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MEEC
Chapter TwoPlanning, Organizing,
Directing and Control in MEEC
Planning: Meeting Objectives Knowing the Audience and Setting the
Objectives effects all aspects of Meetings: Programming
Schedule Type of sessions – style of meeting Speakers
Site Selection / Type and Location of Property Training/conference center vs. resort Downtown vs. suburbs vs. airport
Cost
Planning: Meeting Objectives Knowing the Audience and Setting the
Objectives effects all aspects of Meetings: Logistics
Room Sets Audio Visual Food & Beverage
Promotion and Publicity Promotion schedule Types / styles of promotion materials
Post Conference Evaluation
Planning: Meeting Objectives Step 1 - Needs Analysis
Determine audience expectations Know demographics (i.e. age, gender,
geography) Understand role/position in the
organization Profile their interests (cultural, sports,
lifestyle) Identify networking opportunities
Planning: Meeting Objectives
Determine audience expectations Determine special accommodations
(food, language, equipment) Consider Pricing / Cost sensitivities Understand educational needs /
requirements
Planning: Meeting Objectives S.M.A.R.T. Meeting Objectives
Specific Measurable Achievable Relevant Time-Based
Planning: Site Selection Objectives clarify the site selection Planners guide the selection
process Resources inform the site decision
Trade / industry magazines Convention & Visitors Bureaus References from other
planners/colleagues
Planning: Site Selection Factors to Consider
Objectives Audience needs Location Cost Travel accessibility Type of hotel / facility required Meeting space needed
Planning: Site Selection Steps in the Process
Identify the meeting objectives Gather historical data Determine physical requirements Consider attendee expectations Select general area and type of facility Prepare a Request for Proposal Review and evaluate choices Select site
Source: Professional Meeting Management, 4th ed. (2002) B. Connell, C. Chatfield-Taylor and M. Collins (eds.) Professional Convention Management Association: Chicago.
Planning: Request for Proposal A written description of all meeting
requirements Sent to appropriate hotels,
conference or convention facilities May be submitted through CVB
Fam (familiarization) Trips
Planning: Budgets
Three Major Steps1. Establish Goals2. Identify Expenses
Indirect Costs Fixed Costs Variable Costs
3. Identify Revenue Sources
Planning: Cost Controls
Establish master account signing authority
Estimate accurate guarantees Outsource if appropriate
Organizing: Registration
Registration Form Data Registration Fees Pre-Registration On-site Registration
Organizing: Housing Four Methods of Housing
Attendees arrange their own – no rate is negotiated
Attendees arrange their own - group rate is negotiated at particular hotel(s)
Planner arranges all housing via room list
Third-party housing bureau
Directing
Meeting & Event Specifications Guide (MESG)
The Narrative Schedule of Events Meeting Event Orders
Directing
Pre-Con Meetings (Pre Convention) Day or two prior to opening of event A time to meet all hotel representatives A time to re-confirm / review all
arrangements
Post Con Meetings (Post Convention)
Directing
Post Con Review (Post Convention) Meet following event Meeting with staff (organization & hotel) Review performance (positive and negative) Prepare written report
Control in MEEC: Evaluation
Purpose Overall meeting Specific individual sessions
Tie questions to the meeting’s objectives
Information to collect Location / type of property Speakers / programming Social events / networking
Control in MEEC: Evaluation
Evaluation Design Simple, concise, easy to complete, easy to
read Ask specific questions Gather both Quantitative and Qualitative Data Begin with easy questions first Use a range of numbers when asking personal
or proprietary questions Keep evaluations anonymous Note return address / fax number If evaluating speaker – identify by name
Control in MEEC: Evaluation
Collection Collect at end of session Provide collection boxes Distribute / collect following event
Use of Information Measure outcomes of objectives Record history of meeting Planning document for next event
Review Meeting Objectives Site Selection Request for Proposal Budgets & Cost Controls Registration & Housing Meeting & Event Specifications Guide
(MESG) Pre & Post Con Activities Evaluation