2008 Meeting Marketing Report

Meetings & Conventions

2008 Meetings Market Report

PREPARED FOR:

PREPARED BY: CIC Research, Inc.

June 2008

8361 VICKERS ST. SAN DIEGO, CA 92111-2112 PHONE 858.637.4000 FAX 858.637.4040

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TABLE OF CONTENTS

Table of Contents

Page Introduction ............................................................................................................. 1 Dimensions of the 2008 Meetings Market ............................................................. 3 Summary of Findings.............................................................................................. 4 Corporate Market ................................................................................................. 4 Corporate Meeting Planners: Green Meetings................................................. 9 Corporate Meeting Planners: Use of Technology ............................................ 9 Corporate Meeting Planner Profile................................................................... 10 Association Market............................................................................................... 12 Other Association Meetings ............................................................................. 12 Convention Market............................................................................................... 16 Association Meeting Planners: Green Meetings .............................................. 17 Association Meeting Planners: Use of Technology.......................................... 17 Association Meeting Planner Profile ................................................................ 18 The Corporate Meetings Market............................................................................. 20 Corporate Meeting Expenditures And Budgets.................................................... 21

Corporate Meeting Characteristics....................................................................... 28

Corporate Meeting Planning ................................................................................ 40

Corporate Meeting Planners: Green Meetings……………………………………… 46 Corporate Meeting Planners: Use Of Technology................................................ 50

Corporate Planner and Company Profile ............................................................. 56

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TABLE OF CONTENTS The Association Meetings Market.......................................................................... 65 Association Meeting Expenditures and Budgets.................................................. 66 Convention and Association Meeting Characteristics .......................................... 75 Conventions and Association Meetings Planning ................................................ 96 Association Meeting Planners: Green Meetings .................................................. 102 Association Meeting Planners: Use Of Technology ............................................ 106 Association Planner and Organization Profile...................................................... 112 Appendix .................................................................................................................. 119 Methodology ........................................................................................................ 120 Survey Questionnaire .......................................................................................... 121

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LIST OF TABLES

List of Tables

Table Page Dimensions of the 2008 Meetings Market

1 Meetings Market Summary………………………………………………….. 3

Summary of Findings 2 Top Factors when Selecting Destinations for Group Incentive Trips …… 63 Top Factors when Selecting Facilities for Group Incentive Trips……….. 7 4 Preference of Having Eco-Friendly Amenities at Hotels.......................... 9 5 Convention Market Summary……………………………………………….. 16 6 Preference of Having Eco-Friendly Amenities at Hotels.......................... 17

The Corporate Meetings Market 7 Average Annual Expenditures for Off-Premises Meetings. ..................... 22 8 Average Expenditures for Meeting Components .................................... 23 9 Projected Expenditures for Meeting Components .................................. 23 10 Average Expenditures for Meeting Facilities .......................................... 24 11 Projected Expenditures for Meeting Facilities ........................................ 24 12 Average Expenditures for Domestic and Foreign/Offshore Meetings ..... 25 13 Projected Expenditures for Domestic and Foreign/Offshore Meetings ... 25 14 Percentage Change in 2008 Off-Premises Meetings Budget

From 2007 ........................................................................................ 26 15 Reasons for 2008 Off-Premises Meetings Budget Increase or Decrease......................................................................... 27 16 Summary of Number and Attendance ..................................................... 29

17 Number of Corporate Meetings Planned in Past 12 Months Per Planner .............................................................................................. 29 18 Summary of Types of Corporate Meetings.............................................. 30

19 Whether Lead Time Required to Plan Domestic Corporate Meetings Has Changed from 2007 to 2008 ...................................................... 31 20 Projected Number of Corporate Meeting Types ..................................... 31

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LIST OF TABLES Table Page 21 Projected Corporate Meeting Attendance ............................................... 32 22 Trade Show Planning ............................................................................. 32 23 Number of Cities and/or Resort Areas on Selection List ........................ 33 24 Top Cities and States Where Meetings were Held in 2007 .................... 33 25 Types of Facilities Used in past Year ..................................................... 34 26 Projected Types of Corporate Meetings by Types of Facilities Used in Past Year (Market Projection) ........................................................... 35 27 Use of Foreign/Offshore Destinations in the Past 12 Months …………… 36 28 Intentions to Use Foreign/Offshore Destinations in 2008 ……………….. 36 29 Typical Daily Room Rate Paid for Overnight Accommodations .............. 37 30 Foreign/Offshore Meeting Planning ........................................................ 38 31 Destinations Where Foreign/Offshore Meetings Were Held ................... 38 32 Incentive Trip Planning ........................................................................... 39 33 Percentage/Average Number of Guest Attendees at Off-Premises Meetings ...................................................................... 41 34 Need to Plan Activities for Guests of Attendees ..................................... 41 35 Need to Plan Activities for Children of Attendees ................................... 41 36 Factors Considered Very Important in Selection of a Destination .......... 42 37 Factors Considered Very Important in Selection of a Facility/Hotel......... 43 38 Number of Hotels on Selection List ........................................................ 44 39 Whether Same Hotel Chain Use for Majority of Meetings ...................... 45 40 Whether Meeting Planner Arranges Group Transportation .................... 45 41 Attendees Able to Recycle Newspaper, White Paper, Cans and Bottles................................................................................................ 47 42 Conference Materials Printed on Recycled Paper................................... 47 43 Lights and Air Conditioning Turned Off whenever Meeting Rooms Are not in use, if Possible .................................................................. 48 44 Feelings about Following Eco-Friendly Offerings at Hotels..................... 48 45 Environmentally Friendly Policy Mandated for your Meetings? ............... 48 46 Convention Facilities and Hotels Certified as Environmentally Responsible ....................................................................................... 49 47 Use of Meeting Planning Software ......................................................... 51 48 Top meeting Planning Software Used .................................................... 51 49 Whether Use Web Sites to Help Plan Meetings ..................................... 52 50 Which Web Sites Are Used Most Often to Help Plan Meetings .............. 52

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LIST OF TABLES Table Page 51 Rating of Web Site Elements used to Help Plan Meetings...................... 53 52 Whether Generated Online RFP at Meeting Planning Site .................... 53 53 Whether Meeting Planned by Respondent Had Its Own Website(s) ...... 54 54 Whether Meeting Attendees Can Register Online................................... 54 55 Used Video Conferencing or Webcasting in 2007................................... 55 56 Whether Videoconferencing or Webcasting Replaced any

Face-to-Face Meetings ..................................................................... 55 57 Percent of On-the-Job Time Spent on Meeting Planning Activities ......... 57 58 Length of Time With Meeting Planning Responsibilities.......................... 57 59 Job Title or Position................................................................................. 58 60 Decision-Making Responsibilities for Meeting Planning Functions.......... 58 61 For How Many People Meeting Planner Plans Group Business

Functions ........................................................................................... 59 62 Nature of Company’s Business ............................................................... 60 63 Estimated Sales Volume of Division or Subsidiary.................................. 61 64 Estimated Sales Volume of Total Corporation......................................... 61 65 Number of Employees in Division or Subsidiary...................................... 62 66 Number of Employees in Total Corporation ............................................ 62 67 Gender of Corporate Planner .................................................................. 63 68 Age of Corporate Planner........................................................................ 63 69 If Certified Meeting Professional/Certified Meeting Manager .................. 64 70 Memberships in Associations.................................................................. 64

The Association Meetings Market 71 Total Expenditures on Association Meetings and Conventions............... 67 72 Association and Delegate Expenditures.................................................. 67 73 Major Conventions – Delegate Expenditures .......................................... 68 74 Major Conventions – Association Expenditures ...................................... 68 75 Attendee Expenditures on Association Meetings .................................... 69 76 Association Expenditures for Domestic and Foreign/Off-Shore

Meetings ............................................................................................ 69 77 Average Association Expenditures for Domestic and Foreign/Offshore

Meetings ............................................................................................ 70 78 Association Expenditures for Domestic and Foreign/Offshore

Meetings ............................................................................................ 70

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LIST OF TABLES Table Page 79 Association Expenditures for Domestic and Foreign/Offshore

Meetings By Expenses ...................................................................... 71 80 Expenditures for Meeting Components ................................................... 71 81 Association Expenditures for Domestic and Foreign/Off-Shore

Meetings by Facility Type .................................................................. 72 82 Association Expenditures for Domestic and Foreign/Off-Shore

Meetings by Facility Type (Market Projection) ................................... 72 83 Percentage Change in 2008 Association Meetings Budget

from 2007........................................................................................... 73 84 Reasons for Change in Association Meetings 2008 Budget ................... 74 85 Summary of Number and Attendance: Association Meetings

Held in the Past Year ......................................................................... 76 86 Frequency of Holding Major Conventions ............................................... 77 87 Year in Which Most Recent Convention Held ......................................... 77 88 Seasonality of Holding Major Conventions.............................................. 78 89 Where major Conventions are Held ........................................................ 78 90 Type of Facility Used for Last Major Convention..................................... 79 91 Approximate Male and Female Delegate/Member Attendance ............... 79 92 Convention Attendees’ Accommodations................................................ 80 93 Guest Attendance at Last Major Convention........................................... 80 94 Children Attendance at Last Major Convention ....................................... 81 95 Need to Plan Activities for Guests of Attendees...................................... 81 96 Need to Plan Activities for Children of Attendees.................................... 82 97 Average Lead Time Required to Plan Convention from Start of Planning Process............................................................................... 82 98 Has Lead Time Changed Between Two Most Recent Conventions........ 82 99 Exhibits and Displays at Last Major Convention ..................................... 83 100 Convention Expenditures by Type .......................................................... 84 101 Other Association Meetings – Number of Association Meetings Planned in Past 12 Months ................................................................ 85 102 Other Association Meetings - Summary of Types of Association Meetings ............................................................................................ 86 103 Average Lead Time Required to Plan Domestic Association Meetings from Start of Planning Process........................................... 86

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LIST OF TABLES Table Page 104 Whether Lead Time Required to Plan Domestic Association Meeting Changed from 2007 to 2008 ................................................ 86 105 Projected Number of Association Meeting Types.................................... 87 106 Projected Association Meeting Attendance............................................. 87 107 Guest attendance at Association Meetings ............................................. 88 108 Children Attendance at Association Meetings ......................................... 88 109 Whether Activities Were Planned for Spouses/Guests of Attendees ...... 89 110 Whether Activities Were Planned for Children of Attendees ................... 89 111 Number of Cities on Selection List .......................................................... 90 112 Top Cities and States Where Meetings Were Held in 2007 .................... 90 113 Types of Lodging Used at Most Recent Convention ............................... 91 114 Types of Facilities Used in Past Year...................................................... 92 115 Projected Types of Association and Convention Meetings by Types of Facilities Used in Past Year ................................................ 93 116 Use of Foreign/Off-Shore Destinations for Meetings in the Past 12 Months.................................................................................. 93 117 Destination(s) of Offshore Meetings Held in Past 12 Months.................. 94 118 Foreign/Off-Shore Meeting Planning....................................................... 95 119 Factors Considered Very Important in Selection of a Destination ........... 97 120 Factors Considered Very Important in Selection of a Facility/Hotel......... 98 121 Number of Hotels on Selection List ......................................................... 99 122 Whether Same Hotel Chain Used for More than Half of Meetings .......... 99 123 Number of Cities/Resort Areas on Selection list...................................... 100 124 Major Conventions – Whether or Not Meeting Planner Arranges for Ground Transportation at Meeting Destination for Attendees ............ 100 125 Other Off-Premises Meetings – Whether or Not Meeting Planner Arranges for Ground Transportation at Meeting Destination for Attendees ..................................................................................... 101 126 Attendees Able to Recycle Newspaper, White Paper, Cans and Bottles................................................................................................ 103 127 Conference Materials Printed on Recycled Paper................................... 103 128 Lights and Air Conditioning Turned Off Whenever Meeting Rooms Are not in Use, If Possible.................................................................. 104 129 Feelings about Following Eco-Friendly Offerings at Hotels..................... 104

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LIST OF TABLES Table Page 130 Environmentally Friendly Policy Mandated for Your Meetings ................ 104 131 Convention Facilities and Hotels Certified as Environmentally Responsible ....................................................................................... 105 132 Use of Meeting Planning Software .......................................................... 107 133 Top Meeting Planning Software Used..................................................... 107 134 Whether Use Web Sites to Help Plan Meetings ..................................... 108 135 Websites used Most Often to Help Plan Meetings .................................. 108 136 Rating of Web Site Elements Used to Help Plan Meetings ..................... 109 137 Whether Generated Online RFP at Meeting Planning Site ..................... 109 138 Whether Meetings Planned by Respondents had Their own Websites... 110 139 Whether Meeting Attendees Can Register Online................................... 110 140 Used Video Conferencing or Webcasting in 2007................................... 111 141 Whether Video Conferencing or Webcasting Replaced Any Face To Face Meetings .............................................................................. 111 142 Gender of Association Planner................................................................ 113 143 Age of Association Planner ..................................................................... 113 144 Primary Business of Association ............................................................. 114 145 Professional Certifications Earned .......................................................... 115 146 Memberships Belong to .......................................................................... 115 147 Length of Time with Meeting Planning Responsibilities .......................... 116 148 Job Title or Position................................................................................. 116 149 Percent of on-the-Job Time Spent on Meeting Planning Activities.......... 117 150 Decision-Making Responsibilities for Meeting Planning Functions.......... 117 151 Scope of Association or Chapter............................................................. 118

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LIST OF FIGURES

List of Figures

Figure Page 1 Distribution of Corporate Expenditures …………………………………. 4 2 Types of Facilities Used for Corporate Meetings ……………………… 5 3 Factors Rated Very Important When Selecting a Meeting Facility ….. 8 4 Decision-Making Responsibilities for Meeting Planning Functions: Corporate Meeting Planners ………………………………………. 11 5 Distribution of Association Expenditures ……………………………….. 12 6 Type of Meeting Planning Done ....................................................... 13

7 Top Factors Considered Very Important When Selecting a Facility for Association Meetings …………………………………………… 15

8 Decision-Making Responsibilities for Meeting Planning Functions: Association Meeting Planners …………………………………….. 19

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INTRODUCTION

INTRODUCTION This report presents the results from the18th biennial Meetings Market Report study conducted

by Meetings & Conventions (M&C) magazine. Meetings & Conventions magazine is a

publication of Northstar Travel Media. This 2008 study was conducted by CIC Research.

Since 1974, the Meetings Market Report has provided vital information on the U.S. meetings

and conventions market as seen by M&C’s subscribers. M&C’s subscriber base provides an

accurate presentation of the meeting planning industry. According to the December 2007 BPA

statement, M&C’s subscriber base was comprised of 55,452 corporate and 14,643 association

members. A total of 684 subscribers were surveyed for this year’s study (447 corporate and

237 association). Having both corporate and association planners represented yields a unique

and valuable perspective for this study.

The study focuses on all elements of the meeting organization industry. Because of the nature

of the industry, corporate and association findings are presented separately. The following

areas are examined in this report:

o Meeting expenditures and budgets

o General meeting characteristics (e.g., number, attendance,

destinations, etc.)

o Planning meetings (e.g., selection factors, transportation,

decision-making, etc.)

o Use of technology

o “Green” meetings

o Planner profile

This report is divided into four additional sections. The following section, Dimensions of the

2006 Meetings Market, presents an estimate of the magnitude of the meeting industry for M&C’s

subscribers. These estimates include number of meetings, number of attendees and total

expenditures for corporate and association meetings. The association meetings are divided into

conventions and other association meetings. The next section, Summary of Findings,

2

INTRODUCTION summarizes highlights from the survey. This summary includes key findings regarding

corporate, association, and convention meetings as well as planners’ awareness and use of

technology, “green” meeting opportunities, and a profile of the typical corporate and association

planner.

Following these summary findings, extensive tables are presented for both the corporate and

association meetings markets. A methodology statement and a copy of the questionnaire are

included in the Appendix.

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DIMENSIONS OF THE 2008 MEETINGS MARKET

DIMENSIONS OF THE 2008 MEETINGS MARKET

Subscribers to M&C represent a significant portion of the meetings market industry. These

planners are involved in the planning of over 1.3 million meetings with attendance at these

meetings in excess of 141 million attendees with expenditures over $102 billion. To put this in

perspective, a recently published report* by the Convention Industry Council estimated that in

2007 total direct spending for the meetings, conventions, exhibitions and incentive travel

industry was $122 billion. According to the industry business-related travel forecast**, activity

has been flat or declining slightly from 2004 to 2007. For example, business travel estimates by

the Travel Industry Association of America show a small decline during this period. Assuming

then that the $122 billion figure represent current activity and is a gauge to the total market,

M&C subscribers accounted for 84 percent of the market. Therefore, one would expect that the

activities of these planners would be representative of the entire industry. Table 1 below

summarizes these results.

