Meetings & Conventions 2008 Meetings Market Report: Prepared For

Meetings & Conventions
2008 Meetings Market Report
PREPARED FOR:
PREPARED BY:
CIC Research, Inc.
June 2008
8361 VICKERS ST. SAN DIEGO, CA 92111-2112 PHONE 858.637.4000 FAX 858.637.4040
TABLE OF CONTENTS
Table of Contents
Page
Introduction ............................................................................................................. 1
Dimensions of the 2008 Meetings Market ............................................................. 3
Summary of Findings.............................................................................................. 4
Corporate Market ................................................................................................. 4
Corporate Meeting Planners: Green Meetings................................................. 9
Corporate Meeting Planners: Use of Technology ............................................ 9
Corporate Meeting Planner Profile................................................................... 10
Association Market............................................................................................... 12
Other Association Meetings ............................................................................. 12
Convention Market............................................................................................... 16
Association Meeting Planners: Green Meetings .............................................. 17
Association Meeting Planners: Use of Technology .......................................... 17
Association Meeting Planner Profile ................................................................ 18
The Corporate Meetings Market............................................................................. 20

Corporate Meeting Expenditures And Budgets.................................................... 21
Corporate Meeting Characteristics....................................................................... 28
Corporate Meeting Planning ................................................................................ 40
Corporate Meeting Planners: Green Meetings……………………………………… 46
Corporate Meeting Planners: Use Of Technology................................................ 50
Corporate Planner and Company Profile ............................................................. 56
i
TABLE OF CONTENTS
The Association Meetings Market.......................................................................... 65
Association Meeting Expenditures and Budgets.................................................. 66

Convention and Association Meeting Characteristics .......................................... 75
Conventions and Association Meetings Planning ................................................ 96
Association Meeting Planners: Green Meetings .................................................. 102
Association Meeting Planners: Use Of Technology ............................................ 106
Association Planner and Organization Profile...................................................... 112
Appendix.................................................................................................................. 119
Methodology ........................................................................................................ 120

Survey Questionnaire .......................................................................................... 121
ii
LIST OF TABLES
List of Tables
Table Page
Dimensions of the 2008 Meetings Market
1 Meetings Market Summary………………………………………………….. 3
Summary of Findings
2 Top Factors when Selecting Destinations for Group Incentive Trips …… 6
3 Top Factors when Selecting Facilities for Group Incentive Trips……….. 7
4 Preference of Having Eco-Friendly Amenities at Hotels.......................... 9
5 Convention Market Summary……………………………………………….. 16
6 Preference of Having Eco-Friendly Amenities at Hotels.......................... 17
The Corporate Meetings Market

7 Average Annual Expenditures for Off-Premises Meetings. ..................... 22
8 Average Expenditures for Meeting Components .................................... 23
9 Projected Expenditures for Meeting Components .................................. 23
10 Average Expenditures for Meeting Facilities .......................................... 24
11 Projected Expenditures for Meeting Facilities ........................................ 24
12 Average Expenditures for Domestic and Foreign/Offshore Meetings ..... 25
13 Projected Expenditures for Domestic and Foreign/Offshore Meetings ... 25
14 Percentage Change in 2008 Off-Premises Meetings Budget
From 2007 ........................................................................................ 26
15 Reasons for 2008 Off-Premises Meetings Budget
Increase or Decrease......................................................................... 27
16 Summary of Number and Attendance ..................................................... 29
17 Number of Corporate Meetings Planned in Past 12 Months Per
Planner .............................................................................................. 29
18 Summary of Types of Corporate Meetings.............................................. 30
19 Whether Lead Time Required to Plan Domestic Corporate Meetings
Has Changed from 2007 to 2008 ...................................................... 31
20 Projected Number of Corporate Meeting Types ..................................... 31
iii
LIST OF TABLES
Table Page
21 Projected Corporate Meeting Attendance ............................................... 32
22 Trade Show Planning ............................................................................. 32
23 Number of Cities and/or Resort Areas on Selection List ........................ 33
24 Top Cities and States Where Meetings were Held in 2007 .................... 33
25 Types of Facilities Used in past Year ..................................................... 34
26 Projected Types of Corporate Meetings by Types of Facilities Used in
Past Year (Market Projection) ........................................................... 35
27 Use of Foreign/Offshore Destinations in the Past 12 Months …………… 36
28 Intentions to Use Foreign/Offshore Destinations in 2008 ……………….. 36
29 Typical Daily Room Rate Paid for Overnight Accommodations .............. 37
30 Foreign/Offshore Meeting Planning ........................................................ 38
31 Destinations Where Foreign/Offshore Meetings Were Held ................... 38
32 Incentive Trip Planning ........................................................................... 39
33 Percentage/Average Number of Guest Attendees at
Off-Premises Meetings ...................................................................... 41
34 Need to Plan Activities for Guests of Attendees ..................................... 41
35 Need to Plan Activities for Children of Attendees ................................... 41
36 Factors Considered Very Important in Selection of a Destination .......... 42
37 Factors Considered Very Important in Selection of a Facility/Hotel......... 43
38 Number of Hotels on Selection List ........................................................ 44
39 Whether Same Hotel Chain Use for Majority of Meetings ...................... 45
40 Whether Meeting Planner Arranges Group Transportation .................... 45
41 Attendees Able to Recycle Newspaper, White Paper, Cans and
Bottles................................................................................................ 47
42 Conference Materials Printed on Recycled Paper................................... 47
43 Lights and Air Conditioning Turned Off whenever Meeting Rooms
Are not in use, if Possible .................................................................. 48
44 Feelings about Following Eco-Friendly Offerings at Hotels ..................... 48
45 Environmentally Friendly Policy Mandated for your Meetings? ............... 48
46 Convention Facilities and Hotels Certified as Environmentally
Responsible ....................................................................................... 49
47 Use of Meeting Planning Software ......................................................... 51
48 Top meeting Planning Software Used .................................................... 51
49 Whether Use Web Sites to Help Plan Meetings ..................................... 52
50 Which Web Sites Are Used Most Often to Help Plan Meetings .............. 52
iv
LIST OF TABLES
Table Page
51 Rating of Web Site Elements used to Help Plan Meetings...................... 53
52 Whether Generated Online RFP at Meeting Planning Site .................... 53
53 Whether Meeting Planned by Respondent Had Its Own Website(s) ...... 54
54 Whether Meeting Attendees Can Register Online................................... 54
55 Used Video Conferencing or Webcasting in 2007................................... 55
56 Whether Videoconferencing or Webcasting Replaced any
Face-to-Face Meetings ..................................................................... 55
57 Percent of On-the-Job Time Spent on Meeting Planning Activities ......... 57
58 Length of Time With Meeting Planning Responsibilities.......................... 57
59 Job Title or Position................................................................................. 58
60 Decision-Making Responsibilities for Meeting Planning Functions.......... 58
61 For How Many People Meeting Planner Plans Group Business
Functions ........................................................................................... 59
62 Nature of Company’s Business ............................................................... 60
63 Estimated Sales Volume of Division or Subsidiary.................................. 61
64 Estimated Sales Volume of Total Corporation......................................... 61
65 Number of Employees in Division or Subsidiary...................................... 62
66 Number of Employees in Total Corporation ............................................ 62
67 Gender of Corporate Planner .................................................................. 63
68 Age of Corporate Planner........................................................................ 63
69 If Certified Meeting Professional/Certified Meeting Manager .................. 64
70 Memberships in Associations.................................................................. 64
The Association Meetings Market

71 Total Expenditures on Association Meetings and Conventions............... 67
72 Association and Delegate Expenditures.................................................. 67
73 Major Conventions – Delegate Expenditures .......................................... 68
74 Major Conventions – Association Expenditures ...................................... 68
75 Attendee Expenditures on Association Meetings .................................... 69
76 Association Expenditures for Domestic and Foreign/Off-Shore
Meetings ............................................................................................ 69
77 Average Association Expenditures for Domestic and Foreign/Offshore
Meetings ............................................................................................ 70
78 Association Expenditures for Domestic and Foreign/Offshore
Meetings ............................................................................................ 70
v
LIST OF TABLES
Table Page
79 Association Expenditures for Domestic and Foreign/Offshore
Meetings By Expenses ...................................................................... 71
80 Expenditures for Meeting Components ................................................... 71
Meetings by Facility Type .................................................................. 72
Meetings by Facility Type (Market Projection) ................................... 72
83 Percentage Change in 2008 Association Meetings Budget
from 2007........................................................................................... 73
84 Reasons for Change in Association Meetings 2008 Budget ................... 74
85 Summary of Number and Attendance: Association Meetings
Held in the Past Year ......................................................................... 76
86 Frequency of Holding Major Conventions ............................................... 77
87 Year in Which Most Recent Convention Held ......................................... 77
88 Seasonality of Holding Major Conventions.............................................. 78
89 Where major Conventions are Held ........................................................ 78
90 Type of Facility Used for Last Major Convention..................................... 79
91 Approximate Male and Female Delegate/Member Attendance ............... 79
92 Convention Attendees’ Accommodations................................................ 80
93 Guest Attendance at Last Major Convention........................................... 80
94 Children Attendance at Last Major Convention ....................................... 81
95 Need to Plan Activities for Guests of Attendees...................................... 81
96 Need to Plan Activities for Children of Attendees.................................... 82
97 Average Lead Time Required to Plan Convention from Start of
Planning Process............................................................................... 82
98 Has Lead Time Changed Between Two Most Recent Conventions........ 82
99 Exhibits and Displays at Last Major Convention ..................................... 83
100 Convention Expenditures by Type .......................................................... 84
101 Other Association Meetings – Number of Association Meetings
Planned in Past 12 Months ................................................................ 85
102 Other Association Meetings - Summary of Types of Association
Meetings ............................................................................................ 86
103 Average Lead Time Required to Plan Domestic Association
Meetings from Start of Planning Process........................................... 86
vi
LIST OF TABLES
Table Page
104 Whether Lead Time Required to Plan Domestic Association
Meeting Changed from 2007 to 2008 ................................................ 86
105 Projected Number of Association Meeting Types.................................... 87
106 Projected Association Meeting Attendance ............................................. 87
107 Guest attendance at Association Meetings ............................................. 88
108 Children Attendance at Association Meetings ......................................... 88
109 Whether Activities Were Planned for Spouses/Guests of Attendees ...... 89
110 Whether Activities Were Planned for Children of Attendees ................... 89
111 Number of Cities on Selection List .......................................................... 90
112 Top Cities and States Where Meetings Were Held in 2007 .................... 90
113 Types of Lodging Used at Most Recent Convention ............................... 91
114 Types of Facilities Used in Past Year...................................................... 92
115 Projected Types of Association and Convention Meetings by
Types of Facilities Used in Past Year ................................................ 93
116 Use of Foreign/Off-Shore Destinations for Meetings in the
Past 12 Months.................................................................................. 93
117 Destination(s) of Offshore Meetings Held in Past 12 Months .................. 94
118 Foreign/Off-Shore Meeting Planning....................................................... 95
119 Factors Considered Very Important in Selection of a Destination ........... 97
120 Factors Considered Very Important in Selection of a Facility/Hotel......... 98
121 Number of Hotels on Selection List ......................................................... 99
122 Whether Same Hotel Chain Used for More than Half of Meetings .......... 99
123 Number of Cities/Resort Areas on Selection list...................................... 100
124 Major Conventions – Whether or Not Meeting Planner Arranges for
Ground Transportation at Meeting Destination for Attendees ............ 100
125 Other Off-Premises Meetings – Whether or Not Meeting Planner
Arranges for Ground Transportation at Meeting Destination
for Attendees ..................................................................................... 101
126 Attendees Able to Recycle Newspaper, White Paper, Cans and
Bottles................................................................................................ 103
127 Conference Materials Printed on Recycled Paper................................... 103
128 Lights and Air Conditioning Turned Off Whenever Meeting Rooms
Are not in Use, If Possible.................................................................. 104
129 Feelings about Following Eco-Friendly Offerings at Hotels ..................... 104
vii
LIST OF TABLES
Table Page
130 Environmentally Friendly Policy Mandated for Your Meetings ................ 104
131 Convention Facilities and Hotels Certified as Environmentally
Responsible ....................................................................................... 105
132 Use of Meeting Planning Software .......................................................... 107
133 Top Meeting Planning Software Used..................................................... 107
134 Whether Use Web Sites to Help Plan Meetings ..................................... 108
135 Websites used Most Often to Help Plan Meetings .................................. 108
136 Rating of Web Site Elements Used to Help Plan Meetings ..................... 109
137 Whether Generated Online RFP at Meeting Planning Site ..................... 109
138 Whether Meetings Planned by Respondents had Their own Websites... 110
139 Whether Meeting Attendees Can Register Online................................... 110
140 Used Video Conferencing or Webcasting in 2007................................... 111
141 Whether Video Conferencing or Webcasting Replaced Any Face
To Face Meetings .............................................................................. 111
142 Gender of Association Planner................................................................ 113
143 Age of Association Planner ..................................................................... 113
144 Primary Business of Association ............................................................. 114
145 Professional Certifications Earned .......................................................... 115
146 Memberships Belong to .......................................................................... 115
147 Length of Time with Meeting Planning Responsibilities .......................... 116
148 Job Title or Position................................................................................. 116
149 Percent of on-the-Job Time Spent on Meeting Planning Activities.......... 117
150 Decision-Making Responsibilities for Meeting Planning Functions.......... 117
151 Scope of Association or Chapter............................................................. 118
viii
LIST OF FIGURES
List of Figures
Figure Page
1 Distribution of Corporate Expenditures …………………………………. 4
2 Types of Facilities Used for Corporate Meetings ……………………… 5
3 Factors Rated Very Important When Selecting a Meeting Facility ….. 8
4 Decision-Making Responsibilities for Meeting Planning Functions:
Corporate Meeting Planners ………………………………………. 11
5 Distribution of Association Expenditures ……………………………….. 12
6 Type of Meeting Planning Done ....................................................... 13
7 Top Factors Considered Very Important When Selecting a Facility
for Association Meetings …………………………………………… 15
8 Decision-Making Responsibilities for Meeting Planning Functions:
Association Meeting Planners …………………………………….. 19
ix
INTRODUCTION
INTRODUCTION
This report presents the results from the18th biennial Meetings Market Report study conducted
by Meetings & Conventions (M&C) magazine. Meetings & Conventions magazine is a
publication of Northstar Travel Media. This 2008 study was conducted by CIC Research.
Since 1974, the Meetings Market Report has provided vital information on the U.S. meetings
and conventions market as seen by M&C’s subscribers. M&C’s subscriber base provides an
accurate presentation of the meeting planning industry. According to the December 2007 BPA
statement, M&C’s subscriber base was comprised of 55,452 corporate and 14,643 association
members. A total of 684 subscribers were surveyed for this year’s study (447 corporate and
237 association). Having both corporate and association planners represented yields a unique
and valuable perspective for this study.
The study focuses on all elements of the meeting organization industry. Because of the nature
of the industry, corporate and association findings are presented separately. The following
areas are examined in this report:
o Meeting expenditures and budgets

o General meeting characteristics (e.g., number, attendance,
destinations, etc.)
o Planning meetings (e.g., selection factors, transportation,
decision-making, etc.)
o Use of technology
o “Green” meetings
o Planner profile
This report is divided into four additional sections. The following section, Dimensions of the
2006 Meetings Market, presents an estimate of the magnitude of the meeting industry for M&C’s
subscribers. These estimates include number of meetings, number of attendees and total
expenditures for corporate and association meetings. The association meetings are divided into
conventions and other association meetings. The next section, Summary of Findings,
1
INTRODUCTION
summarizes highlights from the survey. This summary includes key findings regarding
corporate, association, and convention meetings as well as planners’ awareness and use of
technology, “green” meeting opportunities, and a profile of the typical corporate and association
planner.
Following these summary findings, extensive tables are presented for both the corporate and
association meetings markets. A methodology statement and a copy of the questionnaire are
included in the Appendix.
2
DIMENSIONS OF THE 2008 MEETINGS MARKET
DIMENSIONS OF THE 2008 MEETINGS MARKET
Subscribers to M&C represent a significant portion of the meetings market industry. These
planners are involved in the planning of over 1.3 million meetings with attendance at these
meetings in excess of 141 million attendees with expenditures over $102 billion. To put this in
perspective, a recently published report* by the Convention Industry Council estimated that in
2007 total direct spending for the meetings, conventions, exhibitions and incentive travel
industry was $122 billion. According to the industry business-related travel forecast**, activity
has been flat or declining slightly from 2004 to 2007. For example, business travel estimates by
the Travel Industry Association of America show a small decline during this period. Assuming
then that the $122 billion figure represent current activity and is a gauge to the total market,
M&C subscribers accounted for 84 percent of the market. Therefore, one would expect that the
activities of these planners would be representative of the entire industry. Table 1 below
summarizes these results.
TABLE 1
MEETINGS MARKET SUMMARY
(Market Projection)
Number of Meeting
Meetings Attendance Total Expenditure
Corporate 1,080,400 84,068,000 $ 30,160,000,000
Association 227,000 37,473,000 $ 38,125,000,000
Conventions 13,700 19,681,000 $ 34,574,000,000
Total 1,321,100 141,222,000 $ 102,859,000,000
*Note: Projected to Meetings & Conventions subscriber base.
* “2007 Certified Meeting Professional Report” by The Convention Industry Council

