Convention and

Events
Management
 Hospitality & Meetings Industry
• 1960s – meetings & conventions were
synonymous with hotels
• 1970s – expansion of convention center
industry
• 1980s – rise of centers that could
accommodate over 20,000 people
- associations hold regular meetings
 Factors that Contributed to the Growth of
International Meetings
1. Daily flights to overseas destinations
2. Lower airfares
3. Improved ground transportation
services
4. Increase use of automation
5. Increase in number of cities with
facilities to handle large meetings
 Reasons for Meetings & Conventions
• Educate • Advance image of
• Inform organization
• Introduce • Provide a forum
innovations for debate
• Unite members in • Entertain
common goals • Provide for peer
• Perpetuate the interaction
organization • Determine
member’s needs
 Players in the Industry
• Convention & • Service
Visitors’ Bureau Contractors
• Associations • Tour Operators
• Meeting Planners • Convention
• Exposition or Show Centers
Manager • Conference
• Trade Show Centers
Sponsor • Hotels and Resorts
 Convention & Visitors’ Bureau

A non-profit organization designed

to solicit visitors and conventions
to a community
 Role of Convention & Visitors’ Bureau
1.Market the destination
2.Provide information about host
facilities
3.Coordinate familiarization tours for
interested planners
4.Acts as liaison between the group
and many suppliers within the
community
 Meeting Planners

• Individuals or groups that plan

meetings, conventions or
expositions
 Exposition or Show Manager
1.Responsible for all aspects of the
show, which may include site
selection
2.Recruit exhibitors and attendees by
developing an Exhibitor Prospectus
to help prospective exhibitors decide
whether to join or not
 Service Contractors
• Must be multi-talented and
equipped to serve all exhibit
requirements and creative ideas
• May be a part of the facilities
management team (in-house)
• An impressive array of signs and
banners, each made according to
specifications for size and color
• Can provide or arrange for services
such as complete audio/visual needs,
lighting, sound systems, security,
cleaning, photographic or floral
services
 Incentives
• A motivational reward for the
accomplishment of business objectives

• Pure incentive –strictly for pleasure

• Sales incentive – combination of
vacation & business trips that usually
include mandatory meetings
Events Management
 Event
• Most challenging, rewarding and
creative part of MICE
• An experience carefully crafted to
deliver an impact on the attendees
• Held for a purpose: public or private,
commercial or charitable, celebratory
or commemorative
Sequential Process to
Produce Events that
Deliver
1. Conduct the necessary research to
determine expectations and create a
customer profile of the attendees
2. Conceptualize the event, assessing the
scope of the event required to meet
expectations
3. Determine which event elements and
components will provide the features of
the desired experience
4. Visualize how all these event
components will and must fit
together, and design the strategy for
implementation
5. Select the best products and
providers available and affordable
6. Monitor the delivery of the
experience
 Determine the Expectations
Who?
• Age group
• Couples, singles or families
• Mostly men or mostly women
• Do your guests know each other
What?
• Social: weddings, showers, parties
• Corporate events
• Fund raisers
When?
• Time of the year, day of the week
• Time of the day
• Length of the party
Where?
• Availability, capacity, services offered,
logistics, proximity
Why?
• Purpose of the event: goals/objectives
 Develop the Concept
• Put together an overall picture of the
final event, incorporating all the
necessary elements and components
• Develop concept  theme  event
name
 Creative Techniques
• Brainstorming
• Individual Brainstorming
• Free Association
• List Making
• Browsing
• Research
• Imitation
• Variation
 Site Inspection
• An essential part of the event
planning process
• An in-person assessment tour of
a destination or meeting facility
prior to selecting a specific site
for an event
Some Considerations:
• The event venue – meeting
rooms and meeting equipment
• The staff
• Travel considerations
• Parking considerations
• Hotel accommodations
• Security
 Servicing During the Meeting
Guestroom & Amenities
• Reservations
• Room Assignments
• No-shows, late arrivals, early
departures
• Check-in/check-out procedures
Function Rooms
• Types of Function Rooms
• Meeting Room Schematics
• Meeting Room Assignments
• Timetables: set-ups and
teardowns
• Release dates for meeting
facilities
Press Rooms
Handling VIPs
Outside Services: florists,
designers, etc.
Medical Emergencies
Other Emergencies