Chapter 1 Introduction to the Convention Meetings and

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Competencies for Introduction to the Convention, Meetings and Trade Show Industry 1. Describe the convention and meetings industry today, and identify the organizations involved in the advancement of professionalism within the industry. 2. Describe the scope of today’s meetings market, including the various types of meetings hosted by the convention and meetings industry. © 2011, Educational Institute (continued) 1

Competencies for Introduction to the Convention, Meetings and Trade Show Industry (continued) 3. Identify the different types of organizations that hold meetings, and describe types of group customers. 4. Describe the various types of meeting facilities. 5. Describe trends in the meetings industry. © 2011, Educational Institute 2

Economic Impact of the Convention and Meetings Industry According to the Convention Industry Council, the average association delegate spends $283 per day, and approximately $122 billion annually is generated from meetings, conventions, expositions, and incentive travel. This figure is only a fraction of the $315 billion—supporting nearly four million jobs— generated indirectly from the convention business. © 2011, Educational Institute 3

Demographics of Attendees • • • There are more female business travelers. Attendees are just as likely to be single as married. Attendees are younger and more affluent than those of the past. Attendees’ spouses include husbands as well as wives. More women are attending both association and corporate meetings than did in the past. © 2011, Educational Institute 7

Types of Meetings • • • Convention—a meeting of delegates for action on a particular matter. Usually involves a general session and supplementary smaller meetings. Conventions are produced with and without exhibits. Conference—a near synonym for a convention, usually implying much discussion and participation. Frequently used in technical and scientific areas. Congress—a term commonly used in Europe. Usually refers to an event similar to a conference. Forum—a meeting featuring much back-and-forth discussion, generally led by panelists or presenters. Symposium—similar to a forum, except more formal and less give-and-take. © 2011, Educational Institute (continued) 9

Types of Meetings (continued) • Lecture—even more formal or structured, involving individual presentation, often by just one expert. • Seminar—involves much give-and-take and sharing of knowledge. • Workshop—involves small groups that deal with specific problems or assignments. • Clinic—involves drills and instruction in specific subjects. © 2011, Educational Institute (continued) 10

Types of Meetings (continued) • Retreat—small meetings in remote locations for bonding and/or intensive planning. • Institute—offers extended educational and training opportunities. • Panel—two or more speakers offering their viewpoints. • Exhibition/trade show—an exhibition with displays, generally held within a trade industry or discipline. May be independent or in conjunction with a convention. Not open to the general public. © 2011, Educational Institute 11

Who Holds Meetings Corporations Associations • Trade • Professional/scientific • Technical societies Nonprofit Organizations • Government agencies • Labor unions • SMERF groups © 2011, Educational Institute 12

Types of Group Customers • Full-time meeting planners on the staffs of corporations and associations • Single-event or part-time planners • Committees • Third-party planners—meeting management firms, association management companies, destination management companies, incentive travel houses, and travel agents © 2011, Educational Institute 13

All-Suite Hotels • All-suite hotels are hotels that feature rooms larger than typical guestrooms, with a living or working space separate from the bedroom(s). • Rates are competitive even though all-suite hotels offer features not available at standard hotels. • They are ideal for meetings because suites can act as breakout rooms. • They solicit the smaller meetings. • All delegates are assigned suites. © 2011, Educational Institute 14

Boutique (Lifestyle) Hotels • Hotels with unique architecture and decor • Typically 150 guestrooms or less • Attractive to corporate meeting planners because they can buy out the entire property • Most hotel chains offer a boutique brand © 2011, Educational Institute 15

Conference Centers A conference center is a property specifically designed to handle group meetings. Conference centers are often located outside metropolitan areas and may provide extensive leisure facilities. They offer complete meeting packages (all-inclusive pricing plans). They differ in a number of respects from hotels: • Pricing policy—usually offer the Full American Plan, a package price that includes rooms, meals, breaks, meeting rooms, audiovisual equipment, and other needs, i. e. , “onestop shopping” for a complete meeting package. © 2011, Educational Institute (continued) 16

Conference Centers (continued) • Booking policy—can be made on a 24 -hour basis. If meeting runs longer than expected, group won’t incur additional rental costs or be asked to leave. • Design and layout—meeting rooms offer conveniently located breakout areas, are designed for endurance and comfort, and have AV equipment. Guestrooms have extra work and study space, on-site facilities include small offices, libraries, and computer centers. • Strong service attitude © 2011, Educational Institute 17

Trends in the Meetings Industry • • Continued globalization—this is the international consolidation of big business and the growing trend for countries to allow free transfer of goods and services across national boundaries. It has impelled a boom in travel, increasing attendance at more meetings and conventions at domestic properties. Additional competition for both foreign and domestic convention business. Popularity of second-tier cities—these are smaller cities and suburbs of major cities that offer meeting planners attractive locations, lower room rates and transportation costs, better service, unique recreation activities, and friendlier attitudes. © 2011, Educational Institute (continued) 19

Trends in the Meetings Industry (continued) • • • Growth of third-party meeting planners—planners are leaving their associations and corporations to set up shop as independents. Increased use of technology—Internet, fax, e-mail, video conferencing, in-room technology, bar coding for guestroom security, ease in convention registration and accessibility, and inventory control of AV and other equipment. Extended use of revenue management—increasing use of revenue management (computerized setting of prices based on demand) to forecast revenues and evaluate alternative prospective meetings. © 2011, Educational Institute (continued) 20

Trends in the Meetings Industry (continued) • • Complex contract negotiations—both hoteliers and meeting planners are spending an inordinate amount of time on legal issues. “Green” meetings and social responsibility—the meetings industry is taking an active role in environmental issues, and is promoting ways to give back to local communities. © 2011, Educational Institute 21

Kinds of Professional Meeting Planners • • • Independent meeting planners Association management companies—work for smaller associations that do not employ a full-time professional staff. Destination management companies—offer meeting planning and arrangement services at the destination. Specialize in the design and delivery of convention events, activities, tours, staffing, and transportation, utilizing local knowledge, expertise, and resources. In Europe, destination management companies are called professional congress organizers (PCOs). Incentive travel houses Travel agents © 2011, Educational Institute 23