** Travel Industry Association
3
SUMMARY OF FINDINGS
SUMMARY OF FINDINGS OF THE

2008 MEETINGS MARKET REPORT
CORPORATE MARKET
o Spending breakdowns by category are consistent to those in prior years. It is

estimated that $30.2 billion was spent on corporate meetings. This breaks down to
$17.2 billion for hotels, $4.8 billion for air transportation, and the remaining $8.2
billion on items like speakers, entertainment, ground transportation, etc.
FIGURE 1
DISTRIBUTION OF CORPORATE EXPENDITURES
All Other
11%
Speakers,
Entertainment Hotels & Food
16% 57%
Air
Transportation
16%
o Corporate meeting planners, on average, are involved in arranging 19 meetings

annually.
o The average number of attendees per meeting is 78. The average duration of a
corporate meeting is 2.7.
o Downtown hotels (78%), Resort hotels (53%), Suburban hotels (50%) and
Convention Centers (49%) are the top facilities for corporate meetings.
4
SUMMARY OF FINDINGS
FIGURE 2
TYPES OF FACILITIES USED FOR CORPORATE MEETINGS
Downtown hotels 75%
Resort hotels 48%
Suburban hotels 45%
Convention centers 45%
Airport hotels 29%
Golf resorts 27%
Other 24%
Suite hotels 20%
Gaming facilities 18%
Residential conference centers 11%
Cruise ships 9%
Non-residential conference centers 8%
0% 10% 20% 30% 40% 50% 60% 70% 80%
o Nearly 85% percent (84%) of corporate meetings are held in the continental U.S.
o Meetings budgets (between 2007 and 2008) remained unchanged for 46 percent of
the planners, while 33 percent had their budgets increase (an average of 15%) and
21 percent had budget decreases (an average of 22%).
o Trade show planning involves 53 percent of the corporate planners. They plan an
average of nine trade shows per year and expect to host an average of 1,210
attendees. The trade shows last an average of three days.
o The top five locations for corporate meetings were Chicago (30%), Las Vegas (28%),
Orlando (25%), New York City (20%), and San Francisco (18%).
o Slightly more than one in three (35%) planners are involved in planning meetings
outside of the continental U.S.
o Top five foreign meeting locations were Europe (other than UK/France) (41%),
Caribbean (36%), Mexico (32%), Hawaii (27%), and Asia (26%).
o One third of the planners are involved in planning group incentive trips. They plan an
average of 3.8 trips per year with an average attendance of 130.
5
SUMMARY OF FINDINGS
TABLE 2
TOP FACTORS WHEN SELECTING DESTINATIONS
FOR GROUP INCENTIVE TRIPS
Group Incentive Trips

Climate 92%
Sightseeing, cultural or other extracurricular 82
attractions
Safety and security of destination 81
Availability of hotels or other facilities suitable for 78
meetings
Affordability of destination 75
Glamorous or popular image of location 71
Ease of transporting attendees to and from location 64
Transportation costs 62
Availability of recreational facilities such as golf, 56
tennis and swimming
Distance traveled by individual attendees 50
Clean and unspoiled environment 48
Mandated by corporate policy 32
Reputation for being environmentally friendly 24
*Items rated "very important"
6
SUMMARY OF FINDINGS
TABLE 3
TOP FACTORS WHEN SELECTING FACILITIES
FOR GROUP INCENTIVE TRIPS
Group Incentive Trips

Quality of food service 64%
Number, size and quality of sleeping rooms 63
Number, size and quality of meeting rooms 63
Negotiable food, beverage and room rates 61
Cost of hotel or meeting facility 59
Efficiency of billing procedures 45
Number, size and quality of suites 44
Assignment of one staff person to handle all aspects 42
of your meeting
“Green” practices at the facility 42
Efficiency of check-in/check-out procedures 41
High-speed Internet access 40
Convenience to other modes of transportation 39
Other on-site recreational facilities (swimming, 38
tennis, spa etc.)
Proximity to shopping, restaurants and off-site 36
entertainment
Previous experience in dealing with the facility and 36
its staff
Availability of meeting support services and 31
equipment, such as audiovisual
Meeting rooms with multiple high-speed phone lines 30
and Internet access
On-site golf course 27
Proximity to airport 27
Provision of special meeting services, such as pre- 25
registration and special entertainment
Availability of exhibit space 19
*Items rated "very important"
o Over half (54%) planners need to plan activities for guests of attendees, and 36
percent need to plan activities specifically for children.
o Top factors when considering the selection of a destination are availability of hotels
(80%), affordability (75%), ease of transporting attendees (64%), safety and security
(63%), and distance traveled by attendees (62%).
7
SUMMARY OF FINDINGS
o For corporate planners, they considered an average of 7 hotels for their most recent
meeting.
o Three-quarters (76%) of the corporate planners do not use the same hotel chain for
the majority of their meetings.
FIGURE 3
FACTORS RATED VERY IMPORTANT
WHEN SELECTING A MEETING FACILITY
Number, size and quality of 82%

meeting rooms
Negotiable, food, beverage and 82%
room rates
81%
Cost of hotel or meeting facility
75%
Quality of food service

sleeping rooms
High speed internet access 55%
Availability of meeting support 54%

services and equipment
51%
Efficiency of billing procedures
51%
"Green" practices at the facility
Meeting rooms with IT 49%

technology
Assignment of one staff person 48%
to handle all aspects of meeting
45%
Previous experience with facility
Efficiency of check-in and 43%

check-out procedures
Availability of exhibit space 39%
Provision of special meeting 37%

services
On-site recreational facilities 37%
Convenience to transportation 32%

modes
31%
Proximity to airport

suites
Proximity to other activities 19%
8%
On-site golf course
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
8
SUMMARY OF FINDINGS
Corporate Meeting Planners: “Green” Meetings
o Less than one in five (17%) planners consider “Green” practices at the meeting
facility to be a very important factor in the selection of the facility.
o One in ten planners always arrange for recycle of newspapers, white paper, cans
and bottles.
o About 30 percent of planners conference materials printed on recycle paper; a third

do not know if the paper is recycled or not.
o Half of the planners (54%) reported that they turn off lights and air conditioning when
meeting rooms are not use.
Table 4
PREFERENCE OF HAVING ECO-FRIENDLY AMENITIES AT HOTELS
Require
or Prefer No Prefer not
to have Preference to have
Linen-reuse policies 49% 39% 12%
Small recycle bins in guest rooms 51 45 4
Low-flow shower heads in guest rooms 34 44 21
Dispensers instead of bottles for toiletries in rooms 22 47 31
Water-saving methods in public restrooms 49 46 5
o Overwhelming majority (86%) of planners reported that no environmentally friendly

policy is mandated for these meetings.
o Over 60 percent (62%) of planners are aware that convention facilities can be
certified as environmentally responsible.
Corporate Meeting Planners: Use of Technology
o Three-quarters of corporate planners (74%) do not use meeting planning software.

However, 99 percent use web sites for meeting planning purposes. The top three
websites used are individual hotel sites (66%), CVB sites (59%), and Google (55%).
9
SUMMARY OF FINDINGS
o In using websites, planners find floor plans (46%), meeting space specifications
(44%), facility search (32%), and maps/directions/distances (32%) extremely useful
in arranging meetings.
o Less than half (47%) of the planners generate online RFP’s at meeting planning
sites.
o Less than half (47%) of the meetings planned had their own website.
o Six out of ten planned meetings had online registration capabilities.
o Four out of ten planners used videoconferencing or webcasting in 2007 and less
than a quarter (24%) reported these types of conferencing methods replaced face-to-
face meetings.
.
Corporate Meeting Planner Profile
The corporate meeting planner on average …..
o spends 53 percent of their time planning meetings
o has 13 years experience of planning responsibilities
o is employed by a non-manufacturing company with a sales volume of $330

million and 1,825 employees.
o is female
o is 48 years of age
o is not a certified meeting professional
o is not a member of any major meeting planning association
10
SUMMARY OF FINDINGS
o Decision-making responsibilities include the following:
FIGURE 4
DECISION-MAKING RESPONSIBILITIES
FOR MEETING PLANNING FUNCTIONS
88%
Selection of meeting hotel or other facility
Selection of meeting location 81%
Planning entertainment, social functions, sports tournaments 72%
Establishing meeting expenditures/budget 70%
Planning of meeting agenda 53%
Trade show planning or exhibit planning 51%
51%
Travel management
46%
Planning incentives
45%
Establishing meeting objectives
Decision to hold off-premises meetings 45%
43%
Planning for air travel arrangements
34%
Planning for car rentals
0% 20% 40% 60% 80% 100%
11
SUMMARY OF FINDINGS
ASSOCIATION MARKET
The association meeting planners’ activities are divided into two groups: major conventions and
other association meetings.
o It is estimated that $72.7 billion was spent on associations’ conventions and other
meetings. Major conventions accounted for $34.6 billion and other association meetings
for $38.1 billion. The vast majority of this expenditure is by delegates/attendees to these
meetings. In fact, approximately 90 percent ($66.1 billion) of these expenditures are
from attendees.
Other Association Meetings
o For other association meetings the average expenditure for an association was
$166,100. The average delegate spent $900.
o Over 90 percent (94%) of the other association meetings are held in the continental U.S.
o Of the estimated $2.4 billion spent on other association meetings, $1.6 billion is spent on
hotels and food, $292 million on speakers/entertainment, $195 million on air
transportation, and the remaining $310 million on other items.
FIGURE 5
DISTRIBUTION OF ASSOCIATION EXPENDITURES
All Other
16%
Speakers,
Entertainment
Hotels & Food
12%
64%
Air
Transportation
8%
o Meeting budgets (between 2007 and 2008) remained unchanged for six out of ten
planners (41%), while 46 percent had their budgets increase (by an average of 15%)
and 13 percent had budget decreases (also by an average of 10%).
12
SUMMARY OF FINDINGS
o Most of the budget increases were needed to cover increased cost (83%) while the
majority of the decreases in budget were part of the organizations general cutbacks
(71%).
o Association meeting planners, on average, are involved in planning 16 meetings

annually.
FIGURE 6
TYPE OF ASSOCIATION MEETINGS PLANNED
Board meetings 78%
Training/educational 67%
seminars
Professional/technical 49%
meetings
Regional or local 34%

chapter meetings
37%
Other
0% 10% 20% 30% 40% 50% 60% 70% 80%
o It takes an average of 10 months to select the facility for non-convention meetings and
19 months from the start of the planning process until the meeting takes place. Nearly
two-thirds (65%) of the planners report that their lead times have not changed since the
last convention.
o Board meetings (30%) and training/education seminars (25%) are the most frequent
type of meetings planned.
o Professional/technical meetings are the most attended meeting (22%).
o One in five delegates (18%) are accompanied by a spouse/guest. Only five percent of
the meetings where spouses/guests attended had children. Most of the planners do not
plan activities for either group.
o The top locations for these types of meetings were Washington D.C. (23%), Chicago
(19%), Orlando (14%), Los Angeles and Atlanta (13% each), The top states were
California (59%), Florida (42%), Illinois (31%) and Texas (24%).
13
SUMMARY OF FINDINGS
o Planning for foreign/offshore meetings was done by 18 percent of the planners. They
planned an average of two meetings. The average attendance was 370 and the
average meeting lasted four days.
o The most popular destinations for offshore meetings were Canada (47%), Europe (other
than UK/France) (40%), Asia (33%) and Mexico (27%).
o Top factors when considering the selection of destination are affordability (72%),
availability of facility (65%), distance traveled by attendees (62%), safety and security
(54%), and transportation costs (48%).
o For an association planner's most recent meeting, they considered an average of five
hotels and four cities.
o Seven out of ten (71%) of the association planners did not use the same hotel chain for
the majority of their meetings.
14
SUMMARY OF FINDINGS
o The following factors were considered very important when selecting a meeting facility:
FIGURE 7
TOP FACTORS CONSIDERED VERY IMPORTANT WHEN SELECTING A FACILITY
FOR ASSOCIATION MEETINGS
76%
Negotiable food, beverage and 70%

room rates
meeting rooms
61%

sleeping rooms
Efficiency of billing procedures 52%
46%
High speed internet access
Assignment of one staff person 45%

to handle meeting
Availability of meeting support 43%

services and equipment
Previous experience in dealing 40%
with facility
Efficiency of check-in and 39%
check-out procedures
Meeting rooms with IT 38%

technology
suites
Convenience to other modes of 30%
transportation
28%
Availability of exhibit space
Proximity to airport 24%
Proximity to off-site activiites 19%
17%
"Green" practices at facility
Provision of special meeting 14%

services
8%
On-site recreational facilities
6%
On-site golf course
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
15
SUMMARY OF FINDINGS
CONVENTION MARKET
.
o In 2007, 93 percent of the associations held a major convention. Over two-thirds (68%)
hold a major convention annually.
o While conventions are held throughout the year, the most popular months are October
(18%), November (12%), and September/April (10%). The least popular month is
August.
o Nearly one in four (24%) conventions is held in the South Atlantic region of the U.S. The
next most popular regions are Pacific (15%), Mountain and East North Central (14%
each).
o Most conventions are held in a hotel (56%) with about one third (32%) held at a
convention center.
o The ratio of male to female attendees at these conventions is 1.4:1.
o About one in five (18%) delegates is accompanied by a spouse/guest. Only 3 percent of

the delegates are accompanied by a child.
o The majority of association planners do not need to plan for spouses/guests (64%) or
children (88%).
o It takes nearly two years (21 months) to select the facility for a convention and over three
years (39 months) from the start of the planning process until the convention takes
place. Over 60 percent of the planners report that their lead times have not changed
since the last convention.
o On average a convention requires 56,000 sq ft of exhibit space.
o For major conventions the average expenditure for an association was $306,200. The
delegates spent $1,590.
TABLE 5
CONVENTION MARKET SUMMARY
Number
Number of Meetings 13,700
Meeting Attendance 19,681,000
Expenditures in the past year $ 34,574,000,000
16
SUMMARY OF FINDINGS
o Top factors when considering the selection of a destination are availability of facility
(78%), affordability (77%), safety and security (63%), and ease of transporting attendees
to/from location (55%).
Association Meeting Planners: “Green” Meetings
o Almost one in five (18%) planners consider “Green” practices at the meeting facility
to be a very important factor in the selection of the facility.
o 14 percent of planners always arrange for recycle of newspapers, white paper, cans
and bottles.
o About 30 percent of planners conference materials printed on recycle paper; a third

does not know if the paper is recycled or not.
o Nearly six out of 10 planners (57%) reported that they turn off lights and air
conditioning when meeting rooms are not use.
Table 6
PREFERENCE OF HAVING ECO-FRIENDLY AMENTIES AT HOTELS
Require
or Prefer No Prefer not
to have Preference to have
Linen-reuse policies 65% 33% 2%
Small recycle bins in guest rooms 64 35 1
Low-flow shower heads in guest rooms 51 38 11
Dispensers instead of bottles for toiletries in rooms 34 44 22
Water-saving methods in public restrooms 64 34 2
o Nine out of 10 (91%) planners reported that no environmentally friendly policy is

mandated for these meetings.
o Two-thirds of planners are aware that convention facilities can be certified as

environmentally responsible.
Association Meeting Planners: Use of Technology
o Nearly three-quarters of association planners do not use meeting planning software

