introduction to professional meeting and event management
TRANSCRIPT
INTRODUCTION TO PROFESSIONAL MEETING
AND EVENT MANAGEMENT
Session 1
AGENDA
Objectives for this class and personal goals
Expectations of students and instructor Review of group and final project Establishing goals and objectives in
meeting and event management Group History – know your group! Site Selection Part I Industry resources Homework
GOALS AND COLLABORATION
CLASS ACTIVITIES AND FINAL
Weekly Discussion 25% of your total course grade Each week closes on Sunday at Midnight
Negotiation group project: “Who has the best deal?” 25% of your total course grade Two parts to include – role research, actual negotiation, and feedback on
discussion boards Bonus points for the group who has the best “Win-Win” negotiation
Final Project 50% of your total course grade Build on weekly assignments using a group profile or event you are
currently working on Include: request for proposal (RFP), program planning timeline, meeting
agenda, budget, specification guide (ESG), return on investment summary, and other pertinent information (i.e. contact list)
GOALS VS. OBJECTIVES
A goal is where you want to be . . . An Objective is how you get there . . .
The first step to setting the goal “The purpose of the meeting (or event) is to . . .”
Some questions to consider: How are you going to achieve this goal? What changes might you have to make in order to
reach the goal? Do you require assistance in attaining the goal? From
who? Are you able to reach the goal within the current
resource limits (time, money, and staff)?
DETERMINING MEETING OBJECTIVES
Second step: Analyze your target audience Who are they? Where do they come from? What do they need? Demographics Other critical information from past and
prospective attendees
Objectives are usually defined as clear statements of anticipated results. Objectives should be:
P = Possible L = Listed in Writing A = Attainable N =Numerical or quantifiable/measurable
GETTING THE SCOOP!
Focus Group: Usually 8-10 randomly selected members of the organization can help determine the priorities of the target audience.
Surveys or Questionnaires: Low cost and can reach hundreds of people. This can be done electronically or by print either on site or after the meeting (also pre-meeting or a needs assessment)
Past Profiles:Previous meetings or events for the group
GROUP HISTORY
What information is available to you? Past meeting portfolios from past meeting
planners Past meeting portfolios from hotel Internet Interview/RFP process Connections and new press
SITE SELECTION
The most important factor in site selection is ensuring the choice of facility is congruent with the overall goal of the event and associated activities.
THE 8 BASIC STEPS FOR SITE SELECTION
1. Identify the meeting objectives2. Gather historical data3. Determine the physical requirements of the
meeting4. Consider attendee interests and
expectations5. Select an area and type of facility 6. Prepare a meeting specifications guide and a
RFP7. Review and evaluate sites8. Select a site
INDUSTRY RESOURCES
A course wiki has been created for us to share industry resources: articles, videos, WebPages, and templates. Here is a short list to get us started:
www.corbinball.com www.mpi.org www.eventsource.com www.plansoft.com www.meetingpath.com www.cvent.com
HOMEWORK Using a group history/profile of your choice, write a RFP. See
template on APEX website: http://conventionindustry.org/apex/panels/RFPs.htm
Use the internet or call a CVB to identify three potential sites for your meeting project (chosen group). Using the information you have about your group (part of your project) call and interview the sales manager at each site. Ask him/her to provide you with a meeting sales kit. Record the pros and cons of hosting your event at each site.
Choose one of the potential sites for your project (based on your research) and schedule a meeting to conduct a site inspection before the next session.
Post your autobiography and respond to this week’s discussion on the course discussion boards.