Professional Documents
Culture Documents
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Special Pressure from Events
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Chapter Structure
• If handled with
professionalism, planning,
and appropriate responses
to their needs, the event is
likely to be a success. Photo courtesy of S. Markham.
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Assess the Environment
• Types of Meetings
– Lecture
• Formal, structured, speaker
– Forum
• Multiple speakers, moderator, open to question-and-
answer sessions with audience
– Retreat
• Less formal, typically smaller in size and at a location
remote from business offices, great for planning
– Convention
• Meeting of delegates, cyclical scheduling, general
sessions for all attendees and breakouts for smaller
subgroups, may be in conjunction with exhibition
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Assess the Environment (cont’d)
• Types of Attendees
– There are many types of attendees.
– Each type has their own special set of needs and
expectations:
• Corporate
• Associations
• General public
• Social, military, educational, religious, fraternal
(SMERF)
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Applying SWOT to Meetings
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SWOT -Applied
• What are you offering:
– Goods
• Rooms
• Pipe and drape (the curtains and their support used for backdrops and
borders)
• Food
• Beverage
• Temperature
• Lighting
• Audiovisual equipment
– Services
• Planning
• Support
• Information
• Advice
• Safety
– What gets monitored, gets controlled, and gets improved upon
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Predict the Outcomes
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Risk Management
• Risk Management
1. Identify the Issues
2. Identify the Likeliness
3. Identify the Potential
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Plan Success
• Plan Success
• Setting the Expectations
– Marketing efforts
– Past performances
– Word of mouth
– Meetings
– Location
– Price
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Setting the Expectations
• Theme
• Site selection
• Site inspections
• Layout
• Suppliers
• Technicalities
• Catering and services
• Audience
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Setting the Expectations
(cont’d)
• Financial plans
• Well-established program guidelines from which to work
• Meal times
• Event times
• Free times
• Transition times
• Regulation compliance
• Registration
• Confirmations
• Badges
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Promotions Marketing
• Promotions Marketing
– Main communication used to establish expectations and
attract attendees.
– Builds anticipation.
– What is the product?
– Who are the customers?
– What are the customers’ needs and expectations?
– Once this is established, you can begin to tailor your
promotions campaign to achieve your goals.
– The answers are mostly intuitive.
– All of your promotions should be geared toward
achieving these goals.
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Monitoring Weaknesses
• Attendee Needs
– Schedule of events
– Special events
– Weather and climate
– Dress/attire
– Lodgings
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Monitoring Weaknesses (cont’d)
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Working with Volunteers
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Working with Volunteers (cont’d)
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Working with Volunteers (cont’d)
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Post Event Services
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Post Event Services (cont’d)
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Assessing the Quality
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Assessing the Quality (cont’d)
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Assessing the Quality (cont’d)
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Assessing the Quality (cont’d)
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.
Assessing the Quality (cont’d)
Copyright © 2013 by John Wiley & Sons, Inc. All Rights Reserved.