(72%). However, 99 percent use web sites for meeting planning purposes. The top
three websites used are CVB sites (76%), individual hotel sites (66%), and Google
(53%).
17
SUMMARY OF FINDINGS
o Planners find website information involving meeting floor plans (59%), space
specifications (50%), and maps/directions (33%) extremely useful in arranging
meetings.
o One in three (36%) planners generates online RFP’s at meeting planning sites.
o Six out of 10 (59%) respondents plan meetings using their own website.
o Eight out of 10 (84%) planned meetings with online registration capabilities.
o One in five (22%) of the planners used videoconferencing or webcasting in 2007 and
only 9 percent reported these types of conferencing methods replaced other types of
meetings.
.
Association Meeting Planner Profile
The association meeting planner on average …..
o spends 60 percent of their time planning meetings
o has 13 years experience
o Over 80 percent (84%) of association planners work for an international

(30%), national (30%) or state (24%) association
o is female (75%)
o is 50 years of age
o has not earned a professional certification
o is a member of some major association related to meeting planning
18
SUMMARY OF FINDINGS
o Decision making responsibilities include the following:
FIGURE 8
DECISION MAKING RESPONSIBILITIES
FOR MEETING PLANNING FUNCTIONS
Selection of meeting hotel or 87%

other facility
78%
Selection of meeting location
Establishing meeting 78%

expenditures/budget
76%
Planning activities
Trade show planning or 66%

exhibit planning
Planning of meeting agenda 58%
Decision to hold off-premises 44%

meetings
Planning for air travel 44%

arrangements
Establishing meeting 43%

objectives
31%
Planning for car rentals
8%
Other
0% 20% 40% 60% 80% 100%
19
THE CORPORATE MEETINGS MARKET
20
CORPORATE MEETING EXPENDITURES AND BUDGETS
21
Table 7
AVERAGE ANNUAL EXPENDITURES
FOR OFF-PREMISES MEETINGS
Corporate
Off-Premise Meetings Planners
Less than $10,000 10%
$10,000 - $49,999 12
$50,000 - $99,999 10
$100,000 - $149,999 8
$150,000 - $499,999 25
$500,000 - $1,000,000 14
$1,000,001 or more 21
Total 100%
Average Annual Expenditures $543,900
Base:
Average spent per attendee per meeting within the
continental U.S.:$1,250
Average U.S. dollars spent per attendee per foreign/offshore
meeting: $2,530
Q38. What was the total dollar amount spent on off-
premises meetings by your company in 2007?
Q37. What was the attendee's average expense per meeting
for meetings held within the continental United States and
for foreign/offshore meetings in 2007, whether paid for by
his/her company or personally?
22
Table 8
AVERAGE EXPENDITURES FOR MEETING COMPONENTS
Average
Expenditure Percent
Hotels, food and associated expenses - Total $310,023 57%
Hotels 168,609 31
Food and Beverage 141,414 26
Air Transportation 87,024 16
Speakers, entertainment, A/V equipment 32,634 6
Ground Transportation 43,512 8
Third-party fees (site selection, housing service, etc.) 21,756 4
Miscellaneous, other 48,951 9
Total Expenditures $543,900 100%
Base: 327
Q40. What percentage of the total meeting expenditure was allocated for each of the
following?
Table 9
PROJECTED EXPENDITURES FOR MEETING COMPONENTS
Corporate Percent of
Expenditures Total
Hotels, food and associated expenses - Total $17,191,200,000 57%
Hotels 9,349,600,000 31
Food and Beverage 7,841,600,000 26
Air Transportation 4,825,600,00 16
Speakers, entertainment, A/V equipment 1,809,600,000 6
Ground Transportation 2,714,400,000 9
Third-party fees (site selection, housing service, etc.) 1,206,400,000 4
Miscellaneous, other 2,714,400,000 9
Total Expenditures* $30,160,000,000
*Note: Projected to Meetings & Conventions corporate subscriber base.
23
Table 10
AVERAGE EXPENDITURES FOR MEETING FACILITIES
Type of Facility Percent

Downtown hotels 39%
Suburban hotels 12
Resort hotels 7
Golf resorts 3
Airport hotels 19
Suite hotels 8
Residential conference centers 2
Gaming facilities 4
Cruise Ships 1
Other facilities 5
Total Average Facility Expenditures 100%
Base: 306
Q41. Of the total dollar amount spent on lodging in the previous question, what
percentage was spent at each of the following types of facilities?
Table 11
PROJECTED EXPENDITURES FOR MEETING FACILITIES
Corporate Percent of
Type of Facility Expenditures Total
Downtown hotels $3,646,344,000 39%
Suburban hotels 1,121,952,000 12
Resort hotels (not including golf resorts) 654,472,000 7
Golf resorts 280,488,000 3
Airport hotels 1,776,424,000 19
Suite hotels 747,968,000 8
Residential conference centers 186,992,000 2
Gaming facilities 373,984,000 4
Cruise Ships 93,496,000 1
Other facilities 467,480,000 5
Projected Total Facility Expenditures $9,349,600,000 100%
24
Table 12
AVERAGE EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE MEETINGS
Percent
Average total spent on meetings held within the continental U.S. 88%
Average total spent on foreign/offshore meetings 12
Total Expenditures 100%
Base: 359
Q39. What percentage of the dollar amount was spent on meetings held within the continental
United States and what percentage was spent on foreign/offshore meetings?
Table 13
PROJECTED EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE MEETINGS
Expenditure Percent
Total spent on meetings held within the continental U.S. $26,540,800,000 88%
Total spent on foreign/offshore meetings 3,619,200,000 12
Total Expenditures $30,160,000,000 100%
25
Table 14
PERCENTAGE CHANGE IN 2008 OFF-PREMISES MEETINGS BUDGET
FROM 2007
Percent
Increase in Budget 33%
1 - 5% 22%
6 - 10% 35
11 - 15% 17
16 - 20% 13
21% and over 13
Average Increase 15
Budget Unchanged 21
Decrease in Budget 46
1 - 5% 14%
6 - 10% 23
11 - 15% 16
16 - 20% 20
21 - 30% 15
31% - and over 12
Average Decrease 22
Total 100%
Base: 99, 65
Q42. How did your meetings budget change in 2008 from 2007?
Q43/44. By what percent did your off-premises meetings budget
increase/decrease in 2008?
26
Table 15
REASONS FOR 2008 OFF-PREMISES MEETINGS BUDGET
INCREASE OR DECREASE
Percent
Those Anticipating 2008 Increase
To cover increased costs 77%
To cover more meetings 32
Other 5
Those Anticipating 2008 Decrease
General organizational cutbacks 68%
Cutback in the number of meetings 47
Other 3
Base: 99, 65
Note: Total percentage exceeds 100% due to multiple responses
Q45/Q46. Why will your 2008 off-premises meetings budget
increase/decrease?
27
CORPORATE MEETING CHARACTERISTICS
28
Table 16
SUMMARY OF NUMBER AND ATTENDANCE:
CORPORATE MEETINGS HELD IN THE PAST YEAR
Corporate
Planners
Total Meetings (Projection) 1,080,400
Average number of corporate meetings per planner* 19.4
Total meeting attendance (Projection) 84,068,000
Average attendance per meeting* 78
* Note: Not including trade show participation
Q15. How many meetings of each type did you work on in 2007?
Q16. What was the average number of attendees at these meetings?
Table 17
NUMBER OF CORPORATE MEETINGS PLANNED IN PAST 12 MONTHS
PER PLANNER
Meetings Planned* Percent

1-2 9%
3-5 16
6 - 10 21
11 - 15 12
16 - 20 9
21 - 25 6
26 - 30 4
31 - 40 4
More than 40 19
Total 100%
Average number of meetings: 19.4
Base: 440
*Note: Not including trade show participation
29
Table 18
SUMMARY OF TYPES OF CORPORATE MEETINGS
Meeting Average #
Planners Average # Average Days
Type of Meeting Involved Planned Attendance Duration
Sales/Marketing Meetings 61% 6.7 94 2.7
Management Meetings 60 6.2 42 2.2
Training/Educational Seminars 54 10.0 73 2.5
Professional/Technical Meetings 53 6.2 89 2.3
New Product Introductions 34 3.3 163 2.1
Group Incentive Meetings/Trips 33 3.8 130 5.0
Stockholder Meetings 11 1.8 79 1.7
Other Meetings 17 12.3 183 2.3
Any Meeting - Average 100% 19.4 78 2.7
Average length of time necessary to plan corporate meetings from start of meeting 6.0
planning process to facility selection:
Average length of time necessary to plan corporate meetings from start of meeting 11.8
planning process to when the meeting takes place:
Base: 440
Q17. On average, how many days did the meetings last?
Q18. How many months' lead time do you require to plan Domestic corporate meetings from the start
of the meeting planning process?
30
Table 19
WHETHER LEAD TIME REQUIRED TO PLAN DOMESTIC CORPORATE MEETINGS HAS
CHANGED FROM 2007 TO 2008
Corporate
Planners
See increase in lead time 15%
Lead time unchanged 57
See decrease in lead time 28
Total 100%
Base: 447
Q19. Comparing 2007 to 2008, how has the lead time changed?
Table 20
PROJECTED NUMBER OF CORPORATE MEETING TYPES
(MARKET PROJECTION)
Number in
Type of Meeting Past Year Percent
Sales/Marketing Meetings 226,884 21%
Management Meetings 205,276 19
Training/Educational Seminars 302,512 28
Professional/Technical Meetings 118,844 11
New Product Introductions 32,412 3
Group Incentive Meetings/Trips 75,628 7
Stockholder Meetings 10,804 1
Other Meetings 108,040 10
Total Meetings 1,080,400 100%
*Note: Not including trade show participation
31
Table 21
PROJECTED CORPORATE MEETING ATTENDANCE
(MARKET PROJECTION)
Attendance
in Past
Type of Meeting Year Percent
Sales/Marketing Meetings 18,494,960 23%
Management Meetings 7,566,120 9
Training/Educational Seminars 12,610,200 15
Professional/Technical Meetings 9,247,480 11
New Product Introductions 9,247,480 11
Group Incentive Meetings/Trips 13,450,880 16
Stockholder Meetings 2,522,040 3
Other Meetings 10,088,160 12
Total 84,068,000
* Note: These figures do not include guest attendance.
Table 22
TRADE SHOW PLANNING
Corporate
Planners
Percent of planners involved in planning or in participation 53%
Average number planned (among those involved) 9.1
Average number of attendees 1,210
Average duration 3.3
Projected number planned during past year 263,100
Base: 232
Q17. On average, how many days did the meeting last?
32
Table 23
NUMBER OF CITIES AND/OR RESORT AREAS ON SELECTION LIST
Corporate
Planners
1 City 24%
2 Cities 16
3 Cities 29
4 Cities 9
5 Cities 11
6 or more Cities 11
Total 100%
Average number of cities on selection list 4.4
Base: 400
Q28. For your most recent meeting, how many cities and/or resort areas were
on your selection list?
Table 24
TOP CITIES AND STATES WHERE MEETINGS WERE HELD IN 2007
City State
1) Chicago, IL 30% 1) California 76%
2) Las Vegas, NV 28 2) Florida 66
3) Orlando, FL 25 3) Texas 37
4) New York, NY 20 4) Illinois 36
5) San Francisco/Oakland area, CA 18 5) Nevada 30
6) Atlanta, GA 18 6) New York 24
7) Washington, DC 16 7) Arizona 21
8) San Diego, CA 15 8) Georgia 20
9) Dallas/Fort Worth, TX 15 9) District of Columbia 15
10) Miami, FL 14 10) Massachusetts 13
11) Phoenix/Scottsdale, AZ 13 11) Pennsylvania 13
12) Boston, MA 13 12) Washington 11
Q29. Please list several cities and states within the continental United States where
your company held meetings in 2007?
33
Table 25
TYPES OF FACILITIES USED IN PAST YEAR
Types of Facilities at which Meetings were held in Past Year* Percent

Downtown hotels 75%
Resort hotels (not including golf resorts) 48
Suburban hotels 45
Convention centers 45
Airport hotels 29
Golf resorts 27
Other 24
Suite hotels 20
Gaming facilities 18
Cruise ships 9
Nonresidential conference centers 8
Base: 440
*Note: Multiple types of facilities mentioned, therefore total adds to more than
100%.
Q20. How many of the meetings were held at the following types of facilities?
34
Table 26
PROJECTED TYPES OF CORPORATE MEETINGS BY TYPES OF FACILITIES
USED IN PAST YEAR*
(MARKET PROJECTION)
Number in
Type of Facility Past Year Percent
Downtown hotels 403,670 30%
Suburban hotels 222,009 16
Resort hotels (not including golf resorts) 150,891 11
Convention centers 113,097 8
Airport hotels 101,761 8
Other 98,270 7
Nonresidential conference centers 69,280 5
Golf resorts 65,344 5
Residential conference centers 41,296 3
Suite hotels 33,707 2
Gaming facilities 25,238 2
Cruise ship 18,937 1
Total meetings* 1,343,500 100%
*Note: Includes trade shows
35
Table 27
USE OF FOREIGN/OFFSHORE DESTINATIONS IN THE PAST 12 MONTHS
Corporate
Planners
Involved in planning meetings outside the continental U.S. 35%
Not involved in planning meetings outside the continental U.S. 65
Total 100%
Base: 396
Q30. Were you involved in planning foreign/offshore meetings in 2007?
Table 28
INTENTIONS TO USE FOREIGN/OFFSHORE DESTINATIONS IN 2008
Corporate
Planners
Yes 36%
No 64
Total 100%
Base: 393
Q36. Are you considering holding any foreign/offshore meetings in 2008?
36
Table 29
TYPICAL DAILY ROOM RATE PAID FOR OVERNIGHT
ACCOMMODATIONS
Corporate
Typical Daily Room Rate Planners
Net $100 or less 9%
$0 - 70 2%
$71 – 90 3
$91 – 100 4
Net more than $100 91%

