INTRODUCTION TO HOSPITALITY Seventh Edition CHAPTER 12 Meetings

Chapter Objectives • After reading and studying this chapter, the students should be able

Development of the Meetings, Conventions, and Expositions Industry • People have gathered to attend

Development of the Meetings, Conventions, and Expositions Industry • Associations began in the United

Size and Scope of the Industry • According to the American Society of Association

Size and Scope of the Industry • Associations spend billions holding thousands of meetings

Size and Scope of the Industry • The hospitality and tourism industry itself consists

Size and Scope of the Industry • Associations are the main independent political force

Key Players in the Industry • Many major, and some smaller, cities have convention

Key Players in the Industry • The CVB represents local businesses by acting as

Key Players in the Industry • The CVB sales manager will invite the meeting,

Business and Association Conventions and Meetings • Publicly held corporations are required by law

Business and Association Conventions and Meetings • Most also have sales meetings, incentive trips

Business and Association Conventions and Meetings • When a corporation decides to hold a

Business and Association Conventions and Meetings • The total direct spending on these events

Business and Association Conventions and Meetings • Associations represent the interests of their members

Business and Association Conventions and Meetings • Conventions charge attendees a registration fee and

Business and Association Conventions and Meetings • The larger associations book their dates several

Destination Management Companies • A destination management company (DMC) is a service organization within

Destination Management Companies • Initially, a destination management sales manager concentrates on selling the

Destination Management Companies • DMCs work closely with hotels; sometimes DMCs book rooms, and

Destination Management Companies • A DMC does everything, including airport greetings, transportation to the

Meeting Planners • Meeting planners may be independent contractors who contract out their services

Meeting Planners • The professional meeting planner not only makes hotel and meeting bookings

Meeting Planners • The meeting planner’s role varies from meeting to meeting but includes

Service Contractors • Service contractors, exposition service contractors, general contractors, and decorators are all

Service Contractors • Just as a meeting planner is able to multitask and satisfy

Service Contractors • The service contractor is hired by the exposition show manager or

Meetings • Meetings are conferences, workshops, seminars, or other events designed to bring people

Meetings • Meetings are set up according to the wishes of the client. •

Association Meetings • Every year there are thousands of association meetings that spend millions

Association Meetings • The things that top the list of what an association meeting

Conventions and Expositions • Conventions are generally larger meetings with some form of exposition

Conventions and Expositions • Conventions are not always held in convention centers; in fact,

Conventions and Expositions • Expositions are events that bring together sellers of products and

Conventions and Expositions • Exhibitors are an essential component of the industry because they

Types of Associations • An association is an organized body that exhibits some variety

Types of Associations • The association industry is significant in many respects—but it’s the

Historical Associations • Today’s associations find their roots in historical times. • Ancient Roman

Types of Historical Associations • A Trade Association is an industry trade group that

Types of Historical Associations • A Professional Association is a professional body or organization,

Types of Historical Associations • Medical and Scientific Associations are professional organization for medical

Types of Historical Associations • Religious Organizations include those groups of individuals that are

Types of Meetings • Some of the types of meetings are annual meetings that

Types of Meetings • Board meetings for corporations must be held annually, and most

Types of Meetings • Committee meetings are generally held at the place of business

Types of Meetings • Corporate Meetings, Conventions, and Expositions… corporations hold meetings for reasons

Types of Meetings • Many participants in meetings are organized by either an association,

Types of Meetings • Incentive meetings: the incentive market of MICE continues to experience

Meeting Planning • Meeting planning includes not only the planning but also the successful

Meeting Planning • The key to a productive meeting is a meeting agenda, which

Meeting Planning • Setting the budget for the meeting is more successful if the

Meeting Planning • Income for a meeting, convention, or exposition comes from grants or

Meeting Planning • No matter how large or small a meeting, it is essential

Meeting Planning • Several factors are evaluated when selecting a meeting site, including location

Meeting Planning • During the site inspection, the meeting planner is shown all facets

Meeting Planning • The meeting planner has several critical interactions with hotels, including negotiation

Meeting Planning • The most important interaction is typically with the catering/banquet/conference department associates,

Meeting Planning • Once the meeting planner and the hotel or conference facility have

Meeting Planning • Contracts should include clauses on “attrition and performance, ” meaning that

Meeting Planning • The performance part of the clause means that a certain amount

Meeting Planning • Organizing and Preconference Meetings: the average lead time required for organizing