TABLE 1 MEETINGS MARKET SUMMARY

(Market Projection)

Number of Meetings

Meeting Attendance Total Expenditure

Corporate 1,080,400 84,068,000 $ 30,160,000,000 Association 227,000 37,473,000 $ 38,125,000,000 Conventions 13,700 19,681,000 $ 34,574,000,000 Total 1,321,100 141,222,000 $ 102,859,000,000 *Note: Projected to Meetings & Conventions subscriber base.

* “2007 Certified Meeting Professional Report” by The Convention Industry Council ** Travel Industry Association

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SUMMARY OF FINDINGS

SUMMARY OF FINDINGS OF THE 2008 MEETINGS MARKET REPORT

CORPORATE MARKET

o Spending breakdowns by category are consistent to those in prior years. It is estimated that $30.2 billion was spent on corporate meetings. This breaks down to $17.2 billion for hotels, $4.8 billion for air transportation, and the remaining $8.2 billion on items like speakers, entertainment, ground transportation, etc.

FIGURE 1 DISTRIBUTION OF CORPORATE EXPENDITURES

All Other11%Speakers,

Entertainment16%

Air Transportation

16%

Hotels & Food57%

o Corporate meeting planners, on average, are involved in arranging 19 meetings

annually.

o The average number of attendees per meeting is 78. The average duration of a corporate meeting is 2.7.

o Downtown hotels (78%), Resort hotels (53%), Suburban hotels (50%) and

Convention Centers (49%) are the top facilities for corporate meetings.

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SUMMARY OF FINDINGS

8%

9%

11%

18%

20%

24%

27%

29%

45%

45%

48%

75%

0% 10% 20% 30% 40% 50% 60% 70% 80%

Non-residential conference centers

Cruise ships

Residential conference centers

Gaming facilities

Suite hotels

Other

Golf resorts

Airport hotels

Convention centers

Suburban hotels

Resort hotels

Downtown hotels

FIGURE 2TYPES OF FACILITIES USED FOR CORPORATE MEETINGS

o Nearly 85% percent (84%) of corporate meetings are held in the continental U.S.

o Meetings budgets (between 2007 and 2008) remained unchanged for 46 percent of

the planners, while 33 percent had their budgets increase (an average of 15%) and 21 percent had budget decreases (an average of 22%).

o Trade show planning involves 53 percent of the corporate planners. They plan an

average of nine trade shows per year and expect to host an average of 1,210 attendees. The trade shows last an average of three days.

o The top five locations for corporate meetings were Chicago (30%), Las Vegas (28%),

Orlando (25%), New York City (20%), and San Francisco (18%).

o Slightly more than one in three (35%) planners are involved in planning meetings outside of the continental U.S.

o Top five foreign meeting locations were Europe (other than UK/France) (41%),

Caribbean (36%), Mexico (32%), Hawaii (27%), and Asia (26%).

o One third of the planners are involved in planning group incentive trips. They plan an average of 3.8 trips per year with an average attendance of 130.

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SUMMARY OF FINDINGS

TABLE 2 TOP FACTORS WHEN SELECTING DESTINATIONS

FOR GROUP INCENTIVE TRIPS

Group Incentive Trips Climate 92% Sightseeing, cultural or other extracurricular attractions

82

Safety and security of destination 81 Availability of hotels or other facilities suitable for meetings

78

Affordability of destination 75 Glamorous or popular image of location 71 Ease of transporting attendees to and from location 64 Transportation costs 62 Availability of recreational facilities such as golf, tennis and swimming

56

Distance traveled by individual attendees 50 Clean and unspoiled environment 48 Mandated by corporate policy 32 Reputation for being environmentally friendly 24

*Items rated "very important"

7

SUMMARY OF FINDINGS

TABLE 3 TOP FACTORS WHEN SELECTING FACILITIES

FOR GROUP INCENTIVE TRIPS

Group Incentive Trips Quality of food service 64% Number, size and quality of sleeping rooms 63 Number, size and quality of meeting rooms 63 Negotiable food, beverage and room rates 61 Cost of hotel or meeting facility 59 Efficiency of billing procedures 45 Number, size and quality of suites 44 Assignment of one staff person to handle all aspects of your meeting

42

“Green” practices at the facility 42 Efficiency of check-in/check-out procedures 41 High-speed Internet access 40 Convenience to other modes of transportation 39 Other on-site recreational facilities (swimming, tennis, spa etc.)

38

Proximity to shopping, restaurants and off-site entertainment

36

Previous experience in dealing with the facility and its staff

36

Availability of meeting support services and equipment, such as audiovisual

31

Meeting rooms with multiple high-speed phone lines and Internet access

30

On-site golf course 27 Proximity to airport 27 Provision of special meeting services, such as pre-registration and special entertainment

25

Availability of exhibit space 19

*Items rated "very important"

o Over half (54%) planners need to plan activities for guests of attendees, and 36

percent need to plan activities specifically for children.

o Top factors when considering the selection of a destination are availability of hotels (80%), affordability (75%), ease of transporting attendees (64%), safety and security (63%), and distance traveled by attendees (62%).

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SUMMARY OF FINDINGS

o For corporate planners, they considered an average of 7 hotels for their most recent meeting.

o Three-quarters (76%) of the corporate planners do not use the same hotel chain for

the majority of their meetings.

FIGURE 3 FACTORS RATED VERY IMPORTANT

WHEN SELECTING A MEETING FACILITY

8%

19%

25%

31%

32%

37%

37%

39%

43%

45%

48%

49%

51%

51%

54%

55%

74%

75%

81%

82%

82%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

On-site golf course

Proximity to other activities

Number, size and quality ofsuites

Proximity to airport

Convenience to transportationmodes

On-site recreational facilities

Provision of special meetingservices

Availability of exhibit space

Efficiency of check-in andcheck-out procedures

Previous experience with facility

Assignment of one staff personto handle all aspects of meeting

Meeting rooms with ITtechnology

"Green" practices at the facility

Efficiency of billing procedures

Availability of meeting supportservices and equipment

High speed internet access

Number, size and quality ofsleeping rooms

Quality of food service

Cost of hotel or meeting facility

Negotiable, food, beverage androom rates

Number, size and quality ofmeeting rooms

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SUMMARY OF FINDINGS

Corporate Meeting Planners: “Green” Meetings

o Less than one in five (17%) planners consider “Green” practices at the meeting facility to be a very important factor in the selection of the facility.

o One in ten planners always arrange for recycle of newspapers, white paper, cans

and bottles.

o About 30 percent of planners conference materials printed on recycle paper; a third do not know if the paper is recycled or not.

o Half of the planners (54%) reported that they turn off lights and air conditioning when

meeting rooms are not use.

Table 4 PREFERENCE OF HAVING ECO-FRIENDLY AMENITIES AT HOTELS

Require

or Prefer to have

No

Preference

Prefer not

to have Linen-reuse policies 49% 39% 12% Small recycle bins in guest rooms 51 45 4 Low-flow shower heads in guest rooms 34 44 21 Dispensers instead of bottles for toiletries in rooms 22 47 31 Water-saving methods in public restrooms 49 46 5

o Overwhelming majority (86%) of planners reported that no environmentally friendly policy is mandated for these meetings.

o Over 60 percent (62%) of planners are aware that convention facilities can be

certified as environmentally responsible. Corporate Meeting Planners: Use of Technology

o Three-quarters of corporate planners (74%) do not use meeting planning software. However, 99 percent use web sites for meeting planning purposes. The top three websites used are individual hotel sites (66%), CVB sites (59%), and Google (55%).

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SUMMARY OF FINDINGS o In using websites, planners find floor plans (46%), meeting space specifications

(44%), facility search (32%), and maps/directions/distances (32%) extremely useful in arranging meetings.

o Less than half (47%) of the planners generate online RFP’s at meeting planning

sites.

o Less than half (47%) of the meetings planned had their own website.

o Six out of ten planned meetings had online registration capabilities.

o Four out of ten planners used videoconferencing or webcasting in 2007 and less

than a quarter (24%) reported these types of conferencing methods replaced face-to-

face meetings. . Corporate Meeting Planner Profile The corporate meeting planner on average …..

o spends 53 percent of their time planning meetings

o has 13 years experience of planning responsibilities

o is employed by a non-manufacturing company with a sales volume of $330 million and 1,825 employees.

o is female

o is 48 years of age

o is not a certified meeting professional

o is not a member of any major meeting planning association

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SUMMARY OF FINDINGS

o Decision-making responsibilities include the following:

FIGURE 4

DECISION-MAKING RESPONSIBILITIES FOR MEETING PLANNING FUNCTIONS

34%

43%

45%

45%

46%

51%

51%

53%

70%

72%

81%

88%

0% 20% 40% 60% 80% 100%

Planning for car rentals

Planning for air travel arrangements

Decision to hold off-premises meetings

Establishing meeting objectives

Planning incentives

Travel management

Trade show planning or exhibit planning

Planning of meeting agenda

Establishing meeting expenditures/budget

Planning entertainment, social functions, sports tournaments

Selection of meeting location

Selection of meeting hotel or other facility

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SUMMARY OF FINDINGS ASSOCIATION MARKET The association meeting planners’ activities are divided into two groups: major conventions and other association meetings.

o It is estimated that $72.7 billion was spent on associations’ conventions and other meetings. Major conventions accounted for $34.6 billion and other association meetings for $38.1 billion. The vast majority of this expenditure is by delegates/attendees to these meetings. In fact, approximately 90 percent ($66.1 billion) of these expenditures are from attendees.

Other Association Meetings

o For other association meetings the average expenditure for an association was $166,100. The average delegate spent $900.

o Over 90 percent (94%) of the other association meetings are held in the continental U.S.

o Of the estimated $2.4 billion spent on other association meetings, $1.6 billion is spent on

hotels and food, $292 million on speakers/entertainment, $195 million on air transportation, and the remaining $310 million on other items.

FIGURE 5 DISTRIBUTION OF ASSOCIATION EXPENDITURES

Hotels & Food64%

Air Transportation

8%

Speakers, Entertainment

12%

All Other16%

o Meeting budgets (between 2007 and 2008) remained unchanged for six out of ten

planners (41%), while 46 percent had their budgets increase (by an average of 15%) and 13 percent had budget decreases (also by an average of 10%).

13

SUMMARY OF FINDINGS

o Most of the budget increases were needed to cover increased cost (83%) while the majority of the decreases in budget were part of the organizations general cutbacks (71%).

o Association meeting planners, on average, are involved in planning 16 meetings

annually.

FIGURE 6 TYPE OF ASSOCIATION MEETINGS PLANNED

37%

34%

49%

67%

78%

0% 10% 20% 30% 40% 50% 60% 70% 80%

Other

Regional or localchapter meetings

Professional/technicalmeetings

Training/educationalseminars

Board meetings

o It takes an average of 10 months to select the facility for non-convention meetings and

19 months from the start of the planning process until the meeting takes place. Nearly two-thirds (65%) of the planners report that their lead times have not changed since the last convention.

o Board meetings (30%) and training/education seminars (25%) are the most frequent

type of meetings planned.

o Professional/technical meetings are the most attended meeting (22%).

o One in five delegates (18%) are accompanied by a spouse/guest. Only five percent of the meetings where spouses/guests attended had children. Most of the planners do not plan activities for either group.

o The top locations for these types of meetings were Washington D.C. (23%), Chicago

(19%), Orlando (14%), Los Angeles and Atlanta (13% each), The top states were California (59%), Florida (42%), Illinois (31%) and Texas (24%).

14

SUMMARY OF FINDINGS o Planning for foreign/offshore meetings was done by 18 percent of the planners. They

planned an average of two meetings. The average attendance was 370 and the average meeting lasted four days.

o The most popular destinations for offshore meetings were Canada (47%), Europe (other

than UK/France) (40%), Asia (33%) and Mexico (27%).

o Top factors when considering the selection of destination are affordability (72%), availability of facility (65%), distance traveled by attendees (62%), safety and security (54%), and transportation costs (48%).

o For an association planner's most recent meeting, they considered an average of five

hotels and four cities.

o Seven out of ten (71%) of the association planners did not use the same hotel chain for the majority of their meetings.

15

SUMMARY OF FINDINGS o The following factors were considered very important when selecting a meeting facility:

FIGURE 7 TOP FACTORS CONSIDERED VERY IMPORTANT WHEN SELECTING A FACILITY

FOR ASSOCIATION MEETINGS

6%

8%

14%

17%

19%

24%

28%

30%

37%

38%

39%

40%

43%

45%

46%

52%

59%

61%

67%

70%

76%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

On-site golf course

On-site recreational facilities

Provision of special meetingservices

"Green" practices at facility

Proximity to off-site activiites

Proximity to airport

Availability of exhibit space

Convenience to other modes oftransportation

Number, size and quality ofsuites

Meeting rooms with ITtechnology

Efficiency of check-in andcheck-out procedures

Previous experience in dealingwith facility

Availability of meeting supportservices and equipment

Assignment of one staff personto handle meeting

High speed internet access

Efficiency of billing procedures

Number, size and quality ofsleeping rooms

Quality of food service

Number, size and quality ofmeeting rooms

Negotiable food, beverage androom rates

Cost of hotel or meeting facility

16

SUMMARY OF FINDINGS

CONVENTION MARKET .

o In 2007, 93 percent of the associations held a major convention. Over two-thirds (68%) hold a major convention annually.

o While conventions are held throughout the year, the most popular months are October

(18%), November (12%), and September/April (10%). The least popular month is August.

o Nearly one in four (24%) conventions is held in the South Atlantic region of the U.S. The

next most popular regions are Pacific (15%), Mountain and East North Central (14% each).

o Most conventions are held in a hotel (56%) with about one third (32%) held at a

convention center.

o The ratio of male to female attendees at these conventions is 1.4:1.

o About one in five (18%) delegates is accompanied by a spouse/guest. Only 3 percent of the delegates are accompanied by a child.

o The majority of association planners do not need to plan for spouses/guests (64%) or

children (88%).

o It takes nearly two years (21 months) to select the facility for a convention and over three years (39 months) from the start of the planning process until the convention takes place. Over 60 percent of the planners report that their lead times have not changed since the last convention.

o On average a convention requires 56,000 sq ft of exhibit space.

o For major conventions the average expenditure for an association was $306,200. The

delegates spent $1,590.

TABLE 5

CONVENTION MARKET SUMMARY

Number

Number of Meetings 13,700 Meeting Attendance 19,681,000 Expenditures in the past year $ 34,574,000,000

17

SUMMARY OF FINDINGS o Top factors when considering the selection of a destination are availability of facility

(78%), affordability (77%), safety and security (63%), and ease of transporting attendees to/from location (55%).

Association Meeting Planners: “Green” Meetings

o Almost one in five (18%) planners consider “Green” practices at the meeting facility to be a very important factor in the selection of the facility.

o 14 percent of planners always arrange for recycle of newspapers, white paper, cans

and bottles.

o About 30 percent of planners conference materials printed on recycle paper; a third does not know if the paper is recycled or not.

o Nearly six out of 10 planners (57%) reported that they turn off lights and air

conditioning when meeting rooms are not use.

Table 6

PREFERENCE OF HAVING ECO-FRIENDLY AMENTIES AT HOTELS

Require or Prefer to have

No

Preference

Prefer not

to have Linen-reuse policies 65% 33% 2% Small recycle bins in guest rooms 64 35 1 Low-flow shower heads in guest rooms 51 38 11 Dispensers instead of bottles for toiletries in rooms 34 44 22 Water-saving methods in public restrooms 64 34 2

o Nine out of 10 (91%) planners reported that no environmentally friendly policy is mandated for these meetings.

o Two-thirds of planners are aware that convention facilities can be certified as

environmentally responsible. Association Meeting Planners: Use of Technology

o Nearly three-quarters of association planners do not use meeting planning software (72%). However, 99 percent use web sites for meeting planning purposes. The top three websites used are CVB sites (76%), individual hotel sites (66%), and Google (53%).

18

SUMMARY OF FINDINGS o Planners find website information involving meeting floor plans (59%), space

specifications (50%), and maps/directions (33%) extremely useful in arranging meetings.

o One in three (36%) planners generates online RFP’s at meeting planning sites.

o Six out of 10 (59%) respondents plan meetings using their own website.

o Eight out of 10 (84%) planned meetings with online registration capabilities.

o One in five (22%) of the planners used videoconferencing or webcasting in 2007 and

only 9 percent reported these types of conferencing methods replaced other types of meetings.