$101 - 120 7%
$121 – 140 8
$141 - 150 13
$151 - 175 10
$176 – 200 28
More than $200 25
Total 100%
Average daily room rate $184
Percent of meetings that involved overnight 19%
accommodations
Base: 421
Q21. On average, what was the typical daily room rate paid for meeting
attendees’ overnight accommodations?
Q22, How many of the meetings you planned involved overnight
accommodations for your attendees?
37
Table 30
FOREIGN/OFFSHORE MEETING PLANNING
Corporate
Planners
Percent of planners involved in planning 35%
Average number of company attendees 164
Average duration 3.9 days
Average planning lead time for facility selection 7.5 months
Average planning lead time for meeting 14.9 months
Number planned during past year (projection) 91,200
Q30. Were you involved in planning foreign/offshore meetings in 2006?
Q31. How many offshore meetings were you involved in planning in 2006?
Q33. On average, how many days did these meetings last?
Q34. How much lead time in months do you require to plan
foreign/offshore meetings from the start of the planning process….?
Table 31
DESTINATIONS WHERE FOREIGN/OFFSHORE MEETINGS WERE HELD
Corporate
Planners
Europe (Other than UK/France) 41%
Caribbean 36
Mexico 32
Hawaii 27
Asia 26
Canada 24
U.K. 19
France 17
Central/South America 14
Africa 5
Some other destination 5
Base: 136
*Note: Total exceeds 100% due to multiple responses
Q35. In what destinations did you hold foreign/offshore meetings and/or
incentive meetings in 2007?
.
38
Table 32
INCENTIVE TRIP PLANNING
Corporate
Planners
Group incentive trips
Average number of company attendees 130
Number planned during past year (projection) 69,500
Base: 440
Q19. On average, how many days did the meeting last?
39
CORPORATE MEETING PLANNING
40
Table 33
PERCENTAGE/ AVERAGE NUMBER OF GUEST ATTENDEES AT OFF-PREMISES
MEETINGS
Corporate
Planners
Percentage of meetings that included spouse/guest 18%
attendees
Percentage of meetings that included children attendees 4%
Average number of spouse/guest attendees 90
Average number of children attendees 26
Base: 416, 267, 121
Note: Meetings must have had one or more spouse/guest/children attendees
Q23. What percentage of your off-premises meetings included attendance by
spouses/guests and/or children?
Q24. At these meetings what was the average number of spouses/guests/
and/or children?
Table 34
NEED TO PLAN ACTIVITIES FOR GUESTS OF ATTENDEES
Corporate
Planners
Need to plan activities for guests 54%
Do not need to plan activities for guests 46
Total 100%
Base: 265
Q25. When you planned these meetings did you need to plan activities for
spouses/guests?
Table 35
NEED TO PLAN ACTIVITIES FOR CHILDREN OF ATTENDEES
Corporate
Planners
Need to plan activities for children 36%
Do not need to plan activities for children 64
Total 100%
Base: 121
children?
41
Table 36
FACTORS CONSIDERED VERY IMPORTANT IN SELECTION OF A DESTINATION
Corporate Planners
All Types of Meetings
(Except Group
Factors Considered “Very Important” Incentive) Group Incentive Trips
Availability of hotels or other facilities suitable for
80% 56%
meetings
Affordability of destination 75 75
Ease of transporting attendees to/from location 64 64
Safety and security of destination 63 81
Distance traveled by attendees 62 50
Transportation costs 52 62
Reputation for being environmentally friendly 49 24
Sightseeing, cultural, other extracurricular
48 82
attractions
Glamorous or popular image of location 45 71
Clean and unspoiled environment of destination 37 48
Climate 36 92
Mandated by corporate policy 32 32
Availability of recreational facilities such as golf,
21 78
swimming, tennis etc.
Base: Those answering for each item
Q47. How important is each of these factors in selecting destinations for your meetings of all types
(except incentives)? Would you say each is Very, somewhat or not important?
Q49. How important is each factor in selecting a destination for group incentives only?
42
Table 37
FACTORS CONSIDERED VERY IMPORTANT
IN SELECTION OF A FACILITY/HOTEL
Corporate Planners
(Except Group
Factors Considered “Very Important” Incentive) Group Incentive Trips
Number, size and quality of meeting rooms 82% 63%
Negotiable food, beverage and room rates 82 61
Cost of hotel or meeting facility 81 59
Quality of food service 75 64
Number, size and quality of sleeping rooms 74 63
High-speed internet access 55 40
Availability of meeting support services and
54 31
equipment, such as A/V equipment
Efficiency of billing procedures 51 45
“Green” practices at the facility 51 42
Meeting rooms with multiple high-speed phone
49 30
lines and computer outlets
Assignment of one staff person to handle all
48 42
aspects of meeting
Previous experience in dealing with facility and its
45 36
staff
Efficiency of check-in and check-out procedures 43 41
Availability of exhibit space 39 19
Provisions of special meeting services such as
37 25
pre-registration, special equipment etc.
On-site recreational facilities (i.e., swimming,
37 38
tennis, spa, etc.)
Convenience to other modes of transportation 32 39
Proximity to airport 31 27
Number, size and quality of suites 25 44
Proximity to shopping, restaurants, off-site
19 36
entertainment
On-site golf course 8 27
Base: Those answering for each item
Q50. How important is each of these factors in your choice of hotel or other meeting facility for your
meetings of all types (except incentives). Would you say each is very important, somewhat important or not
important?
Q51. How important is each of these factors in your choice of hotel or other meeting facility for your group
incentives? Would you say each is very important, somewhat important or not important?
43
Table 38
NUMBER OF HOTELS ON SELECTION LIST
Corporate
Planners
1 Hotel 8%
2 Hotels 6
3 Hotels 26
4 Hotels 16
5 Hotels 18
6 – 10 Hotels 16
11 or More Hotels 10
Total 100%
Average Number of Hotels on Selection List 6.7
Base: 406
Q26. How many hotels were on your selection list for your last meeting?
44
Table 39
WHETHER SAME HOTEL CHAIN USED FOR MAJORITY OF MEETINGS
Corporate
Planners
Used same hotel chain for majority of meetings 24%
Did not use same hotel chain for majority of meetings 76
Total 100%
Base: 407
Q27. Were the majority of your meetings in 2007 booked at the same hotel
chain?
Table 40
WHETHER MEETING PLANNER ARRANGES GROUND TRANSPORTATION
Corporate Planners
(Except Group
Incentive) Group Incentive Trips
Yes, arrange ground transportation at the
82% 34%
destination for meeting attendees
No, do not arrange ground transportation at the
18 66
destination for meeting attendees
Total 100% 100%
Base: 292
Q52. Do you arrange ground transportation at the destination for………?
45
CORPORATE MEETING PLANNERS:

GREEN MEETINGS
46
Table 41
ATTENDEES ABLE TO RECYCLE NEWSPAPER,
WHITE PAPER, CANS AND BOTTLES
Corporate
Planners
Yes, always 9%
Yes, but only if the facility already offers this service 41
No 44
Don’t know 6
Total 100%
Base: 256
Q129. At your meetings, do you arrange it so attendees are able to recycle
newspapers white paper, cans and bottles?
Table 42
CONFERENCE MATERIALS PRINTED ON RECYCLED PAPER
Corporate
Planners
Yes 29%
No 38
Don’t know 33
Total 100%
Base: 256
Q130. Are conference materials printed on recycled paper?
47
Table 43
LIGHTS AND AIR CONDITIONING TURNED OFF WHENEVER
MEETING ROOMS ARE NOT IN USE, IF POSSIBLE
Corporate
Planners
Yes 54%
No 46
Total 100%
Base: 256
Q131. Do you make sure lights and air conditioning are turned off whenever
meeting rooms are not in use, if possible?
Table 44
FEELINGS ABOUT FOLLOWING ECO-FRIENDLY OFFERINGS AT HOTELS
Corporate Planners
Prefer to No Prefer not
Require have preference to have
Linen-reuse policies 5% 44% 39% 12%
Small recycle bins in guest rooms 5 46 45 4
Low-flow shower heads in guest rooms 2 33 44 21
Soap and shampoo dispensers in guests 2 20 47 31
rooms instead of small disposable bottles
Water-saving methods in public restrooms 3 46 46 5
Base: 256
Q132: How do you feel about the following eco-friendly offerings at hotels?
Table 45
ENVIRONMENTALLY FRIENDLY POLICY MANDATED FOR YOUR MEETINGS?
Corporate
Planners
Yes 9%
No 86
Don’t Know 5
Total 100%
Base: 256
Q133. Is there an environmentally friendly policy mandated for your meetings?
48
Table 46
CONVENTION FACILITIES AND HOTELS CERTIFIED
AS ENVIRONMENTALLY RESPONSIBLE
Corporate
Planners
Yes 62%
No 38
Total 100%
Base: 256
Q134. Are you aware that convention facilities and hotels can be certified as
environmentally responsible?
49
CORPORATE MEETING PLANNERS:

USE OF TECHNOLOGY
50
Table 47
USE OF MEETING PLANNING SOFTWARE
Corporate
Planners
Yes, use meeting planning software 26%
No, do not use meeting planning software 74
Total 100%
Base: 264
Q119. Do you use meeting planning software?
Table 48
TOP MEETING PLANNING SOFTWARE USED
(AMONG THOSE USING MEETING PLANNING SOFTWARE)
Corporate
Planners
Starcite 21%
In-house/custom 20
Cvent 11
Meeting Matrix 5
Sighnup4 3
Apex 3
Regonline 2
Other 35
Total 100%
Base: 62
*Note: Unaided responses
Q120. Please specify which stand-alone program or online service you use to
plan meetings?
51
Table 49
WHETHER USE WEB SITES TO HELP PLAN MEETINGS
Corporate
Planners
Yes, use web sites for meeting planning purposes 99%
No, do not use web sites for meeting planning purposes 1
Total 100%
Base: 263
Q121. Aside from an online meetings management service, which three websites
do you use most often to help you plan meetings?
Table 50
WHICH WEB SITES ARE USED MOST OFTEN TO HELP PLAN MEETINGS
Corporate
Planners
Individual hotel or chain site 66%
Convention and visitors bureau site 59
Google 55
Local city site 29
Expedia 14
Other 12
Travelocity 11
Starcite 9
Yahoo! 6
omfg.com 3
uniquevenues.com 3
Base: 263
52
Table 51
RATING OF WEB SITE ELEMENTS USED TO HELP PLAN MEETINGS
Corporate
Web site elements considered "Extremely Useful" Planners
Meeting space specifications 44%
Floor plans 46
Facility search 32
Maps/directions/distances 32
Destination information 30
Photographs 35
Virtual tours 21
Special dates/rates 15
Video 12
Base: 259
Q122. Please rate these website elements by how useful they are for planning
meetings, with 1 being Not Very Useful, and 5 being Extremely Useful.
Table 52
WHETHER GENERATED ONLINE RFP AT MEETING PLANNING SITE
Corporate
Planners
Yes, generated online RFP at meeting planning site 47%
No, did not generate online RFP at meeting planning site 53
Total 100%
Base: 256
Q123. Did you generate an online request for proposal (RFP) at a meeting
planning site in 2007?
53
Table 53
WHETHER MEETINGS PLANNED BY RESPONDENT HAD THEIR OWN WEBSITES
Corporate
Planners
Yes, meetings planned by respondent had their own 47%
websites
No, meetings planned by respondent did not have their own 53
websites
Total 100%
Base: 256
Q124. Did any of your meetings have their own website in 2007?
Table 54
WHETHER MEETING ATTENDEES CAN REGISTER ONLINE
Corporate
Planners
Yes, attendees can register online 60%
Among these attendees…..
Yes, on the Internet 64%
Yes, on an Intranet 36
No, attendees cannot register online 40
Total 100%
Base: 256
Q125. Were meeting attendees able to register online?
54
Table 55
USED VIDEO CONFERENCING OR WEBCASTING IN 2007
Corporate
Planners
Used video conferencing/webcasting 40%
Did not use video conferencing/webcasting 60
Total 100%
Base: 256
Q126. Did you use videoconferencing or webcasting in 2007?
Table 56
WHETHER VIDEOCONFERENCING OR WEBCASTING REPLACED
ANY FACE TO FACE MEETINGS
Corporate
Planners
Yes, Videoconferencing/Webcasting replaced face-to-face 24%
meetings
No, Videoconferencing/Webcasting did not replace face-to- 76
face meetings
Total 100%
Base: 256
Q127. Did videoconferencing or webcasting replace any face-to-face meetings?
55
CORPORATE PLANNER AND COMPANY PROFILE
56
Table 57
PERCENT OF ON-THE-JOB TIME SPENT ON MEETING PLANNING ACTIVITIES
Corporate
On the Job Time Planners
1 – 25% 35%
26 – 50% 18
51 – 75% 14
76 – 99% 16
100% 17
Total 100%
Average percent of time spent on meeting planning: 53%
Base: 447
Q9. Approximately what percent of your on-the-job time do you spend in meeting
planning, including implementation and/or final decision making?
Table 58
LENGTH OF TIME WITH MEETING PLANNING RESPONSIBILITIES
Corporate
Length of Time Planners
Less than 5 years 14%
5 to 10 years 25
10 to 15 years 22
15 to 20 years 20
20+ years 19
Total 100%
Average length of time with meeting planning responsibilities: 13 years
Base: 446
Q4. For how long has your job responsibilities included planning meetings and/or
incentives for your company?
57
Table 59
JOB TITLE OR POSTIION
Corporate
Planners
Corporate Executive/Management 24%
Meeting Planning/Convention Management 30
Sales/Marketing 11
General/Other Management/Administration 17
Other 18
Total 100%
Base: 447
Q7. What is your title in this corporation?
Table 60
DECISION MAKING RESPONSIBILITIES FOR MEETING PLANNING FUNCTIONS
Corporate
Planners
Selection of meeting hotel or other facility 88%
Selection of meeting location 81
Planning entertainment, social functions, sports tournaments 72
Establishing meeting expenditures/budget 70
Planning of meeting agenda 53
Trade show planning or exhibit planning 51
Travel management 51
Planning incentives 46
Decision to hold off-premises meetings 45
Establishing meeting objectives 45
Planning for air travel arrangements 43
Planning for car rentals 34
Other 6
Total*
Base: 447
*Total percentage exceeds 100% due to multiple mentions
Q8. For which of the following areas do you have decision-making
responsibilities?
58
Table 61
FOR HOW MANY PEOPLE MEETING PLANNER PLANS
GROUP BUSINESS FUNCTIONS
Corporate
Planners
1-5 26%
6 - 10 12
11 – 30 13
31 - 50 7
51 - 100 14
101 - 500 14
501 – 1,000 10
Over 1,000 4
Total 100%
Average* 314
Base: 447
*Note: Outliers were removed when calculating the average.
Q10. How many people in your organization attend meetings that you
plan?
59
Table 62
NATURE OF COMPANY'S BUSINESS
Corporate
Planners
Net Manufacturing 16%
Manufacturer of Medical/Pharmaceutical/Surgical Equipment 3%
Automotive Manufacturing 1
All other Manufacturing 12
Net Nonmanufacturing 84
Professional/Other Services 8
Wholesale Trade 3
Healthcare/Medical 8
Retail Trade 2
Communications/Utility 3
Independent Meeting or Convention Planner 13
Educational Institutions 5
Government 4
Banking/Finance/Real Estate 5
Insurance 4
Agriculture/Forestry/Fishing/Mining/Construction 1
Incentive Travel Company 5
Transportation 2
Technology/Software/Hardware 6
Trade show management company 1
Publishing 3
All Other NonManufacturing 11
Total 100%
Base: 447
Q3a. What is the primary business of your organization?
60
Table 63
ESTIMATED SALES VOLUME OF DIVISION OR SUBSIDIARY
Corporate
Sales Volume Planners
Under $1 million 15%
$1 million to $4,999,999 19
$5 million to $9,999,999 14
$10 million to $49,999,999 17
$50 million to $99,999,999 7
$100 million to $499,999,999 11
$500 million to $999,999,999 6
$1 billion and over 11
Total 100%
Average Sales Volume $198 million
Base: 324
Q12. What was the volume of your company's revenues for 2007 for the
location in which you work?
Table 64
ESTIMATED SALES VOLUME OF TOTAL CORPORATION
(INCLUDING ALL DIVISIONS/SUBSIDIARIES)
Corporate
Sales Volume Planners
Under $1 million 13%
$1 million to $4,999,999 15
$5 million to $9,999,999 13
$10 million to $49,999,999 12
$50 million to $99,999,999 6
$100 million to $499,999,999 11
$500 million to $999,999,999 5
$1 billion and over 25
Total 100%
Average Sales Volume $330 million
Base: 337
Q12a. What was the volume of your company's revenues for 2007 for
your total corporation?
61
Table 65
NUMBER OF EMPLOYEES IN DIVISION OR SUBSIDIARY
Corporate
Number of Employees Planners
Fewer than 50 39%
50 - 99 9
100 - 249 17
250 - 499 13
500 - 999 5
1,000 - 4,999 11
5,000 and over 6
Total 100%
Average Number of Employees: 759
Base: 335
Q11. How many people are employed by your company at your location?
Table 66
NUMBER OF EMPLOYEES IN TOTAL CORPORATION
Corporate
Number of Employees Planners
Fewer than 50 27%
50 - 99 7
100 - 249 11
250 - 499 9
500 - 999 7
1,000 - 4,999 12
5,000 and over 27
Total 100%
Average Number of Employees 1,825
Base: 337
Q11a. How many people are employed by your company at all
locations?
62
Table 67
GENDER OF CORPORATE PLANNER
Corporate
Gender of Corporate Planner Planners
Female 72%
Male 28
Total 100%
Base: 447
Q6. Are you male/ female?
Table 68
AGE OF CORPORATE PLANNER
Corporate
Age Planners
19 - 29 Years 4%
30 - 34 Years 5
35 - 39 Years 10
40 - 44 Years 11
45 - 49 Years 19
50 - 54 Years 18
55 - 59 Years 18
60 Years or Older 15
Total 100%
Average Age: 48.4 years
Base: 447
Q5. Into which category does your age fall?
63
Table 69
IF CERTIFIED MEETING PROFESSIONAL/
CERTIFIED MEETING MANAGER
Corporate
Planners
Certified Meeting Professional (CMP) 19%
Certified Meeting Manager (CMM) 4
Other 6
None of the Above 74
Base: 447
Q13. Which of these certifications do you hold?
Table 70
MEMBERSHIPS IN ASSOCIATIONS
Corporate
Planners*
Meeting Professionals International(MPI) 28%
Professional Convention Management Association 4
(PCMA)
Society for Incentive and Travel Executives (SITE) 5
Society of Government Meeting Professionals (SGMP) 3
Financial & Insurance Conference Planners (FICP) 3
Other 10
Total*
Base: 447
*Total adds to more than 100% due to multiple responses.
Q14. Of which of the following associations are you a member?
64
ASSOCIATION MEETINGS MARKET
THE ASSOCIATION MEETINGS MARKET
65
ASSOCIATION MEETING EXPENDITURES AND BUDGETS
66
Table 71
TOTAL EXPENDITURES ON ASSOCIATION MEETINGS AND CONVENTIONS
(MARKET PROJECTION)
Total
Expenditures in
Past Year
Major Conventions $34,574,000,000
Association Meetings $38,125,000,000
Total Expenditures $72,699,000,000
*Note: Meetings & Conventions subscribers only
Table 72
ASSOCIATION AND DELEGATE EXPENDITURES
(MARKET PROJECTION)
Association Expenditures in Past Year

