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CONVENTION MANAGEMENT

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SITE SELECTION

To begin the site selection process, the planner must firstconsider the goals and objectives that have beenestablished for the meeting, convention, or exposition.

Next step is to develop a group prospectus that will

enable the meeting planner or exposition manager todetermine the physic al requirements for the meeting,convention, or exposition.

The role of the host property is to provide the facilities and

services needed to assist in the execution of meetings,conventions, and expositions.

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CONVENTION CENTRES

At any one-time convention centres can usually house alarger number of people than can the largest meetingroom in most hotels.

Because of the high costs involved in convention centre

construction, these centres generally must be financedby public funds with the justification that thisexpenditure of public fund allows more conventioneersto be accommodated, thus extending the need for morelocal employment.

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CONVENTION CENTRE LOCATION

Murphy suggests the following five site considerationswhen locating a convention centre:

Site size is critical since space varying from half-to a full cityblock is needed to house the main building plus possiblesupport buildings along with delivery and service areas,parking, and entrances.

The site should be central and accessible to qualityaccommodation and major inter-city transportation terminals

for domestic delegates.

The site should be close to major shopping andentertainment districts or regional shopping centres.

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Plenty of parking is necessary within the centre, or close

by, again because many domestic delegates will drivethere, and international delegates, as well as domesticair arrivals, will often rent cars at the airport.

Proximity to recreation facilities and attractivesurroundings is important.

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TYPES OF CENTRES

The Executive Centre designed to handle thespecialized requirements of top corporatemanagement.

The Corporate Convention Centre used primarilyfor a companys in-house use, although sometimesthis type of centre will be rented out to others.

the non-profit centre, usually part of a universitycampus where the emphasis is on adult continuingeducation.

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SPONSORS

Associations

Corporations

Trade unions

Independent companies who sponsor and operate tradeshows

Religious groups

Tour groups

Theatre and arts groups

Social organizations

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MARKETING AND PROMOTION

In order to successfully market and promote aconvention or an event, the sponsoring organisationmust:

Determine their break-even attendance figures.

Develop a marketing plan

Develop a timetable

Implement the programme

Evaluate the program.

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PROCESS OF CONVENTION MANAGEMENT

Establishing goals and objectives

Targeting the population

Designing the program

Creating a budget

Selecting a site

Negotiating contracts

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Formulating committees

Establishing a marketing plan

Hiring subcontractors

Planning logistics

Designing food and beverage functions

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NEGOTIATIONS AND CONTRACTS

Negotiations usually take place between representativesfrom the host property and the sponsoring organization.

There are many negotiable areas involved withconventions, meetings and expositions which includeguest sleeping rooms, functions space, safety, securityand accessibility, food and beverages, renovation andconstruction, contingencies, restrictions, andcancellations.

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DESIGN, PRINTING AND MAILING OF

CONVENTION MATERIALS

Logo creation;

Stationary;

Brochures;

Attendee flyers;

Invitations;

Registration forms;

Name badges;

Agendas and programs;

Post-conference material

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POST CONVENTION MEETING

A post-conference/convention meeting, as the namesuggests is a meet ing organized after the conventionis over to make an assessment or appraisal of oneself.

The purpose is not to point fingers or place fault, but toseriously evaluate the process, the strengths an dweaknesses, good and not so good, why certain thingshappened, and what was or was not done that did ordidnt help.

Other vital post meeting activities include writing theappropriate thank you notes, reviewing and paying bills,and tipping and gift giving.

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BENCHMARKING AND POST CONVENTIONTASKS

The registration committee would prepare a report regardingthe total number of delegates registered, the amount paid tothem as TA or DA, to handover of the remaining bags andother material etc. to the secretariat or the management alongwith an analysis of the feedback gotten from the participants.

The accommodation committee settles the bills with the hotelsetc and files a report in relation to the experience gained andthe activities done

Similarly the transport committee, entertainment committeeand the reception or the protocol committee also do theremaining jobs and file their reports.

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The academic committee analyses, evaluates, and vetsthe academic deliberations, prepares the proceedingsand in case they have to be published the work getslengthened.

The steering committee takes stock of the entire eventand suggests further follow up action to the organizationif required. It also suggests future course of action.