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CHAPTER 9 PLANNING AND PRODUCTING MEEC GATHERINGS - Coggle Diagram
CHAPTER 9 PLANNING AND PRODUCTING MEEC GATHERINGS
Cost Control
Tools for monitoring budget
Make sure facility knows who has signing authority
Accurately estimate amount of meals ordered
Outsourcing rather than keeping someone on staff full time
Control in MEEC
Evaluating design – a good design should be:
Simple, concise, completed in minimal time
Self-administered are most common.
Evaluating design – a good design should be:
Qualitative data
hard numerical, can be compared: scores, averages, ranks.
Quantitative data
soft – a descriptive record of what is observed, then written.
Designing and implementing a survey
Simple, one concept per question
Avoid professional jargon, acronyms, abbreviation
Easy first; difficult, personal last
Keep anonymous
Include meeting contact information
Designing and implementing a survey
Number all questions
Readable
design fonts, graphics, visibly simple
Identify speakers by name
Someone collects forms or have clearly marked collection bin
Program Implementation
Factors to consider
Program type
Content, including track and level
Session scheduling
Speaker arrangements
Refreshment breaks and meal functions
Ancillary events
Program types
General or plenary session
Concurrent session
Workshop or break-out session
Roundtable discussion groups
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
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.
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
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
Speaker guidelines should include:
Room set and A/V availability
Request for short biography
Remuneration policy
Dress code
Instructions for preparing final abstracts
Instructions / format for handouts
Speaker guidelines should include:
Transportation and lodging information
Deadlines for all materials to be returned
Guidelines for speaking to group
Presenter contractor
Tape, CD-ROM and internet waiver.
Audiovisual Equipment
Many meetings do not allow speakers to bring their own A/V.
Reduce handouts by making available online or by emailing.
Managing Speakers on site
Especially important at large events
Pre-convention
Session activities such as on social media (Facebook, Twitter, etc.)
Ancillary Activities
Registration
Valuable data gathering before meeting
Registration fees
Pre-registration
On-site registration
Housing
Attendees arrange for their own room
Group rate is arranged at multiple locations
Meeting sponsor handles all housing arrangements
Third party Housing Bureau
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
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.
Future Trends
Small event lead times will get shorter while long events get longer.
Corporations and associations will continue to downsize in-house meeting and event staff, outsourcing to third party planner.