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