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33 Pages

013512459x_ppt09

Course: HFT 2750, Spring 2011
School: UCF
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Word Count: 2182

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Meetings, MEEC ChapterNine PlanningandProducingMEEC Gatherings Fenich: Expositions, Events & Conventions, 3rd ed. SettingObjectives CreatingMeetingandEventObjectives ObjectivesarethebasisofPlanningProcess Objectivesshouldbe Clear Concise Measurable ObjectivesdriveProgramPlanning Focusonattendees WhatwillbetheirReturnonInvestment(ROI)? Meetings, Expositions, Events & Conventions, 3nd ed....

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Meetings, MEEC ChapterNine PlanningandProducingMEEC Gatherings Fenich: Expositions, Events & Conventions, 3rd ed. SettingObjectives CreatingMeetingandEventObjectives ObjectivesarethebasisofPlanningProcess Objectivesshouldbe Clear Concise Measurable ObjectivesdriveProgramPlanning Focusonattendees WhatwillbetheirReturnonInvestment(ROI)? Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved SettingObjectives WhoistheGroup?Whyaretheyhere? WhatistheObjectiveofthemeeting? Impactsvirtuallyallofmeetingcomponents Siteselection Food&Beverage Transportation RoomLayoutandSetUp ProgramContent ThreeReasonsPeopleAttendMeetings Education Networking ConductBusiness Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved ImportanceofEducation ReturnonInvestment(ROI)andexpectationsof attendees Event(education)mustbejustified Meaningfulprogramcontent Attendancebasedonqualityofevent/education Technologyadvancesprovideadditionalchallengesand opportunities Webandvideoconferencing Distancelearning Virtualtradeshows CDROMsandDVDsofpresentations Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved ProfessionalCertifications Associationsprovidecurrentinformationandcontinuing educationinaparticularfield ContinuingEducationUnits(CEUs) Leadtocertificationorlicensing Demonstrateslevelofcompetencyintheprofession Goodsourceofrevenuethroughapplicationandtesting fees,studymaterials,recertification CertifiedMeetingProfessional(CMP) Mostrecognizeddesignationinmeetingandconventions AdministeredbyConventionIndustryCouncil(CIC) Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved NeedsAnalysis Methodofdeterminingameetingsexpectation Needsofcorporationandassociationdiffer Consider: Ageandgenderofpast attendees Levelofexpertise Positionwithinorganizations hierarchy Hotelamenitiespreferred Medicalordietaryneeds Organizationpaying Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich Guestsofattendees(spouse) Importanceofnetworking Distanceattendeestravel Internationalguestspecial needs Specialaccommodationsfor disabled(ADA) Educationaloutcomeexpected 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved DevelopingSmartObjectives ObjectivesNeedtoBeS.M.A.R.T. Specific Measurable Attainable Relevant Timebased Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved DevelopingSmartObjectives ExamplesofMeetingObjectives Generateattendanceatspecificlevels Createaprogrambyacertaindate Conferenceforspecificattendees Completedesigns,plansorgraphicsformeetingbya certaintime Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved SiteSelection Firstestablishmeetingobjectives Determiningsiteistypicallyagroupdecision Factorstoconsider: Rotationoflocation TradePublications Locationofmajorityofattendees Costforplannerandattendees Modeoftravel Typeofhotelormeetingfacility Conferencecentersdesignatedtoholdmeetingsby InternationalAssociationofConferenceCenters(IACC) Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved RequestforProposal(RFP) Disseminatedtopreferredsites (oftenviaInternet) Submitdirectlytohotelsandfacilities SubmittolocalCVBtodistributetoproperties SubmittoDestinationMarketingAssociation InternationalWebsite RFPallowshotelstoexamineeconomicimpact ofmeetinganddecidetocreateabid FamTripsareanothermethodtopromotea destination Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved BudgetaryConcerns Budgetismajorconsiderationnexttoobjectives Budgetaryissuesinclude: Whatisthecosttoproduceevent? Whowillpay? Willtherebearegistrationfee? Whattypesoffoodandbeverage? Whatwillbeserved? Willadditionalcostwillbepassedontoattendees? Whatrevenuestreamsareavailabletoproduceand promotethemeeting? Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved BudgetaryConcerns Step1Establishgoals ShouldincorporatetheSMARTapproach Setbyplanner,association,corporatemandate Determinefinancialexpectationsofevent Threepossiblefinancialoutcomes: Breakeven Profit Deficit Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved BudgetaryConcerns Step2IdentifyExpenses Indirectcost Fixedcost Overheadoradministrativeitems Expensesincurredregardlessofnumberofattendees Variablecost Costbasedonthenumberofattendees Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved BudgetaryConcerns Step3IdentifyRevenueSources Registrationfees Corporateorassociation funding Privatefundingfrom individuals Exhibitorfees Sponsorships Logomerchandise Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich Advertisingfees Governmentassistance Salesofbanneraddsorlinks onofficialWebsite Rentingofmembership addresslistformarketing Partnershipstopromote othercompaniesproducts forafee 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved CostControl Costcontrolsaretoolformonitoringbudget Makesurefacilityknowswhohassigning authority Thepersonfromtheorganizationthatcanmake additionsorchangestotheorder