. Association Meeting Planner Profile The association meeting planner on average …..

o spends 60 percent of their time planning meetings

o has 13 years experience

o Over 80 percent (84%) of association planners work for an international (30%), national (30%) or state (24%) association

o is female (75%)

o is 50 years of age

o has not earned a professional certification

o is a member of some major association related to meeting planning

19

SUMMARY OF FINDINGS o Decision making responsibilities include the following:

FIGURE 8 DECISION MAKING RESPONSIBILITIES FOR MEETING PLANNING FUNCTIONS

8%

31%

43%

44%

44%

58%

66%

76%

78%

78%

87%

0% 20% 40% 60% 80% 100%

Other

Planning for car rentals

Establishing meetingobjectives

Planning for air travelarrangements

Decision to hold off-premisesmeetings

Planning of meeting agenda

Trade show planning orexhibit planning

Planning activities

Establishing meetingexpenditures/budget

Selection of meeting location

Selection of meeting hotel orother facility

20

THE CORPORATE MEETINGS MARKET


21


CORPORATE MEETING EXPENDITURES AND BUDGETS

22


Table 7 AVERAGE ANNUAL EXPENDITURES

FOR OFF-PREMISES MEETINGS

Off-Premise Meetings

Corporate Planners

Less than $10,000 10% $10,000 - $49,999 12 $50,000 - $99,999 10 $100,000 - $149,999 8 $150,000 - $499,999 25 $500,000 - $1,000,000 14 $1,000,001 or more 21 Total 100%

Average Annual Expenditures $543,900 Base: Average spent per attendee per meeting within the continental U.S.:$1,250 Average U.S. dollars spent per attendee per foreign/offshore meeting: $2,530 Q38. What was the total dollar amount spent on off-premises meetings by your company in 2007? Q37. What was the attendee's average expense per meeting for meetings held within the continental United States and for foreign/offshore meetings in 2007, whether paid for by his/her company or personally?

23


Table 8 AVERAGE EXPENDITURES FOR MEETING COMPONENTS

Average

Expenditure Percent Hotels, food and associated expenses - Total $310,023 57% Hotels 168,609 31 Food and Beverage 141,414 26 Air Transportation 87,024 16 Speakers, entertainment, A/V equipment 32,634 6 Ground Transportation 43,512 8 Third-party fees (site selection, housing service, etc.) 21,756 4 Miscellaneous, other 48,951 9 Total Expenditures $543,900 100% Base: 327 Q40. What percentage of the total meeting expenditure was allocated for each of the following?

Table 9 PROJECTED EXPENDITURES FOR MEETING COMPONENTS

Corporate

Expenditures Percent of

Total Hotels, food and associated expenses - Total $17,191,200,000 57% Hotels 9,349,600,000 31 Food and Beverage 7,841,600,000 26 Air Transportation 4,825,600,00 16 Speakers, entertainment, A/V equipment 1,809,600,000 6 Ground Transportation 2,714,400,000 9 Third-party fees (site selection, housing service, etc.) 1,206,400,000 4 Miscellaneous, other 2,714,400,000 9 Total Expenditures* $30,160,000,000 *Note: Projected to Meetings & Conventions corporate subscriber base.

24


Table 10 AVERAGE EXPENDITURES FOR MEETING FACILITIES

Type of Facility Percent Downtown hotels 39% Suburban hotels 12 Resort hotels 7 Golf resorts 3 Airport hotels 19 Suite hotels 8 Residential conference centers 2 Gaming facilities 4 Cruise Ships 1 Other facilities 5 Total Average Facility Expenditures 100% Base: 306 Q41. Of the total dollar amount spent on lodging in the previous question, what percentage was spent at each of the following types of facilities?

Table 11 PROJECTED EXPENDITURES FOR MEETING FACILITIES

Type of Facility

Corporate Expenditures

Percent of Total

Downtown hotels $3,646,344,000 39% Suburban hotels 1,121,952,000 12 Resort hotels (not including golf resorts) 654,472,000 7 Golf resorts 280,488,000 3 Airport hotels 1,776,424,000 19 Suite hotels 747,968,000 8 Residential conference centers 186,992,000 2 Gaming facilities 373,984,000 4 Cruise Ships 93,496,000 1 Other facilities 467,480,000 5 Projected Total Facility Expenditures $9,349,600,000 100% *Note: Projected to Meetings & Conventions corporate subscriber base.

25


Table 12 AVERAGE EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE MEETINGS

Percent Average total spent on meetings held within the continental U.S. 88% Average total spent on foreign/offshore meetings 12 Total Expenditures 100% Base: 359 Q39. What percentage of the dollar amount was spent on meetings held within the continental United States and what percentage was spent on foreign/offshore meetings?

Table 13 PROJECTED EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE MEETINGS

Expenditure Percent Total spent on meetings held within the continental U.S. $26,540,800,000 88% Total spent on foreign/offshore meetings 3,619,200,000 12 Total Expenditures $30,160,000,000 100% *Note: Projected to Meetings & Conventions corporate subscriber base.

26


Table 14 PERCENTAGE CHANGE IN 2008 OFF-PREMISES MEETINGS BUDGET

FROM 2007 Percent Increase in Budget 33% 1 - 5% 22% 6 - 10% 35 11 - 15% 17 16 - 20% 13 21% and over 13 Average Increase 15 Budget Unchanged 21 Decrease in Budget 46 1 - 5% 14% 6 - 10% 23 11 - 15% 16 16 - 20% 20 21 - 30% 15 31% - and over 12 Average Decrease 22 Total 100% Base: 99, 65 Q42. How did your meetings budget change in 2008 from 2007? Q43/44. By what percent did your off-premises meetings budget increase/decrease in 2008?

27


Table 15 REASONS FOR 2008 OFF-PREMISES MEETINGS BUDGET

INCREASE OR DECREASE

Percent Those Anticipating 2008 Increase To cover increased costs 77% To cover more meetings 32 Other 5 Those Anticipating 2008 Decrease General organizational cutbacks 68% Cutback in the number of meetings 47 Other 3 Base: 99, 65 Note: Total percentage exceeds 100% due to multiple responses Q45/Q46. Why will your 2008 off-premises meetings budget increase/decrease?

28


CORPORATE MEETING CHARACTERISTICS

29


Table 16 SUMMARY OF NUMBER AND ATTENDANCE:

CORPORATE MEETINGS HELD IN THE PAST YEAR

Corporate Planners

Total Meetings (Projection) 1,080,400 Average number of corporate meetings per planner* 19.4 Total meeting attendance (Projection) 84,068,000 Average attendance per meeting* 78 * Note: Not including trade show participation Q15. How many meetings of each type did you work on in 2007? Q16. What was the average number of attendees at these meetings?

Table 17 NUMBER OF CORPORATE MEETINGS PLANNED IN PAST 12 MONTHS

PER PLANNER

Meetings Planned* Percent 1 - 2 9% 3 - 5 16 6 - 10 21 11 - 15 12 16 - 20 9 21 - 25 6 26 - 30 4 31 - 40 4 More than 40 19 Total 100% Average number of meetings: 19.4 Base: 440 *Note: Not including trade show participation Q15. How many meetings of each type did you work on in 2007?

30


Table 18 SUMMARY OF TYPES OF CORPORATE MEETINGS

Type of Meeting

Meeting Planners Involved

Average # Planned

Average

Attendance

Average # Days

Duration Sales/Marketing Meetings 61% 6.7 94 2.7 Management Meetings 60 6.2 42 2.2 Training/Educational Seminars 54 10.0 73 2.5 Professional/Technical Meetings 53 6.2 89 2.3 New Product Introductions 34 3.3 163 2.1 Group Incentive Meetings/Trips 33 3.8 130 5.0 Stockholder Meetings 11 1.8 79 1.7 Other Meetings 17 12.3 183 2.3 Any Meeting - Average 100% 19.4 78 2.7 Average length of time necessary to plan corporate meetings from start of meeting planning process to facility selection:

6.0

Average length of time necessary to plan corporate meetings from start of meeting planning process to when the meeting takes place:

11.8

Base: 440 Q15. How many meetings of each type did you work on in 2007? Q16. What was the average number of attendees at these meetings? Q17. On average, how many days did the meetings last? Q18. How many months' lead time do you require to plan Domestic corporate meetings from the start of the meeting planning process?

31


Table 19 WHETHER LEAD TIME REQUIRED TO PLAN DOMESTIC CORPORATE MEETINGS HAS

CHANGED FROM 2007 TO 2008

Corporate Planners

See increase in lead time 15% Lead time unchanged 57 See decrease in lead time 28 Total 100% Base: 447 Q19. Comparing 2007 to 2008, how has the lead time changed?

Table 20 PROJECTED NUMBER OF CORPORATE MEETING TYPES

(MARKET PROJECTION)

Type of Meeting Number in Past Year

Percent

Sales/Marketing Meetings 226,884 21% Management Meetings 205,276 19 Training/Educational Seminars 302,512 28 Professional/Technical Meetings 118,844 11 New Product Introductions 32,412 3 Group Incentive Meetings/Trips 75,628 7 Stockholder Meetings 10,804 1 Other Meetings 108,040 10 Total Meetings 1,080,400 100% *Note: Projected to Meetings & Conventions corporate subscriber base. *Note: Not including trade show participation Q15. How many meetings of each type did you work on in 2007?

32


Table 21 PROJECTED CORPORATE MEETING ATTENDANCE

(MARKET PROJECTION)

Type of Meeting

Attendance in Past Year

Percent Sales/Marketing Meetings 18,494,960 23% Management Meetings 7,566,120 9 Training/Educational Seminars 12,610,200 15 Professional/Technical Meetings 9,247,480 11 New Product Introductions 9,247,480 11

Group Incentive Meetings/Trips 13,450,880 16 Stockholder Meetings 2,522,040 3 Other Meetings 10,088,160 12 Total 84,068,000 *Note: Projected to Meetings & Conventions corporate subscriber base. * Note: These figures do not include guest attendance. Q16. What was the average number of attendees at these meetings?

Table 22 TRADE SHOW PLANNING

Corporate Planners

Percent of planners involved in planning or in participation 53% Average number planned (among those involved) 9.1 Average number of attendees 1,210 Average duration 3.3 Projected number planned during past year 263,100 Base: 232 Q15. How many meetings of each type did you work on in 2007? Q16. What was the average number of attendees at these meetings? Q17. On average, how many days did the meeting last?

33


Table 23 NUMBER OF CITIES AND/OR RESORT AREAS ON SELECTION LIST

Corporate Planners

1 City 24% 2 Cities 16 3 Cities 29 4 Cities 9 5 Cities 11 6 or more Cities 11 Total 100% Average number of cities on selection list 4.4 Base: 400 Q28. For your most recent meeting, how many cities and/or resort areas were on your selection list?

Table 24 TOP CITIES AND STATES WHERE MEETINGS WERE HELD IN 2007

City State

1) Chicago, IL 30% 1) California 76% 2) Las Vegas, NV 28 2) Florida 66 3) Orlando, FL 25 3) Texas 37 4) New York, NY 20 4) Illinois 36 5) San Francisco/Oakland area, CA 18 5) Nevada 30 6) Atlanta, GA 18 6) New York 24 7) Washington, DC 16 7) Arizona 21 8) San Diego, CA 15 8) Georgia 20 9) Dallas/Fort Worth, TX 15 9) District of Columbia 15 10) Miami, FL 14 10) Massachusetts 13 11) Phoenix/Scottsdale, AZ 13 11) Pennsylvania 13 12) Boston, MA 13 12) Washington 11 Q29. Please list several cities and states within the continental United States where your company held meetings in 2007?

34


Table 25 TYPES OF FACILITIES USED IN PAST YEAR

Types of Facilities at which Meetings were held in Past Year*

Percent Downtown hotels 75% Resort hotels (not including golf resorts) 48 Suburban hotels 45 Convention centers 45 Airport hotels 29 Golf resorts 27 Other 24 Suite hotels 20 Gaming facilities 18 Residential conference centers 11 Cruise ships 9 Nonresidential conference centers 8 Base: 440 *Note: Multiple types of facilities mentioned, therefore total adds to more than 100%. Q20. How many of the meetings were held at the following types of facilities?

35


Table 26 PROJECTED TYPES OF CORPORATE MEETINGS BY TYPES OF FACILITIES

USED IN PAST YEAR* (MARKET PROJECTION)

Type of Facility Number in Past Year

Percent

Downtown hotels 403,670 30% Suburban hotels 222,009 16 Resort hotels (not including golf resorts) 150,891 11 Convention centers 113,097 8 Airport hotels 101,761 8 Other 98,270 7 Nonresidential conference centers 69,280 5 Golf resorts 65,344 5 Residential conference centers 41,296 3 Suite hotels 33,707 2 Gaming facilities 25,238 2 Cruise ship 18,937 1 Total meetings* 1,343,500 100% *Note: Includes trade shows *Note: Projected to Meetings & Conventions corporate subscriber base.

36


Table 27 USE OF FOREIGN/OFFSHORE DESTINATIONS IN THE PAST 12 MONTHS

Corporate Planners

Involved in planning meetings outside the continental U.S. 35% Not involved in planning meetings outside the continental U.S. 65 Total 100% Base: 396 Q30. Were you involved in planning foreign/offshore meetings in 2007?

Table 28 INTENTIONS TO USE FOREIGN/OFFSHORE DESTINATIONS IN 2008

Corporate Planners

Yes 36% No 64 Total 100% Base: 393 Q36. Are you considering holding any foreign/offshore meetings in 2008?

37


Table 29 TYPICAL DAILY ROOM RATE PAID FOR OVERNIGHT

ACCOMMODATIONS

Typical Daily Room Rate Corporate Planners

Net $100 or less 9% $0 - 70 2% $71 – 90 3 $91 – 100 4 Net more than $100 91% $101 - 120 7% $121 – 140 8 $141 - 150 13 $151 - 175 10 $176 – 200 28 More than $200 25 Total Average daily room rate Percent of meetings that involved overnight accommodations

100% $184 19%

Base: 421 Q21. On average, what was the typical daily room rate paid for meeting attendees’ overnight accommodations? Q22, How many of the meetings you planned involved overnight accommodations for your attendees?

38


Table 30 FOREIGN/OFFSHORE MEETING PLANNING

Corporate Planners

Percent of planners involved in planning 35% Average number planned (among those involved) 4.7 Average number of company attendees 164 Average duration 3.9 days

Average planning lead time for facility selection 7.5 months Average planning lead time for meeting 14.9 months Number planned during past year (projection) 91,200

Q30. Were you involved in planning foreign/offshore meetings in 2006? Q31. How many offshore meetings were you involved in planning in 2006? Q32. What was the average number of attendees at these meetings? Q33. On average, how many days did these meetings last? Q34. How much lead time in months do you require to plan foreign/offshore meetings from the start of the planning process….?

Table 31 DESTINATIONS WHERE FOREIGN/OFFSHORE MEETINGS WERE HELD

Corporate Planners

Europe (Other than UK/France) 41% Caribbean 36 Mexico 32 Hawaii 27 Asia 26 Canada 24 U.K. 19 France 17 Central/South America 14 Africa 5 Some other destination 5 Base: 136 *Note: Total exceeds 100% due to multiple responses Q35. In what destinations did you hold foreign/offshore meetings and/or incentive meetings in 2007?

.

39


Table 32 INCENTIVE TRIP PLANNING

Corporate Planners

Group incentive trips Percent of planners involved in planning 33% Average number planned (among those involved) 3.8 Average number of company attendees 130 Average duration 5.0 Number planned during past year (projection) 69,500 Base: 440 Q15. How many meetings of each type did you work on in 2007? Q17. How many meetings of each type did you work on in 2007? Q18. What was the average number of attendees at these meetings? Q19. On average, how many days did the meeting last?

40


CORPORATE MEETING PLANNING

41


Table 33 PERCENTAGE/ AVERAGE NUMBER OF GUEST ATTENDEES AT OFF-PREMISES

MEETINGS

Corporate Planners

Percentage of meetings that included spouse/guest attendees

18%

Percentage of meetings that included children attendees 4% Average number of spouse/guest attendees 90 Average number of children attendees 26 Base: 416, 267, 121 Note: Meetings must have had one or more spouse/guest/children attendees Q23. What percentage of your off-premises meetings included attendance by spouses/guests and/or children? Q24. At these meetings what was the average number of spouses/guests/ and/or children?

Table 34 NEED TO PLAN ACTIVITIES FOR GUESTS OF ATTENDEES

Corporate Planners

Need to plan activities for guests 54% Do not need to plan activities for guests 46 Total 100% Base: 265 Q25. When you planned these meetings did you need to plan activities for spouses/guests?

Table 35 NEED TO PLAN ACTIVITIES FOR CHILDREN OF ATTENDEES

Corporate Planners

Need to plan activities for children 36% Do not need to plan activities for children 64 Total 100% Base: 121 Q25. When you planned these meetings did you need to plan activities for children?

