Introduction to hospitality fifth edition john r. walker Chapter 12: Meetings, Conventions, and Expositions.

introduction to hospitality

fifth editionjohn r. walker

Chapter 12: Meetings, Conventions, and Expositions

Introduction to HospitalityFifth EditionJohn Walker

Copyright ©2009 by Pearson Education, Inc.Upper Saddle River, New Jersey 07458

All rights reserved.

Chapter 12 Meetings, Conventions, and Expositions

• Development of the Industry• Size and Scope• Key Players• Convention and Visitors Bureaus• Destination Management Companies• Meeting Planners and Service Contractors• Types of Meetings, Conventions, and

Expositions• Types of Associations and Meetings• Venues• Trends




Development of the Industry

• People have gathered to attend meetings, conventions, and expositions since the ancient times– Mainly for social, sporting, political, or

religious purposes




Development of the Industry

• Associations go back many centuries to the Middle Ages and before– The guilds in Europe were created

during the Middle Ages to secure proper wages and maintain work standards

– Associations began in the United States at the beginning of the eighteenth century, when Rhode Island candle makers organized themselves




Development of the Industry• Meetings, incentive travel,

conventions, and exhibitions (MICE) represent a segment of the tourism industry that has grown in recent years

• MICE tourists spend about twice the amount of money that other tourists spend




Size and Scope of the Industry

• American Society of Association Executives (ASAE):– 23,000 members – 6,000 associations at national level




Size and Scope of the Industry

• Associations are the main independent political force for industries such as hospitality, offering the following benefits:– Governmental/political voice– Marketing avenues– Education– Member services– Networking




Key Players

• The major players in the convention industry are convention and visitors bureaus (CVBs), meeting planners and their clients, the convention centers, specialized services, and exhibitions




Convention and Visitors Bureaus• Enhance the image of tourism in the

local/city area• Market the area and encourage people to

visit and stay longer• Encourages associations and others to

hold meetings, conventions, and trade shows in the area it represents

• Assists associations and others with preparations and lends support

• Encourages tourists to partake of the historic, cultural, and recreational opportunities the city or area has to offer




Convention and Visitors Bureaus

• Not-for-profit umbrella organization that represents an urban area that tries to solicit business- or pleasure-seeking visitors

• Primary outcome is to generate and increase revenues of a city




Figure 12-1 Convention Center Utilization




Destination Management Companies

• Service organizations within the visitor industry that offers a host of programs and services to meet clients’ needs

• Initially, a destination management sales manager concentrates on selling the destination to meeting planners and performance improvement companies (incentive houses)




Meeting Planners• May be independent contractors who

contract out their services to both associations and corporations as the need arises or they may be full-time employees of corporations or associations

• Plans the meeting down to the last minute




Service Contractors

• The individual responsible for providing all of the services needed to run the facilities for a trade show

• Hired by the exposition show manager or association meeting planner




Types of Meetings• Clinic: Workshop-type educational experience in

which attendees learn by doing• Forum: An assembly for the discussion of

common concerns• Seminar: A lecture and a dialogue that allow

participants to share experiences in a particular field

• Symposium: An event at which a particular subject is discussed by experts and opinions are gathered

• Workshop: A small group led by a facilitator or trainer




Meeting Setups

• Theatre style:– Large audience that does not need

notes• Classroom setup:

– Meeting setup is instructional– Workshop style

• Boardroom setup:– Small numbers of people– Meeting takes place around one block

rectangular table




Association Meetings• Things at the top of the list of places for an

association meeting planner to choose from include the destination’s availability of hotel and facilities, ease of transportation, distance from attendees, transportation costs, and food and beverage

• Members attend association meetings voluntarily, so the hotel should work with meeting planners to make the destination appealing




Conventions and Expositions

• Conventions are larger meetings with some form of exposition or trade show included

• The majority are held in large hotels over a 3-5 day period

• Expositions are events that bring together sellers of products and services at a location where they can show their products and services to a group of attendees at a convention or trade show




Types of Associations

• Trade association

• Professional association

• Medical and scientific association

• Religious organizations

• Government organizations




Types of Meetings

• Annual meetings• Board, committee, seminars and

workshops, professional and technical meetings

• Corporate meetings, conventions, and expositions

• Social, military, educational, religious, and fraternal groups (SMERF)

• Incentive meetings




Meeting Planning

• Needs analysis

• Budget

• Request for proposal

• Site inspection

• Selection

• Negotiation

• Contracts

• Pre-meeting activities– Plan agenda– Set budget– Negotiate contracts

• On-site activities

• Post meetings




Contracts

• The contract is a legal document that binds two or more parties

• Essential elements:– Offer– Consideration– Acceptance




Venues for Meetings, Conventions, and Expos

• City Centers

• Convention Centers

• Conference Centers

• Hotels and Resorts

• Cruise Ships

• Colleges and Universities




Trends• More people are going abroad to attend meetings• Some international shows do not travel very well (i.e.,

agricultural machinery); thus, organizations such as Bleinheim & Reed Exposition Group airlift components and create shows in other countries

• Competitiveness has increased among all destinations• Convention centers will expand and new centers will come

online• The industry needs to be more sophisticated—the need for

fiber optics is present everywhere• Shows are growing at a rate of 5-10 percent per year• Compared to a few years ago, large conventions are not as

well attended and regional conventions have more attendees




The End

Introduction to hospitality fifth edition john r. walker Chapter 12: Meetings, Conventions, and Expositions.

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