Accuratelyestimateamountofmealsordered Outsourcingratherthankeepingsomeoneon stafffulltime Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved ControlinMEEC EvaluatingDesignagooddesignshouldbe Simple,concise,completedinminimaltime Selfadministeredaremostcommon QualitativeData Hardnumericalcanbecompared:scores,averages,ranks QuantitativeData Softadescriptiverecordofwhatisobserved,thenwritten Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Saddle Education Upper River, NJ 07458.All rights reserved ControlinMEEC DesigningandImplementingaSurvey Simple,easytocomplete Oneconceptperquestion Avoidprofessionaljargon, acronyms,abbreviations Easyfirst;difficult,personal last Personalorproprietaryin ranges Keepanonymous Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich Includemeetingcontact information;enablesmailing Numberallquestions Readabledesignfonts, graphics,andcolorskept visiblysimple Identifyspeakersbyname Stationsomeonetocollect formsorhaveclearlymarked collectionboxes 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved ProgramImplementation FactorstoConsider Programtype Content,includingtrackandlevel Sessionscheduling Speakerarrangements Refreshmentbreaksandmealfunctions Ancillaryevents Evaluationprocedures Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved ProgramImplementation ProgramTypes GeneralorPlenarySession ConcurrentSession WorkshoporBreakOutSessions RoundtableDiscussionGroups Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved ProgramImplementation ProgramContent Averageattendee3to6sessionsaday Developedmonthsinadvance Mustbespecificallydesigned,notaone sizefitsallmodel. Createtracksandlevels Speakerscandesignsessionspecial Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved SessionScheduling TimingisCritical VarietyofActivities Dontdoublebookeventsover sametimeperiod Coordinatetradeshowsand workshops Allowenoughtimebetween sessionsforrestroom,traveltime, checkingmessages,etc. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved RefreshmentBreaksand MealFunctions Importanttoprovidebreaks Maybemoreproductivetokeep attendeesinfacilityratherthan eatingoutside Refreshmentbreaksfoster connections Cocktailreceptionsanddinners becarefulwithalcohol consumption Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved SpeakerArrangements Volunteerspeakersreduce expenses,areknowledgeable, mayincreaseattendance,build relationships. Volunteerspeakersalsomaynot adequatelyprepare,notbeagood presenter,mayhavepersonal agenda. Paidspeakersmorereliable Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved SpeakerArrangements SpeakerGuidelinesShouldInclude: Backgroundinformation Dateandlocationofmeeting Specialeventsspeakermayattend Date,time,locationofroom Presentationtopicandduration Demographicandestimateofattendees RoomsetandA/Vavailability Requestforshortbiography Namesofotherspeakers Remunerationpolicy Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved SpeakerArrangements SpeakerGuidelinesShouldInclude: Dresscode Locationofspeakerreadyroom Instructionsforpreparingfinalabstracts Instructions/formatforhandouts Transportationandlodginginformation Mapsanddiagramsofhotelorfacility Deadlinesforallmaterialstobereturned Guidelinesforspeakingtogroup PresenterContract Tape,CDROMandinternetwaiver Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved AudiovisualEquipment Manymeetingsdonotallow speakerstobringtheirownA/ V ControllingA/Vcostsisvery important Reducehandoutsbymaking availableonlineorby emailing. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved ManagingSpeakersOnSite Especiallyimportantatlarge events Preconvention:sessionactivities suchasonsocialmedia (Facebook,Twitter,etc) AncillaryActivities Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Registration Valuabledatagathering beforemeeting Registrationfees Preregistration Onsiteregistration Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Housing Attendeesarrangefortheir ownroom Grouprateisarrangedat multiplelocations Meetingsponsorhandlesall housingarrangements ThirdpartyHousingBureau Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved MeetingandEventSpecification Guide APEXInitiative SpecificationsGuidethree parts:Narrative,Function Schedules,FunctionSetup Orders Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved PreandPostConMeeting PreconMeeting=Important tocoordinatebetweenallthe majorplayers. Postconmeeting=Important forplanningthenextmeeting. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved FutureTrends FocusonmeetingandeventROIwill becomemoreintense Plannerswillneedtokeepwowfactorin mind. Technologywillplayanincreasing significanceininplanningandproducing events Smalleventleadtimeswillgetshorter whilelongeventswillgetlonger. Corporationsandassociationswill continuetodownsizeinhousemeeting andeventstaff,outsourcingtothirdparty planners. Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved Review SettingObjectives ImportanceofEducation ProfessionalCertifications NeedsAnalysis DevelopmentofSMART Objectives Siteselection RequestforProposal BudgetaryConcerns CostControl ControlinMEEC ProgramImplementation SessionScheduling Meetings, Expositions, Events & Conventions, 3nd ed. George G. Fenich RefreshmentBreaksandMeal Functions SpeakerArrangements AudiovisualEquipment ManagingSpeakersOnSite Registration Housing MeetingandSpecification Guide ProandPostConMeeting FutureTrends 2012, 2008, 2005 Pearson Education Upper Saddle River, NJ 07458.All rights reserved
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