Chapter 9: Planning and Producing MEEC Gatherings

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Chapter 9: Planning and Producing MEEC Gatherings

Housing

Attendees arrange for their own room Group rate is arranged at multiple locations Meeting sponsor handles all housing arrangements Third party Housing Bureau

Registration

Valuable data gathering before meeting Registration fees Pre-registration On-site registration

Managing Speakers on site

Especially important at large events Pre-convention Session activities such as on social media (Facebook, Twitter, etc.) Ancillary Activities

Speaker Arrangements

Speaker guidelines should include: Transportation and lodging information Deadlines for all materials to be returned Guidelines for speaking to group Presenter contractor Tape, CD-ROM and internet waiver.

Speaker guidelines should include: Room set and A/V availability Request for short biography Remuneration policy Dress code Instructions for preparing final abstracts Instructions / format for handouts

Speaker guidelines should include: Background information Date and location of meeting Special events speaker may attend Date, time, location of room Presentation topic and duration Demographic and estimate of attendees

Volunteer speakers Reduce expenses, are knowledgeable, may increase attendance, build relationships Volunteer speakers also may not adequately prepare, not be a good presenter, may have personal agenda Paid speakers More reliable

Session Scheduling

Timing is critical Variety of activities Don't double-book events over same time period Coordinate trade shows and workshops Allow enough time between sessions for restroom, travel time, checking messages, etc.

Control in MEEC

Designing and implementing a survey Number all questions Readable design fonts, graphics, visibly simple Identify speakers by name Someone collects forms or have clearly marked collection bin

Designing and implementing a survey Simple, one concept per question Avoid professional jargon, acronyms, abbreviation Easy first; difficult, personal last Keep anonymous Include meeting contact information

Evaluating design – a good design should be: Qualitative data hard numerical, can be compared: scores, averages, ranks. Quantitative data soft – a descriptive record of what is observed, then written.

Evaluating design – a good design should be: Simple, concise, completed in minimal time Self-administered are most common.

Budgetary Concerns

Step 3 – identify revenue sources Advertising fees Government assistance Sales of banner ads Renting of membership list Partnerships

Step 3 – identify revenue sources Registration fees Corporate / association funding Private funding Exhibitor fees / sponsorships Logo merchandise

Step 2 – identify expenses Indirect cost overhead or administrative items Fixed cost expenses incurred regardless of number of attendees Variable cost based on the number of attendees

Step 1 – establish goals Should incorporate the SMART approach Set by planner, association, corporate mandate Determine financial expectations of event Three possible financial outcomes: Break-even; Profit; Deficit

Budget is major consideration next to objectives Budgetary issues include: What types of food and beverage? Will additional cost will be passed on to attendees? What revenue streams are available?

Budget is major consideration next to objectives Budgetary issues include: What is cost to produce event? Who will pay? Will there be a registration fee?

Site Selection

Factors to consider Rotation of location Trade publications Location of majority of attendees Cost for planner and attendees Mode of travel Type of hotel or meeting facility

First establish meeting objectives Determining site is typically a group decision

Needs Analysis

International guest special needs Special accommodations (ADA) Educational outcome expected

Hotel amenities preferred Medical or dietary needs Organization paying Guests of attendees (spouse) Importance of networking Distance attendees travel

Method of determining a meeting's expectation Needs of corporation and association differ; consider: Age and gender of past attendees Level of expertise Position in organization

Review

Housing Meeting and specification guide Pro-and post-con meeting Future trends

Control in MEEC Program implementation Session scheduling Refreshment breaks and meal functions Speaker arrangements Audiovisual equipment Registration

Setting objections Professional certifications Needs analysis Development of SMART objectives Site selection Request for proposal Budgetary concerns Cost control

Future Trends

Small event lead times will get shorter while long events get longer. Corporations and associations will continue to downsize in-house meeting and event staff, outsourcing to third party planner.

Focus on meeting and event ROI will become more intense. Planners will need to keep “wow factor” in mind. Technology will play an increasing significance in planning and producing events.

Pre– and Post–Con Meeting

Pre-con meeting Important to coordinate between all the major players Post-con meeting Important for planning the next meeting

Meeting and Event Specification Guide

APEX Initiative Specifications guide three parts narrative; function schedules, function set-up orders

Audiovisual Equipment

Many meetings do not allow speakers to bring their own A/V. Controlling A/V costs is very important. Reduce handouts by making available online or by emailing.

Refreshment Breaks and Meal Functions

Important to provide breaks May be more productive to keep attendees in facility rather than eating outside Refreshment breaks foster connections Cocktail receptions and dinners – be careful with alcohol consumption

Program Implementation

Program content: Average attendee 3 to 6 sessions a day Developed months in advance Must be specifically designed, not a “one-size-fits-all” model Create tracks and levels Speakers can design session special

Program types: General or plenary session Concurrent session Workshop or break-out session Roundtable discussion groups

Factors to consider: Program type Content, including track and level Session scheduling Speaker arrangements Refreshment breaks and meal functions Ancillary events Evaluation procedures

Cost Control

Tools for monitoring budget Make sure facility knows who has signing authority Accurately estimate amount of meals ordered Outsourcing rather than keeping someone on staff full time

Request For Proposal (RFP)

RFP allows hotels to examine economic impact of meeting and decide to create a bid “Fam” trips are another method to promote a destination

Disseminated to preferred sites (often via internet) Submit directly to hotels and facilities Submit to local CVB to distribute to properties Submit to DMAI web site

Developing SMART objectives

Examples of meeting objectives Generate attendance at specific hotels Create a program by a certain date. Conference for specific attendees Complete designs, plans, or graphics for meeting by a certain time.

Objectives need to be S.M.A.R.T. Specific Measurable Attainable Relevant Time based

Professional Certifications

Certified Meeting professional (CMP) Most recognized designation in meeting and conventions Administered by Convention Industry Council (CIC)

Associations provide current information and continuing education in particular field Good source of revenue through application and testing fees, study materials, re-certification

Associations provide current information and continuing education in particular field Continuing Education Units (CEUs) Lead to certification or licensing Demonstrates level of competency in profession

Importance of Education

Technology advances provide additional challenges and opportunities: Web and video conferencing Distance learning Virtual tradeshows CD-ROMs and DVDs of presentation

Return on investment (ROI) and expectations of attendees Event (education) must be justified Meaningful program content Attendance based on quality of event / education

Setting Objectives

Three reasons people attend meetings: Education Networking Conduct business

Creating meeting and event objectives Objectives are the basis of planning process Objectives should be clear, concise, and measurable Objectives drive program planning Focus on attendees What will be their ROD?

Who is the group? Why are they here? What is the meeting objective? Impacts virtually all meeting components Site selection / food and beverage Transportation / room layout and setup Program content