MEEC Chapter Three Meeting, Exhibition, Event and Convention Sponsors.

MEEC

Chapter ThreeMeeting, Exhibition, Event and Convention Sponsors

Who Holds the Gatherings? Corporations

Legally charted enterprises that conduct business on behalf of their owners with thepurpose of making a profit and increasing the value of the corporation. Public Corporations – sell stock, has board of

directors and owned by stockholders Private Corporations – owned privately and

stock is not sold

Corporate Meetings:Numbers and Values

In 2001: 844,100 corporate meetings 51.5 million people attending $10.3 billion in expenditures 1% gain from 1999 Average attendance – 60 attendees

Source: 2002 Meetings Market Report – Meetings & Conventions Magazine

Corporate Meetings The Decision Makers to Hold a

Meeting Persons with key responsibilities

Officers Senior managers in sales and marketing Senior financial managers and controllers

Types of Corporate Meetings

Stockholders Meetings Board of Directors Meetings Management Meetings Training Meetings Incentive Trips Sales Training and Product Launches Professional and Technical Training Promotion and Retirement events

Corporate Meeting Attendees Members of the corporate “family” and

persons with close business relationship to the company Employees Stockholders Customers

Attendance is often mandatory

Corporate Planners 25% of corporate planners spend 80% of their

time planning meetings 15% of corporate planners spend 10% or less of

their time planning meetings 1/3 have job titles as meeting planners Most work in a specific department (sales,

finance) that hold meetings rather than in a meetings department

Source: 2002 Meetings Market Report – Meetings & Conventions Magazine

Who Holds the Gatherings? Associations

An organized body that serves a group ofpeople who have some interest, activity, orpurpose that they share in common for

professional,industrial educational scientific or social

reasons.Associations have some volunteer leadershipstructure and many employ a staff.

Top Association Destinations Meetings

Chicago Washington DC Orlando Atlanta Los Angles New York Phoenix/Scottsdale Dallas/Ft. Worth Las Vegas Denver New Orleans San Diego San Francisco/Oakland

Exhibitions Anaheim Boston Chicago Dallas Denver Las Vegas Nashville New Orleans New York Orlando San Antonio San Diego Toronto Washington, DC

Association Meetings:Numbers and Values In 2001: 177,700 association meetings 15.9 million people attending $13.9 billion in expenditures slight increase from 1999 Average attendance – 90 attendees

generating $78,200 in expenditures

Source: 2002 Meetings Market Report – Meetings & Conventions Magazine

Association Conventions:Numbers and Values In 2001: 11,800 association conventions 12.5 million people attending $16.6 billion in expenditures

Average attendance – 1,050 attendees generating $1.4 million in expenditures

Source: 2002 Meetings Market Report – Meetings & Conventions Magazine

Association Meetings

Associations’ TOTAL meetings and conventions account for the largest sector in the overall meetings market.

Association Meetings The Decision Makers to Hold a Meeting

Board of Directors or Specific Committee Recommends / Requires a Meeting

Planning by staff meeting planner Planning by volunteers or host committee

Recommendation to Board by Planner Contracts negotiated on behalf of the Board

by Senior Staff

Types of Associations Four Types

Professional – representing a profession (individuals)

Trade – representing an industry (businesses) Not for Profits / Non-Profits SMERFs

Geographic Representation Local State Regional National International

Types of Association Meetings

Conventions Board Meetings Committee Meetings Regional Conferences Training Meetings Educational Seminars

Association Meeting Attendees Members of the association “family”

and persons with close business relationship to the association Members and non-members Employees of member companies Trade Press / Students of the profession /

industry Attendance is voluntary

Association Meeting Marketing Appealing program to attract members Advance notice of dates, locations,

topics, program, speakers and special events

Registration procedures Promotion communication

Direct mail Advertisements Broadcast Fax / Email / Web Sites

Association Planners < 50% of association planners have the words,

event, convention or conference in their titles > 50% of their job responsibilities is other than

meetings Independent planners and / or multi-

management companies are often contracted

Source: 2002 Meetings Market Report – Meetings & Conventions Magazine

Who Holds the Gatherings?

Government City / County / State or Province National or International Agencies, Departments

Types of Government Meetings

For the purpose of: Employee Training Interdepartmental / Inter-agency Agency Meetings with the Public Legislative Hearings and Retreats

Government Meetings

Decision Makers Managers of agencies Dependent upon political interest and

budget Attendees

Employees of agency – mandatory General Public - voluntary

Government Meetings Marketing has Characteristics of

Association Meetings (voluntary for the public)

Corporation Meetings (mandatory for employees)

Planners: Staff located throughout the agencies Independent Meeting Planning companies

Who Holds the Gatherings?

Exhibition Management Companies Own and Manage Shows

Trade Shows (business to business) Public Shows - Expositions (open to

public) Manage Shows for Association Clients

Exhibitions

11,094 total exhibitions held in the USA 9,430 (85%) – Business to business 1,664 (15%) – Business to Consumer 38% held in Convention Centers 7,433 (67%) - owned by nonprofit

associations 3,661 (33%) – owned by for-profit

companies

Types of Exhibitions Trade Shows

Exhibits products and services Not open to general public May be part of a Convention or stand alone

Public Shows Exhibits products and services Open to public Usually charges an admission fee

Exhibitions Decision Makers

Owners and senior managers of company owned shows

Association Executives and Board of Directors Profit motive is driving force

Too few – too many shows in the market Attendees

Trade Shows attendee market defined by trade or profession

Public Shows market defined by interest and location

Exhibition Marketing Marketing to two groups

Exhibitors (sellers) Members of Trade or Public (buyers)

Members of trade – internal marketing Public – extensive media advertising

Marketing efforts must result in both Variety and numbers of exhibitors to satisfy

buyers Enough buyers to satisfy exhbitors

Who Holds the Gatherings?

Meetings Industry Based Organizations

Association Management Companies

Meeting Management Companies

Independent Meeting Managers

Event Management Companies

Who Holds the Gatherings? Other Organizations

Political Organizations

Labor Unions

Fraternal Groups

Military

Educational Groups

Review Corporate Associations Government Exhibit Management Companies Industry Based Organizations Other Organizations