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KEY PLAYERS - Coggle Diagram
KEY PLAYERS
DMOs
DEFINITION
DMOs ARE NON PROFIT ORGANIZATIONS CHARGED WITH REPRESENTING A SPECIFIC DESTINATION AND HELPING THE LONG TERM DEVELOPMENT OF COMMUNITIES THROUGH A TRAVEL AND TOURISM STRATEGY.
EXAMPLE: Vietnam Tourism Association (VITA): Comprehensive information on Vietnamese people, land, history, culture... and networks of hotel, tour operators, and tourist services for VITA's members, partner and all visitor.
OBJECTIVES
- INCLUDE LEISURE AND BUSINESS TRAVELERS ALONG WITH MEETING/EVENT PLANNERS WHO CAN HOLD MEETINGS, CONVENTION AND TRADE SHOWS IN THEIR DESTINATION.
- SERVICE THOSE GROUP WHO HOLD A MEETING IN THEIR DESTINATION WITH MEETING PREPARATIONS.
- ENTICE AND INFLUENCE VISITORS TO ENJOY HISTORIC, CULTURAL AND RECREATIONAL OPPORTUNITIES THAT THE DESTINATION HAS TO OFFER.
- SELL ANS SERVICE CONVENTIONS.
- PROMOTE THEIR DESTINATIONS TO THEIR WIDE RANGE OF CUSTOMERS
RESPONSIBILITIES
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INTERMEDIARY BETWEEN SPONSORING ORGANIZATION AND HOSPITALITY BUSINESSES: COORDINATE SITE VISITS, FIND FUNDING TO HELP ATTRACT LARGE CONVENTIONS; OFFER UNBIASED AND VALUABLE INFORMATION ABOUT DESTINATION'S SERVICES AND FACILITIES.
IMPORTANCE
- IT ENCOURAGES GROUPS TO HOLD MEETINGS IN THEIR DESTINATION AND ASSIST GROUP WITH MEETING PREPARATION.
- IT INTRODUCES PLANNERS TO THE RANGE OF MEETING RELATED PRODUCTS AND SERVICES THE CITY HAS TO OFFER.
- IT WORKS CLOSELY WITH LOCAL CONVENTION CENTERS AND CAN ASSIST PLANNERS IN OBTAINING WHAT THEY NEED FROM CONVENTION CENTER STAFF.
- IT CAN DIRECT PLANNERS TO THE PRODUCTS AND SERVICES THAT WILL WORK BEST TO ACCOMMODATE THE NEEDS AND BUDGETS OF THEIR ATTENDEES.
- IT CAN ACT AS A LIAISON BETWEEN THE PLANNER AND COMMUNITY OFFICIALS.
VENUES
HOTEL
2nd most common place for a meeting, wide size and quality:
- boardrooms: <12 people, ~60000 square feet
- breakout rooms: >boardroom, half size ballroom
- ballrooms: large, with corresponding theme decor
- outdoor venues: pools, patios, gardens
- prefunction space: corridors or lobbies adjacent
Tend to be owned by major hotel companies
meeting are rarely their primary business: the primary is the sale of sleeping room nights, as well as the use of services (planners do not pay for meeting place in hotels)
NOTICE
- the entire financial package includes not just the revenue from the event itself but also the revenue from the sleeping rooms, restaurants, bars and exclusive vendors.
- seasonality and fluctuating occupancy levels can have a significant impact on the cost of using a facility -> planner must aware of move-in/out schedules and other groups that are in the house.
- hotels often host meetings for several different groups at any given time.
CONVENTION CENTERS
- exhibit halls, carpeted ballrooms, breakout and meeting rooms
- rooms with built-in stage and full sized theaters
- designed by industrial engineer
- owned by government entities
- actively support by DMOs/CVBs
- charge for everything
issues
- issue in managing facilities
- individual relationship with planner and facilities runner
- no sleeping room nights
service
catering, parking, buses, audiovisual, data-telecom and florist
CONFERENCE CENTERS
- small, well appointed facilities specifically designed to enhance classroom-style learning
- employ complete meeting package, the facility ties all its revenue into a single bundle of services
RETREAT FACILITIES
- owned by a family or closely held corporation (not-for-profit entities, charitable organizations, religious groups, evangelical organizations
- can be used as a stimulus to energize a moribund group of delegates
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CRUISE SHIPS
- size and availability are various (extensive theaters, lounge facilities..)
- offer complete meeting package, include everything except the bar tab and taxes
- isolation is strength
- issue: keeping delegate in the meetings
SPECIFIC USE FACILITIES
- EXAMPLES: theaters, amphitheaters, arenas, stadiums, sport facilities
- focuses on events for general public and a close event for an invited audience
- entertainment events occur on evenings and weekends -> issue of availability of staff
- well equipped with comfortable chairs, lighting positions, sound systems and stages
issues
- finding replacement
- catering service (menu challenge)
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UNUSUAL VENUES
EXAMPLES: airplane hangars, remote islands, nature preserves, city parks, open meadows, museums and athletic fields
issue
- no support equipment
- permits asked (local government, fire department)
- security, weather, logistics
EXHIBITIONS
Management
Exhibition organizer
(trade association/separate company organizing the show as a profit making venture)
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General service contractor
(known as an official exhibit service contractor or decorator provides products and services to the exhibition management company and the show's exhibitors
Type
Business to business (B2B)
( international/national attendee, preregistration/qualified buyers, targeted electronic communications, show days: business week, location at large markets)
Business to consumer (B2C)
( regional/local attendee, ticket purchase on site, general public, newspaper/regional magazines/social media marketing, weekends show days, located at large or secondary market)
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SERVICE CONTRACTORS
Definition
- provides a product or service for the exhibitor or show/event management during the actual show or conference (florist, electrical company, registration company, staffing agency,..)
- an outside company used by clients to provide specific products or services
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DMCs
Definition
DMC is a professional services business that possesses extensive local knowledge, expertise, and resources. It specializes in the design and implementation of events, activities, tours, transportation and program logistics.
EXAMPLE: Trusted DMC, Destination Management Company: run by local people with exceptional tourism qualifications and global insights
Responsibilities
- provide recommendations for local destination resources that will best fit and satisfy the goals for a gathering: to plan, to set up and deliver these services (dining, hotel selection, event venue selection, creative theme design..)
- provide unique and creative event concepts that will accomplish the specific goals for the event
Relationship with DMOs
DMCs will often get leads on new account through requests by meeting and the event professionals that have gone through a DMO. Once lead has been passed on by the DMO, the DMC will communicate through direct and electronic communications and presentations