Meeting Planning • Conference Event Order: A conference event order has all the information

Meeting Planning • A post-event meeting is held to evaluate the event—what went well

Venues for Meetings, Conventions, and Expositions • Most of the time, meetings and functions

Venues for Meetings, Conventions, and Expositions • City centers are good venues for some

Venues for Meetings, Conventions, and Expositions • Convention centers throughout the world compete to

Venues for Meetings, Conventions, and Expositions • Usually, convention centers are corporations owned by

Venues for Meetings, Conventions, and Expositions • The centers generate revenue from the rental

Venues for Meetings, Conventions, and Expositions • In addition to the mega-convention centers, a

Venues for Meetings, Conventions, and Expositions • A conference center is a specially designed

Venues for Meetings, Conventions, and Expositions • Hotels and resorts offer a variety of

Venues for Meetings, Conventions, and Expositions • A cruise ship meeting is a uniquely

Venues for Meetings, Conventions, and Expositions • More and more, alternative venues for meeting

Sustainable Meetings, Conventions, and Expositions • The meetings industry is becoming more responsible in

Sustainable Meetings, Conventions, and Expositions • Simply switching from bottled water to pitchers of

Sustainable Meetings, Conventions, and Expositions • Convention centers are going green by reducing the

Career Information • Successful meeting planners are detailoriented, organized people who not only plan

Career Information • For all career paths, it is critical to gain experience in

Trends in Meetings, Conventions, and Expositions • New technologies assisting meeting planners with the

Trends in Meetings, Conventions, and Expositions • Demand for unique, out-of-the-ordinary meeting experiences including