Delegate/Attendee Expenditures in Past Year
*Note: Projected to Meetings & Conventions association subscriber
base.
67
Table 73
MAJOR CONVENTIONS - DELEGATE EXPENDITURES*
Association
Average Delegate Expenditures Planners
$200 or less 6%
$201 - 400 7
$401 - 600 8
$601 - 900 8
$901 - 1,000 13
$1,001 - 1,500 19
$1,501 - 2,000 14
$2001 or more 25
Total 100%
Average Delegate Expenditure Per Convention: $1,590
Base: 178
*An estimate by planners of a delegate's average expenses at last major
convention, whether paid for by his/her company or personally. Includes
registration fee, hotel, transportation, meals entertainment, shopping, etc.
Q79. What is your best estimate of the average delegate’s expense for your most
recent convention?
Table 74
MAJOR CONVENTIONS - ASSOCIATION EXPENDITURES*
Association
Association Expenditures Planners
$25,000 or less 18%
$25,001 - $50,000 9
$50,001 - $75,000 9
$75,001 - $100,000 11
$100,001 - $250,000 20
$250,001 - $500,000 11
$500,001 - $750,000 7
$750,001 - $1,000,000 6
Over $1,000,000 9
Total 100%
Average Association Expenditures: $306,200
Base: 176
Includes expenses incurred by the association on promotion, staff, speakers,
audio-visual presentations, convention halls, social events etc.
Q80. What was the total dollar amount spent by your association on the most
recent convention?
68
Table 75
ATTENDEE EXPENDITURES ON ASSOCIATION MEETINGS*
Average Attendee Expenditure Per Domestic Association Association

Meeting Planners
$100 or less 17%
$101 - $250 11
$251 - $500 14
$501 - $750 6
$751 - $1,000 14
$1,001 - $1,500 21
$1,501 - $2,000 6
$2,001 or more 11
Total 100%
Average Delegate Expenditure Per Association Meeting: $900
Base: 149
*Note: An estimate by planners of an attendee's average expenses per meeting,
whether paid for by his/her company or personally.
Q104. What was the attendee’s average expense per event for off-premise
meetings?
Table 76
ASSOCIATION EXPENDITURES FOR
DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS
Association
Association Expenditures on Meetings in Past 12 Months Planners
$10,000 or less 34%
$10,000 - $25,000 10
$25,001 - $50,000 11
$50,001 - $75,000 5
$75,001 - $100,000 9
$100,000 - $250,000 7
$250,001 - $500,000 6
Over $500,000 18
Total 100%
Average Association Expenditures on Meetings (excluding
conventions) in Past 12 Months: $166,100
Base: 135
Note: Includes expenses incurred by the association on promotion, staff, speakers,
audio-visual presentations, meeting rooms, halls, etc.
Q105. What was the total dollar amount spent by your association on the off-
premises meetings, other than major conventions, in 2007?
69
Table 77
AVERAGE ASSOCIATION EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE
MEETINGS
Association
Expenditures
Average spent on meetings held within the continental U.S. $10,400
Average spent on foreign/offshore meetings $22,900
Average Expenditures by Associations for Non-Convention Meetings* $10,716
Base: 30
*Note: Expenditures were calculated based upon the percentage breaks reported by
respondents
*Note: Averages do not include expenditures by attendees
**Caution-Small sample size
Q104. What was the total dollar amount spent by your association on the off-premises
meetings, other than major conventions, in 2007?
Q106. What percentage of that dollar amount was spent on meetings held within the
continental United States and what percentage was spent on foreign/offshore meetings?
Table 78
ASSOCIATION EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE MEETINGS
(MARKET PROJECTION)
Association
Expenditures Percent
Total spent on meetings held within the continental U.S. $2,286,080,000 94%
Total spent on foreign/offshore meetings $145,920,000 6
Total Expenditures by Associations for Non-Convention
$2,432,000,000 100%
Meetings
*Note: Projected to Meetings & Conventions association subscriber base.
*Note: Expenditures were calculated based upon the percentage breaks reported by
respondents
*Note: Total does not include expenditures by attendees
70
Table 79
DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS BY EXPENSES
Association Percent of
Expenditures Total
Hotels, food and associated expenses - Total $106,304 64%
Food and Beverage $61,457 37
Hotels $44,847 27
Speakers, entertainment, A/V equipment $19,932 12
Air Transportation $13,288 8
Ground Transportation $4,983 3
Third party fees (site selection, housing service, etc.) $4,983 3
Miscellaneous, other $16,610 10
Total $166,100 100%
Base: 141
Q107. What percentage of the meetings expenditures was allocated for each of the
following?
Table 80
EXPENDITURES FOR MEETING COMPONENTS
(MARKET PROJECTION)
Association
Expenditures* Percent
Hotels, food and associated expenses - Total $1,556,480,000 64%
Food and Beverage $899,840,000 37
Hotels $656,640,000 27
Speakers, entertainment, A/V equipment $291,840,000 12
Air Transportation $194,560,000 8
Ground Transportation $72,960,000 3
Third-party fees (site selection, housing service, etc.) $72,960,000 3
Miscellaneous, other $243,200,000 10
Total $2,432,000,000 100%
* Numbers may not add due to rounding
71
Table 81
DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS BY FACILITY TYPE
Association
Percent
Type of Facility Expenditures*
Downtown hotels $20,809 46%
Suburban hotels $7,669 17
Resort hotels (not including golf resorts) $5,382 12
Golf resorts $1,749 4
Airport hotels $2,153 5
Suite hotels $1,659 4
Residential conference centers $1,166 3
Gaming facilities $135 0
Cruise ships $45 0
Other facilities $4,036 9
Total Facility Expenditures* $44,847 100%
Base: 145
*Note: Expenditures for each type of facility were calculated based upon the percentage
breaks reported by respondents.
Q108. Of the total dollar amount spent for hotels in the previous question, what
Table 82
DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS BY FACILITY TYPE
(Market Projection)
Association
Percent
Type of Facility Expenditures
Downtown hotels $304,680,960 46%
Suburban hotels $112,285,440 17
Resort hotels (not including golf resorts) $78,796,800 12
Golf resorts $25,608,960 4
Airport hotels $31,518,720 5
Suite hotels $24,295,680 4
Residential conference centers $17,072,640 3
Gaming facilities $1,969,920 0
Cruise ships $656,640 0
Other facilities $59,097,600 9
Total Facility Expenditures* $656,640,000 100%
Q108. Of the total dollar amount spent for hotels in the previous question, what
72
Table 83
PERCENTAGE CHANGE IN ASSOCIATION MEETINGS
BUDGET FROM 2007 to 2008
Association
Planners
See Increase in Budget 46%
1 - 5% 30%
6 - 10% 30
11 - 20% 25
Over 20% 15
Average Increase 15
Budget Unchanged 41
See Decrease in Budget 13
1 - 5% 40%
6 - 10% 30
Over 10% 30
Average Decrease 10
Base: 141, 64**, 17**
Q109. How did your meetings budget change in 2007 from 2008?
Q110/111. By what percent did your off-premises meetings budget
increase/decrease from 2007 to 2008?
73
Table 84
REASONS FOR CHANGE IN ASSOCIATION MEETINGS 2008 BUDGET
INCREASE OR DECREASE
Those Anticipating 2008 Increase

To cover increased costs 83%
To cover more meetings 20
Other 8
Those Anticipating 2008 Decrease
General organizational cutbacks 71%
Cutback in meetings 29
Other 24
Total*
Base: 64**, 17**
*Note: Total percentage exceeds 100% due to multiple responses
Q112/113. Why will your 2008 off-premises meetings budget increase/
decrease?
74
CONVENTION AND ASSOCIATION MEETING CHARACTERISTICS
75
Table 85
SUMMARY OF NUMBER AND ATTENDANCE:
ASSOCIATION MEETINGS HELD IN THE PAST YEAR
Association
Planners
Meetings Held in Past Year
Average association meetings per planner 15.5
Involved overnight accommodations 8.5
Typical daily room rate $155
Attendance at Past Year Meetings

Average attendance per association meeting 146
Q82. How many of these types of off-premises meetings did you plan and /or
work on in 2007?
Q88. On average, what is the typical daily room rate paid for attendees’
overnight accommodations?
Q89. How many of the [total from Q82] meetings you planned involved
overnight accommodations for your association’s members?
76
Table 86
FREQUENCY OF HOLDING MAJOR CONVENTIONS
Association
Frequency Planners
Net any convention 90%
Every other year 4%
Annually 68
Twice a year 12
Other 6
No major convention 10
Total 100%
Base: 237
Q62. How frequently does your association hold its major convention?
Table 87
YEAR IN WHICH MOST RECENT CONVENTION HELD
Association
Year Planners
2004 1%
2005 1
2006 4
2007 94
Total 100%
Base: 212
Q64. What year was your most recent convention held?
77
Table 88
SEASONALITY OF HOLDING MAJOR CONVENTIONS
Association
Seasonality Planners
January 7%
February 6
March 8
April 10
May 6
June 6
July 8
August 4
September 10
October 18
November 12
December 5
Total 100%
Base: 212
Q63. In which month was your most recent convention held?
Table 89
WHERE MAJOR CONVENTIONS ARE HELD
Association
Region Planners
South Atlantic (VA, SC, NC, MD, GA, FL, DC) 24%
Pacific (WA, OR, HI, CA AK) 15
Mountain (UT, NV, NM, MT, CO, AZ) 14
East North Central (WI, TN, OH, MI, IN, IL) 14
West South Central (TX, OK, MO, LA, AR) 13
Mid-Atlantic (PA, NY, NJ) 12
New England (NH, MA, CT) 4
West North Central (ND, MO, MN, IA) 2
Other 2
East South Central (MS) 0
Total 100%
Base:
Q65. Where was your most recent convention held? (City, state, island or resort
area.)
78
Table 90
TYPE OF FACILITY USED FOR LAST MAJOR CONVENTION
Association
Type of Facility Planners
Convention Center 32%
Hotel 56
Other 12
Total 100%
Base: 212
Q66. At what type of facility was your most recent convention held?
Table 91
APPROXIMATE MALE AND FEMALE DELEGATE/MEMBER ATTENDANCE
Association
Planners
Male
1 - 50 10%
51 - 100 14
101 - 150 7
151 - 300 19
310 - 900 21
1,000+ 29
Average male attendance 830
Female
1 - 50 28%
51 - 100 16
101 - 150 4
151 - 300 26
310 - 900 12
1,000+ 14
Average female attendance 610
Total average attendance 1,440
Base: 209
Q67. What was the approximate total male and female delegate/member
attendance?
79
Table 92
CONVENTION ATTENDEES’ ACCOMMODATIONS
Association
Planners
Average # hotel room nights (for entire convention) 2,780
Average room rate $172
Base: 198
Q73. In total, how many hotel room nights were booked for your most recent
major convention?
Q74. What was the average daily room rate for your most recent major
convention?
Table 93
GUEST ATTENDANCE AT LAST MAJOR CONVENTION
Association
Percent of Convention Delegates Accompanied by a Guest Planners
1 - 10% 57%
11 - 20% 15
21 - 30% 8
31 - 50% 8
51 - 90% 10
91 - 100% 2
Total 100%
Average percent of delegates accompanied by guest 18%
Estimated total past year guest attendance: (Projection) 3,543,000
Base: 208
Q68. What percentage of your convention's attendees were accompanied by
Q69. At your most recent convention, what was the number of spouses/guests
and/or children?
80
Table 94
CHILDREN ATTENDANCE AT LAST MAJOR CONVENTION
Association
Percent of Convention Delegates Accompanied by a Child Planners
1% 28%
2% 16
3 - 5% 30
6 - 10% 12
11 – 100% 14
Total 100%
Average percent of delegates accompanied by child 3%
Estimated total past year guest attendance: (Projection) 590,000
Base: 208
Q68. What percentage of your convention's attendees were accompanied by
Q69. At your most recent convention, what was the number of spouses/guests
and/or children?
Table 95
NEED TO PLAN ACTIVITIES FOR GUESTS OF ATTENDEES
Association
Planners
Need to plan activities for guests 36%
Do not need to plan activities for guests 64
Total 100%
Base: 204
spouses/guests?
81
Table 96
NEED TO PLAN ACTIVITIES FOR CHILDREN OF ATTENDEES
Association
Planners
Need to plan activities for children 22%
Do not need to plan activities for children 88
Total 100%
Base: 106
children?
Table 97
AVERAGE LEAD TIME REQUIRED TO PLAN CONVENTION
FROM START OF PLANNING PROCESS
Association
Planners
To the facility selection 20.9
To date the meeting takes place 39.1
Base: 203
Q71. How much lead time (in months) do you require to plan your convention
from the start of the planning process……?
Table 98
HAS LEAD TIME CHANGED BETWEEN
TWO MOST RECENT CONVENTIONS
Association
Planners
Total 100%
Base: 198
Q72. Comparing your two most recent major conventions, how has lead time
changed?
82
Table 99
EXHIBITS AND DISPLAYS AT LAST MAJOR CONVENTION
Association
Planners
Convention involved exhibits/displays 65%
Convention did not involve exhibits/displays 35
Total 100%
Base: 198
Q76. Did this convention include a trade show?
Conventions
Involving
Where Exhibits Were Set Up Exhibits
In one or more hotels 42%
Convention center 50
Other 10
Base: 125
Q78. Where were these exhibits set up?
Conventions
Net Square Footage of Exhibit Space at Last Major Involving
Convention Exhibits
Less than 5,000 30%
5,001 - 10,000 11
10,001 - 15,000 10
15,001 - 20,000 4
20,001 - 30,000 5
30,001 - 50,000 13
50,001 or more 27
Total 100%
Average exhibit space per convention: 56,000 sq ft
Base: 124
Q77. Approximately how many square feet of exhibit space were used?
83
Table 100
CONVENTION EXPENDITURES BY TYPE
Association
Expenditure Category Planners
Hotels 18%
Meeting space 8
Exhibit space 7
Food and beverage 35
Ground transportation 3
Speakers, entertainment, A/V equipment 15
Third-party fees (site selection, housing services, etc.) 4
Miscellaneous 10
Base: 165
Q81. What percentage of the convention’s expenditures was allocated for each
of the following?
84
Table 101
OTHER ASSOCIATION MEETINGS -
NUMBER OF ASSOCIATION MEETINGS PLANNED IN PAST 12 MONTHS
Association
Total Number of Meetings Planned Planners
1-2 13%
3-4 16
5-6 9
7 - 10 15
11 - 20 19
21 - 30 9
31 - 40 6
Over 40 13
Total 100%
Average number of meetings 15.5
Base: 128
Q82. Thinking about off-premises meetings in 2007, how many of these types of
meetings did you plan and/or work on?
85
Table 102
OTHER ASSOCIATION MEETINGS -
SUMMARY OF TYPES OF ASSOCIATION MEETINGS
Meeting Average
Planners Average # Average # Days
Type of Meeting Involved Planned Attendance Duration
Board Meetings 78% 3.4 28 1.8
Training/Educational Seminars 67 9.5 119 2.1
Professional/Technical Meetings 49 4.6 163 2.3
Regional/Local Chapter Meetings 34 6.5 153 1.9
Other off-premises Meetings 37 5.6 507 3.3
Any Meeting - Average 100% 15.5 146 2.0
Base: 173
Q82. Thinking about off-premises meetings in 2007, how many of these types of meetings did
you plan and/or work on?
Q84. On average how many days did these meetings last?
Table 103
AVERAGE LEAD TIME REQUIRED TO PLAN DOMESTIC ASSOCIATION MEETINGS
FROM START OF PLANNING PROCESS
Association
Planners
To the facility selection 10.0 months
To date the meeting takes place 19.2 months
Base: 184
Q85. How much lead time (in months) do you require to plan DOMESTIC
association meetings from the start of the meeting planning process…..?
Table 104
WHETHER LEAD TIME REQUIRED TO PLAN DOMESTIC ASSOCIATION MEETING
CHANGED FROM 2007 TO 2008
Association
Planners
Total 100%
Base: 184
Q86. Comparing 2007 to 2008, how did lead time change?
86
Table 105
PROJECTED NUMBER OF ASSOCIATION MEETING TYPES
(MARKET PROJECTION)
Number in
Type of Meeting Past Year Percent
Board Meetings 68,100 30%
Training/Educational Seminars 56,800 25
Professional/Technical Meetings 40,900 18
Other Off-Premises Meetings 34,000 15
Regional/Local Chapter Meetings 27,200 12
Total Meetings 227,000 100%
Table 106
PROJECTED ASSOCIATION MEETING ATTENDANCE
(MARKET PROJECTION)
Attendance in Percent of
Type of Meeting Past Year Total
Professional/Technical Meetings 8,244,060 22%
Training/Educational Seminars 7,119,870 19
Regional/Local Chapter Meetings 4,496,760 12
Board Meetings 1,873,650 5
Other Off-Premises Meetings 15,738,660 42
Total Attendance 37,473,000 100%
* Note: These figures do not include guest attendance
87
Table 107
GUEST ATTENDANCE AT ASSOCIATION MEETINGS
Average percent of meetings which included guests (among

