Chapter 13 Meetings, Conventions/Exhibitions and Event Management

After Reading and Studying This Chapter, You Should Be Able to: Name the hospitality industry associations Describe the various types of meetings Explain the difference between meetings, expositions and conventions Describe the role of a meeting planner Explain the primary responsibilities of a convention and visitor’s bureau or authority List the steps in event management

Associations American Society of Association Executives (ASAE) 6000 associations at national level Spend $53.5 billion annually Hold 215,000 meetings and conventions

Associations American Hotel and Motel Association The National Restaurant Association Hotel Sales and Marketing Association Club Managers Association of America Society for Foodservice Managers

Associations Offer Governmental/Political voice Marketing avenues Education Member services Networking

Types of Meetings Clinic Forum Seminar Symposium Workshop Overall purpose Brings people together for the purpose of exchanging information

Primary Sources of Revenue Attendee registration fees Exhibit space rentals Sponsorship fees Conference program advertising fees Considerations may include whether it is a consumer or trade event

Figure 13-1 Average Daily Visitor Spending at a Convention

Figure 13-4 Average Expenditure Per Delegate Per Stay

Figure 13-5 Percentage of Delegate Expenditure Per Item

Goals for Meetings Developed for the need to Increase awareness of a particular issue Raise money for an activity or organization Provide information to colleagues or clients

Impact of Technology Affected the way in which information is obtained Data is available on virtually every aspect Increased need for establishing personal contact Satellite and Teleconferencing

Technology Forecast Will continue to drive changes in the industry Routine organizational tasks will be run on technology More international meetings Heightened security Shorter meetings Increase in incentives for repeat business

Determining the Site Facility service level and perception Price City/Geographic location Restaurant service and quality Personal safety Local interest

Expositions or Trade Shows Designed to bring together purveyors of products, equipment and services in an environment where they can demonstrate their products and services to attendees at a convention or trade show

Conventions Meetings combined with expositions Generally larger meetings with some form of trade show included

Meeting Planners Pre-meeting activities On-site activities Plan agenda Set budget Negotiate contracts On-site activities Post meetings

Convention and Visitor’s Bureaus (CVBs) Encourages groups to hold meetings, conventions and trade shows in the area it represents Assists those groups with meeting preparations, and lends support throughout the meeting

Figure 13-3 Major Players in the Convention Industry

Purposes Encourage tourists to visit the historic, cultural and recreational opportunities To develop and promote the image of the community Example Las Vegas www.lasvegas24hours.com

Convention Centers Large facilities where meetings and expositions are held Revenue generated from rental of space, food and beverages

Event Management Large conventions are planned years in advance Booking Manager is critical to success Contract is key to success On site at time of convention

Trends Globalization/International participation Cloning of shows Competition Technology Number of shows is growing annually