Introduction to professional meeting and event management

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.

QUESTIONS

[email protected]

OR

Discussion board Q&A section