18%
those with guest attendance)
Average number of guests at these meetings 43
Estimated number of guest attendees in past year (projection) 1,756,980
Q90. What percentage of your off-premises meetings included attendance by
spouses/guests?
Q91. At these meetings, what was the average number of spouses/ guests?
Table 108
CHILDREN ATTENDANCE AT ASSOCIATION MEETINGS
Average percent of meetings which included children

(among those with guest attendance) 5.2%
Average number of children at these meetings 20
Q90. What percentage of your off-premises meetings included attendance

by children?
Q91. At these meetings, what was the average number of children?
88
Table 109
WHETHER ACTIVITIES WERE PLANNED FOR
SPOUSES/GUESTS OF ATTENDEES
Association
Planners
Yes, planned activities for guests/spouses 22%
No, did not plan activities for spouse/guests 78
Total 100%
Base: 149
spouses/guests?
Table 110
WHETHER ACTIVITIES WERE PLANNED FOR
CHILDREN OF ATTENDEES
Association
Planners
Yes, planned activities for children of attendees 8%
No, did not plan activities for children of attendees 92
Total 100%
Base: 149
children?
89
Table 111
NUMBER OF CITIES ON SELECTION LIST
Association
Planners
1 City 30%
2 Cities 18
3 Cities 22
4 Cities 8
5 Cities 7
6 or more Cities 15
Total 100%
Average number of cities on selection list: 3.9 cities
Base: 171
Table 112
TOP CITIES AND STATES WHERE MEETINGS WERE HELD IN 2007
City State
1) Washington, D.C. 23% 1) California 59%
2) Chicago, IL 19 2) Florida 42
3) Orlando, FL 14 3) Illinois 31
4) Los Angeles, CA 13 4) Texas 24
4) Atlanta, GA 13 5) District of Columbia 22
5) New York, NY 11 6) New York 18
6) Las Vegas, NV 10 7) Pennsylvania 17
6) Philadelphia, PA 10 8) Georgia 16
7) San Diego, CA 10 9) Ohio 15
8) Boston, MA 9 10) Colorado 14
9) San Francisco/Oakland area, CA 8
10) Denver, CO 6
10) Portland, OR 6
Q96. Please list several cities and states within the continental United States where
your association held meetings in 2007.
90
Table 113
TYPES OF LODGING USED AT MOST RECENT CONVENTION
Association
Planners
Types of Lodging Used Conventions*

Downtown hotels 62%
Suburban hotels 15
Suite hotels 12
Airport hotels 8
Golf resorts 7
Gaming facilities 5
Cruise ships 1
Other facilities 2
Did not use overnight accommodations 2
Base: 198
Q75. Which types of lodging were used for attendees at your most recent
major convention?
91
Table 114
TYPES OF FACILITIES USED IN PAST YEAR
Association Planners
Association
Types of Facilities at Which Meetings were Held in Past Year Meetings*
Downtown hotels 68%
Suburban hotels 36
Airport hotels 22
Convention centers 19
Golf resorts 14
Suite hotels 13
Gaming facilities 5
Nonresidential conference centers 6
Cruise ships 3
Other facilities 27
Base: 184
Q87. How many of the (total meetings from Q82) meetings were held at the following types
of facilities? (Extrapolated)
92
Table 115
PROJECTED TYPES OF ASSOCIATION AND CONVENTION MEETINGS
BY TYPES OF FACILITIES USED IN PAST YEAR
(MARKET PROJECTION)
Number in Percent of
Type of Facility Past Year Total
Downtown hotels 74,245 33%
Suburban hotels 31,481 14
Airport hotels 13,645 6
Convention centers 9,134 4
Suite hotels 11,283 5
Resort hotels (not including golf resorts) 15,475 7
Golf resorts 3,403 1
Residential conference centers 16,018 7
Nonresidential conference centers 2,418 1
Gaming facilities 1,612 1
Cruise ships 336 0
Other facilities 47,952 21
Total meetings* 227,000 100%
Base: 184
Table 116
USE OF FOREIGN/OFF-SHORE DESTINATIONS FOR MEETINGS
IN THE PAST 12 MONTHS
Association
Planners
Involved in planning meetings outside the continental U.S. 18%
Not involved in planning meetings outside the continental U.S. 82
Total 100%
Base: 166
Q97. Were you involved in planning any foreign/offshore meetings and
conventions during 2005?
93
Table 117
DESTINATION(S) OF OFFSHORE MEETINGS HELD IN PAST 12 MONTHS
Association
Destination Planners
Canada 47%
Europe (other than UK/France) 40
Caribbean 37
Asia 33
Mexico 27
Hawaii 13
Africa 13
U.K. 7
France 3
Other 10
Base: 30**
*Note: Total exceeds 100% due to multiple responses.
Q102. In which destinations did you hold foreign/offshore meetings in
2007?
94
Table 118
FOREIGN/OFF-SHORE MEETING PLANNING
Association
Planners
Average number of organization attendees 368
Average planning lead time to the facility selection 12.9 months
Average planning lead time to the date the meeting takes
place 14.9 months
Number planned during the past year (projection) 6,100
Considering foreign/offshore meeting in 2008 24%
Q97. Were you involved in planning any foreign/offshore meetings and
conventions during 2007?
Q98. How many foreign/offshore meetings were you involved in planning in
2007?
Q99. What was the average number of attendees at your association's
foreign/offshore meetings?
Q100. On average, how many days did these meetings last?
Q101. How much lead time (in months) do you require to plan foreign/offshore
meetings from the start of the planning process?
Q103. Are you considering holding any foreign/offshore meetings or conventions
in 2008?
95
CONVENTIONS AND ASSOCIATION MEETINGS PLANNING
96
Table 119
FACTORS CONSIDERED VERY IMPORTANT IN SELECTION OF A DESTINATION
Factors Considered “Very Important” Conventions Association Meetings

Availability of hotels or other facilities suitable for
78% 65%
meetings
Affordability of destination 77 72
Safety and security of destination 63 54
Ease of transporting attendees to/from location 55 45
Transportation costs 53 48
Sightseeing, cultural, other extracurricular
52 12
attractions
Distance traveled by attendees 48 62
Clean and unspoiled environment of destination 35 28
Reputation for being environmentally friendly 25 22
Climate 21 19
Mandated by association policy 20 20
Availability of recreational facilities such as golf,
18 13
swimming, tennis etc.
Glamorous or popular image of location 11 9
Base: 136
Q114. How important is each of these factors in selecting destinations for your major convention?
Would you say each is Very Important, Somewhat Important or Not Important?
Q115. How important is each of these factors in selecting destinations for your association's other off-
premises meetings? Would you say each is Very Important, Somewhat Important or Not Important?
97
Table 120
FACTORS CONSIDERED VERY IMPORTANT IN SELECTION OF A FACILITY/HOTEL
Factors Considered “Very Important” Conventions Association Meetings

Number, size and quality of meeting rooms 90% 67%
Negotiable food, beverage and room rates 84 70
Cost of hotel or meeting facility 83 76
Number, size and quality of sleeping rooms 78 59
Quality of food service 70 61
Availability of meeting support services and
54 43
equipment, such as A/V equipment
Availability of exhibit space 53 28
Efficiency of billing procedures 50 52

Previous experience in dealing with facility and its
49 40
staff
High-speed internet access 47 46
Assignment of one staff person to handle all
46 45
aspects of meeting
Efficiency of check-in and check-out procedures 42 39
Meeting rooms with multiple high-speed phone
38 38
lines and computer outlets
Proximity to shopping, restaurants, off-site
28 19
entertainment
Number, size and quality of suites 28 22
Convenience to other modes of transportation 26 28
Proximity to airport 20 26
“Green” practices at facility 18 17
Provision of special meeting services such as pre-
14 14
registration, special equipment etc.
On-site recreational facilities (i.e., swimming,
12 8
tennis, spa, etc.)
On-site golf course 7 6
Base: 135
Q116. How important is each factor in your choice of hotel or other meeting facility for your major
convention? Would you say each is Very Important, Somewhat Important or Not Important?
Q117. How important is each factor in your choice of hotel or other meeting facility for your association's
other off-premises meetings? Would you say each is Very Important, Somewhat Important or Not
Important?
98
Table 121
NUMBER OF HOTELS ON SELECTION LIST
Association
Planners
1 Hotel 11%
2 Hotels 13
3 Hotels 24
4 Hotels 14
5 Hotels 13
6 – 10 Hotels 15
11 or More Hotels 10
Total 100%
Average Number of Hotels on Selection List 5.2
Base: 171
Q93. How many hotels were on your selection list for your last meeting?
Table 122
WHETHER SAME HOTEL CHAIN USED
FOR MORE THAN HALF OF MEETINGS
Association
Planners
Used same hotel chain for majority of meetings 29%
Did not use same hotel chain for majority of meetings 71
Total 100%
Base: 171
Q94. Were the majority of your other association meetings in 2007 booked at the
same hotel chain?
99
Table 123
NUMBER OF CITIES/RESORT AREAS ON SELECTION LIST
Association
Planners
1 City 30%
2 Cities 18
3 Cities 22
4 - 5 Cities 15
6 or more Cities 15
Total 100%
Average number of cities on selection list 3.9
Base: 171
Table 124
MAJOR CONVENTIONS -
WHETHER OR NOT MEETING PLANNER ARRANGES FOR
GROUND TRANSPORTATION AT MEETING DESTINATION FOR ATTENDEES
Association
Planners
Yes 43%
No 57
Total 100%
Base: 132
Q118. Do you arrange ground transportation at the destination for major
conventions?
100
Table 125
OTHER OFF-PREMISES MEETINGS -
WHETHER OR NOT MEETING PLANNER ARRANGES FOR
GROUND TRANSPORTATION AT MEETING DESTINATION FOR ATTENDEES
Association
Planners
Yes 38%
No 62
Total 100%
Base: 132
Q118. Do you arrange ground transportation at the destination for other off-
premises meetings?
101
ASSOCIATION MEETING PLANNERS:

GREEN MEETINGS
102
Table 126
ATTENDEES ABLE TO RECYCLE NEWSPAPER,
WHITE PAPER, CANS AND BOTTLES
Association
Planners
Yes, always 14%
Yes, but only if the facility already offers this service 53
No 33
Don’t know 0
Total 100%
Base: 119
Q129. At your meetings, do you arrange it so attendees are able to recycle
newspapers white paper, cans and bottles?
Table 127
CONFERENCE MATERIALS PRINTED ON RECYCLED PAPER
Association
Planners
Yes 31%
No 48
Don’t know 21
Total 100%
Base: 119
Q130. Are conference materials printed on recycled paper?
103
Table 128
LIGHTS AND AIR CONDITIONING TURNED OFF WHENEVER
MEETING ROOMS ARE NOT IN USE, IF POSSIBLE
Association
Planners
Yes 57%
No 43
Total 100%
Base: 119
Q131. Do you make sure lights and air conditioning are turned off whenever
meeting rooms are not in use, if possible?
Table 129
FEELINGS ABOUT FOLLOWING ECO-FRIENDLY OFFERINGS AT HOTELS
Prefer to No Prefer not
Require have preference to have
Linen-reuse policies 6% 59% 33% 2%
Small recycle bins in guest rooms 6 58 35 1
Low-flow shower heads in guest rooms 5 46 38 11
Soap and shampoo dispensers in guests 3 31 44 22
rooms instead of small disposable bottles
Water-saving methods in public restrooms 6 58 34 2
Base: 119
Q132: How do you feel about the following eco-friendly offerings at hotels?
Table 130
ENVIRONMENTALLY FRIENDLY POLICY MANDATED FOR YOUR MEETINGS?
Association
Planners
Yes 8%
No 90
Don’t Know 2
Total 100%
Base: 119
Q133. Is there an environmentally friendly policy mandated for your meetings?
104
Table 131
CONVENTION FACILITIES AND HOTELS CERTIFIED
AS ENVIRONMENTALLY RESPONSIBLE
Association
Planners
Yes 66%
No 34
Total 100%
Base: 119
Q134. Are you aware that convention facilities and hotels can be certified as
environmentally responsible?
105
ASSOCIATION MEETING PLANNERS:

