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Chapter 9 (Planning and Producing MEEC Gatherings) - Coggle Diagram
Chapter 9
(Planning and Producing MEEC Gatherings)
Setting Objektif
Creating meeting and event objectives
Impact virtually all meeting
Site selection / food and beverage
Transportation / room layout and setup
Program content
3 Reasons peopla attend meetings
Networking
Conduct business
Education
Objectives are the basis of planning process
Objectives should be clear, concise, and measurable
Objectives drive program planning
Focus on attendees
Importance of education
Return on ivestment (ROI) & 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 presentation
Ptofessional Certifications
Associations provide current information and continuing education
Continuing Education Units (CEUs)
Lead to certification or licensing
Demonstrates level of competency in profession
Certified Meeting professional (CMP)
Most recognized designation in meeting and conventions
Administered by Convention Industry Council (CIC)
Needs Analysis
Method of determining a meeting's expectation
Needs of corporation and association differ; consider:
Age and gender of past attendees
Level of expertise
Position in organization
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 (ADA)
Educational outcome expected
SMART objectives
Specific
Measurable
Attainable
Relevant
Time based
Meeting Objectives
Generate attendance at specific hotels
Create a program by a certain date.
Conference for specific attendees
Complete designs, plans, or graphics for meeting by a certain time.
Objectives SMART
Examples of meeting objectives
Generate attendance at specific hotels
Create a program by a certain date.
Conference for specific attendees
Complete designs, plans, or graphics for meeting by a certain time.
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
Request For Proposal (RFP)
Disseminated to preferred sites
Submit directly to hotels and facilities
Submit to local CVB to distribute to properties
Submit to DMAI 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
Budgetary Concerns
Budgetary issues include
What is cost to produce event?
Will there be a registration fee?
What types of food and beverage?
Will additional cost will be passed on to attendees?
What revenue streams are available?
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
Step 2 – identify expenses
Indirect cost
overhead or administrative items
Fixed cost
expenses incurred regardless of number of attendees
Variable cost
based on the number of attendees
Step 3 – identify revenue sources
Registration fees
Corporate / association funding
Private funding
Exhibitor fees / sponsorships
Logo merchandise
Advertising fees
Government assistance
Sales of banner ads
Renting of membership list
Partnerships