Post on 19-Dec-2015
transcript
Setting Objectives Who is the Audience? Why are they here? What is the Objective of the meeting?
Impacts variety of meeting components Site selection Food & Beverage Transportation Room Layout and Set-Up Program Content
Three Reasons People Attend Meetings Education Networking Conduct Business
Setting Objectives Objectives Need to Be S.M.A.R.T.
S-pecific M-easurable A-ttainable R-elevant T-ime-based
Objectives determine Program Objectives drive Program Planning
Association versus Corporate Association attendance is voluntary
Marketing efforts needed to encourage attendance
High risk involved Room block, food and beverage, meeting space
often arranged for months/years in advance Corporate meetings are usually mandatory
Number of attendees is usually pre-determined Less risk involved
Corporate Program Planning Many meetings are on as-needed basis
Planner has shorter lead time to plan Small meetings
Program planning in-house by manager or department who called meeting
Develop relationship with specific hotels and staff Simple arrangements
Large Events Mirror the process of an association planner
Corporate Program Planning Program designed to facilitate increased
productivity and stability of the corporate workforce Planned by in-house Human Resource
Department or management Consultants used for specialty topics Planner needs to know needs for a
successful program
Association Program Planning Created to serve the educational and
professional needs of a group of individuals who share a common purpose Monies generated by association are
reinvested the the educational and professional growth of the members
Annual meetings Regional meetings Specialized workshops
Importance of Education Return on Investment (ROI) and expectations
of attendees Event (education) must be justified Meaningful program content Attendance based on quality of event/education
Technology’s Impact Web and video-conferencing Distance learning Virtual tradeshows CD-ROMs and DVDs of presentations
Professional Certifications Associations provide current information and
continuing education in a particular field Continuing Education Units (CEUs)
Lead to certification or licensing Demonstrates some level of competency in the
profession Good source of revenue through application and
testing fees, study materials, re-certification Programs held at
Annual meetings Regional seminars Workshops Distance Education
Program Development Understanding the Objectives
Does the Programming: Facilitate communication between departments? Train new employees? Educate the members and/or lead toward certification? Require meals and networking to be an important
component?
Program Development Programming Factors
Program type Program content Session scheduling Speaker arrangements Refreshment breaks and meal functions Ancillary events Evaluation procedures
Program Type Specific Programs for a Specific Purpose
General or Plenary Session All attendees, in one session, at one time May open and/or close a conference Keynote, VIP, or celebrity speakers
Concurrent Session Professional or Career enhancement session Multiple sessions of multiple topics at one time 150 + people in attendance
Program Type Specific Programs for a Specific Purpose
Workshop of Breakout Sessions Interactive session on trends, challenges, technologies Multiple sessions of multiple topics at one time Less than 150 people in attendance
Roundtable Discussion Groups Small interactive session to cover very specific topic of
interest 8-12 people convene around large round table with
Facilitator Multiple sessions of multiple topics at one time
Poster Sessions Used with academic, scientific or medical conference Presenter displays a panel or display board of their research
Program Content Content must be designed to:
Match the needs of the audience Fulfill the programming objectives
Different tracks / levels for different people Tracks
Separate programming for various topic areas (genres) Specific workshops developed to fit into a particular
area Levels
Skill level of the session Beginner, Intermediate, Advanced
Program Content Session Scheduling
Timing is critical in program development Avoid overlapping beginning/end times of events Determine if sessions or events should “compete” Consider distractions (recreational opportunities,
etc) Provide appropriate pace
Passing times from one session to another Allow for restroom breaks, voice mail/email,
phone calls
Program Content Meal Functions
Refreshment Breaks Time to re-energize Meet old friends / make new contacts Discuss the topic/program Take care of personal business Good opportunity for sponsorships
Breakfasts / Lunches Act as setting for General Session Provide networking function for attendees
Program Content Meal Functions
Cocktail Receptions / Dinners Provide networking function for attendees Relaxing at end of day Limit alcohol consumption Provide non-alcoholic alternatives
Food choices Avoid drowsy attendees
Watch sugar and carbohydrates Add fresh vegetables, proteins (nuts , cheese)
Program Content Speaker Arrangements
Volunteer Speakers Benefits
Reduce expenses Knowledgeable about industry topics Popular industry leaders may increase attendance Builds relationship with event sponsor
Challenges May not adequately prepare for session Weak presentation skills Might Promote a personal agenda
Paid Speaker Guidelines
Program Content Speaker Arrangements
Paid Speakers Speakers Bureaus match speaker to objectives / topics Pay for travels, housing meals and honorarium Fees from $1,000 to $50,000 or more for 1 hour
session Review through video/audio tapes / referrals
Other Speaker Sources Local dignitaries Industry leaders University professors
Program Content Speaker Guidelines
Inform the speaker of the requirements of the event
Request appropriate information for logistics Define the expectations of the organization
Audience Objectives of the event
Clarify each (speaker’s and group’s) responsibilities
Program Content Presenter Contract
A written agreement between presenter and the sponsor to provide a presentation on a specific topic at a specific place and time.
Used for both paid and volunteer speakers Tape, CD-ROM and Internet Authorization
Waiver Required if the speaker’s presentation is going to
be made available in a different format Offering tapes, CD-ROMS and Web-casting
expands the availability of the material to both those in attendance and those at home.
Program Content Audio Visual Equipment
Enhances speakers’ presentations Major cost to the conference Confirm AV needs with the speaker or provide one
standard set for all Provide template for use in making overheads,
handouts and electronic presentations to give uniform look
Alternatives to Handouts CD-ROM Post on Web site
Program Content Managing Speakers On-site
Welcome letter Details and contact information
Ask speakers to contact you when they arrive Assign a staff member or volunteer to “host” the
speaker Provide a Speaker Ready Room Assign staff or volunteer to introduce the speaker Collect evaluations Provide complimentary tape if done Present small gift of appreciation Send thank you letter with evaluation tabulations
Program Content Ancillary Activities
Pre and post conference activities Tours Shopping excursions Sports events Cultural Events Dinners
Coordinate through a Destination Management Company
Provide information from the Convention & Visitors Bureau