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Planning and Producing MEEC Gatherings - Coggle Diagram
Planning and Producing MEEC Gatherings
Reasons People Attend Meetings
NETWORKING
CONDUCT BUSINESS
EDUCATION
Important of Education
Technology advances provide additional challenges and opportunities
Return on investment (ROI) and expectations of attendees
Professional Certifications
Certified Meeting professional (CMP)
Associations provide current information and continuing education in particular field
Need Analysis
Method of determining a meeting's expectation
Needs of corporation and association differ
Hotel amenities preferred
Medical or dietary needs
Organization paying
Guests of attendees (spouse)
Importance of networking
International guest special needs
Special accommodations (ADA)
Educational outcome expected
Objectives need to be S.M.A.R.T.
Specific
Measurable
Attainable
Relevant
Time based
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.
Factor to Consider Site Selection
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 (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
Budgetary issues
Step 1 – establish goals
Step 2 – identify expenses
Step 3 – 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 – a good 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
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.