CHAPTER 9 : Planning and Producing MEEC Gatherings
Importance of Education
Return on investment (ROI) and expectations of attendees
Technology advances provide additional challenges and opportunities
Professional Certifications
Associations provide current information and continuing education in particular field
Certified Meeting professional (CMP)
Needs Analysis
Method of determining a meeting's expectation
Needs of corporation and association differ; consider
Hotel amenities preferred
Medical or dietary needs
Organization paying
Guests of attendees (spouse)
Importance of networking
Distance attendees travel
International guest special needs
Developing SMART objectives
Objectives need to be S.M.A.R.T.
SMART
Specific
Measurable
Attainable
Relevant
Time based
Examples of meeting objectives
OBJECTIVE
Generate attendance at specific hotels
Create a program by a certain date.
Conference for specific attendees
Site Selection
Factors to consider
Determining site is typically a group decision
First establish meeting objectives
Request For Proposal (RFP)
Disseminated to preferred sites (often via internet)
RFP allows hotels to examine economic impact of meeting and decide to create a bid
“Fam” trips are another method to promote a destination
Budgetary Concerns
Step 1 – establish goals
Step 2 – identify expenses
Step 3 – identify revenue sources
Control in MEEC
Evaluating design
Designing and implementing a survey
Program Implementation
Factors to consider
Evaluation procedures
Program types
Program content
Session Scheduling
Timing is critical
Coordinate trade shows and workshops
Variety of activities
Allow enough time between sessions for restroom, travel time
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
Speaker Arrangements
Volunteer speakers
Paid speakers
Speaker guidelines
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
Managing Speakers on site
Especially important at large events
Pre-convention
Ancillary Activities
Registration
DETAIL
Valuable data gathering before meeting
Registration fees
Pre-registration
On-site registration
Housing
DETAIL
Attendees arrange for their own room
Group rate is arranged at multiple locations
Meeting sponsor handles all housing arrangements
Meeting and Event Specification Guide
APEX Initiative
Specifications guide three parts
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 planning and producing events
Small event lead times will get shorter while long events get longer