42


Table 36 FACTORS CONSIDERED VERY IMPORTANT IN SELECTION OF A DESTINATION

Corporate Planners

Factors Considered “Very Important”

All Types of Meetings (Except Group

Incentive) Group Incentive Trips Availability of hotels or other facilities suitable for meetings 80% 56%

Affordability of destination 75 75 Ease of transporting attendees to/from location 64 64 Safety and security of destination 63 81 Distance traveled by attendees 62 50 Transportation costs 52 62 Reputation for being environmentally friendly 49 24 Sightseeing, cultural, other extracurricular attractions 48 82

Glamorous or popular image of location 45 71 Clean and unspoiled environment of destination 37 48 Climate 36 92 Mandated by corporate policy 32 32 Availability of recreational facilities such as golf, swimming, tennis etc. 21 78

Base: Those answering for each item Q47. How important is each of these factors in selecting destinations for your meetings of all types (except incentives)? Would you say each is Very, somewhat or not important? Q49. How important is each factor in selecting a destination for group incentives only?

43


Table 37 FACTORS CONSIDERED VERY IMPORTANT

IN SELECTION OF A FACILITY/HOTEL

Corporate Planners

Factors Considered “Very Important”


Incentive) Group Incentive Trips Number, size and quality of meeting rooms 82% 63% Negotiable food, beverage and room rates 82 61 Cost of hotel or meeting facility 81 59 Quality of food service 75 64 Number, size and quality of sleeping rooms 74 63 High-speed internet access 55 40 Availability of meeting support services and equipment, such as A/V equipment 54 31

Efficiency of billing procedures 51 45 “Green” practices at the facility 51 42 Meeting rooms with multiple high-speed phone lines and computer outlets 49 30

Assignment of one staff person to handle all aspects of meeting 48 42

Previous experience in dealing with facility and its staff 45 36

Efficiency of check-in and check-out procedures 43 41 Availability of exhibit space 39 19 Provisions of special meeting services such as pre-registration, special equipment etc. 37 25

On-site recreational facilities (i.e., swimming, tennis, spa, etc.) 37 38

Convenience to other modes of transportation 32 39 Proximity to airport 31 27 Number, size and quality of suites 25 44 Proximity to shopping, restaurants, off-site entertainment 19 36

On-site golf course 8 27 Base: Those answering for each item Q50. How important is each of these factors in your choice of hotel or other meeting facility for your meetings of all types (except incentives). Would you say each is very important, somewhat important or not important? Q51. How important is each of these factors in your choice of hotel or other meeting facility for your group incentives? Would you say each is very important, somewhat important or not important?

44


Table 38 NUMBER OF HOTELS ON SELECTION LIST

Corporate Planners

1 Hotel 8% 2 Hotels 6 3 Hotels 26 4 Hotels 16 5 Hotels 18 6 – 10 Hotels 16 11 or More Hotels 10 Total 100% Average Number of Hotels on Selection List 6.7 Base: 406 Q26. How many hotels were on your selection list for your last meeting?

45


Table 39 WHETHER SAME HOTEL CHAIN USED FOR MAJORITY OF MEETINGS

Corporate Planners

Used same hotel chain for majority of meetings 24% Did not use same hotel chain for majority of meetings 76 Total 100% Base: 407 Q27. Were the majority of your meetings in 2007 booked at the same hotel chain?

Table 40 WHETHER MEETING PLANNER ARRANGES GROUND TRANSPORTATION

Corporate Planners


Incentive) Group Incentive Trips Yes, arrange ground transportation at the destination for meeting attendees 82% 34%

No, do not arrange ground transportation at the destination for meeting attendees 18 66

Total 100% 100% Base: 292 Q52. Do you arrange ground transportation at the destination for………?

46


CORPORATE MEETING PLANNERS: GREEN MEETINGS

47


Table 41 ATTENDEES ABLE TO RECYCLE NEWSPAPER,

WHITE PAPER, CANS AND BOTTLES

Corporate Planners

Yes, always 9% Yes, but only if the facility already offers this service 41 No 44 Don’t know 6 Total 100% Base: 256 Q129. At your meetings, do you arrange it so attendees are able to recycle newspapers white paper, cans and bottles?

Table 42 CONFERENCE MATERIALS PRINTED ON RECYCLED PAPER

Corporate Planners

Yes 29% No 38 Don’t know 33 Total 100% Base: 256 Q130. Are conference materials printed on recycled paper?

48


Table 43 LIGHTS AND AIR CONDITIONING TURNED OFF WHENEVER

MEETING ROOMS ARE NOT IN USE, IF POSSIBLE

Corporate Planners

Yes 54% No 46 Total 100% Base: 256 Q131. Do you make sure lights and air conditioning are turned off whenever meeting rooms are not in use, if possible?

Table 44 FEELINGS ABOUT FOLLOWING ECO-FRIENDLY OFFERINGS AT HOTELS

Corporate Planners

Require Prefer to

have No

preference Prefer not

to have Linen-reuse policies 5% 44% 39% 12% Small recycle bins in guest rooms 5 46 45 4 Low-flow shower heads in guest rooms 2 33 44 21 Soap and shampoo dispensers in guests rooms instead of small disposable bottles

2 20 47 31

Water-saving methods in public restrooms 3 46 46 5 Base: 256 Q132: How do you feel about the following eco-friendly offerings at hotels?

Table 45

ENVIRONMENTALLY FRIENDLY POLICY MANDATED FOR YOUR MEETINGS?

Corporate Planners

Yes 9% No 86 Don’t Know 5 Total 100% Base: 256 Q133. Is there an environmentally friendly policy mandated for your meetings?

49


Table 46 CONVENTION FACILITIES AND HOTELS CERTIFIED

AS ENVIRONMENTALLY RESPONSIBLE

Corporate Planners

Yes 62% No 38 Total 100% Base: 256 Q134. Are you aware that convention facilities and hotels can be certified as environmentally responsible?

50


CORPORATE MEETING PLANNERS: USE OF TECHNOLOGY

51


Table 47 USE OF MEETING PLANNING SOFTWARE

Corporate Planners

Yes, use meeting planning software 26% No, do not use meeting planning software 74 Total 100% Base: 264 Q119. Do you use meeting planning software?

Table 48 TOP MEETING PLANNING SOFTWARE USED

(AMONG THOSE USING MEETING PLANNING SOFTWARE)

Corporate Planners

Starcite 21% In-house/custom 20 Cvent 11 Meeting Matrix 5 Sighnup4 3 Apex 3 Regonline 2 Other 35 Total 100% Base: 62 *Note: Unaided responses

Q120. Please specify which stand-alone program or online service you use to plan meetings?

52


Table 49 WHETHER USE WEB SITES TO HELP PLAN MEETINGS

Corporate Planners

Yes, use web sites for meeting planning purposes 99% No, do not use web sites for meeting planning purposes 1 Total 100% Base: 263 Q121. Aside from an online meetings management service, which three websites do you use most often to help you plan meetings?

Table 50 WHICH WEB SITES ARE USED MOST OFTEN TO HELP PLAN MEETINGS

Corporate Planners

Individual hotel or chain site 66% Convention and visitors bureau site 59 Google 55 Local city site 29 Expedia 14 Other 12 Travelocity 11 Starcite 9 Yahoo! 6 omfg.com 3 uniquevenues.com 3 Base: 263 Q121. Aside from an online meetings management service, which three websites do you use most often to help you plan meetings?

53


Table 51 RATING OF WEB SITE ELEMENTS USED TO HELP PLAN MEETINGS

Web site elements considered "Extremely Useful" Corporate Planners

Meeting space specifications 44% Floor plans 46 Facility search 32 Maps/directions/distances 32 Destination information 30 Photographs 35 Virtual tours 21 Special dates/rates 15 Video 12 Base: 259 Q122. Please rate these website elements by how useful they are for planning meetings, with 1 being Not Very Useful, and 5 being Extremely Useful.

Table 52 WHETHER GENERATED ONLINE RFP AT MEETING PLANNING SITE

Corporate Planners

Yes, generated online RFP at meeting planning site 47% No, did not generate online RFP at meeting planning site 53 Total 100% Base: 256 Q123. Did you generate an online request for proposal (RFP) at a meeting planning site in 2007?

54


Table 53 WHETHER MEETINGS PLANNED BY RESPONDENT HAD THEIR OWN WEBSITES

Corporate Planners

Yes, meetings planned by respondent had their own websites

47%

No, meetings planned by respondent did not have their own websites

53

Total 100% Base: 256 Q124. Did any of your meetings have their own website in 2007?

Table 54 WHETHER MEETING ATTENDEES CAN REGISTER ONLINE

Corporate Planners

Yes, attendees can register online 60% Among these attendees….. Yes, on the Internet 64% Yes, on an Intranet 36 No, attendees cannot register online 40 Total 100% Base: 256 Q125. Were meeting attendees able to register online?

55


Table 55 USED VIDEO CONFERENCING OR WEBCASTING IN 2007

Corporate Planners

Used video conferencing/webcasting 40% Did not use video conferencing/webcasting 60 Total 100% Base: 256 Q126. Did you use videoconferencing or webcasting in 2007?

Table 56 WHETHER VIDEOCONFERENCING OR WEBCASTING REPLACED

ANY FACE TO FACE MEETINGS

Corporate Planners

Yes, Videoconferencing/Webcasting replaced face-to-face meetings

24%

No, Videoconferencing/Webcasting did not replace face-to-face meetings

76

Total 100% Base: 256 Q127. Did videoconferencing or webcasting replace any face-to-face meetings?

56


CORPORATE PLANNER AND COMPANY PROFILE

57


Table 57 PERCENT OF ON-THE-JOB TIME SPENT ON MEETING PLANNING ACTIVITIES

On the Job Time Corporate Planners

1 – 25% 35% 26 – 50% 18 51 – 75% 14 76 – 99% 16 100% 17 Total 100% Average percent of time spent on meeting planning: 53% Base: 447 Q9. Approximately what percent of your on-the-job time do you spend in meeting planning, including implementation and/or final decision making?

Table 58 LENGTH OF TIME WITH MEETING PLANNING RESPONSIBILITIES

Length of Time Corporate Planners

Less than 5 years 14% 5 to 10 years 25 10 to 15 years 22 15 to 20 years 20 20+ years 19 Total 100% Average length of time with meeting planning responsibilities: 13 years Base: 446 Q4. For how long has your job responsibilities included planning meetings and/or incentives for your company?

58


Table 59 JOB TITLE OR POSTIION

Corporate Planners

Corporate Executive/Management 24% Meeting Planning/Convention Management 30 Sales/Marketing 11 General/Other Management/Administration 17 Other 18 Total 100% Base: 447 Q7. What is your title in this corporation?

Table 60 DECISION MAKING RESPONSIBILITIES FOR MEETING PLANNING FUNCTIONS

Corporate Planners

Selection of meeting hotel or other facility 88% Selection of meeting location 81 Planning entertainment, social functions, sports tournaments 72 Establishing meeting expenditures/budget 70 Planning of meeting agenda 53 Trade show planning or exhibit planning 51 Travel management 51 Planning incentives 46 Decision to hold off-premises meetings 45 Establishing meeting objectives 45 Planning for air travel arrangements 43 Planning for car rentals 34 Other 6 Total* Base: 447 *Total percentage exceeds 100% due to multiple mentions Q8. For which of the following areas do you have decision-making responsibilities?

59


Table 61 FOR HOW MANY PEOPLE MEETING PLANNER PLANS

GROUP BUSINESS FUNCTIONS

Corporate Planners

1 - 5 26% 6 - 10 12 11 – 30 13 31 - 50 7 51 - 100 14 101 - 500 14 501 – 1,000 10 Over 1,000 4 Total 100% Average* 314 Base: 447 *Note: Outliers were removed when calculating the average. Q10. How many people in your organization attend meetings that you plan?

60


Table 62 NATURE OF COMPANY'S BUSINESS

Corporate Planners

Net Manufacturing 16% Manufacturer of Medical/Pharmaceutical/Surgical Equipment 3% Automotive Manufacturing 1 All other Manufacturing 12 Net Nonmanufacturing 84 Professional/Other Services 8 Wholesale Trade 3 Healthcare/Medical 8 Retail Trade 2 Communications/Utility 3 Independent Meeting or Convention Planner 13 Educational Institutions 5 Government 4 Banking/Finance/Real Estate 5 Insurance 4 Agriculture/Forestry/Fishing/Mining/Construction 1 Incentive Travel Company 5 Transportation 2 Technology/Software/Hardware 6 Trade show management company 1 Publishing 3 All Other NonManufacturing 11 Total 100% Base: 447 Q3a. What is the primary business of your organization?

61


Table 63 ESTIMATED SALES VOLUME OF DIVISION OR SUBSIDIARY

Sales Volume Corporate Planners

Under $1 million 15% $1 million to $4,999,999 19 $5 million to $9,999,999 14 $10 million to $49,999,999 17 $50 million to $99,999,999 7 $100 million to $499,999,999 11 $500 million to $999,999,999 6 $1 billion and over 11 Total 100% Average Sales Volume $198 million Base: 324 Q12. What was the volume of your company's revenues for 2007 for the location in which you work?

Table 64 ESTIMATED SALES VOLUME OF TOTAL CORPORATION

(INCLUDING ALL DIVISIONS/SUBSIDIARIES)

Sales Volume Corporate Planners

Under $1 million 13% $1 million to $4,999,999 15 $5 million to $9,999,999 13 $10 million to $49,999,999 12 $50 million to $99,999,999 6 $100 million to $499,999,999 11 $500 million to $999,999,999 5 $1 billion and over 25 Total 100% Average Sales Volume $330 million Base: 337 Q12a. What was the volume of your company's revenues for 2007 for your total corporation?

62


Table 65 NUMBER OF EMPLOYEES IN DIVISION OR SUBSIDIARY

Number of Employees Corporate Planners

Fewer than 50 39% 50 - 99 9 100 - 249 17 250 - 499 13 500 - 999 5 1,000 - 4,999 11 5,000 and over 6 Total 100% Average Number of Employees: 759 Base: 335 Q11. How many people are employed by your company at your location?

Table 66 NUMBER OF EMPLOYEES IN TOTAL CORPORATION

Number of Employees Corporate Planners

Fewer than 50 27% 50 - 99 7 100 - 249 11 250 - 499 9 500 - 999 7 1,000 - 4,999 12 5,000 and over 27 Total 100% Average Number of Employees 1,825 Base: 337 Q11a. How many people are employed by your company at all locations?

63


Table 67 GENDER OF CORPORATE PLANNER

Gender of Corporate Planner Corporate Planners

Female 72% Male 28 Total 100% Base: 447 Q6. Are you male/ female?

Table 68 AGE OF CORPORATE PLANNER

Age Corporate Planners

19 - 29 Years 4% 30 - 34 Years 5 35 - 39 Years 10 40 - 44 Years 11 45 - 49 Years 19 50 - 54 Years 18 55 - 59 Years 18 60 Years or Older 15 Total 100% Average Age: 48.4 years Base: 447 Q5. Into which category does your age fall?

64


Table 69 IF CERTIFIED MEETING PROFESSIONAL/

CERTIFIED MEETING MANAGER

Corporate Planners

Certified Meeting Professional (CMP) 19% Certified Meeting Manager (CMM) 4 Other 6 None of the Above 74 Base: 447 Q13. Which of these certifications do you hold?

Table 70 MEMBERSHIPS IN ASSOCIATIONS

Corporate Planners*

Meeting Professionals International(MPI) 28% Professional Convention Management Association (PCMA)

4

Society for Incentive and Travel Executives (SITE) 5 Society of Government Meeting Professionals (SGMP) 3 Financial & Insurance Conference Planners (FICP) 3 Other 10 None of the Above 59 Total* Base: 447 *Total adds to more than 100% due to multiple responses. Q14. Of which of the following associations are you a member?

65

ASSOCIATION MEETINGS MARKET

THE ASSOCIATION MEETINGS MARKET

66


ASSOCIATION MEETING EXPENDITURES AND BUDGETS

67


Table 71 TOTAL EXPENDITURES ON ASSOCIATION MEETINGS AND CONVENTIONS

(MARKET PROJECTION)

Total Expenditures in

Past Year Major Conventions $34,574,000,000 Association Meetings $38,125,000,000 Total Expenditures $72,699,000,000 *Note: Meetings & Conventions subscribers only

Table 72 ASSOCIATION AND DELEGATE EXPENDITURES

(MARKET PROJECTION)

Association Expenditures in Past Year Major Conventions $4,187,490,000 Association Meetings $2,432,202,000 Total Expenditures $6,619,692,000 Delegate/Attendee Expenditures in Past Year Major Conventions $30,386,804,000 Association Meetings $35,693,127,000 Total Expenditures $66,079,931,000 *Note: Projected to Meetings & Conventions association subscriber base.

