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Chapter 12 Meetings, Conventions, and Expositions

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Chapter 12 Meetings, Conventions, and Expositions

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The convention industry has become a multibillion-dollar industry, with many major and smaller cities having convention centers, hotels, and restaurants to accommodate events.

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The convention industry has become a multibillion-dollar industry, with many major and smaller cities having convention centers, hotels, and restaurants to accommodate events.

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The major players in the convention industry include convention and visitors bureaus (CVBs), corporations, associations, meeting planners, convention centers, specialized services, and exhibitions.

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The major players in the convention industry include convention and visitors bureaus (CVBs), corporations, associations, meeting planners, convention centers, specialized services, and exhibitions.

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CVBs play a significant role in the meetings, conventions, and expositions market. They represent various sectors of the visitor industry, such as transportation, hotels and motels, restaurants, attractions, and suppliers.

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CVBs play a significant role in the meetings, conventions, and expositions market. They represent various sectors of the visitor industry, such as transportation, hotels and motels, restaurants, attractions, and suppliers.

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enhance the image of tourism in the local area

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enhance the image of tourism in the local area

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attract associations and other organizations to hold events in the city

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attract associations and other organizations to hold events in the city

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- Offer programs and services to meet clients' needs

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- Offer programs and services to meet clients' needs

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Sell destination to meeting planners and incentive houses

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Sell destination to meeting planners and incentive houses

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assist with convention preparations and provide support during the event

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assist with convention preparations and provide support during the event

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encourage tourists to explore the city's historic, cultural, and recreational offerings

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encourage tourists to explore the city's historic, cultural, and recreational offerings

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Airport greetings                                          Transportation to the hotel           

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Airport greetings                                          Transportation to the hotel           

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- VIP check-in , Theme parties- ,Sponsoring programs ,Competitive sports events

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- VIP check-in , Theme parties- ,Sponsoring programs ,Competitive sports events

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CVBs ,Cold calls, Incentive houses,Meeting planners

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CVBs ,Cold calls, Incentive houses,Meeting planners

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The ultimate goal of CVBs is to increase the revenues of the city's tourist industry. 

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The ultimate goal of CVBs is to increase the revenues of the city's tourist industry. 

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 They compete for business at trade shows, where they connect with visitor industry groups

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 They compete for business at trade shows, where they connect with visitor industry groups

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Special Events Manager ,Accounts Manager, Theme-Events Creative Director

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Special Events Manager ,Accounts Manager, Theme-Events Creative Director

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CVBs generate leads from various sources, including national and international offices of associations, trade shows, cold calls to potential clients, and familiarization (FAM) trips for site inspections.

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CVBs generate leads from various sources, including national and international offices of associations, trade shows, cold calls to potential clients, and familiarization (FAM) trips for site inspections.

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During the site inspection, the bureau assesses the client's needs and organizes transportation, hotel accommodations, restaurants, and attractions accordingly. The individual properties and organizations then make their own proposals to the client.

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During the site inspection, the bureau assesses the client's needs and organizes transportation, hotel accommodations, restaurants, and attractions accordingly. The individual properties and organizations then make their own proposals to the client.

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Meeting planners may be independent contractors 

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Meeting planners may be independent contractors 

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About 212,000 full- and part-time meeting planners work in the United States.

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About 212,000 full- and part-time meeting planners work in the United States.

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The professional meeting planner not only makes hotel and meeting bookings but also plans the meeting down to the last minute.

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The professional meeting planner not only makes hotel and meeting bookings but also plans the meeting down to the last minute.

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Estimate attendance  ,Plan meeting agenda, Establish meeting objectives

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Estimate attendance  ,Plan meeting agenda, Establish meeting objectives

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Set meeting budget ,Select city location and hotel,convention site,Negotiate contracts

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Set meeting budget ,Select city location and hotel,convention site,Negotiate contracts

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Plan exhibition ,Prepare exhibitor correspondence and packet,Create marketing plan

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Plan exhibition ,Prepare exhibitor correspondence and packet,Create marketing plan

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• Arrange ground transportation

• Organize shipping

• Organize audiovisual needs

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• Prepare VIP plan

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• Approve expenditures

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• Evaluate

• Give recognition and appreciation

• Plan for next year

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• Responsible for running facilities

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 Multitalented and equipped for exhibit requirements

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 Multitalented and equipped for exhibit requirements

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• Serve all exhibit requirements and creative ideas

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• Responsible for decorating exhibition spaces

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• Responsible for decorating exhibition spaces

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 Relationship with Meeting Planners and Show Managers

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 Relationship with Meeting Planners and Show Managers

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• Hired by meeting planners and show managers

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• Hired by meeting planners and show managers

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• Part of the facilities management team

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• Part of the facilities management team

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• Sponsor must use the designated service contractor

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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 legally required to hold an annual shareholders' meeting

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Publicly held corporations are legally required to hold an annual shareholders' meeting

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organize various other types of meetings and events such as sales meetings, incentive trips, product launches, focus groups, executive retreats, seminars, training sessions, and management meetings

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organize various other types of meetings and events such as sales meetings, incentive trips, product launches, focus groups, executive retreats, seminars, training sessions, and management meetings

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These events are significant expenditures for corporations, and they often receive tax deductions on their meeting expenditures.

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These events are significant expenditures for corporations, and they often receive tax deductions on their meeting expenditures.

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When a corporation decides to hold a gathering, it determines the budget, location, and attendees. As corporations typically cover all expenses associated with attendance, hotels, resorts, and convention centers compete for this lucrative business.

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When a corporation decides to hold a gathering, it determines the budget, location, and attendees. As corporations typically cover all expenses associated with attendance, hotels, resorts, and convention centers compete for this lucrative business.

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In the United States alone, there are approximately 1.3 million corporate events held annually, with a total attendance of 107 million.

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In the United States alone, there are approximately 1.3 million corporate events held annually, with a total attendance of 107 million.

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Associations also play a major role in the convention industry.

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Associations also play a major role in the convention industry.

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represent the interests of their members and organize professional industry-related events at various levels, including state, regional, national, and international levels. 

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represent the interests of their members and organize professional industry-related events at various levels, including state, regional, national, and international levels. 

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Associations generate income from conventions by charging registration fees to attendees and charging vendors for booth space to sell their products to attendees. 

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Associations generate income from conventions by charging registration fees to attendees and charging vendors for booth space to sell their products to attendees. 

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Association conventions and meetings can attract crowds ranging from hundreds to over 100,000, and they often require larger convention facilities in cities like New York, Orlando, Las Vegas, San Francisco, and Chicago.

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Association conventions and meetings can attract crowds ranging from hundreds to over 100,000, and they often require larger convention facilities in cities like New York, Orlando, Las Vegas, San Francisco, and Chicago.

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Associations often book dates years in advance, holding events in different locations across the country. For instance, the AH&LA and NRA host their annual conventions in New York City and Chicago, respectively.

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Associations often book dates years in advance, holding events in different locations across the country. For instance, the AH&LA and NRA host their annual conventions in New York City and Chicago, respectively.