Chapter 12 by Nguyen Thi Khanh Linh (K18 HL)

Chapter 12 Meetings, Conventions, and Expositions

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KEY PLAYERS IN THE INDUSTRY

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Destination Management Companies

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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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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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The primary responsibilities of CVBs

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enhance the image of tourism in the local area

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market the city as a destination

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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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Work closely with hotels

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

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Services Provided by DMCs:

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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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Sources of Leads:

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Hotels,Trade shows

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CVBs ,Cold calls, Incentive houses,Meeting planners

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Sales Manager's Team:

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

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Audiovisual Specialist,Operations Manager

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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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Meeting planners may be independent contractors

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Meeting Planners

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On-Site Activities

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Postmeeting Activities

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Premeeting Activities

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

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Plan travel to and from site

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• Arrange ground transportation

• Organize shipping

• Organize audiovisual needs

On-Site Activities

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Conduct pre-event briefings

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• Prepare VIP plan

Facilitate people movement

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• Approve expenditures

Debrief

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• Evaluate

• Give recognition and appreciation

• Plan for next year

Service Contractors

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Exposition Service Contractors

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• Provide services for trade shows

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• Responsible for running facilities

Multitalented and equipped for exhibit requirements

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General Contractors

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• Provide comprehensive services

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• Serve all exhibit requirements and creative ideas

Decorators

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• Responsible for decorating exhibition spaces

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• Enhance visual appeal and aesthetics

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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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• Part of the facilities management team

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• Sponsor must use the designated service contractor

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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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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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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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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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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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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