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Planning and Producing MEEC Gatherings - Coggle Diagram
Planning and Producing MEEC Gatherings
Setting Objectives
Creating meeting and event objectives
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 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
International guest special needs
Special accommodations (ADA)
Educational outcome expected
Hotel amenities preferred
Medical or dietary needs
Organization paying
Guests of attendees (spouse)
Importance of networking
Distance attendees travel
Developing SMART objectives
Objectives need to be S.M.A.R.T.
Specific
Measurable
Attainable
Relevant
Time based
Site Selection
First establish meeting objectives
Determining site is typically a group decision
Factors to consider
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
establish goals
identify expenses
identify revenue sources
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
Designing and implementing a survey
Program Implementation
Factors to consider
Evaluation procedures
Program types
Program content
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.
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
Cocktail receptions and dinners – be careful with alcohol consumption
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
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
Meeting and Event Specification Guide
APEX Initiative
Specifications guide three parts
narrative; function schedules, function set-up orders
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.
Review
Control in MEEC
Program implementation
Session scheduling
Refreshment breaks and meal functions
Speaker arrangements
Registeration
Audiovisual equipment
Housing
Meeting and specification guide
Pro-and post-con meeting
Future trends
Setting objections
Professional certifications
Needs analysis
Development of SMART objectives
Site selection
Request for proposal
Budgetary concerns
Cost control
Housing
Attendees arrange for their own room
Group rate is arranged at multiple locations
Meeting sponsor handles all housing arrangements
Third party Housing Bureau