68

ASSOCIATION MEETINGS MARKET Table 73

MAJOR CONVENTIONS - DELEGATE EXPENDITURES*

Average Delegate Expenditures Association

Planners $200 or less 6% $201 - 400 7 $401 - 600 8 $601 - 900 8 $901 - 1,000 13 $1,001 - 1,500 19 $1,501 - 2,000 14 $2001 or more 25 Total 100% Average Delegate Expenditure Per Convention: $1,590 Base: 178 *An estimate by planners of a delegate's average expenses at last major convention, whether paid for by his/her company or personally. Includes registration fee, hotel, transportation, meals entertainment, shopping, etc. Q79. What is your best estimate of the average delegate’s expense for your most recent convention?

Table 74 MAJOR CONVENTIONS - ASSOCIATION EXPENDITURES*

Association Expenditures Association

Planners $25,000 or less 18% $25,001 - $50,000 9 $50,001 - $75,000 9 $75,001 - $100,000 11 $100,001 - $250,000 20 $250,001 - $500,000 11 $500,001 - $750,000 7 $750,001 - $1,000,000 6 Over $1,000,000 9 Total 100% Average Association Expenditures: $306,200 Base: 176 Includes expenses incurred by the association on promotion, staff, speakers, audio-visual presentations, convention halls, social events etc. Q80. What was the total dollar amount spent by your association on the most recent convention?

69


Table 75 ATTENDEE EXPENDITURES ON ASSOCIATION MEETINGS*

Average Attendee Expenditure Per Domestic Association Meeting

Association Planners

$100 or less 17% $101 - $250 11 $251 - $500 14 $501 - $750 6 $751 - $1,000 14 $1,001 - $1,500 21 $1,501 - $2,000 6 $2,001 or more 11 Total 100% Average Delegate Expenditure Per Association Meeting: $900 Base: 149 *Note: An estimate by planners of an attendee's average expenses per meeting, whether paid for by his/her company or personally. Q104. What was the attendee’s average expense per event for off-premise meetings?

Table 76

ASSOCIATION EXPENDITURES FOR DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS

Association Expenditures on Meetings in Past 12 Months Association

Planners $10,000 or less 34% $10,000 - $25,000 10 $25,001 - $50,000 11 $50,001 - $75,000 5 $75,001 - $100,000 9 $100,000 - $250,000 7 $250,001 - $500,000 6 Over $500,000 18 Total 100% Average Association Expenditures on Meetings (excluding

conventions) in Past 12 Months:

$166,100 Base: 135 Note: Includes expenses incurred by the association on promotion, staff, speakers, audio-visual presentations, meeting rooms, halls, etc. Q105. What was the total dollar amount spent by your association on the off-premises meetings, other than major conventions, in 2007?

70


Table 77 AVERAGE ASSOCIATION EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE

MEETINGS

Association Expenditures

Average spent on meetings held within the continental U.S. $10,400 Average spent on foreign/offshore meetings $22,900 Average Expenditures by Associations for Non-Convention Meetings* $10,716 Base: 30

*Note: Expenditures were calculated based upon the percentage breaks reported by respondents *Note: Averages do not include expenditures by attendees **Caution-Small sample size Q104. What was the total dollar amount spent by your association on the off-premises meetings, other than major conventions, in 2007? Q106. What percentage of that dollar amount was spent on meetings held within the continental United States and what percentage was spent on foreign/offshore meetings?

Table 78 ASSOCIATION EXPENDITURES FOR DOMESTIC AND FOREIGN/OFFSHORE MEETINGS

(MARKET PROJECTION) Association

Expenditures

Percent Total spent on meetings held within the continental U.S. $2,286,080,000 94% Total spent on foreign/offshore meetings $145,920,000 6 Total Expenditures by Associations for Non-Convention Meetings $2,432,000,000 100%

*Note: Projected to Meetings & Conventions association subscriber base. *Note: Expenditures were calculated based upon the percentage breaks reported by respondents *Note: Total does not include expenditures by attendees

71


Table 79 ASSOCIATION EXPENDITURES FOR

DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS BY EXPENSES

Association Expenditures

Percent of Total

Hotels, food and associated expenses - Total $106,304 64% Food and Beverage $61,457 37 Hotels $44,847 27 Speakers, entertainment, A/V equipment $19,932 12 Air Transportation $13,288 8 Ground Transportation $4,983 3 Third party fees (site selection, housing service, etc.) $4,983 3 Miscellaneous, other $16,610 10 Total $166,100 100% Base: 141 Q107. What percentage of the meetings expenditures was allocated for each of the following?

Table 80 EXPENDITURES FOR MEETING COMPONENTS

(MARKET PROJECTION) Association

Expenditures*

Percent Hotels, food and associated expenses - Total $1,556,480,000 64% Food and Beverage $899,840,000 37 Hotels $656,640,000 27 Speakers, entertainment, A/V equipment $291,840,000 12 Air Transportation $194,560,000 8 Ground Transportation $72,960,000 3 Third-party fees (site selection, housing service, etc.) $72,960,000 3 Miscellaneous, other $243,200,000 10 Total $2,432,000,000 100% *Note: Projected to Meetings & Conventions association subscriber base. * Numbers may not add due to rounding

72


Table 81 ASSOCIATION EXPENDITURES FOR

DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS BY FACILITY TYPE Type of Facility

Association Expenditures* Percent

Downtown hotels $20,809 46% Suburban hotels $7,669 17 Resort hotels (not including golf resorts) $5,382 12 Golf resorts $1,749 4 Airport hotels $2,153 5 Suite hotels $1,659 4 Residential conference centers $1,166 3 Gaming facilities $135 0 Cruise ships $45 0 Other facilities $4,036 9 Total Facility Expenditures* $44,847 100% Base: 145 *Note: Expenditures for each type of facility were calculated based upon the percentage breaks reported by respondents. Q108. Of the total dollar amount spent for hotels in the previous question, what percentage was spent at each of the following types of facilities?

Table 82

ASSOCIATION EXPENDITURES FOR DOMESTIC AND FOREIGN/OFF-SHORE MEETINGS BY FACILITY TYPE

(Market Projection) Type of Facility

Association Expenditures Percent

Downtown hotels $304,680,960 46% Suburban hotels $112,285,440 17 Resort hotels (not including golf resorts) $78,796,800 12 Golf resorts $25,608,960 4 Airport hotels $31,518,720 5 Suite hotels $24,295,680 4 Residential conference centers $17,072,640 3 Gaming facilities $1,969,920 0 Cruise ships $656,640 0 Other facilities $59,097,600 9 Total Facility Expenditures* $656,640,000 100% *Note: Projected to Meetings & Conventions association subscriber base. Q108. Of the total dollar amount spent for hotels in the previous question, what percentage was spent at each of the following types of facilities?

73


Table 83 PERCENTAGE CHANGE IN ASSOCIATION MEETINGS

BUDGET FROM 2007 to 2008 Association

Planners See Increase in Budget 46% 1 - 5% 30% 6 - 10% 30 11 - 20% 25 Over 20% 15 Average Increase 15 Budget Unchanged 41 See Decrease in Budget 13 1 - 5% 40% 6 - 10% 30 Over 10% 30 Average Decrease 10 Base: 141, 64**, 17** **Caution-Small sample size Q109. How did your meetings budget change in 2007 from 2008? Q110/111. By what percent did your off-premises meetings budget increase/decrease from 2007 to 2008?

74


Table 84 REASONS FOR CHANGE IN ASSOCIATION MEETINGS 2008 BUDGET

INCREASE OR DECREASE

Those Anticipating 2008 Increase To cover increased costs 83% To cover more meetings 20 Other 8 Those Anticipating 2008 Decrease General organizational cutbacks 71% Cutback in meetings 29 Other 24 Total* Base: 64**, 17** *Note: Total percentage exceeds 100% due to multiple responses **Caution-Small sample size Q112/113. Why will your 2008 off-premises meetings budget increase/ decrease?

75


CONVENTION AND ASSOCIATION MEETING CHARACTERISTICS

76


Table 85 SUMMARY OF NUMBER AND ATTENDANCE:

ASSOCIATION MEETINGS HELD IN THE PAST YEAR

Association

Planners Meetings Held in Past Year Average association meetings per planner 15.5 Involved overnight accommodations 8.5 Typical daily room rate $155 Attendance at Past Year Meetings Average attendance per association meeting 146 Q82. How many of these types of off-premises meetings did you plan and /or work on in 2007? Q88. On average, what is the typical daily room rate paid for attendees’ overnight accommodations? Q89. How many of the [total from Q82] meetings you planned involved overnight accommodations for your association’s members?

77


Table 86 FREQUENCY OF HOLDING MAJOR CONVENTIONS

Frequency Association

Planners Net any convention 90% Every other year 4% Annually 68 Twice a year 12 Other 6 No major convention 10 Total 100% Base: 237 Q62. How frequently does your association hold its major convention?

Table 87 YEAR IN WHICH MOST RECENT CONVENTION HELD

Year Association

Planners 2004 1% 2005 1 2006 4 2007 94 Total 100% Base: 212 Q64. What year was your most recent convention held?

78


Table 88 SEASONALITY OF HOLDING MAJOR CONVENTIONS

Seasonality Association

Planners January 7% February 6 March 8 April 10 May 6 June 6 July 8 August 4 September 10 October 18 November 12 December 5 Total 100% Base: 212 Q63. In which month was your most recent convention held?

Table 89 WHERE MAJOR CONVENTIONS ARE HELD

Region Association

Planners South Atlantic (VA, SC, NC, MD, GA, FL, DC) 24% Pacific (WA, OR, HI, CA AK) 15 Mountain (UT, NV, NM, MT, CO, AZ) 14 East North Central (WI, TN, OH, MI, IN, IL) 14 West South Central (TX, OK, MO, LA, AR) 13 Mid-Atlantic (PA, NY, NJ) 12 New England (NH, MA, CT) 4 West North Central (ND, MO, MN, IA) 2 Other 2 East South Central (MS) 0 Total 100% Base: Q65. Where was your most recent convention held? (City, state, island or resort area.)

79


Table 90 TYPE OF FACILITY USED FOR LAST MAJOR CONVENTION

Type of Facility Association

Planners Convention Center 32% Hotel 56 Other 12 Total 100% Base: 212 Q66. At what type of facility was your most recent convention held?

Table 91 APPROXIMATE MALE AND FEMALE DELEGATE/MEMBER ATTENDANCE

Association

Planners Male 1 - 50 10% 51 - 100 14 101 - 150 7 151 - 300 19 310 - 900 21 1,000+ 29 Average male attendance 830 Female 1 - 50 28% 51 - 100 16 101 - 150 4 151 - 300 26 310 - 900 12 1,000+ 14 Average female attendance 610 Total average attendance 1,440 Base: 209 Q67. What was the approximate total male and female delegate/member attendance?

80


Table 92 CONVENTION ATTENDEES’ ACCOMMODATIONS

Association

Planners Average # hotel room nights (for entire convention) 2,780 Average room rate $172 Base: 198 Q73. In total, how many hotel room nights were booked for your most recent major convention? Q74. What was the average daily room rate for your most recent major convention?

Table 93 GUEST ATTENDANCE AT LAST MAJOR CONVENTION

Percent of Convention Delegates Accompanied by a Guest Association

Planners 1 - 10% 57% 11 - 20% 15 21 - 30% 8 31 - 50% 8 51 - 90% 10 91 - 100% 2 Total 100% Average percent of delegates accompanied by guest 18% Estimated total past year guest attendance: (Projection) 3,543,000 Base: 208 Q68. What percentage of your convention's attendees were accompanied by spouses/guests and/or children? Q69. At your most recent convention, what was the number of spouses/guests and/or children?

81


CHILDREN ATTENDANCE AT LAST MAJOR CONVENTION

Percent of Convention Delegates Accompanied by a Child Association

Planners 1% 28% 2% 16 3 - 5% 30 6 - 10% 12 11 – 100% 14 Total 100% Average percent of delegates accompanied by child 3% Estimated total past year guest attendance: (Projection) 590,000 Base: 208 Q68. What percentage of your convention's attendees were accompanied by spouses/guests and/or children? Q69. At your most recent convention, what was the number of spouses/guests and/or children?

Table 95 NEED TO PLAN ACTIVITIES FOR GUESTS OF ATTENDEES

Association

Planners Need to plan activities for guests 36% Do not need to plan activities for guests 64 Total 100% Base: 204 Q70. When you planned these meetings did you need to plan activities for spouses/guests?

82


Table 96 NEED TO PLAN ACTIVITIES FOR CHILDREN OF ATTENDEES

Association

Planners Need to plan activities for children 22% Do not need to plan activities for children 88 Total 100% Base: 106 Q70. When you planned these meetings did you need to plan activities for children?

Table 97 AVERAGE LEAD TIME REQUIRED TO PLAN CONVENTION

FROM START OF PLANNING PROCESS

Association

Planners To the facility selection 20.9 To date the meeting takes place 39.1 Base: 203 Q71. How much lead time (in months) do you require to plan your convention from the start of the planning process……?

Table 98 HAS LEAD TIME CHANGED BETWEEN TWO MOST RECENT CONVENTIONS

Association

Planners See increase in lead time 25% Lead time unchanged 62 See decrease in lead time 13 Total 100% Base: 198 Q72. Comparing your two most recent major conventions, how has lead time changed?

83


Table 99 EXHIBITS AND DISPLAYS AT LAST MAJOR CONVENTION

Association

Planners Convention involved exhibits/displays 65% Convention did not involve exhibits/displays 35 Total 100% Base: 198 Q76. Did this convention include a trade show?

Where Exhibits Were Set Up

Conventions Involving Exhibits

In one or more hotels 42% Convention center 50 Other 10 Base: 125 *Note: Total exceeds 100% due to multiple responses Q78. Where were these exhibits set up?

Net Square Footage of Exhibit Space at Last Major Convention

Conventions Involving Exhibits

Less than 5,000 30% 5,001 - 10,000 11 10,001 - 15,000 10 15,001 - 20,000 4 20,001 - 30,000 5 30,001 - 50,000 13 50,001 or more 27 Total 100% Average exhibit space per convention: 56,000 sq ft

Base: 124

Q77. Approximately how many square feet of exhibit space were used?

84


Table 100 CONVENTION EXPENDITURES BY TYPE

Expenditure Category Association

Planners Hotels 18% Meeting space 8 Exhibit space 7 Food and beverage 35 Ground transportation 3 Speakers, entertainment, A/V equipment 15 Third-party fees (site selection, housing services, etc.) 4 Miscellaneous 10 Base: 165 Q81. What percentage of the convention’s expenditures was allocated for each of the following?

85


Table 101 OTHER ASSOCIATION MEETINGS -

NUMBER OF ASSOCIATION MEETINGS PLANNED IN PAST 12 MONTHS

Total Number of Meetings Planned Association

Planners 1 - 2 13% 3 - 4 16 5 - 6 9 7 - 10 15 11 - 20 19 21 - 30 9 31 - 40 6 Over 40 13 Total 100% Average number of meetings 15.5 Base: 128 Q82. Thinking about off-premises meetings in 2007, how many of these types of meetings did you plan and/or work on?

86


Table 102 OTHER ASSOCIATION MEETINGS -

SUMMARY OF TYPES OF ASSOCIATION MEETINGS

Type of Meeting

Meeting Planners Involved

Average # Planned

Average Attendance

Average # Days

Duration Board Meetings 78% 3.4 28 1.8 Training/Educational Seminars 67 9.5 119 2.1 Professional/Technical Meetings 49 4.6 163 2.3 Regional/Local Chapter Meetings 34 6.5 153 1.9 Other off-premises Meetings 37 5.6 507 3.3 Any Meeting - Average 100% 15.5 146 2.0 Base: 173 Q82. Thinking about off-premises meetings in 2007, how many of these types of meetings did you plan and/or work on? Q83. What was the average number of attendees at these meetings? Q84. On average how many days did these meetings last?

Table 103 AVERAGE LEAD TIME REQUIRED TO PLAN DOMESTIC ASSOCIATION MEETINGS

FROM START OF PLANNING PROCESS

Association

Planners To the facility selection 10.0 months To date the meeting takes place 19.2 months Base: 184 Q85. How much lead time (in months) do you require to plan DOMESTIC association meetings from the start of the meeting planning process…..?

Table 104

WHETHER LEAD TIME REQUIRED TO PLAN DOMESTIC ASSOCIATION MEETING CHANGED FROM 2007 TO 2008

Association

Planners See increase in lead time 18% Lead time unchanged 65 See decrease in lead time 17 Total 100% Base: 184 Q86. Comparing 2007 to 2008, how did lead time change?

