information; enables mailing
Number all questions
Readable – design fonts,
graphics, and colors kept
visibly simple
Identify speakers by name
Station someone to collect
forms or have clearly marked
collection boxes
- 18. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Program Implementation
Factors to Consider
Program type
Content, including track and level
Session scheduling
Speaker arrangements
Refreshment breaks and meal functions
Ancillary events
Evaluation procedures
- 19. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Program Implementation
Program Types
General or Plenary Session
Concurrent Session
Workshop or Break-Out Sessions
Roundtable Discussion Groups
- 20. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Program Implementation
Program Content
Average attendee – 3 to 6 sessions a day
Developed months in advance
Must be specifically designed, not a “one-
size-fits-all” model.
Create tracks and levels
Speakers can design session special
- 21. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Session Scheduling
Timing is Critical
Variety of Activities
Don’t double-book events over
same time period
Coordinate trade shows and
workshops
Allow enough time between
sessions for restroom, travel time,
checking messages, etc.
- 22. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Refreshment Breaks and
Meal Functions
Important to provide breaks
May be more productive to keep
attendees in facility rather than
eating outside
Refreshment breaks foster
connections
Cocktail receptions and dinners –
be careful with alcohol
consumption
- 23. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Speaker Arrangements
Volunteer speakers – reduce
expenses, are knowledgeable,
may increase attendance, build
relationships.
Volunteer speakers also may not
adequately prepare, not be a good
presenter, may have personal
agenda.
Paid speakers – more reliable
- 24. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Speaker Arrangements
Speaker Guidelines Should Include:
Background information
Date and location of meeting
Special events speaker may attend
Date, time, location of room
Presentation topic and duration
Demographic and estimate of attendees
Room set and A/V availability
Request for short biography
Names of other speakers
Remuneration policy
- 25. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Speaker Arrangements
Speaker Guidelines Should Include:
Dress code
Location of speaker ready room
Instructions for preparing final abstracts
Instructions / format for handouts
Transportation and lodging information
Maps and diagrams of hotel or facility
Deadlines for all materials to be returned
Guidelines for speaking to group
Presenter Contract
Tape, CD-ROM and internet waiver
- 26. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Audiovisual Equipment
Many meetings do not allow
speakers to bring their own
A/V
Controlling A/V costs is very
important
Reduce handouts by making
available online or by
emailing.
- 27. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Managing Speakers On Site
Especially important at large
events
“Pre-convention: session activities
such as on social media
(Facebook, Twitter, etc)
Ancillary Activities
- 28. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Registration
Valuable data gathering
before meeting
Registration fees
Pre-registration
On-site registration
- 29. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Housing
Attendees arrange for their
own room
Group rate is arranged at
multiple locations
Meeting sponsor handles all
housing arrangements
Third party Housing Bureau
- 30. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Meeting and Event Specification
Guide
APEX Initiative
Specifications Guide three
parts: Narrative, Function
Schedules, Function Set-up
Orders
- 31. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Pre- and Post- Con Meeting
Pre-con Meeting = Important
to coordinate between all the
major players.
Post-con meeting = Important
for planning the next meeting.
- 32. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Future Trends
Focus on meeting and event ROI will
become more intense
Planners will need to keep “wow factor in
mind.
Technology will play an increasing
significance in in planning and producing
events
Small event lead times will get shorter
while long events will get longer.
Corporations and associations will
continue to downsize in-house meeting
and event staff, outsourcing to third party
planners.
- 33. Meetings, Expositions, Events & Conventions, 3nd
ed.
George G. Fenich
© 2012, 2008, 2005 Pearson Education
Upper Saddle River, NJ 07458.All rights reserved
Review
Setting Objectives
Importance of Education
Professional Certifications
Needs Analysis
Development of SMART
Objectives
Site selection
Request for Proposal
Budgetary Concerns
Cost Control
Control in MEEC
Program Implementation
Session Scheduling
• Refreshment Breaks and Meal
Functions
• Speaker Arrangements
• Audiovisual Equipment
• Managing Speakers On Site
• Registration
• Housing
• Meeting and Specification
Guide
• Pro – and Post-Con Meeting
• Future Trends