Chapter 13 Meetings, Conventions/Exhibitions and Event Management

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

After Reading and Studying This Chapter, You Should Be Able to:

Name the hospitality industry associations Describe the various types of meetings Explain the difference between meetings, expositions and conventions Describe the role of a meeting planner Explain the primary responsibilities of a convention and visitors bureau or authority List the steps in event management
2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Introduction to Hospitality, Fourth Edition John Walker

Associations

American Society of Association Executives (ASAE)

6000 associations at national level Spend $53.5 billion annually Hold 215,000 meetings and conventions

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Associations

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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Associations Offer

Governmental/Political voice Marketing avenues Education Member services Networking

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Types of Meetings

Clinic Forum Seminar Symposium Workshop Overall purpose

Brings people together for the purpose of exchanging information

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Primary 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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Figure 13-1

Average Daily Visitor Spending at a Convention

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Figure 13-4

Average Expenditure Per Delegate Per Stay

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Figure 13-5

Percentage of Delegate Expenditure Per Item

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Impact of Technology

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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Technology 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
2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Introduction to Hospitality, Fourth Edition John Walker

Determining the Site

Facility service level and perception Price City/Geographic location Restaurant service and quality Personal safety Local interest
2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Introduction to Hospitality, Fourth Edition John Walker

Expositions or Trade Shows

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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Conventions

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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Meeting Planners

Pre-meeting activities

Plan agenda Set budget Negotiate contracts

On-site activities Post meetings

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Convention and Visitors Bureaus (CVBs)

Encourages groups to hold meetings, conventions and trade shows in the area it represents Assists those groups with meeting preparations, and lends support throughout the meeting

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Figure 13-3

Major Players in the Convention Industry

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Purposes

Encourage tourists to visit the historic, cultural and recreational opportunities To develop and promote the image of the community Example

Las Vegas
www.lasvegas24hours.com

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Convention Centers

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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

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

Introduction to Hospitality, Fourth Edition John Walker

2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Trends

Globalization/International participation Cloning of shows Competition Technology Number of shows is growing annually
2006 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458

Introduction to Hospitality, Fourth Edition John Walker