87


Table 105 PROJECTED NUMBER OF ASSOCIATION MEETING TYPES

(MARKET PROJECTION)

Type of Meeting Number in Past Year

Percent

Board Meetings 68,100 30% Training/Educational Seminars 56,800 25 Professional/Technical Meetings 40,900 18 Other Off-Premises Meetings 34,000 15 Regional/Local Chapter Meetings 27,200 12 Total Meetings 227,000 100% *Note: Projected to Meetings & Conventions association subscriber base.

Table 106 PROJECTED ASSOCIATION MEETING ATTENDANCE

(MARKET PROJECTION)

Type of Meeting Attendance in

Past Year Percent of

Total Professional/Technical Meetings 8,244,060 22% Training/Educational Seminars 7,119,870 19 Regional/Local Chapter Meetings 4,496,760 12 Board Meetings 1,873,650 5 Other Off-Premises Meetings 15,738,660 42 Total Attendance 37,473,000 100% * Note: These figures do not include guest attendance *Note: Projected to Meetings & Conventions association subscriber base.

88


Table 107 GUEST ATTENDANCE AT ASSOCIATION MEETINGS

Average percent of meetings which included guests (among those with guest attendance) 18%

Average number of guests at these meetings 43 Estimated number of guest attendees in past year (projection) 1,756,980 Q90. What percentage of your off-premises meetings included attendance by spouses/guests? Q91. At these meetings, what was the average number of spouses/ guests?

Table 108 CHILDREN ATTENDANCE AT ASSOCIATION MEETINGS

Average percent of meetings which included children (among those with guest attendance) 5.2% Average number of children at these meetings 20

Q90. What percentage of your off-premises meetings included attendance by children? Q91. At these meetings, what was the average number of children?

89


Table 109 WHETHER ACTIVITIES WERE PLANNED FOR

SPOUSES/GUESTS OF ATTENDEES


Yes, planned activities for guests/spouses 22% No, did not plan activities for spouse/guests 78 Total 100% Base: 149 Q92. When you planned these meetings did you need to plan activities for spouses/guests?

Table 110 WHETHER ACTIVITIES WERE PLANNED FOR

CHILDREN OF ATTENDEES


Yes, planned activities for children of attendees 8% No, did not plan activities for children of attendees 92 Total 100% Base: 149 Q92. When you planned these meetings did you need to plan activities for children?

90


Table 111 NUMBER OF CITIES ON SELECTION LIST

Association

Planners 1 City 30% 2 Cities 18 3 Cities 22 4 Cities 8 5 Cities 7 6 or more Cities 15 Total 100% Average number of cities on selection list: 3.9 cities Base: 171 Q95. For your most recent meeting, how many cities and/or resort areas were on your selection list?

Table 112 TOP CITIES AND STATES WHERE MEETINGS WERE HELD IN 2007

City State

1) Washington, D.C. 23% 1) California 59% 2) Chicago, IL 19 2) Florida 42 3) Orlando, FL 14 3) Illinois 31 4) Los Angeles, CA 13 4) Texas 24 4) Atlanta, GA 13 5) District of Columbia 22 5) New York, NY 11 6) New York 18 6) Las Vegas, NV 10 7) Pennsylvania 17 6) Philadelphia, PA 10 8) Georgia 16 7) San Diego, CA 10 9) Ohio 15 8) Boston, MA 9 10) Colorado 14 9) San Francisco/Oakland area, CA 8 10) Denver, CO 6 10) Portland, OR 6 Q96. Please list several cities and states within the continental United States where your association held meetings in 2007.

91


Table 113 TYPES OF LODGING USED AT MOST RECENT CONVENTION

Association

Planners

Types of Lodging Used

Conventions* Downtown hotels 62% Resort hotels (not including golf resorts) 24 Suburban hotels 15 Suite hotels 12 Airport hotels 8 Golf resorts 7 Gaming facilities 5 Residential conference centers 3 Cruise ships 1 Other facilities 2 Did not use overnight accommodations 2 Base: 198 *Note: Total exceeds 100% due to multiple responses Q75. Which types of lodging were used for attendees at your most recent major convention?

92


Table 114 TYPES OF FACILITIES USED IN PAST YEAR


Types of Facilities at Which Meetings were Held in Past Year Association Meetings*

Downtown hotels 68% Resort hotels (not including golf resorts) 36 Suburban hotels 36 Airport hotels 22 Convention centers 19 Golf resorts 14 Suite hotels 13 Residential conference centers 9 Gaming facilities 5 Nonresidential conference centers 6 Cruise ships 3 Other facilities 27 Base: 184 *Note: Total exceeds 100% due to multiple responses Q87. How many of the (total meetings from Q82) meetings were held at the following types of facilities? (Extrapolated)

93


Table 115 PROJECTED TYPES OF ASSOCIATION AND CONVENTION MEETINGS

BY TYPES OF FACILITIES USED IN PAST YEAR (MARKET PROJECTION)

Type of Facility Number in Past Year

Percent of Total

Downtown hotels 74,245 33% Suburban hotels 31,481 14 Airport hotels 13,645 6 Convention centers 9,134 4 Suite hotels 11,283 5 Resort hotels (not including golf resorts) 15,475 7 Golf resorts 3,403 1 Residential conference centers 16,018 7 Nonresidential conference centers 2,418 1 Gaming facilities 1,612 1 Cruise ships 336 0 Other facilities 47,952 21 Total meetings* 227,000 100% Base: 184 *Note: Projected to Meetings & Conventions association subscriber base.

Table 116 USE OF FOREIGN/OFF-SHORE DESTINATIONS FOR MEETINGS

IN THE PAST 12 MONTHS

Association

Planners Involved in planning meetings outside the continental U.S. 18% Not involved in planning meetings outside the continental U.S. 82 Total 100% Base: 166 Q97. Were you involved in planning any foreign/offshore meetings and conventions during 2005?

94


Table 117 DESTINATION(S) OF OFFSHORE MEETINGS HELD IN PAST 12 MONTHS

Destination Association

Planners Canada 47% Europe (other than UK/France) 40 Caribbean 37 Asia 33 Mexico 27 Hawaii 13 Africa 13 U.K. 7 France 3 Other 10 Base: 30** *Note: Total exceeds 100% due to multiple responses. **Caution-Small sample size Q102. In which destinations did you hold foreign/offshore meetings in 2007?

95


Table 118 FOREIGN/OFF-SHORE MEETING PLANNING

Association

Planners Percent of planners involved in planning 18% Average number planned (among those involved) 2.3 Average number of organization attendees 368 Average duration 4.1 Average planning lead time to the facility selection 12.9 months Average planning lead time to the date the meeting takes

place 14.9 months Number planned during the past year (projection) 6,100 Considering foreign/offshore meeting in 2008 24% Q97. Were you involved in planning any foreign/offshore meetings and conventions during 2007? Q98. How many foreign/offshore meetings were you involved in planning in 2007? Q99. What was the average number of attendees at your association's foreign/offshore meetings? Q100. On average, how many days did these meetings last? Q101. How much lead time (in months) do you require to plan foreign/offshore meetings from the start of the planning process? Q103. Are you considering holding any foreign/offshore meetings or conventions in 2008?

96


CONVENTIONS AND ASSOCIATION MEETINGS PLANNING

97


Table 119 FACTORS CONSIDERED VERY IMPORTANT IN SELECTION OF A DESTINATION


Factors Considered “Very Important” Conventions Association Meetings Availability of hotels or other facilities suitable for meetings 78% 65%

Affordability of destination 77 72 Safety and security of destination 63 54 Ease of transporting attendees to/from location 55 45 Transportation costs 53 48 Sightseeing, cultural, other extracurricular attractions 52 12

Distance traveled by attendees 48 62 Clean and unspoiled environment of destination 35 28 Reputation for being environmentally friendly 25 22 Climate 21 19 Mandated by association policy 20 20 Availability of recreational facilities such as golf, swimming, tennis etc. 18 13

Glamorous or popular image of location 11 9 Base: 136 Q114. How important is each of these factors in selecting destinations for your major convention? Would you say each is Very Important, Somewhat Important or Not Important? Q115. How important is each of these factors in selecting destinations for your association's other off-premises meetings? Would you say each is Very Important, Somewhat Important or Not Important?

98


Table 120 FACTORS CONSIDERED VERY IMPORTANT IN SELECTION OF A FACILITY/HOTEL


Factors Considered “Very Important” Conventions Association Meetings Number, size and quality of meeting rooms 90% 67% Negotiable food, beverage and room rates 84 70 Cost of hotel or meeting facility 83 76 Number, size and quality of sleeping rooms 78 59 Quality of food service 70 61 Availability of meeting support services and equipment, such as A/V equipment 54 43

Availability of exhibit space 53 28

Efficiency of billing procedures 50 52

Previous experience in dealing with facility and its staff 49 40

High-speed internet access 47 46 Assignment of one staff person to handle all aspects of meeting 46 45

Efficiency of check-in and check-out procedures 42 39 Meeting rooms with multiple high-speed phone lines and computer outlets 38 38

Proximity to shopping, restaurants, off-site entertainment 28 19

Number, size and quality of suites 28 22 Convenience to other modes of transportation 26 28 Proximity to airport 20 26 “Green” practices at facility 18 17 Provision of special meeting services such as pre-registration, special equipment etc. 14 14

On-site recreational facilities (i.e., swimming, tennis, spa, etc.) 12 8

On-site golf course 7 6 Base: 135 Q116. How important is each factor in your choice of hotel or other meeting facility for your major convention? Would you say each is Very Important, Somewhat Important or Not Important? Q117. How important is each factor in your choice of hotel or other meeting facility for your association's other off-premises meetings? Would you say each is Very Important, Somewhat Important or Not Important?

99


Table 121 NUMBER OF HOTELS ON SELECTION LIST

Association

Planners 1 Hotel 11% 2 Hotels 13 3 Hotels 24 4 Hotels 14 5 Hotels 13 6 – 10 Hotels 15 11 or More Hotels 10 Total 100% Average Number of Hotels on Selection List 5.2 Base: 171 Q93. How many hotels were on your selection list for your last meeting?

Table 122 WHETHER SAME HOTEL CHAIN USED FOR MORE THAN HALF OF MEETINGS

Association

Planners Used same hotel chain for majority of meetings 29% Did not use same hotel chain for majority of meetings 71 Total 100% Base: 171 Q94. Were the majority of your other association meetings in 2007 booked at the same hotel chain?

100


Table 123 NUMBER OF CITIES/RESORT AREAS ON SELECTION LIST

Association

Planners 1 City 30% 2 Cities 18 3 Cities 22 4 - 5 Cities 15 6 or more Cities 15 Total 100% Average number of cities on selection list 3.9 Base: 171 Q95. For your most recent meeting, how many cities and/or resort areas were on your selection list?

Table 124 MAJOR CONVENTIONS -

WHETHER OR NOT MEETING PLANNER ARRANGES FOR GROUND TRANSPORTATION AT MEETING DESTINATION FOR ATTENDEES

Association

Planners Yes 43% No 57 Total 100% Base: 132 Q118. Do you arrange ground transportation at the destination for major conventions?

101


Table 125 OTHER OFF-PREMISES MEETINGS -

WHETHER OR NOT MEETING PLANNER ARRANGES FOR GROUND TRANSPORTATION AT MEETING DESTINATION FOR ATTENDEES

Association

Planners Yes 38% No 62 Total 100% Base: 132 Q118. Do you arrange ground transportation at the destination for other off-premises meetings?

102


ASSOCIATION MEETING PLANNERS: GREEN MEETINGS

103


Table 126 ATTENDEES ABLE TO RECYCLE NEWSPAPER,

WHITE PAPER, CANS AND BOTTLES

Association

Planners Yes, always 14% Yes, but only if the facility already offers this service 53 No 33 Don’t know 0 Total 100% Base: 119 Q129. At your meetings, do you arrange it so attendees are able to recycle newspapers white paper, cans and bottles?

Table 127 CONFERENCE MATERIALS PRINTED ON RECYCLED PAPER

Association

Planners Yes 31% No 48 Don’t know 21 Total 100% Base: 119 Q130. Are conference materials printed on recycled paper?

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Table 128 LIGHTS AND AIR CONDITIONING TURNED OFF WHENEVER

MEETING ROOMS ARE NOT IN USE, IF POSSIBLE

Association

Planners Yes 57% No 43 Total 100% Base: 119 Q131. Do you make sure lights and air conditioning are turned off whenever meeting rooms are not in use, if possible?

Table 129 FEELINGS ABOUT FOLLOWING ECO-FRIENDLY OFFERINGS AT HOTELS


Require Prefer to

have No

preference Prefer not

to have Linen-reuse policies 6% 59% 33% 2% Small recycle bins in guest rooms 6 58 35 1 Low-flow shower heads in guest rooms 5 46 38 11 Soap and shampoo dispensers in guests rooms instead of small disposable bottles

3 31 44 22

Water-saving methods in public restrooms 6 58 34 2 Base: 119 Q132: How do you feel about the following eco-friendly offerings at hotels?

Table 130

ENVIRONMENTALLY FRIENDLY POLICY MANDATED FOR YOUR MEETINGS?

Association

Planners Yes 8% No 90 Don’t Know 2 Total 100% Base: 119 Q133. Is there an environmentally friendly policy mandated for your meetings?

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Table 131 CONVENTION FACILITIES AND HOTELS CERTIFIED

AS ENVIRONMENTALLY RESPONSIBLE

Association

Planners Yes 66% No 34 Total 100% Base: 119 Q134. Are you aware that convention facilities and hotels can be certified as environmentally responsible?

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ASSOCIATION MEETING PLANNERS: USE OF TECHNOLOGY

107


Table 132 USE OF MEETING PLANNING SOFTWARE

Association

Planners Yes, use meeting planning software 28% No, do not use meeting planning software 72 Total 100% Base: 123 Q119. Do you use meeting planning software?

Table 133 TOP MEETING PLANNING SOFTWARE USED

(AMONG THOSE USING MEETING PLANNING SOFTWARE)

Association

Planners In-house/custom 16% Meeting Matrix 10 IMIS 10 Regonline 6 Cvent 6 Signup4 3 Apex 3 Other 46 Total 100% Base: 31** *Note: Unaided responses

Q120. Please specify which stand-alone program or online service you use to plan meetings?

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Table 134 WHETHER USE WEB SITES TO HELP PLAN MEETINGS

Association

Planners Yes, use web sites for meeting planning purposes 99% No, do not use web sites for meeting planning purposes 1 Total 100% Base: 123 (Derived from) Q121. Aside from an online meetings management service, which three websites do you use most often to help you plan meetings?

Table 135 WHICH WEB SITES ARE USED MOST OFTEN TO HELP PLAN MEETINGS

Association

Planners Convention and visitors bureau site 76% Individual hotel or chain site 66 Google 53 Local city site 31 Expedia 12 Travelocity 8 Yahoo! 7 Starcite 2 uniquevenues.com 2 omfg.com 1 Other 8 Base: 123 Q121. Aside from an online meetings management service, which three websites do you use most often to help you plan meetings?

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Table 136 RATING OF WEB SITE ELEMENTS USED TO HELP PLAN MEETINGS

Web site elements considered "Extremely Useful" Association

Planners Meeting space specifications 50% Floor plans 59

Facility search 19 Maps/directions/distances 33 Destination information 31 Photographs 26 Virtual tours 25 Special dates/rates 16 Video 13 Base: 121 Q122. Please rate these website elements by how useful they are for planning meetings, with 1 being Not Very Useful, and 5 being Extremely Useful.

Table 137 WHETHER GENERATED ONLINE RFP AT MEETING PLANNING SITE

Association

Planners Yes, generated online RFP at meeting planning site 36% No, did not generate online RFP at meeting planning site 64 Total 100% Base: 120 Q123. Did you generate an online request for proposal (RFP) at a meeting planning site in 2007?

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Table 138 WHETHER MEETINGS PLANNED BY RESPONDENT HAD THEIR OWN WEBSITES

Association

Planners Yes, meetings planned by respondent had their own websites

59%

No, meetings planned by respondent did not have their own websites

41

Total 100% Base: 120 Q124. Did any of your meetings have their own website in 2007?

Table 139 WHETHER MEETING ATTENDEES CAN REGISTER ONLINE

Association

Planners Yes, attendees can register online 84% Among these attendees….. Yes, on the Internet 69 Yes, on an Intranet 22 No, attendees cannot register online 16 Total 100% Base: 120 Q125. Were meeting attendees able to register online?

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Table 140 USED VIDEO CONFERENCING OR WEBCASTING IN 2007

Association

Planners Used video conferencing/webcasting 22% Did not use video conferencing/webcasting 78 Total 100% Base: 120 Q126. Did you use videoconferencing or webcasting in 2007?