USE OF TECHNOLOGY
106
Table 132
USE OF MEETING PLANNING SOFTWARE
Association
Planners
Yes, use meeting planning software 28%
No, do not use meeting planning software 72
Total 100%
Base: 123
Q119. Do you use meeting planning software?
Table 133
TOP MEETING PLANNING SOFTWARE USED
(AMONG THOSE USING MEETING PLANNING SOFTWARE)
Association
Planners
In-house/custom 16%
Meeting Matrix 10
IMIS 10
Regonline 6
Cvent 6
Signup4 3
Apex 3
Other 46
Total 100%
Base: 31**
*Note: Unaided responses
Q120. Please specify which stand-alone program or online service you use to
plan meetings?
107
Table 134
WHETHER USE WEB SITES TO HELP PLAN MEETINGS
Association
Planners
Yes, use web sites for meeting planning purposes 99%
No, do not use web sites for meeting planning purposes 1
Total 100%
Base: 123
(Derived from) Q121. Aside from an online meetings management service, which
three websites do you use most often to help you plan meetings?
Table 135
WHICH WEB SITES ARE USED MOST OFTEN TO HELP PLAN MEETINGS
Association
Planners
Convention and visitors bureau site 76%
Individual hotel or chain site 66
Google 53
Local city site 31
Expedia 12
Travelocity 8
Yahoo! 7
Starcite 2
uniquevenues.com 2
omfg.com 1
Other 8
Base: 123
108
Table 136
RATING OF WEB SITE ELEMENTS USED TO HELP PLAN MEETINGS
Association
Web site elements considered "Extremely Useful" Planners
Meeting space specifications 50%
Floor plans 59
Facility search 19
Maps/directions/distances 33
Destination information 31
Photographs 26
Virtual tours 25
Special dates/rates 16
Video 13
Base: 121
Q122. Please rate these website elements by how useful they are for planning
meetings, with 1 being Not Very Useful, and 5 being Extremely Useful.
Table 137
WHETHER GENERATED ONLINE RFP AT MEETING PLANNING SITE
Association
Planners
Yes, generated online RFP at meeting planning site 36%
No, did not generate online RFP at meeting planning site 64
Total 100%
Base: 120
Q123. Did you generate an online request for proposal (RFP) at a meeting
planning site in 2007?
109
Table 138
WHETHER MEETINGS PLANNED BY RESPONDENT HAD THEIR OWN WEBSITES
Association
Planners
Yes, meetings planned by respondent had their own 59%
websites
No, meetings planned by respondent did not have their own 41
websites
Total 100%
Base: 120
Q124. Did any of your meetings have their own website in 2007?
Table 139
WHETHER MEETING ATTENDEES CAN REGISTER ONLINE
Association
Planners
Yes, attendees can register online 84%
Among these attendees…..
Yes, on the Internet 69
Yes, on an Intranet 22
No, attendees cannot register online 16
Total 100%
Base: 120
Q125. Were meeting attendees able to register online?
110
Table 140
USED VIDEO CONFERENCING OR WEBCASTING IN 2007
Association
Planners
Used video conferencing/webcasting 22%
Did not use video conferencing/webcasting 78
Total 100%
Base: 120
Q126. Did you use videoconferencing or webcasting in 2007?
Table 141
WHETHER VIDEOCONFERENCING OR WEBCASTING REPLACED
ANY FACE TO FACE MEETINGS
Association
Planners
Yes, Videoconferencing/Webcasting replaced face-to-face 9%
meetings
No, Videoconferencing/Webcasting did not replace face-to- 91
face meetings
Total 100%
Base: 119
Q127. Did videoconferencing or webcasting replace any face-to-face meetings?
111
ASSOCIATION PLANNER AND ORGANIZATION PROFILE
112
Table 142
GENDER OF ASSOCIATION PLANNER
Association
Gender Planners
Female 75%
Male 25
Total 100%
Base: 238
Q55. Are you male or female?
Table 143
AGE OF ASSOCIATION PLANNER
Association
Age Planners
Less than 30 Years 4%
30 - 34 Years 4
35 - 39 Years 8
40 - 44 Years 10
45 - 49 Years 18
50 - 54 Years 19
55 - 59 Years 17
60 Years or Older 20
Total 100%
Average Age: 49.7 years
Base: 238
Q54. Into which category does your age fall?
113
Table 144
PRIMARY BUSINESS OF ASSOCIATION
Association
Primary Business Planners
Health/Medical 13%
Trade/Union/Labor 17
Professional 24
Religious 4
Fraternal/Civil/Social 1
Political/Special Interest 2
Association Management Company 7
Independent Meeting or Convention Planning Company 10
Other 22
Total 100%
Base: 238
Q3b. What is the primary business of your association?
114
Table 145
PROFESSIONAL CERTIFICATIONS EARNED
Association
Planners
Certified Meeting Professional (CMP) 16%
Certified Association Executive 5
Certified Meeting Manager (CMM) 2
Other 6
None of the above 74
Base: 238
Q60. Which of these certifications do you hold?
Table 146
MEMBERSHIPS BELONG TO
Association
Planners
Meeting Professionals International(MPI) 20%
Professional Convention Management Association (PCMA) 18
American Society of Association Executives (ASAE) 30
International Association for Exhibition Management (IAEM) 4
Other 18
Base: 238
Q61. Are you a member of any of the following associations?
115
Table 147
LENGTH OF TIME WITH MEETING PLANNING RESPONSIBILITIES
Association
Length of Time Planners
Less than 5 years 17%
5 to 10 years 28
10 to 15 years 20
15 to 20 years 14
20+ years 21
Total 100%
Average length of time with meeting planning 13.1 years
responsibilities:
Base: 238
Q53. For how long have your responsibilities included planning association
meetings and conventions?
Table 148
JOB TITLE OR POSITION
Association
Planners
Events/Conventions/Conference/Meeting Planner/Coordinator/ Manager/ 30%
Director
President/Executive Director/Executive Vice President 20
Assistant to Executive 8
Director of Education 3
Marketing Director/Coordinator 3
Program/Project Director/ Coordinator/Manager/Coordinator 14
Member Services/Relations/Director/Manager/Coordinator 2
Other 20
Total 100%
Base: 237
Q57. What is your title in this association?
116
Table 149
PERCENT OF ON-THE-JOB TIME SPENT ON MEETING PLANNING ACTIVITIES
Association
On the Job Time Planners
1 – 25% 23%
26 - 50% 21
51 - 75% 18
76 – 99% 21
100% 17
Total 100%
Average percent of time spent on meeting planning: 60%
Base: 238
Q59. Approximately what percent of your on-the-job time do you spend in
meeting planning, including implementation and/or final decision making?
Table 150
DECISION-MAKING RESPONSIBILITIES FOR MEETING PLANNING FUNCTIONS
Association
Planners
Selection of meeting hotel or other facility 87%
Selection of meeting location (city, area, country) 78
Establishing meeting expenditures/budget 78
Planning entertainment, social functions, sports tournaments 76
Trade show planning or exhibit planning 66
Planning of meeting agenda 58
Planning for air travel arrangements 44
Decision to hold off-premises meetings 44
Establishing meeting objectives 43
Planning for car rentals 31
Other 8
Base: 238
Note: Total adds to more than 100% due to multiple responses.
Q58. For which of the following areas do you have decision-making
responsibilities?
117
Table 151
SCOPE OF ASSOCIATION OR CHAPTER
Association
Planners
International Association 30%
National Association 30
State Association 24
Regional Association 8
Local Association 4
Other 4
Total 100%
Base: 238
Q56. Please indicate the scope of the association or chapter for which you work.
118
APPENDIX
APPENDIX
119
METHODOLOGY
METHODOLOGY
Data collection methods for this project followed those of the 2006 study and previous years. A
web-based questionnaire was administered via the Internet. M&C subscribers were invited to
participate in the Meetings Market Report by going to a website to take the survey. The
invitations were sent via e-mail. Eligibility requirements for the survey were that the respondent
was based in the U.S. and that they planned off-site meetings.
To encourage participation, an incentive was offered. All participants who completed the survey
were entered into a sweepstakes drawing for a chance to win one of three Bose QuietComfort®
2 Acoustic Noise Cancelling® headphone sets. In addition, participants who completed the
survey would receive an electronic version of the 2008 Meetings Market Report.
The study was fielded from April 7, 2008, through May 5, 2008. A total of 684 respondents (398
corporate planners and 215 association planners) participated in the survey. Of these 684
respondents, 407 (253 corporate planners and 118 association planners) completed the entire
questionnaire. The remaining group completed at least half of the survey questions. When
considering fully completed surveys, the overall participation in this year’s survey was down
significantly from the 2006 survey (-45%). Therefore sample sizes on a question-by-question
basis are considerably less and increase the error factor associated with each question’s
results. By including partially complete surveys into the results, these error factors have been
lessened. CIC Research was responsible for programming the survey instrument, hosting the
website, tabulating the results, and preparing this report.
Results from this survey were projected to the M&C subscriber base. According to M&C’s
December 2007 BPA statement, 55,452 corporate planners (a 3% drop from 2005) and 14,643
association planners (a 13% increase from 2005) subscribed to the magazine.
120
QUESTIONNAIRE
Welcome to Meeting & Conventions' biennial Meetings Market Report

survey.
Only qualified meeting planners are eligible to take this survey, one entry per planner.
Non-planner and repeat user entries will be eliminated from survey results.
To enter survey click here
Reminder:
While filling out the survey please do not use your browser's "Back" button, if you need to
make a change, simply use the back button at the bottom of each page.
Also, you can stop at anytime and return to complete the survey later using this URL. A
cookie is placed on your computer which records the last submitted question. The cookie
expires after 21 days.
1. Are you based in the U.S.A.?
Yes
No
2. Do you plan off-site meetings?
Yes
No
3. Are you a corporate or association planner?
Corporate meeting planner (skip to Q3a)

Association meeting planner (skip to Q3b)
3a. What is the primary business of your organization?
Automotive manufacturing
Manufacturer of medical, pharmaceutical or surgical equipment
All other manufacturing industries
Banking, finance, real estate
Insurance
Communications, utility
Healthcare/medical/pharmaceutical
Technology/software/hardware
121
QUESTIONNAIRE
Publishing
Transportation (excluding travel agents)
Agriculture, forestry, fisheries, mining, construction
Wholesale trade
Retail trade
Educational institution
Government
Professional service (including business, legal, engineering,
management and consulting services)
Incentive travel company
Independent meeting or convention planning company
Trade show management company
Other services ______________
3b. What is the primary business of your association?
Health/medical
Trade/union/labor
Professional
Religious
Fraternal/civil/social
Political/special interest
Association management company
Independent meeting or convention planning company
Other ___________
Thank you for your cooperation! You qualify to participate in the 2008 Meetings Market Report. Each
person completing a survey will be entered in a drawing for one of three Bose QuietComfort® 2 Acoustic
Noise Cancelling® headphone sets. [Contest Rules]
Please provide your e-mail address so we will be able to contact you if you win the sweepstakes. Your
address will not be used for any other purpose.
E-mail address _______________

I do not wish to participate in the sweepstakes.
122
QUESTIONNAIRE
CORPORATE PLANNERS
YOUR MEETING PLANNING RESPONSIBILITIES

The following questions refer to meetings of all types held outside your company’s offices. If you work for
a large corporation or conglomerate, please answer for your division or subsidiary when asked about
“company.”
4. For how long have your job responsibilities included planning meetings and/or incentives for your
company? (Type in a number for each)
Number of years ______

Number of months _____
5. Into which category does your age fall?
Under 18
19-29 years
30-34 years
35-39 years
40-44 years
45-49 years
50-54 years
55-59 years
60 years and older
6. Are you...?
Male
Female
7. What is your title in this corporation?
_______________________
8. For which of the following areas do you have decision-making responsibilities? (Select all that apply)
Whether to hold off-premises meetings

Selection of meeting location (city, area, country, etc.)
Planning meeting agenda
Establishing meeting expenditures/budget
Planning incentives
Travel management
Making air-travel arrangements
123
QUESTIONNAIRE
Making car-rental arrangements
Planning entertainment, social functions, sports tournaments, etc.
Trade show and exhibit planning
Other ______________
9. Approximately what percent of your on-the-job time do you spend in meeting planning, including
implementation and/or final decision-making? (Type in a whole number)
10. How many people in your organization attend meetings that you plan? (Type in a whole number)
11. How many people are employed by your company at your location?
Fewer than 50 employees

50-99 employees
100-249 employees
250-499 employees
500-999 employees
1,000-4,999 employees
5,000 or more employees
Not applicable
Don’t know
11a. How many people are employed by your company at all locations for the total corporation?
Fewer than 50 employees

50-99 employees
100-249 employees
250-499 employees
500-999 employees
1,000-4,999 employees
5,000 or more employees
Not applicable
Don’t know
12. What was the volume of your company’s revenues for 2007 for the location in which you work?
Under $1 million
$1 million to less than $5 million
$500 million to less than $1 billion
$1 billion or more
Not applicable
124
QUESTIONNAIRE
12a. What was the volume of your company’s revenues for 2007 for your total corporation?
Under $1 million
$500 million to less than $1 billion
$1 billion or more
Not applicable
13. Which of these certifications do you hold? (Select all that apply)
Certified Meeting Professional (CMP)

Certified Meeting Manager (CMM)
None of the above
Other _____________
14. Are you a member of any of the following professional associations? (Select all that apply)
Financial & Insurance Conference Planners (FICP)

Meeting Professionals International (MPI)
Professional Convention Management Association (PCMA)
Society of Government Meeting Professionals (SGMP)
Society of Incentive & Travel Executives (SITE)
Other _____________
None of the above
15. Thinking about off-premises meetings in 2007, how many of these types did you plan and/or work on?
(Enter the number, if none please enter 0.)
Sales/marketing meetings
Management meetings
Training/educational seminars
Trade shows/conventions
Professional/technical meetings
New-product introductions
Stockholder meetings
Other _________________
Other _________________
Other _________________
125
QUESTIONNAIRE
16. What was the average number of attendees at these meetings? (Type in a number for each)
Management meetings
Other _________________
Other _________________
Other _________________
17. On average, how many days did the [total from Q15] meetings last? (Type in a number for each)
Management meetings
Other _________________
Other _________________
Other _________________
18. How many months lead time do you require to plan DOMESTIC corporate meetings from the start of
the meeting planning process? (Type in a number for each)
To the facility selection

To the date the meeting takes place
19. Comparing 2007 to 2008, how has the lead time changed?
Increased in 2008
Decreased in 2008
Remained the same
20. How many of the [total from Q15] meetings you planned were held at the following types of facilities?
(Type in a number for each)
Downtown hotels
Suburban hotels
Airport hotels
Convention centers
126
QUESTIONNAIRE
Suite hotels
Resort hotels (excluding golf resorts)
Golf resorts
Residential conference centers
Nonresidential conference centers
Gaming facilities
Cruise ships
Other facilities
21. On average, what was the daily room rate paid for meeting attendees’ overnight accommodations?
_____________________
22. How many of the [total from Q15] meetings you planned involved overnight accommodations for your
attendees? (Type in a whole number)
23. What percentage of your off-premises meetings included attendance by spouses/guests and/or
children? (Type in a percentage for each)
Spouses/guests
Children
24. At these meetings, what was the average number of spouses/guests and/or children? (Type in a
number for each)
Spouses/guests
Children
25. When you planned these meetings did you need to plan activities for spouses/guests and/or children?
Spouses/guests
Yes
No
Children
Yes
No
26. How many hotels were on your selection list for your last meeting? (Type in a whole number)
27. Were the majority of your meetings in 2007 booked at the same hotel chain?
Yes
No
28. For your most recent meeting, how many cities and/or resort areas were on your selection list? (Type
in a whole number)
127
QUESTIONNAIRE
29. Please list several cities and states within the continental United States where your company held
meetings in 2007.
City _______________ [drop-down menu of states]

FOREIGN/OFFSHORE MEETINGS
This section refers only to foreign/offshore meetings planned in 2007. This includes offshore destinations
such as Hawaii, the Caribbean, Europe and Asia/Pacific.
30. Were you involved in planning foreign/offshore meetings in 2007?
Yes
No (skip to Q36)
31. How many offshore meetings were you involved in planning in 2007? (Type in a whole number)
32. What was the average number of attendees at these meetings? (Type in a whole number)
33. On average, how many days did these meetings last? (Type in a whole number)
34. How much lead time in months do you require to plan foreign/offshore meetings from the start of the
planning process...?

