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Venues for Meetings, Conventions and Expositions

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Venues for Meetings, Conventions and Expositions

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Most of the time, meetings and
functions are held in hotels, convention
centers, city centers, conference centers, universities, corporate offices, or resorts, but more and more, meetings are housed in unique venues: cruise ships and historical sites.

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- The contract is a legal document that binds two or more parties.
- The performance part of the clause means that a certain amount of F&B revenue will be charged for regardless of whether it is consumed.

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The most important interaction is
typically with the catering/
banquet/ conference
department associates, especially the services manager, maître d’, and captains.

- The components include an offer,
consideration (payment), and
acceptance.

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- Expenses for a meeting are extensive
- developed in the form of a written request for proposal/quote (RFQ).

- Several factors are evaluated when
selecting a meeting site
+ location and level of service,
accessibility, hotel room availability,
conference room availability
+ price, city, restaurant service and quality, personal safety, and local attractions.
+ guest sleeping rooms, the food and beverage outlets, and any special facility that may interest the planner or the client.

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Setting the budget for the meeting is
more successful if the meeting planner
is involved in the budget planning
throughout.
- Income for a meeting, convention, or
exposition comes from
+grants or contributions, event sponsor contributions, registration fees, exhibitor fees
+company or organization sponsoring, advertising, and the sale of educational materials.

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Before a meeting planner can start
planning a meeting, a needs analysis is
done to determine the purpose and
desired outcome of a meeting.
- The key to a productive meeting is a
meeting agenda
+provides the framework for making meeting objectives.
+set the budget, select the site and facility, and plan the overall meeting or convention.

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Not only the planning but also the successful holding of the meeting and the post-meeting evaluations.

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Incentive meetings: the incentive
market of MICE continues to experience
rapid growth as meeting planners and
travel agents organize incentive travel
programs for corporate employees to
reward them for reaching specific
targets.

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- Many participants in meetings are organized by either an association, a corporation, or social, military, educational, religious, and fraternal
groups (SMERF).

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Corporate Meetings, Conventions, and  Expositions… corporations hold meetings for reasons of
+ educating, training, decision making, research, sales, team building,
+the introduction of a new product, organization or reorganization, problem solving, and strategic planning.

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Committee meetings are generally held at the place of business and only
occasionally are held in hotels.

Seminars are frequently held in hotels, as are workshops and technical meetings.

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Board meetings for corporations must be held annually, and most
corporations hold meetings monthly or four times a year.

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Annual meetings are meetings that are generally held every year by corporations or associations to inform their members of previous and future activities.

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Some of the types of meetings are annual meetings that are held by private or public companies, board and committee meetings, fund-raisers, and professional and technical meetings.

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- is an organized body that exhibits some variety of volunteer leadership structure
+may employ an activity or purpose that they share in common.

- The association is generally organized to promote and enhance that common interest, activity, or purpose.
- significant in many respects—but it’s the big spender when it comes to conventions and meetings.

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- events that bring together sellers of products and
services at a location (usually a convention center)
+ where they can show their products and services to a group of attendees at a convention or trade show.

- essential component
of the industry because they pay to exhibit their products to the attendees.

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- are not always held in convention centers
+ the majority are held in large hotels over a three- to five-day period.

- Function space is allocated for registration, the convention, expositions, meals, and so on.

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- Conventions are generally larger
meetings with some form of exposition
or trade show included.
- These conventions raise a large part of
the association’s budget.

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- including regional, special interest, education, and board meetings.
- association meeting planner looks for
+when choosing a meeting destination include the availability of hotels and facilities
+ease of transportation, distance from attendees, transportation
costs, and food and beverage.

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Meetings are conferences, workshops, seminars, or other events designed to bring people together for the purpose of exchanging information
+forms: clinics, forums, seminars, symposiums, or workshops.
- set up according to the wishes of the client.
+three main types of meeting setups are theater style, classroom style, and boardroom style.

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- exposition service contractors, general contractors, and
decorators are all terms
+individual responsible for providing all of the services needed to run the facilities for a trade show.
- hired by the exposition show manager or association meeting planner.
- a part of the facilities management team
+use the facility, the sponsor must use its service contractor.

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The professional meeting planner: makes hotel and meeting bookings, plans the meeting down to the
last minute.

Pre-meeting activities

On-site activities

Post-meeting activities

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- independent contractors who contract out their services to both associations and corporations as the need arises
+they may be full-time employees of corporations or associations.

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- a destination management sales manager concentrates on selling
the destination to meeting planners and
performance improvement companies

- DMCs work closely with hotels: book rooms (other times hotels request the DMCs’ know-how on organizing theme parties).

- airport greetings, transportation to the
hotel, VIP check-in, theme parties,
sponsoring programs, organizing
competitive sports events, and so on,
depending on budget.

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(DMC) is a service organization within the visitor industry that offers a host of programs and services to meet clients’ needs.

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- Conventions charge attendees a registration fee and charge vendors for
booth space.

- Association conventions and meetings attract crowds ranging from hundreds to over 100,000.

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- Associations represent the interests of their members and gather at the state, regional, national, and international
levels for professional industry-related reasons; for annual congresses, conventions, and conferences; and for scientific, educational, and training
meetings.

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Business and Association Conventions and Meetings

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Business and Association Conventions and Meetings

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- Publicly held corporations are required by law to have an annual shareholders’ meeting.
- have sales meetings, incentive trips launches, focus groups, executive retreats, seminars and training sessions, and management meetings.

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- represents local businesses by
acting as the sales team for the city with the outcome of increasing revenues for the city’s tourist industry.

- The CVB sales manager will invite the meeting, convention, or exposition
organizer to make a familiarization trip to do a site inspection.

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-The major players in the convention industry are convention and visitors bureaus (CVBs),      +corporations, associations, meeting planners and their clients, convention centers, specialized services, and exhibitions.

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-The American Hotel and Lodging Association
-The National Restaurant Association
-The American Culinary Federation
-Destination Marketing Association
International
-Hotel Sales and Marketing Association International
-Association of Meeting Professionals
-Club Managers Association of America
-Professional Convention Management
Association
-Governmental/political voice, marketing
avenues, education, member services,
and networking.

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-According to the American Society of Association Executives (ASAE)
-The association business is big business.
-Associations spend billions holding thousands of meetings and conventions that attract millions of attendees.

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Development of the Meetings, Conventions and Expositions Industry

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Development of the Meetings, Conventions and Expositions Industry

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-People have gathered to attend
meetings, conventions, and expositions
since the ancient times
+mainly for social, sporting, political, or religious purposes.
-Associations began in the United States
at the beginning of the eighteenth
century.
+The Meetings, Incentive Travel,
Conventions, and Exhibitions (MICE)