Table 141 WHETHER VIDEOCONFERENCING OR WEBCASTING REPLACED

ANY FACE TO FACE MEETINGS

Association

Planners Yes, Videoconferencing/Webcasting replaced face-to-face meetings

9%

No, Videoconferencing/Webcasting did not replace face-to-face meetings

91

Total 100% Base: 119 Q127. Did videoconferencing or webcasting replace any face-to-face meetings?

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ASSOCIATION PLANNER AND ORGANIZATION PROFILE

113


Table 142 GENDER OF ASSOCIATION PLANNER

Gender Association

Planners Female 75% Male 25 Total 100% Base: 238 Q55. Are you male or female?

Table 143 AGE OF ASSOCIATION PLANNER

Age Association

Planners Less than 30 Years 4% 30 - 34 Years 4 35 - 39 Years 8 40 - 44 Years 10 45 - 49 Years 18 50 - 54 Years 19 55 - 59 Years 17 60 Years or Older 20 Total 100% Average Age: 49.7 years Base: 238 Q54. Into which category does your age fall?

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PRIMARY BUSINESS OF ASSOCIATION

Primary Business Association

Planners Health/Medical 13% Trade/Union/Labor 17 Professional 24 Religious 4 Fraternal/Civil/Social 1 Political/Special Interest 2 Association Management Company 7 Independent Meeting or Convention Planning Company 10 Other 22 Total 100% Base: 238 Q3b. What is the primary business of your association?

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Table 145 PROFESSIONAL CERTIFICATIONS EARNED

Association

Planners Certified Meeting Professional (CMP) 16% Certified Association Executive 5 Certified Meeting Manager (CMM) 2 Other 6 None of the above 74 Base: 238 *Total adds to more than 100% due to multiple responses. Q60. Which of these certifications do you hold?

Table 146 MEMBERSHIPS BELONG TO

Association

Planners Meeting Professionals International(MPI) 20% Professional Convention Management Association (PCMA) 18 American Society of Association Executives (ASAE) 30 International Association for Exhibition Management (IAEM) 4 Other 18 None of the Above 39 Base: 238 *Total adds to more than 100% due to multiple responses. Q61. Are you a member of any of the following associations?

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Table 147 LENGTH OF TIME WITH MEETING PLANNING RESPONSIBILITIES

Length of Time Association

Planners Less than 5 years 17% 5 to 10 years 28 10 to 15 years 20 15 to 20 years 14 20+ years 21 Total 100% Average length of time with meeting planning

responsibilities: 13.1 years

Base: 238 Q53. For how long have your responsibilities included planning association meetings and conventions?

Table 148 JOB TITLE OR POSITION

Association

Planners Events/Conventions/Conference/Meeting Planner/Coordinator/ Manager/ Director

30%

President/Executive Director/Executive Vice President 20 Assistant to Executive 8 Director of Education 3 Marketing Director/Coordinator 3 Program/Project Director/ Coordinator/Manager/Coordinator 14 Member Services/Relations/Director/Manager/Coordinator 2 Other 20 Total 100% Base: 237 Q57. What is your title in this association?

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Table 149 PERCENT OF ON-THE-JOB TIME SPENT ON MEETING PLANNING ACTIVITIES

On the Job Time Association

Planners 1 – 25% 23% 26 - 50% 21 51 - 75% 18 76 – 99% 21 100% 17 Total 100% Average percent of time spent on meeting planning: 60% Base: 238 Q59. Approximately what percent of your on-the-job time do you spend in meeting planning, including implementation and/or final decision making?

Table 150

DECISION-MAKING RESPONSIBILITIES FOR MEETING PLANNING FUNCTIONS

Association

Planners Selection of meeting hotel or other facility 87% Selection of meeting location (city, area, country) 78 Establishing meeting expenditures/budget 78 Planning entertainment, social functions, sports tournaments 76 Trade show planning or exhibit planning 66 Planning of meeting agenda 58 Planning for air travel arrangements 44 Decision to hold off-premises meetings 44 Establishing meeting objectives 43 Planning for car rentals 31 Other 8 Base: 238 Note: Total adds to more than 100% due to multiple responses. Q58. For which of the following areas do you have decision-making responsibilities?

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Table 151 SCOPE OF ASSOCIATION OR CHAPTER

Association

Planners International Association 30% National Association 30 State Association 24 Regional Association 8 Local Association 4 Other 4 Total 100% Base: 238 Q56. Please indicate the scope of the association or chapter for which you work.

119

APPENDIX

APPENDIX

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METHODOLOGY

METHODOLOGY Data collection methods for this project followed those of the 2006 study and previous years. A

web-based questionnaire was administered via the Internet. M&C subscribers were invited to

participate in the Meetings Market Report by going to a website to take the survey. The

invitations were sent via e-mail. Eligibility requirements for the survey were that the respondent

was based in the U.S. and that they planned off-site meetings.

To encourage participation, an incentive was offered. All participants who completed the survey

were entered into a sweepstakes drawing for a chance to win one of three Bose QuietComfort®

2 Acoustic Noise Cancelling® headphone sets. In addition, participants who completed the

survey would receive an electronic version of the 2008 Meetings Market Report.

The study was fielded from April 7, 2008, through May 5, 2008. A total of 684 respondents (398

corporate planners and 215 association planners) participated in the survey. Of these 684

respondents, 407 (253 corporate planners and 118 association planners) completed the entire

questionnaire. The remaining group completed at least half of the survey questions. When

considering fully completed surveys, the overall participation in this year’s survey was down

significantly from the 2006 survey (-45%). Therefore sample sizes on a question-by-question

basis are considerably less and increase the error factor associated with each question’s

results. By including partially complete surveys into the results, these error factors have been

lessened. CIC Research was responsible for programming the survey instrument, hosting the

website, tabulating the results, and preparing this report.

Results from this survey were projected to the M&C subscriber base. According to M&C’s

December 2007 BPA statement, 55,452 corporate planners (a 3% drop from 2005) and 14,643

association planners (a 13% increase from 2005) subscribed to the magazine.

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QUESTIONNAIRE

Welcome to Meeting & Conventions' biennial Meetings Market Report survey. Only qualified meeting planners are eligible to take this survey, one entry per planner. Non-planner and repeat user entries will be eliminated from survey results.

To enter survey click here

Reminder: While filling out the survey please do not use your browser's "Back" button, if you need to make a change, simply use the back button at the bottom of each page. Also, you can stop at anytime and return to complete the survey later using this URL. A cookie is placed on your computer which records the last submitted question. The cookie expires after 21 days. 1. Are you based in the U.S.A.? Yes No 2. Do you plan off-site meetings? Yes No 3. Are you a corporate or association planner? Corporate meeting planner (skip to Q3a) Association meeting planner (skip to Q3b) 3a. What is the primary business of your organization? Automotive manufacturing Manufacturer of medical, pharmaceutical or surgical equipment All other manufacturing industries Banking, finance, real estate Insurance Communications, utility Healthcare/medical/pharmaceutical Technology/software/hardware

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QUESTIONNAIRE Publishing Transportation (excluding travel agents) Agriculture, forestry, fisheries, mining, construction Wholesale trade Retail trade Educational institution Government Professional service (including business, legal, engineering, management and consulting services) Incentive travel company Independent meeting or convention planning company Trade show management company Other services ______________ 3b. What is the primary business of your association? Health/medical Trade/union/labor Professional Religious Fraternal/civil/social Political/special interest Association management company Independent meeting or convention planning company Other ___________ Thank you for your cooperation! You qualify to participate in the 2008 Meetings Market Report. Each person completing a survey will be entered in a drawing for one of three Bose QuietComfort® 2 Acoustic Noise Cancelling® headphone sets. [Contest Rules] Please provide your e-mail address so we will be able to contact you if you win the sweepstakes. Your address will not be used for any other purpose. E-mail address _______________ I do not wish to participate in the sweepstakes.

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QUESTIONNAIRE CORPORATE PLANNERS YOUR MEETING PLANNING RESPONSIBILITIES The following questions refer to meetings of all types held outside your company’s offices. If you work for a large corporation or conglomerate, please answer for your division or subsidiary when asked about “company.” 4. For how long have your job responsibilities included planning meetings and/or incentives for your company? (Type in a number for each) Number of years ______ Number of months _____ 5. Into which category does your age fall? Under 18 19-29 years 30-34 years 35-39 years 40-44 years 45-49 years 50-54 years 55-59 years 60 years and older 6. Are you...? Male Female 7. What is your title in this corporation? _______________________ 8. For which of the following areas do you have decision-making responsibilities? (Select all that apply) Whether to hold off-premises meetings Establishing meeting objectives Selection of meeting location (city, area, country, etc.) Selection of meeting hotel or other facility Planning meeting agenda Establishing meeting expenditures/budget Planning incentives Travel management Making air-travel arrangements

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QUESTIONNAIRE Making car-rental arrangements Planning entertainment, social functions, sports tournaments, etc. Trade show and exhibit planning Other ______________ 9. Approximately what percent of your on-the-job time do you spend in meeting planning, including implementation and/or final decision-making? (Type in a whole number) 10. How many people in your organization attend meetings that you plan? (Type in a whole number) 11. How many people are employed by your company at your location? Fewer than 50 employees 50-99 employees 100-249 employees 250-499 employees 500-999 employees 1,000-4,999 employees 5,000 or more employees Not applicable Don’t know 11a. How many people are employed by your company at all locations for the total corporation? Fewer than 50 employees 50-99 employees 100-249 employees 250-499 employees 500-999 employees 1,000-4,999 employees 5,000 or more employees Not applicable Don’t know 12. What was the volume of your company’s revenues for 2007 for the location in which you work? Under $1 million $1 million to less than $5 million $5 million to less than $10 million $10 million to less than $50 million $50 million to less than $100 million $100 million to less than $500 million $500 million to less than $1 billion $1 billion or more Not applicable

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QUESTIONNAIRE 12a. What was the volume of your company’s revenues for 2007 for your total corporation? Under $1 million $1 million to less than $5 million $5 million to less than $10 million $10 million to less than $50 million $50 million to less than $100 million $100 million to less than $500 million $500 million to less than $1 billion $1 billion or more Not applicable 13. Which of these certifications do you hold? (Select all that apply) Certified Meeting Professional (CMP) Certified Meeting Manager (CMM) None of the above Other _____________ 14. Are you a member of any of the following professional associations? (Select all that apply) Financial & Insurance Conference Planners (FICP)

Meeting Professionals International (MPI) Professional Convention Management Association (PCMA) Society of Government Meeting Professionals (SGMP) Society of Incentive & Travel Executives (SITE) Other _____________ None of the above 15. Thinking about off-premises meetings in 2007, how many of these types did you plan and/or work on? (Enter the number, if none please enter 0.) Sales/marketing meetings Management meetings Training/educational seminars Trade shows/conventions Professional/technical meetings New-product introductions Group incentive trips Stockholder meetings Other _________________ Other _________________ Other _________________

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QUESTIONNAIRE 16. What was the average number of attendees at these meetings? (Type in a number for each) Sales/marketing meetings Management meetings Training/educational seminars Trade shows/conventions Professional/technical meetings New-product introductions Group incentive trips Stockholder meetings Other _________________ Other _________________ Other _________________ 17. On average, how many days did the [total from Q15] meetings last? (Type in a number for each) Sales/marketing meetings Management meetings Training/educational seminars Trade shows/conventions Professional/technical meetings New-product introductions Group incentive trips Stockholder meetings Other _________________ Other _________________ Other _________________ 18. How many months lead time do you require to plan DOMESTIC corporate meetings from the start of the meeting planning process? (Type in a number for each) To the facility selection To the date the meeting takes place 19. Comparing 2007 to 2008, how has the lead time changed? Increased in 2008 Decreased in 2008 Remained the same 20. How many of the [total from Q15] meetings you planned were held at the following types of facilities? (Type in a number for each) Downtown hotels Suburban hotels Airport hotels Convention centers

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QUESTIONNAIRE Suite hotels Resort hotels (excluding golf resorts) Golf resorts Residential conference centers Nonresidential conference centers Gaming facilities Cruise ships Other facilities 21. On average, what was the daily room rate paid for meeting attendees’ overnight accommodations? _____________________ 22. How many of the [total from Q15] meetings you planned involved overnight accommodations for your attendees? (Type in a whole number) 23. What percentage of your off-premises meetings included attendance by spouses/guests and/or children? (Type in a percentage for each) Spouses/guests Children 24. At these meetings, what was the average number of spouses/guests and/or children? (Type in a number for each) Spouses/guests Children 25. When you planned these meetings did you need to plan activities for spouses/guests and/or children? Spouses/guests Yes No Children Yes No 26. How many hotels were on your selection list for your last meeting? (Type in a whole number) 27. Were the majority of your meetings in 2007 booked at the same hotel chain? Yes No 28. For your most recent meeting, how many cities and/or resort areas were on your selection list? (Type in a whole number)

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QUESTIONNAIRE 29. Please list several cities and states within the continental United States where your company held meetings in 2007. City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] FOREIGN/OFFSHORE MEETINGS This section refers only to foreign/offshore meetings planned in 2007. This includes offshore destinations such as Hawaii, the Caribbean, Europe and Asia/Pacific. 30. Were you involved in planning foreign/offshore meetings in 2007? Yes No (skip to Q36) 31. How many offshore meetings were you involved in planning in 2007? (Type in a whole number) 32. What was the average number of attendees at these meetings? (Type in a whole number) 33. On average, how many days did these meetings last? (Type in a whole number) 34. How much lead time in months do you require to plan foreign/offshore meetings from the start of the planning process...? To the facility selection To the date the meeting takes place 35. In which destinations did you hold foreign/offshore meetings and/or incentive meetings in 2007? Africa Asia/Pacific Canada Caribbean Central/South America Europe (other than the U.K. and France) France Hawaii Mexico U.K. Other _____________

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QUESTIONNAIRE Other _____________ Other _____________ 36. Are you considering holding any foreign/offshore meetings in 2008? Yes No MEETING EXPENSES This section pertains to all off-premises meetings, both domestic and foreign/offshore meetings. 37. What was the attendee’s average expense per meeting for meetings held within the continental United States and for foreign/offshore meetings in 2007, whether paid for by his/her company or personally? (Please include in your estimate transportation, hotel, registration fee, meals, entertainment, shopping, etc.) Average spent per attendee per meeting within the continental United States Average U.S. dollars spent per attendee per foreign/offshore meeting 38. What was the total dollar amount spent on off-premises meetings by your company in 2007? (Do not use commas. Please total, as best you can, expenses incurred for items such as promotions, staff, speakers, audiovisual presentations, convention hall and meeting room rentals, social events, etc) 39. What percentage of that dollar amount was spent on meetings held within the continental United States and what percentage was spent on foreign/offshore meetings? (Type in a number for each) Meetings within the continental United States Foreign/offshore meetings 40. What percentage of the total meeting expenditures was allocated for each of the following? (Your answers should total 100%.) Hotels Food and beverage Air transportation Ground transportation Speakers, entertainment, A/V equipment Third-party fees (site selection, housing services, etc.) Miscellaneous 41. Of the total dollar amount spent for lodging in the previous question, what percentage was spent at each of the following types of facilities? Downtown hotels Suburban hotels Airport hotels Suite hotels

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QUESTIONNAIRE Resort hotels (excluding golf resorts) Golf resorts Residential conference centers Gaming facilities Cruise ships Other facilities 42. How did your meetings budget change in 2008 from 2007? Increased in 2008 (skip to Q43) Decreased in 2008 (skip to Q44) Remained the same 43. By what percent did your off-premises meetings budget increase in 2008? (skip to Q45) 44. By what percent did your off-premises meetings budget decrease in 2008? (skip to Q46) 45. Why did your 2008 off-premises meetings budget increase? (Select all that apply) To cover increased costs To cover more meetings Other ______________ 46. Why did your 2008 off-premises meetings budget decrease? (Select all that apply) Because of cutbacks in the number of meetings Because of general organizational cutbacks Other ______________ 47. How important is each of these factors in selecting destinations for your meetings of all types (except incentives)? Would you say each is Very Important, Somewhat Important or Not Important? Affordability of destination Distance traveled by individual attendees Mandated by corporate policy Ease of transporting attendees to and from location Transportation costs Climate Availability of hotels or other facilities suitable for meetings Sightseeing, cultural or other extracurricular attractions Glamorous or popular image of location Availability of recreational facilities such as golf, tennis and swimming Safety and security of destination Clean and unspoiled environment Reputation for being environmentally friendly 48.