35. In which destinations did you hold foreign/offshore meetings and/or incentive meetings in 2007?
Africa
Asia/Pacific
Canada
Caribbean
Central/South America
Europe (other than the U.K. and France)
France
Hawaii
Mexico
U.K.
Other _____________
128
QUESTIONNAIRE
Other _____________
Other _____________
36. Are you considering holding any foreign/offshore meetings in 2008?
Yes
No
MEETING EXPENSES
This section pertains to all off-premises meetings, both domestic and foreign/offshore meetings.
37. What was the attendee’s average expense per meeting for meetings held within the continental
United States and for foreign/offshore meetings in 2007, whether paid for by his/her company or
personally? (Please include in your estimate transportation, hotel, registration fee, meals, entertainment,
shopping, etc.)
Average spent per attendee per meeting within the continental United States
Average U.S. dollars spent per attendee per foreign/offshore meeting
38. What was the total dollar amount spent on off-premises meetings by your company in 2007? (Do not
use commas. Please total, as best you can, expenses incurred for items such as promotions, staff,
speakers, audiovisual presentations, convention hall and meeting room rentals, social events, etc)
39. What percentage of that dollar amount was spent on meetings held within the continental United
States and what percentage was spent on foreign/offshore meetings? (Type in a number for each)
Meetings within the continental United States

Foreign/offshore meetings
40. What percentage of the total meeting expenditures was allocated for each of the following? (Your
answers should total 100%.)
Hotels
Food and beverage
Air transportation
Ground transportation
Speakers, entertainment, A/V equipment
Third-party fees (site selection, housing services, etc.)
Miscellaneous
41. Of the total dollar amount spent for lodging in the previous question, what percentage was spent at
each of the following types of facilities?
Downtown hotels
Suburban hotels
Airport hotels
Suite hotels
129
QUESTIONNAIRE
Golf resorts
Gaming facilities
Cruise ships
Other facilities
42. How did your meetings budget change in 2008 from 2007?
Increased in 2008 (skip to Q43)

Decreased in 2008 (skip to Q44)
Remained the same
43. By what percent did your off-premises meetings budget increase in 2008? (skip to Q45)
44. By what percent did your off-premises meetings budget decrease in 2008? (skip to Q46)
45. Why did your 2008 off-premises meetings budget increase? (Select all that apply)
To cover increased costs

To cover more meetings
Other ______________
46. Why did your 2008 off-premises meetings budget decrease? (Select all that apply)
Because of cutbacks in the number of meetings

Because of general organizational cutbacks
Other ______________
47. How important is each of these factors in selecting destinations for your meetings of all types (except
incentives)? Would you say each is Very Important, Somewhat Important or Not Important?
Affordability of destination
Distance traveled by individual attendees
Mandated by corporate policy
Ease of transporting attendees to and from location
Transportation costs
Climate
Availability of hotels or other facilities suitable for meetings
Sightseeing, cultural or other extracurricular attractions
Glamorous or popular image of location
Availability of recreational facilities such as golf, tennis and swimming
Safety and security of destination
Clean and unspoiled environment
Reputation for being environmentally friendly
48.
130
QUESTIONNAIRE
49. How important is each factor in selecting a destination for group incentives only?
Climate
50. How important is each of these factors in you choice of hotel or other meeting facility for your
meetings of all types (except incentives)? Would you say each is Very Important, Somewhat Important or
Not Important?
Number, size and quality of meeting rooms

Number, size and quality of sleeping rooms
Number, size and quality of suites
Availability of meeting support services and equipment, such as
audiovisual
On-site golf course
Other on-site recreational facilities (swimming, tennis, spa, etc.)
Provision of special meeting services, such as preregistration and
special entertainment
Negotiable food, beverage and room rates
Previous experience in dealing with facility and its staff
Convenience to other modes of transportation
Proximity to shopping, restaurants and off-site entertainment
Efficiency of check-in/checkout procedures
High-speed Internet access in sleeping rooms
Meeting rooms with multiple high-speed phone lines and Internet access
Assignment of one staff person to handle all aspects of your meeting
“Green” practices at the facility
51. How important is each factor in your choice of hotel or other meeting facility for your group
incentives?
131
QUESTIONNAIRE

Availability of meeting support services and equipment, such as audiovisual
On-site golf course
Provision of special meeting services, such as pre-registration and special entertainment
52. Do you arrange ground transportation at the destination for...?
Off-premises meetings excluding group incentives

Group incentives
132
QUESTIONNAIRE
ASSOCIATION PLANNERS
YOUR MEETING PLANNING RESPONSIBILITIES

The following questions refer to meetings of all types held outside your association’s offices.
53. How long have your responsibilities included planning association meetings and conventions?
Number of years __________

Number of months __________
54. Into which category does your age fall?
Under 18
19-29 years
30-34 years
35-39 years
40-44 years
45-49 years
50-54 years
55-59 years
60 years and older
55. Are you...?
Male
Female
56. Please indicate the scope of the association or chapter for which you work.
International
National
Regional
State
Local
Other _____________
57. What is your title in this association?
____________________
58. For which of the following areas do you have decision-making responsibilities? (Select all that apply)
Whether to hold off-premises meetings

Selection of meeting location (city, area, country, etc.)
133
QUESTIONNAIRE
Planning meeting agenda
Establishing meeting expenditures/budget
Making air-travel arrangements
Making car-rental arrangements
Planning entertainment, social functions, sports tournaments, etc.
Trade show and exhibit planning
Other ______________
59. Approximately what percent of your on-the-job time do you spend in meeting planning, including
implementation and/or final decision-making? (Type in a whole number)
60. Which of these certifications do you hold? (Select all that apply)
Certified Meeting Professional (CMP)

Certified Meeting Manager (CMM)
Certified Association Executive (CAE)
None of the above
Other ____________
61. Are you a member of any of the following professional associations? (Select all that apply)
American Society of Association Executives (ASAE)

International Association of Exhibitions and Events (IAEE)
Meeting Professionals International (MPI)
Professional Convention Management Association (PCMA)
Other ___________
None of the above
ABOUT YOUR MOST RECENT MAJOR CONVENTION
62. How frequently does your association hold its major convention?
Annually
Every other year
Twice a year
No major convention
Other __________
The following questions pertain to your association’s most recent convention prior to Jan. 1, 2008. Later
we’ll be asking about other association meetings. Please remember that all replies will be kept entirely
confidential.
134
QUESTIONNAIRE
63. In which month was your most recent convention held?
January
February
March
April
May
June
July
August
September
October
November
December
64. In what year was your most recent convention held?
2004
2005
2006
2007
65. Where was your most recent convention held? (City and state, island, or resort area)
66. At what type of facility was your most recent convention held?
Convention center
Hotel
Other ___________
67. What was the approximate total male and female delegate/member attendance? (Please do not use
commas)
Male
Female
68. What percentage of your convention’s attendees were accompanied by spouses/guests and/or
Spouses/guests
Children
69. At your most recent convention, what was the number of spouses/guests and/or children? (Type in a
number for each)
Spouses/guests
Children
135
QUESTIONNAIRE
Spouses/guests
Yes
No
Children
Yes
No
71. How much lead time (in months) do you require to plan your convention from the start of the planning
process...?

72. Comparing your two most recent major conventions, how has lead time changed?
Increased for the most recent major convention

Decreased for the most recent major convention
Remained the same
73. In total, how many hotel room nights were booked for your most recent major convention?
74. What was the average daily room rate for your most recent major convention?
75. Which types of lodging were used for attendees at your most recent major convention?
Downtown hotels
Suburban hotels
Airport hotels
Suite hotels
Golf resorts
Gaming facilities
Cruise ships
Other facilities
Did not use overnight accommodations
76. Did this convention include a trade show?
Yes
No (skip to Q88)
136
QUESTIONNAIRE
77. Approximately how many square feet of exhibit space were used? (Please do not use commas. If you
are unsure, your best guess will do.)
78. Where were these exhibits set up? (Select all that apply)
In one or more hotels

Convention center
Other __________
79. What is your best estimate of the average delegate’s expenses (whether paid for by his/her
organization or personally) for your most recent convention? Please include in your estimate
transportation, hotel, registration fee, meals, entertainment, shopping, etc.
80. What was the total dollar amount spent by your association on your most recent convention? Please
total, as best you can, expenses incurred by the association for items such as promotion, staff, speakers,
audiovisual presentations, convention halls, meeting rooms, social events, etc. (Do not use commas.)
81. What percentage of the convention’s expenditures was allocated for each of the following? (Your
Hotels
Meeting space
Exhibit space
Food and beverage
Miscellaneous
OTHER ASSOCIATION MEETINGS
This section pertains to meetings that are held away from your association’s offices, other than your
association’s major convention.
82. Thinking about off-premises meetings in 2007, how many of these types of meetings did you plan
and/or work on? (Enter the number, if none please enter 0.)
Board meetings
Regional or local chapter meetings
Other _________
Other _________
Other _________
137
QUESTIONNAIRE
83. What was the average number of attendees at these meetings? (Type in a number for each)
Board meetings
Other _________
Other _________
Other _________
84. On average, how many days did these meetings last? (Type in a number for each)
Board meetings
Other _________
Other _________
Other _________
85. How much lead time (in months) do you require to plan DOMESTIC association meetings from the
start of the meeting planning process...?

86. Comparing 2007 to 2008, how did lead time change?
Increased in 2008
Decreased in 2008
Remained the same
87. How many of the [total meetings from Q82] meetings were held at the following types of facilities?
(Type in a number for each)
Downtown hotels
Suburban hotels
Airport hotels
Convention centers
Suite hotels
Golf resorts
Nonresidential conference centers
Gaming facilities
Cruise ships
Other facilities
138
QUESTIONNAIRE
88. On average, what is the typical daily room rate paid for attendees’ overnight accommodations?
89. How many of the [total from Q82] meetings you planned involved overnight accommodations for your
association’s members?
90. What percentage of your off-premises meetings included attendance by spouses/guests and/or
Spouses/guests
Children
91. At these meetings, what was the average number of spouses/guests and/or children? (Type in a
number for each)
Spouses/guests
Children
Spouses/guests
Yes
No
Children
Yes
No
93. How many hotels were on your selection list for your last meeting?
94. Were the majority of your other association meetings in 2007 booked at the same hotel chain?
Yes
No
95. For your most recent meeting, how many cities and/or resort areas were on your selection list?
96. Please list several cities and states within the continental United States where your association held
meetings in 2007.
139
QUESTIONNAIRE
FOREIGN/OFFSHORE MEETINGS
This section refers only to foreign/offshore meetings planned in 2007. This includes offshore destinations
such as Hawaii, the Caribbean, Europe and Asia/Pacific.
97. Were you involved in planning any foreign/offshore meetings and conventions during 2007?
Yes
No (skip to Q103)
98. How many foreign/offshore meetings were you involved in planning in 2007?
99. What was the average number of attendees at your association’s foreign/offshore meetings?
100. On average, how many days did these meetings last?
101. How much lead time (in months) do you require to plan foreign/offshore meetings from the start of
the planning process...?

102. In which destinations did you hold foreign/offshore meetings in 2007? (Select all that apply)
Africa
Asia/Pacific
Canada
Caribbean
Central/South America
Europe (other than the U.K. and France)
France
Hawaii
Mexico
U.K.
Other _____________
Other _____________
Other _____________
103. Are you considering holding any foreign/offshore meetings or conventions in 2008?
Yes
No
MEETING EXPENSES
This section pertains to all of your association’s off-premises meetings, both domestic and
foreign/offshore.
140
QUESTIONNAIRE
104. What was the attendee’s average expense per event for meetings other than major conventions
within the continental United States and for foreign/offshore meetings, whether paid by his/her association
or personally? Please include in your estimate transportation, hotel, registration fee, meals,
entertainment, shopping, etc.
Average spent per attendee per meeting within the continental

United States
Average U.S. dollars spent per attendee per foreign/offshore
meeting
105. What was the total dollar amount spent by your association on off-premises meetings, other than
major conventions, in 2007? (Please do not use commas. Total, as best you can, expenses incurred by
the association for items such as promotion, staff, speakers, audiovisual presentations, meeting room
rental, social events, etc.)
106. What percentage of that dollar amount was spent on meetings held within the continental United
States and what percentage was spent on foreign/offshore meetings?
Meetings within the continental United States

Foreign/offshore meetings
107. What percentage of the meetings expenditures was allocated for each of the following? (Your
Hotels
Food and beverage
Air transportation
Miscellaneous
108. Of the total dollar amount spent for lodging in the previous question, what percentage was spent at
each of the following types of facilities?
Downtown hotels
Suburban hotels
Airport hotels
Suite hotels
Golf resorts
Gaming facilities
Cruise ships
Other facilities
141
QUESTIONNAIRE
109. How did your meetings budget change from 2007 to 2008?
Increased (skip to Q110)

Decreased (skip to Q111)
Remained the same
110. By what percent did your off-premises meetings budget increase from 2007 to 2008? (skip to Q112)
111. By what percent did your off-premises meetings budget decrease from 2007 to 2008? (skip to Q113)
112. Why did your 2008 off-premises meetings budget increase?
To cover increased costs

To cover more meetings
Other ______________
113. Why did your 2008 off-premises meetings budget increase?
Because of cutbacks in the number of meetings

Because of general organizational cutbacks
Other ______________
114. How important is each of these factors in selecting destinations for your major convention? Would
you say each is Very Important, Somewhat Important or Not Important?
Climate
115. How important is each of these factors in selecting destinations for your association’s other off-
premises meetings? Would you say each is Very Important, Somewhat Important or Not Important?
142
QUESTIONNAIRE
Climate
Availability of recreational facilities such as golf, tennis, and swimming
116. How important is each factor in your choice of hotel or other meeting facility for your major
convention? Would you say each is Very Important, Somewhat Important or Not Important?

On-site golf course
117. How important is each factor in your choice of hotel or other meeting facility for your association’s
other off-premises meetings?

On-site golf course
143
QUESTIONNAIRE
118. Do you arrange ground transportation at the destination for....?
Major conventions
Yes
No
Other off-premises meetings

Yes
No
ALL RESPONDENTS
TECHNOLOGY
119. Do you use meeting planning software?
Yes
No (skip to Q121)
120. Please specify which stand-alone program or online service you use to plan meetings.
_______________________
121. Aside from an online meetings management service, which three websites do you use most often to
help you plan meetings?
Convention and visitors bureau site

Expedia
Google
Individual hotel or chain site
Local city site
omfg.com
StarCite
Travelocity
144
QUESTIONNAIRE
uniquevenues.com
Yahoo!
Other _________
Other _________
Other _________
122. Please rate these website elements by how useful they are for planning meetings, with 1 being Not
Very Useful and 5 being Extremely Useful.
Facility search
Special dates/rates
Maps/directions/distances
Meeting space specifications
Photographs
Floor plans
Virtual tours
Video
Destination information
123. Did you generate an online request for proposal (RFP) at a meeting planning site in 2007?
Yes
No
124. Did any of your meetings have their own websites in 2007?
Yes
No
125. Were attendees able to register online? (Select all that apply)
Yes, on an intranet
Yes, on the Internet
No
126. Did you use videoconferencing or webcasting in 2007?
Yes
No
127. Did videoconferencing or webcasting replace any face-to-face meetings?
Yes
No
145
QUESTIONNAIRE
GREEN MEETINGS
128.
129. At your meetings, do you arrange it so attendees are able to recycle newspapers, white paper, cans
and bottles?
Yes, always
Yes, but only if the facility already offers this service
No
Don’t know
130. Are conference materials printed on recycled paper?
Yes
No
Don’t know
131. Do you make sure lights and air conditioning are turned off whenever meeting rooms are not in use,
if possible?
Yes
No
132. How do you feel about the following eco-friendly offerings at hotels?
Require Prefer to have No preference Prefer not to have
Linen-reuse policies
Small recycle bins in guest rooms
Low-flow shower heads in guest rooms
Soap and shampoo dispensers in guest rooms instead of small, disposable bottles
Water-saving methods in public restrooms
133. Is there an environmentally friendly policy mandated for your meetings?
Yes
No
Don’t know
134. Are you aware that convention facilities and hotels can be certified as environmentally responsible?
Yes
No
146

Meetings & Conventions 2008 Meetings Market Report: Prepared For

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Meetings & Conventions

2008 Meetings Market Report

Dimensions of the 2008 Meetings Market ............................................................. 3

The Corporate Meetings Market............................................................................. 20

Association Meeting Expenditures and Budgets.................................................. 66

Methodology ........................................................................................................ 120

The Corporate Meetings Market

The Association Meetings Market

o Meeting expenditures and budgets

DIMENSIONS OF THE 2008 MEETINGS MARKET

* “2007 Certified Meeting Professional Report” by The Convention Industry Council

SUMMARY OF FINDINGS OF THE

o Spending breakdowns by category are consistent to those in prior years. It is

o Corporate meeting planners, on average, are involved in arranging 19 meetings

Downtown hotels 75%

Resort hotels 48%

Suburban hotels 45%

Convention centers 45%

Airport hotels 29%

Golf resorts 27%

Suite hotels 20%

Gaming facilities 18%

Residential conference centers 11%

Non-residential conference centers 8%

0% 10% 20% 30% 40% 50% 60% 70% 80%

Group Incentive Trips

*Items rated "very important"

Group Incentive Trips

*Items rated "very important"

Number, size and quality of 82%

Number, size and quality of 74%

High speed internet access 55%

Availability of meeting support 54%

Meeting rooms with IT 49%

Efficiency of check-in and 43%

Availability of exhibit space 39%

Provision of special meeting 37%

On-site recreational facilities 37%

Convenience to transportation 32%

Number, size and quality of 25%

Proximity to other activities 19%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

Corporate Meeting Planners: “Green” Meetings

o About 30 percent of planners conference materials printed on recycle paper; a third

o Overwhelming majority (86%) of planners reported that no environmentally friendly

Corporate Meeting Planners: Use of Technology

o Three-quarters of corporate planners (74%) do not use meeting planning software.

o Six out of ten planned meetings had online registration capabilities.

The corporate meeting planner on average …..

o spends 53 percent of their time planning meetings

o has 13 years experience of planning responsibilities

o is employed by a non-manufacturing company with a sales volume of $330

o is not a certified meeting professional

o is not a member of any major meeting planning association

o Decision-making responsibilities include the following:

Selection of meeting location 81%

Planning entertainment, social functions, sports tournaments 72%

Establishing meeting expenditures/budget 70%

Planning of meeting agenda 53%

Trade show planning or exhibit planning 51%

Decision to hold off-premises meetings 45%

0% 20% 40% 60% 80% 100%

Other Association Meetings