Meetings, Conventions, and Expositions

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Meetings, Conventions,and Expositions
C H A P T E R
C H A P T E R
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Associations

• American Society of Association Executives
  (ASAE)
• 6000 associations at national level
• Spend 53.5 billion annually
• Hold 215,000 meetings and conventions

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Associations

• Industry
• American Hotel and Motel Association
• The National Restaurant Association
• Hotel Sales and Marketing Association
• Club Managers Association of America
• Society for Foodservice Managers

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Associations

• Things Associations Offer
• Governmental/Political voice
• Marketing avenues
• Education
• Member services
• Networking

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Types of Meetings

• Types
• Clinic
• Forum
• Seminar
• Symposium
• Workshop
• Overall purpose
• Brings people together for the purpose of
  exchanging information

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Primary Sources of Revenue

• Sources of Revenue
• Attendee registration fees
• Exhibit space rentals
• Sponsorship fees
• Conference program advertising fees
• Considerations may include whether it is a
  consumer or trade event

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Goals for Meetings

• Developed for the need to
• Increase awareness of a particular issue
• Raise money for an activity or organization
• Provide information to colleagues or clients

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Impact of Technology

• Impact
• Affected the way in which information is obtained
• Data is available on virtually every aspect
• Increased need for establishing personal contact
• Satellite and Teleconferencing

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Technology Forecast

• Forecast
• Will continue to drive changes in the industry
• Routine organizational tasks will be run on
  technology
• More international meetings
• Heightened security
• Shorter meetings
• Increase in incentives for repeat business

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Determining the Site

• Site
• Facility service level and perception
• Price
• City/Geographic location
• Restaurant service and quality
• Personal safety
• Local interest

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Meeting Set-Ups

• Set-Ups
• Theater style
• Classroom style
• Boardroom style

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Expositions or Trade Show

• Expositions
• Designed to bring together purveyors of products,
  equipment, and services in an environment where
  they can demonstrate their products and services
  to attendees at a convention or trade show

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Conventions

• Conventions
• Meetings combined with expositions
• Generally larger meetings with some form of trade
  show included

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Meeting Planners

• Planners
• Pre-meeting activities
• Plan agenda
• Set budget
• Negotiate contracts
• On-site activities
• Post meetings

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Convention and Visitors Bureaus (CVBs)

• CVBs
• Encourage groups to hold meetings, conventions,
  and trade shows in the area it represents
• Assist those groups with meeting preparations,
  and lend support throughout the meeting

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Purposes

• Purposes
• Encourage tourists to visit the historic,
  cultural, and recreational opportunities
• To develop and promote the image of the community
• Example
• Las Vegas
• http//www.lasvegas24hours.com

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Convention Centers

• Convention Centers
• Large facilities where meetings and expositions
  are held
• Revenue generated from rental of space, food, and
  beverages

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Event Management

• Event Management
• Large conventions are planned years in advance
• Booking Manager is critical to success
• Contract is key to success
• On site at time of convention

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Trends in Conventions, Meetings, and Expositions

• Trends
• Globalization/International participation
• Cloning of shows
• Competition
• Technology
• Number of shows is growing annually