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QUESTIONNAIRE 49. How important is each factor in selecting a destination for group incentives only? Affordability of destination Distance traveled by individual attendees Mandated by corporate policy Ease of transporting attendees to and from location Transportation costs Climate Availability of hotels or other facilities suitable for meetings Sightseeing, cultural or other extracurricular attractions Glamorous or popular image of location Availability of recreational facilities such as golf, tennis and swimming Safety and security of destination Clean and unspoiled environment Reputation for being environmentally friendly 50. How important is each of these factors in you choice of hotel or other meeting facility for your meetings of all types (except incentives)? Would you say each is Very Important, Somewhat Important or Not Important? Number, size and quality of meeting rooms Number, size and quality of sleeping rooms Number, size and quality of suites Cost of hotel or meeting facility Availability of meeting support services and equipment, such as audiovisual On-site golf course Other on-site recreational facilities (swimming, tennis, spa, etc.) Provision of special meeting services, such as preregistration and special entertainment Quality of food service Negotiable food, beverage and room rates Previous experience in dealing with facility and its staff Proximity to airport Convenience to other modes of transportation Proximity to shopping, restaurants and off-site entertainment Efficiency of check-in/checkout procedures Efficiency of billing procedures High-speed Internet access in sleeping rooms Meeting rooms with multiple high-speed phone lines and Internet access Assignment of one staff person to handle all aspects of your meeting Availability of exhibit space “Green” practices at the facility 51. How important is each factor in your choice of hotel or other meeting facility for your group incentives?

132

QUESTIONNAIRE Number, size and quality of meeting rooms Number, size and quality of sleeping rooms Number, size and quality of suites Cost of hotel or meeting facility Availability of meeting support services and equipment, such as audiovisual On-site golf course Other on-site recreational facilities (swimming, tennis, spa, etc.) Provision of special meeting services, such as pre-registration and special entertainment Quality of food service Negotiable food, beverage and room rates Previous experience in dealing with facility and its staff Proximity to airport Convenience to other modes of transportation Proximity to shopping, restaurants and off-site entertainment Efficiency of check-in/checkout procedures Efficiency of billing procedures High-speed Internet access in sleeping rooms Meeting rooms with multiple high-speed phone lines and Internet access Assignment of one staff person to handle all aspects of your meeting Availability of exhibit space “Green” practices at the facility 52. Do you arrange ground transportation at the destination for...? Off-premises meetings excluding group incentives Group incentives

133

QUESTIONNAIRE ASSOCIATION PLANNERS YOUR MEETING PLANNING RESPONSIBILITIES The following questions refer to meetings of all types held outside your association’s offices. 53. How long have your responsibilities included planning association meetings and conventions? Number of years __________ Number of months __________ 54. Into which category does your age fall? Under 18 19-29 years 30-34 years 35-39 years 40-44 years 45-49 years 50-54 years 55-59 years 60 years and older 55. Are you...? Male Female 56. Please indicate the scope of the association or chapter for which you work. International National Regional State Local Other _____________ 57. What is your title in this association? ____________________ 58. For which of the following areas do you have decision-making responsibilities? (Select all that apply) Whether to hold off-premises meetings Establishing meeting objectives Selection of meeting location (city, area, country, etc.) Selection of meeting hotel or other facility

134

QUESTIONNAIRE Planning meeting agenda Establishing meeting expenditures/budget Making air-travel arrangements Making car-rental arrangements Planning entertainment, social functions, sports tournaments, etc. Trade show and exhibit planning Other ______________ 59. Approximately what percent of your on-the-job time do you spend in meeting planning, including implementation and/or final decision-making? (Type in a whole number) 60. Which of these certifications do you hold? (Select all that apply) Certified Meeting Professional (CMP) Certified Meeting Manager (CMM) Certified Association Executive (CAE) None of the above Other ____________ 61. Are you a member of any of the following professional associations? (Select all that apply) American Society of Association Executives (ASAE) International Association of Exhibitions and Events (IAEE) Meeting Professionals International (MPI) Professional Convention Management Association (PCMA) Other ___________ None of the above ABOUT YOUR MOST RECENT MAJOR CONVENTION 62. How frequently does your association hold its major convention? Annually Every other year Twice a year No major convention Other __________ The following questions pertain to your association’s most recent convention prior to Jan. 1, 2008. Later we’ll be asking about other association meetings. Please remember that all replies will be kept entirely confidential.

135

QUESTIONNAIRE 63. In which month was your most recent convention held? January February March April May June July August September October November December 64. In what year was your most recent convention held? 2004 2005 2006 2007 65. Where was your most recent convention held? (City and state, island, or resort area) 66. At what type of facility was your most recent convention held? Convention center Hotel Other ___________ 67. What was the approximate total male and female delegate/member attendance? (Please do not use commas) Male Female 68. What percentage of your convention’s attendees were accompanied by spouses/guests and/or children? (Type in a percentage for each) Spouses/guests Children 69. At your most recent convention, what was the number of spouses/guests and/or children? (Type in a number for each) Spouses/guests Children

136

QUESTIONNAIRE 70. When you planned these meetings did you need to plan activities for spouses/guests and/or children? Spouses/guests Yes No Children Yes No 71. How much lead time (in months) do you require to plan your convention from the start of the planning process...? To the facility selection To the date the meeting takes place 72. Comparing your two most recent major conventions, how has lead time changed? Increased for the most recent major convention Decreased for the most recent major convention Remained the same 73. In total, how many hotel room nights were booked for your most recent major convention? 74. What was the average daily room rate for your most recent major convention? 75. Which types of lodging were used for attendees at your most recent major convention? Downtown hotels Suburban hotels Airport hotels Suite hotels Resort hotels (excluding golf resorts) Golf resorts Residential conference centers Gaming facilities Cruise ships Other facilities Did not use overnight accommodations 76. Did this convention include a trade show? Yes No (skip to Q88)

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QUESTIONNAIRE 77. Approximately how many square feet of exhibit space were used? (Please do not use commas. If you are unsure, your best guess will do.) 78. Where were these exhibits set up? (Select all that apply) In one or more hotels Convention center Other __________ 79. What is your best estimate of the average delegate’s expenses (whether paid for by his/her organization or personally) for your most recent convention? Please include in your estimate transportation, hotel, registration fee, meals, entertainment, shopping, etc. 80. What was the total dollar amount spent by your association on your most recent convention? Please total, as best you can, expenses incurred by the association for items such as promotion, staff, speakers, audiovisual presentations, convention halls, meeting rooms, social events, etc. (Do not use commas.) 81. What percentage of the convention’s expenditures was allocated for each of the following? (Your answers should total 100%.) Hotels Meeting space Exhibit space Food and beverage Ground transportation Speakers, entertainment, A/V equipment Third-party fees (site selection, housing services, etc.) Miscellaneous OTHER ASSOCIATION MEETINGS This section pertains to meetings that are held away from your association’s offices, other than your association’s major convention. 82. Thinking about off-premises meetings in 2007, how many of these types of meetings did you plan and/or work on? (Enter the number, if none please enter 0.) Board meetings Professional/technical meetings Training/educational seminars Regional or local chapter meetings Other _________ Other _________ Other _________

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QUESTIONNAIRE 83. What was the average number of attendees at these meetings? (Type in a number for each) Board meetings Professional/technical meetings Training/educational seminars Regional or local chapter meetings Other _________ Other _________ Other _________ 84. On average, how many days did these meetings last? (Type in a number for each) Board meetings Professional/technical meetings Training/educational seminars Regional or local chapter meetings Other _________ Other _________ Other _________ 85. How much lead time (in months) do you require to plan DOMESTIC association meetings from the start of the meeting planning process...? To the facility selection To the date the meeting takes place 86. Comparing 2007 to 2008, how did lead time change? Increased in 2008 Decreased in 2008 Remained the same 87. How many of the [total meetings from Q82] meetings were held at the following types of facilities? (Type in a number for each) Downtown hotels Suburban hotels Airport hotels Convention centers Suite hotels Resort hotels (excluding golf resorts) Golf resorts Residential conference centers Nonresidential conference centers Gaming facilities Cruise ships Other facilities

139

QUESTIONNAIRE 88. On average, what is the typical daily room rate paid for attendees’ overnight accommodations? 89. How many of the [total from Q82] meetings you planned involved overnight accommodations for your association’s members? 90. What percentage of your off-premises meetings included attendance by spouses/guests and/or children? (Type in a percentage for each) Spouses/guests Children 91. At these meetings, what was the average number of spouses/guests and/or children? (Type in a number for each) Spouses/guests Children 92. When you planned these meetings did you need to plan activities for spouses/guests and/or children? Spouses/guests Yes No Children Yes No 93. How many hotels were on your selection list for your last meeting? 94. Were the majority of your other association meetings in 2007 booked at the same hotel chain? Yes No 95. For your most recent meeting, how many cities and/or resort areas were on your selection list? 96. Please list several cities and states within the continental United States where your association held meetings in 2007. City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states] City _______________ [drop-down menu of states]

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QUESTIONNAIRE City _______________ [drop-down menu of states] FOREIGN/OFFSHORE MEETINGS This section refers only to foreign/offshore meetings planned in 2007. This includes offshore destinations such as Hawaii, the Caribbean, Europe and Asia/Pacific. 97. Were you involved in planning any foreign/offshore meetings and conventions during 2007? Yes No (skip to Q103) 98. How many foreign/offshore meetings were you involved in planning in 2007? 99. What was the average number of attendees at your association’s foreign/offshore meetings? 100. On average, how many days did these meetings last? 101. How much lead time (in months) do you require to plan foreign/offshore meetings from the start of the planning process...? To the facility selection To the date the meeting takes place 102. In which destinations did you hold foreign/offshore meetings in 2007? (Select all that apply) Africa Asia/Pacific Canada Caribbean Central/South America Europe (other than the U.K. and France) France Hawaii Mexico U.K. Other _____________ Other _____________ Other _____________ 103. Are you considering holding any foreign/offshore meetings or conventions in 2008? Yes No MEETING EXPENSES This section pertains to all of your association’s off-premises meetings, both domestic and foreign/offshore.

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QUESTIONNAIRE 104. What was the attendee’s average expense per event for meetings other than major conventions within the continental United States and for foreign/offshore meetings, whether paid by his/her association or personally? Please include in your estimate transportation, hotel, registration fee, meals, entertainment, shopping, etc. Average spent per attendee per meeting within the continental

United States Average U.S. dollars spent per attendee per foreign/offshore

meeting 105. What was the total dollar amount spent by your association on off-premises meetings, other than major conventions, in 2007? (Please do not use commas. Total, as best you can, expenses incurred by the association for items such as promotion, staff, speakers, audiovisual presentations, meeting room rental, social events, etc.) 106. What percentage of that dollar amount was spent on meetings held within the continental United States and what percentage was spent on foreign/offshore meetings? Meetings within the continental United States Foreign/offshore meetings 107. What percentage of the meetings expenditures was allocated for each of the following? (Your answers should total 100%.) Hotels Food and beverage Air transportation Ground transportation Speakers, entertainment, A/V equipment Third-party fees (site selection, housing services, etc.) Miscellaneous 108. Of the total dollar amount spent for lodging in the previous question, what percentage was spent at each of the following types of facilities? Downtown hotels Suburban hotels Airport hotels Suite hotels Resort hotels (excluding golf resorts) Golf resorts Residential conference centers Gaming facilities Cruise ships Other facilities

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QUESTIONNAIRE 109. How did your meetings budget change from 2007 to 2008? Increased (skip to Q110) Decreased (skip to Q111) Remained the same 110. By what percent did your off-premises meetings budget increase from 2007 to 2008? (skip to Q112) 111. By what percent did your off-premises meetings budget decrease from 2007 to 2008? (skip to Q113) 112. Why did your 2008 off-premises meetings budget increase? To cover increased costs To cover more meetings Other ______________ 113. Why did your 2008 off-premises meetings budget increase? Because of cutbacks in the number of meetings Because of general organizational cutbacks Other ______________ 114. How important is each of these factors in selecting destinations for your major convention? Would you say each is Very Important, Somewhat Important or Not Important? Affordability of destination Distance traveled by individual attendees Mandated by corporate policy Ease of transporting attendees to and from location Transportation costs Climate Availability of hotels or other facilities suitable for meetings Sightseeing, cultural or other extracurricular attractions Glamorous or popular image of location Availability of recreational facilities such as golf, tennis and swimming Safety and security of destination Clean and unspoiled environment Reputation for being environmentally friendly 115. How important is each of these factors in selecting destinations for your association’s other off-premises meetings? Would you say each is Very Important, Somewhat Important or Not Important? Affordability of destination Distance traveled by individual attendees Mandated by corporate policy

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QUESTIONNAIRE Ease of transporting attendees to and from location Transportation costs Climate Availability of hotels or other facilities suitable for meetings Sightseeing, cultural or other extracurricular attractions Glamorous or popular image of location Availability of recreational facilities such as golf, tennis, and swimming Safety and security of destination Clean and unspoiled environment Reputation for being environmentally friendly 116. How important is each factor in your choice of hotel or other meeting facility for your major convention? Would you say each is Very Important, Somewhat Important or Not Important? Number, size and quality of meeting rooms Number, size and quality of sleeping rooms Number, size and quality of suites Cost of hotel or meeting facility Availability of meeting support services and equipment, such as audiovisual On-site golf course Other on-site recreational facilities (swimming, tennis, spa, etc.) Provision of special meeting services, such as pre-registration and special entertainment Quality of food service Negotiable food, beverage and room rates Previous experience in dealing with facility and its staff Proximity to airport Convenience to other modes of transportation Proximity to shopping, restaurants and off-site entertainment Efficiency of check-in/checkout procedures Efficiency of billing procedures High-speed Internet access in sleeping rooms Meeting rooms with multiple high-speed phone lines and Internet access Assignment of one staff person to handle all aspects of your meeting Availability of exhibit space “Green” practices at the facility 117. How important is each factor in your choice of hotel or other meeting facility for your association’s other off-premises meetings? Number, size and quality of meeting rooms Number, size and quality of sleeping rooms Number, size and quality of suites Cost of hotel or meeting facility Availability of meeting support services and equipment, such as audiovisual On-site golf course Other on-site recreational facilities (swimming, tennis, spa, etc.) Provision of special meeting services, such as pre-registration and special entertainment

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QUESTIONNAIRE Quality of food service Negotiable food, beverage and room rates Previous experience in dealing with facility and its staff Proximity to airport Convenience to other modes of transportation Proximity to shopping, restaurants and off-site entertainment Efficiency of check-in/checkout procedures Efficiency of billing procedures High-speed Internet access in sleeping rooms Meeting rooms with multiple high-speed phone lines and Internet access Assignment of one staff person to handle all aspects of your meeting Availability of exhibit space “Green” practices at the facility 118. Do you arrange ground transportation at the destination for....? Major conventions Yes No Other off-premises meetings Yes No ALL RESPONDENTS TECHNOLOGY 119. Do you use meeting planning software? Yes No (skip to Q121) 120. Please specify which stand-alone program or online service you use to plan meetings. _______________________ 121. Aside from an online meetings management service, which three websites do you use most often to help you plan meetings? Convention and visitors bureau site Expedia Google Individual hotel or chain site Local city site

omfg.com StarCite

Travelocity

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QUESTIONNAIRE uniquevenues.com Yahoo! Other _________ Other _________ Other _________ 122. Please rate these website elements by how useful they are for planning meetings, with 1 being Not Very Useful and 5 being Extremely Useful. Facility search Special dates/rates Maps/directions/distances Meeting space specifications Photographs Floor plans Virtual tours Video Destination information 123. Did you generate an online request for proposal (RFP) at a meeting planning site in 2007? Yes No 124. Did any of your meetings have their own websites in 2007? Yes No 125. Were attendees able to register online? (Select all that apply) Yes, on an intranet Yes, on the Internet No 126. Did you use videoconferencing or webcasting in 2007? Yes No 127. Did videoconferencing or webcasting replace any face-to-face meetings? Yes No

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QUESTIONNAIRE GREEN MEETINGS 128. 129. At your meetings, do you arrange it so attendees are able to recycle newspapers, white paper, cans and bottles? Yes, always Yes, but only if the facility already offers this service No Don’t know 130. Are conference materials printed on recycled paper? Yes No Don’t know 131. Do you make sure lights and air conditioning are turned off whenever meeting rooms are not in use, if possible? Yes No 132. How do you feel about the following eco-friendly offerings at hotels? Require Prefer to have No preference Prefer not to have Linen-reuse policies Small recycle bins in guest rooms Low-flow shower heads in guest rooms Soap and shampoo dispensers in guest rooms instead of small, disposable bottles Water-saving methods in public restrooms 133. Is there an environmentally friendly policy mandated for your meetings? Yes No Don’t know 134. Are you aware that convention facilities and hotels can be certified as environmentally responsible? Yes No

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2008 Meeting Marketing Report

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