Chapter Two Planning, Organizing, Directing and Control in MEEC

Planning: Meeting Objectives Knowing the Audience and Setting the Objectives effects all aspects of Meetings: Programming Schedule Type of sessions – style of meeting Speakers Site Selection / Type and Location of Property Training/conference center vs. resort Downtown vs. suburbs vs. airport Cost

Planning: Meeting Objectives Knowing the Audience and Setting the Objectives effects all aspects of Meetings: Logistics Room Sets Audio Visual Food & Beverage Promotion and Publicity Promotion schedule Types / styles of promotion materials Post Conference Evaluation

Planning: Meeting Objectives Step 1 - Needs Analysis Determine audience expectations Know demographics (i.e. age, gender, geography) Understand role/position in the organization Profile their interests (cultural, sports, lifestyle) Identify networking opportunities

Planning: Meeting Objectives Determine audience expectations Determine special accommodations (food, language, equipment) Consider Pricing / Cost sensitivities Understand educational needs / requirements

Planning: Meeting Objectives S.M.A.R.T. Meeting Objectives Specific Measurable Achievable Relevant Time-Based

Planning: Site Selection Objectives clarify the site selection Planners guide the selection process Resources inform the site decision Trade / industry magazines Convention & Visitors Bureaus References from other planners/colleagues

Planning: Site Selection Factors to Consider Objectives Audience needs Location Cost Travel accessibility Type of hotel / facility required Meeting space needed

Planning: Site Selection Steps in the Process Identify the meeting objectives Gather historical data Determine physical requirements Consider attendee expectations Select general area and type of facility Prepare a Request for Proposal Review and evaluate choices Select site Source: Professional Meeting Management, 4th ed. (2002) B. Connell, C. Chatfield-Taylor and M. Collins (eds.) Professional Convention Management Association: Chicago.

Planning: Request for Proposal A written description of all meeting requirements Sent to appropriate hotels, conference or convention facilities May be submitted through CVB Fam (familiarization) Trips

Planning: Budgets Three Major Steps Establish Goals Identify Expenses Indirect Costs Fixed Costs Variable Costs Identify Revenue Sources

Planning: Cost Controls Establish master account signing authority Estimate accurate guarantees Outsource if appropriate

Organizing: Registration Registration Form Data Registration Fees Pre-Registration On-site Registration

Organizing: Housing Four Methods of Housing Attendees arrange their own – no rate is negotiated Attendees arrange their own - group rate is negotiated at particular hotel(s) Planner arranges all housing via room list Third-party housing bureau

Directing Meeting & Event Specifications Guide (MESG) The Narrative Schedule of Events Meeting Event Orders

Directing Pre-Con Meetings (Pre Convention) Day or two prior to opening of event A time to meet all hotel representatives A time to re-confirm / review all arrangements Post Con Meetings (Post Convention)

Directing Post Con Review (Post Convention) Meet following event Meeting with staff (organization & hotel) Review performance (positive and negative) Prepare written report

Control in MEEC: Evaluation Purpose Overall meeting Specific individual sessions Tie questions to the meeting’s objectives Information to collect Location / type of property Speakers / programming Social events / networking

Control in MEEC: Evaluation Evaluation Design Simple, concise, easy to complete, easy to read Ask specific questions Gather both Quantitative and Qualitative Data Begin with easy questions first Use a range of numbers when asking personal or proprietary questions Keep evaluations anonymous Note return address / fax number If evaluating speaker – identify by name

Control in MEEC: Evaluation Collection Collect at end of session Provide collection boxes Distribute / collect following event Use of Information Measure outcomes of objectives Record history of meeting Planning document for next event

Review Meeting Objectives Site Selection Request for Proposal Budgets & Cost Controls Registration & Housing Meeting & Event Specifications Guide (MESG) Pre & Post Con Activities Evaluation