MEEC 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 , 4 th 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 1.

2.

Establish Goals    Identify Expenses Indirect Costs Fixed Costs Variable Costs 3.

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