Types of Meeting Planners

Corporations Associations Individual clients (independent planners)

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.1

Types of Meetings
Sales meetings Stockholder meetings Management meetings Board of directors meetings Association conventions and trade shows Professional development meetings Motivational meetings

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.2

A Meeting Planners Activities

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.3

Objectives Must Be SMART

Specific. Only one major concept is covered in each objective. Measurable. Must be able to quantify or measure whether the objective has been attained. Achievable. Is it possible to accomplish the objective? Relevant. Is the objective important to the organizations overall goals? Time. By when should the objective be completed?
Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue 2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.4

RFP Information
Meeting name Meeting start and end dates Key contact information Expected attendance Number and type of sleeping rooms required Food and beverage requirements Acceptable rates for rooms, meeting space, and food/beverage Expectations of comps (free services) Cutoff date for the submission of RFPs
2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

O.H. 28.5

Questions Addressed in Meeting Planners Budget

How much will it cost? Who will pay? How much will attendees be charged? What food and beverage events are planned; what will be served? What additional revenues are available for the meeting?

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.6

How Is the Budget for the Meeting Planned?

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.7

Sources to Fund Meetings

Registration fees Corporate or allied association funding Private funding Exhibitor fees (if trade show) Sponsorships (for example, of a speaker or luncheon) Selling logo merchandise Advertising fees Local, state, and national government assistance Establishing partnerships with companies to promote products Contributions in cash or in kind
Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue 2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.8

Basics of Meeting Registration

Registration may begin several weeks before and continue to the last day of the meeting. Registration data can be provided to exhibitors for pre-meeting promotion, can be used during the meeting to gain media attention, and can be used after the meeting for pre-planning future meetings. Pre-registration provides information about who will attend the meeting. The registration process is an attendees first experience with the meeting and must be carefully planned. Registration may be outsourced.

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.9

Four Methods to Manage Attendees Housing Needs

Attendees arrange for their own rooms. A group rate is negotiated by the planner, and attendees respond directly to their preferred hotel. The meeting sponsor handles all housing. A third-party housing bureau handles all arrangements.

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.10

Contents of Meeting Specification Guide

Meeting overview
Group profile Names and responsibilities of meeting planners Number of guest rooms in a block with rates Details about the master account

Detailed instructions Meeting services contacts Event requirements

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.11

Meeting Planners Responsibilities During Meeting

Assessing on-site attendance Managing guarantees Supervising on-site staging Interacting with key organizational representatives Helping to ensure that messages and information are coordinated and efficient Ensuring that signage is placed when and where planned Providing special treatment for VIPs
Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue 2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.12

More During Meeting Responsibilities of Meeting Planners

Providing for last-minute script changes, if necessary, for speakers Adjusting the environment Coordinating the movement of large numbers of people between general sessions and breakout or other meeting spaces Managing on-site data collection from attendees Troubleshooting
Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue 2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.13

Meeting Planners Responsibilities When Meeting Ends

Auditing and approving master accounts Tipping Auditing all other invoices Summarizing and evaluating attendees meeting evaluations Conducting a postcon (postconference) meeting

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.14

Education Coordinators Work on Three Types of Programs

Open-enrollment programs Programs of a generic topic for a single organization Customized programs for a specific organization

Discovering Hospitality and Tourism, 2nd Ed. Ninemeier and Perdue

2008 Pearson Education, Inc. Upper Saddle River, NJ 07458

O.H. 28.15