MEEC

1
MEEC

• Chapter Two
• Planning, Organizing, Directing and Control in
  MEEC

2
Planning Meeting Objectives

• Knowing the Audience and Setting the Objectives
  effects all aspects of Meetings
• Programming
• Schedule
• Type of sessions style of meeting
• Speakers
• Site Selection / Type and Location of Property
• Training/conference center vs. resort
• Downtown vs. suburbs vs. airport
• Cost

3
Planning Meeting Objectives

• Knowing the Audience and Setting the Objectives
  effects all aspects of Meetings
• Logistics
• Room Sets
• Audio Visual
• Food Beverage
• Promotion and Publicity
• Promotion schedule
• Types / styles of promotion materials
• Post Conference Evaluation

4
Planning Meeting Objectives

• Step 1 - Needs Analysis
• Determine audience expectations
• Know demographics (i.e. age, gender, geography)
• Understand role/position in the organization
• Profile their interests (cultural, sports,
  lifestyle)
• Identify networking opportunities

5
Planning Meeting Objectives

• Determine audience expectations
• Determine special accommodations (food, language,
  equipment)
• Consider Pricing / Cost sensitivities
• Understand educational needs / requirements

6
Planning Meeting Objectives

• S.M.A.R.T. Meeting Objectives
• Specific
• Measurable
• Achievable
• Relevant
• Time-Based

7
Planning Site Selection

• Objectives clarify the site selection
• Planners guide the selection process
• Resources inform the site decision
• Trade / industry magazines
• Convention Visitors Bureaus
• References from other planners/colleagues

8
Planning Site Selection

• Factors to Consider
• Objectives
• Audience needs
• Location
• Cost
• Travel accessibility
• Type of hotel / facility required
• Meeting space needed

9
Planning Site Selection

• Steps in the Process
• Identify the meeting objectives
• Gather historical data
• Determine physical requirements
• Consider attendee expectations
• Select general area and type of facility
• Prepare a Request for Proposal
• Review and evaluate choices
• Select site
• Source Professional Meeting Management, 4th ed.
  (2002) B. Connell, C. Chatfield-Taylor and
• M. Collins (eds.) Professional Convention
  Management Association Chicago.

10
Planning Request for Proposal

• A written description of all meeting requirements
• Sent to appropriate hotels, conference or
  convention facilities
• May be submitted through CVB
• Fam (familiarization) Trips

11
Planning Budgets

• Three Major Steps
• Establish Goals
• Identify Expenses
• Indirect Costs
• Fixed Costs
• Variable Costs
• Identify Revenue Sources

12
Planning Cost Controls

• Establish master account signing authority
• Estimate accurate guarantees
• Outsource if appropriate

13
Organizing Registration

• Registration Form Data
• Registration Fees
• Pre-Registration
• On-site Registration

14
Organizing Housing

• Four Methods of Housing
• Attendees arrange their own no rate is
  negotiated
• Attendees arrange their own - group rate is
  negotiated at particular hotel(s)
• Planner arranges all housing via room list
• Third-party housing bureau

15
Directing

• Meeting Event Specifications Guide (MESG)
• The Narrative
• Schedule of Events
• Meeting Event Orders

16
Directing

• Pre-Con Meetings (Pre Convention)
• Day or two prior to opening of event
• A time to meet all hotel representatives
• A time to re-confirm / review all arrangements
• Post Con Meetings (Post Convention)

17
Directing

• Post Con Review (Post Convention)
• Meet following event
• Meeting with staff (organization hotel)
• Review performance (positive and negative)
• Prepare written report

18
Control in MEEC Evaluation

• Purpose
• Overall meeting
• Specific individual sessions
• Tie questions to the meetings objectives
• Information to collect
• Location / type of property
• Speakers / programming
• Social events / networking

19
Control in MEEC Evaluation

• Evaluation Design
• Simple, concise, easy to complete, easy to read
• Ask specific questions
• Gather both Quantitative and Qualitative Data
• Begin with easy questions first
• Use a range of numbers when asking personal or
  proprietary questions
• Keep evaluations anonymous
• Note return address / fax number
• If evaluating speaker identify by name

20
Control in MEEC Evaluation

• Collection
• Collect at end of session
• Provide collection boxes
• Distribute / collect following event
• Use of Information
• Measure outcomes of objectives
• Record history of meeting
• Planning document for next event

21
Review

• Meeting Objectives
• Site Selection
• Request for Proposal
• Budgets Cost Controls
• Registration Housing
• Meeting Event Specifications Guide (MESG)
• Pre Post Con Activities
• Evaluation