Slides: 83

Download presentation

INTRODUCTION TO HOSPITALITY Seventh Edition CHAPTER 12 Meetings, Conventions, and Expositions Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Chapter Objectives • After reading and studying this chapter, the students should be able to do the following: 1. List the major players in the convention industry. 2. Describe destination management companies. 3. Describe the different aspects of being a meeting planner. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Chapter Objectives • After reading and studying this chapter, the students should be able to do the following: 4. Explain the different types of meetings, conventions, and expositions. 5. List the various venues for meetings, conventions, and expositions. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Development of the Meetings, Conventions, and Expositions Industry • People have gathered to attend meetings, conventions, and expositions since the ancient times, mainly for social, sporting, political, or religious purposes. • The guilds in Europe were created during the Middle Ages to secure proper wages and maintain work standards. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Development of the Meetings, Conventions, and Expositions Industry • Associations began in the United States at the beginning of the eighteenth century. • The Meetings, Incentive Travel, Conventions, and Exhibitions (MICE) segment of the industry statistics point to the fact that the average MICE tourist spends about twice the amount of money that other tourists spend. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Size and Scope of the Industry • According to the American Society of Association Executives (ASAE), there about 90, 908 trade and professional associations. • The association business is big business. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Size and Scope of the Industry • Associations spend billions holding thousands of meetings and conventions that attract millions of attendees. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Size and Scope of the Industry • The hospitality and tourism industry itself consists of a number of associations, including the following: – The American Hotel and Lodging Association – The National Restaurant Association – The American Culinary Federation – Destination Marketing Association International continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Size and Scope of the Industry • The hospitality and tourism industry itself consists of a number of associations, including the following: – Hotel Sales and Marketing Association International – Association of Meeting Professionals – Club Managers Association of America – Professional Convention Management Association continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Size and Scope of the Industry • Associations are the main independent political force for industries like hospitality, offering the following benefits: – Governmental/political voice, marketing avenues, education, member services, and networking. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Key Players in the Industry • Many major, and some smaller, cities have convention centers with nearby hotels and restaurants. • The major players in the convention industry are convention and visitors bureaus (CVBs), corporations, associations, meeting planners and their clients, convention centers, specialized services, and exhibitions. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Key Players in the Industry • The CVB represents local businesses by acting as the sales team for the city with the outcome of increasing revenues for the city’s tourist industry. • A number of bureaus have offices or representatives in these cities or a sales team who will make follow-up visits to the leads generated at trade shows. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Key Players in the Industry • The CVB sales manager will invite the meeting, convention, or exposition organizer to make a familiarization trip to do a site inspection. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Business and Association Conventions and Meetings • Publicly held corporations are required by law to have an annual shareholders’ meeting. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Business and Association Conventions and Meetings • Most also have sales meetings, incentive trips (all-expenses paid trips for groups of employees who met or exceeded goals set for them), product launches, focus groups, executive retreats, seminars and training sessions, and management meetings. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Business and Association Conventions and Meetings • When a corporation decides to hold a gathering, it determines what the budget will be, where the gathering will be held, and who will attend. • In the United States, almost 1. 3 million corporate events are held annually, with a total attendance of 84 million. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Business and Association Conventions and Meetings • The total direct spending on these events is over $30 billion per year, with the average corporate event generating almost $550, 000. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Business and Association Conventions and Meetings • Associations represent the interests of their members and gather at the state, regional, national, and international levels for professional industry-related reasons; for annual congresses, conventions, and conferences; and for scientific, educational, and training meetings. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Business and Association Conventions and Meetings • Conventions charge attendees a registration fee and charge vendors for booth space. • Association conventions and meetings attract crowds ranging from hundreds to over 100, 000. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Business and Association Conventions and Meetings • The larger associations book their dates several years ahead, some in the same place at the same time of year; others move around the country. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Destination Management Companies • A destination management company (DMC) is a service organization within the visitor industry that offers a host of programs and services to meet clients’ needs. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Destination Management Companies • Initially, a destination management sales manager concentrates on selling the destination to meeting planners and performance improvement companies (incentive houses). continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Destination Management Companies • DMCs work closely with hotels; sometimes DMCs book rooms, and other times hotels request the DMCs’ know-how on organizing theme parties. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Destination Management Companies • A DMC does everything, including airport greetings, transportation to the hotel, VIP check-in, theme parties, sponsoring programs, organizing competitive sports events, and so on, depending on budget. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planners • Meeting planners may be independent contractors who contract out their services to both associations and corporations as the need arises, or they may be full-time employees of corporations or associations. • About 212, 000 full- and part-time meeting planners work in the United States. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planners • The professional meeting planner not only makes hotel and meeting bookings but also plans the meeting down to the last minute. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planners • The meeting planner’s role varies from meeting to meeting but includes the following: – Pre-meeting activities – On-site activities – Post-meeting activities Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Service Contractors • Service contractors, exposition service contractors, general contractors, and decorators are all terms that have at one time or another referred to the individual responsible for providing all of the services needed to run the facilities for a trade show. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Service Contractors • Just as a meeting planner is able to multitask and satisfy all the demands in meeting planning, a general exposition contractor must be multitalented and equipped to serve all exhibit requirements and creative ideas. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Service Contractors • The service contractor is hired by the exposition show manager or association meeting planner. • The service contractor is a part of the facilities management team, and, to use the facility, the sponsor must use its service contractor. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meetings • Meetings are conferences, workshops, seminars, or other events designed to bring people together for the purpose of exchanging information; the purpose of meetings is to affect behavior. • Meetings can take any one of the following forms: clinics, forums, seminars, symposiums, or workshops. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meetings • Meetings are set up according to the wishes of the client. • The three main types of meeting setups are theater style, classroom style, and boardroom style. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Association Meetings • Every year there are thousands of association meetings that spend millions of dollars sponsoring many types of meetings, including regional, special interest, education, and board meetings. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Association Meetings • The things that top the list of what an association meeting planner looks for when choosing a meeting destination include the availability of hotels and facilities, ease of transportation, distance from attendees, transportation costs, and food and beverage. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Conventions and Expositions • Conventions are generally larger meetings with some form of exposition or trade show included. • A number of associations have one or more conventions per year. • These conventions raise a large part of the association’s budget. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Conventions and Expositions • Conventions are not always held in convention centers; in fact, the majority are held in large hotels over a three- to five-day period. • Function space is allocated for registration, the convention, expositions, meals, and so on. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Conventions and Expositions • Expositions are events that bring together sellers of products and services at a location (usually a convention center) where they can show their products and services to a group of attendees at a convention or trade show. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Conventions and Expositions • Exhibitors are an essential component of the industry because they pay to exhibit their products to the attendees. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Associations • An association is an organized body that exhibits some variety of volunteer leadership structure, which may employ an activity, or purpose that they share in common. • The association is generally organized to promote and enhance that common interest, activity, or purpose. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Associations • The association industry is significant in many respects—but it’s the big spender when it comes to conventions and meetings. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Historical Associations • Today’s associations find their roots in historical times. • Ancient Roman and Asian craftsmen formed associations for the betterment of their trade. • The Middle Ages found associations in the form of guilds, which were created to ensure proper wages were received and to maintain work standards. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Historical Associations • A Trade Association is an industry trade group that is generally a public relations organization founded and funded by corporations that operate in a specific industry. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Historical Associations • A Professional Association is a professional body or organization, usually non-profit that exists to further a particular profession, to protect both the public interest and the interests of professionals. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Historical Associations • Medical and Scientific Associations are professional organization for medical and scientific professionals. They are often based on their specific specialties and are usually national. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Historical Associations • Religious Organizations include those groups of individuals that are part of churches, mosques, synagogues, and other spiritual or religious congregations. • Government Organizations can range from federal, state, and local. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Meetings • Some of the types of meetings are annual meetings that are held by private or public companies, board and committee meetings, fund-raisers, and professional and technical meetings. • Annual meetings are meetings that are generally held every year by corporations or associations to inform their members of previous and future activities. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Meetings • Board meetings for corporations must be held annually, and most corporations hold meetings monthly or four times a year. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Meetings • Committee meetings are generally held at the place of business and only occasionally are held in hotels. • Seminars are frequently held in hotels, as are workshops and technical meetings. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Meetings • Corporate Meetings, Conventions, and Expositions… corporations hold meetings for reasons of educating, training, decision making, research, sales, team building, the introduction of a new product, organization or reorganization, problem solving, and strategic planning. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Meetings • Many participants in meetings are organized by either an association, a corporation, or social, military, educational, religious, and fraternal groups (SMERF). • Often, these groups are price conscious, because of the fact that the majority of the functions sponsored by these organizations are paid for by the individual. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Types of Meetings • Incentive meetings: the incentive market of MICE continues to experience rapid growth as meeting planners and travel agents organize incentive travel programs for corporate employees to reward them for reaching specific targets. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Meeting planning includes not only the planning but also the successful holding of the meeting and the post-meeting evaluations. • Before a meeting planner can start planning a meeting, a needs analysis is done to determine the purpose and desired outcome of a meeting. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • The key to a productive meeting is a meeting agenda, which provides the framework for making meeting objectives. • The meeting’s objectives provide the framework from which the meeting planner will set the budget, select the site and facility, and plan the overall meeting or convention. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Setting the budget for the meeting is more successful if the meeting planner is involved in the budget planning throughout. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Income for a meeting, convention, or exposition comes from grants or contributions, event sponsor contributions, registration fees, exhibitor fees, company or organization sponsoring, advertising, and the sale of educational materials. • Expenses for a meeting are extensive. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • No matter how large or small a meeting, it is essential that clear meeting specifications are developed in the form of a written request for proposal/quote (RFQ). continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Several factors are evaluated when selecting a meeting site, including location and level of service, accessibility, hotel room availability, conference room availability, price, city, restaurant service and quality, personal safety, and local attractions. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • During the site inspection, the meeting planner is shown all facets of the hotel, including the meeting rooms, guest sleeping rooms, the food and beverage outlets, and any special facility that may interest the planner or the client. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • The meeting planner has several critical interactions with hotels, including negotiation with the convention center or hotel for room blocks and rates. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • The most important interaction is typically with the catering/banquet/conference department associates, especially the services manager, maître d’, and captains. • The components include an offer, consideration (payment), and acceptance. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Once the meeting planner and the hotel or conference facility have agreed on all the requirements and costs, a contract is prepared and signed by the planner, the organization, and the hotel or convention center. • The contract is a legal document that binds two or more parties. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Contracts should include clauses on “attrition and performance, ” meaning that the contract has a clause to protect the hotel or convention facility in the event that the organizer’s numbers drop below an acceptable level. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • The performance part of the clause means that a certain amount of food and beverage revenue will be charged for regardless of whether it is consumed. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Organizing and Preconference Meetings: the average lead time required for organizing a small meeting is about three to six months; larger meetings and conferences take much longer and are booked years in advance. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • Conference Event Order: A conference event order has all the information necessary for all department employees to be able to refer to for details of the setup (times and layout) and the conference itself (arrival, meal times and what food and beverages are to be served, and the cost of items so that the billing can be done). continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Meeting Planning • A post-event meeting is held to evaluate the event—what went well and what should be improved for next time. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • Most of the time, meetings and functions are held in hotels, convention centers, city centers, conference centers, universities, corporate offices, or resorts, but more and more, meetings are housed in unique venues such as cruise ships and historical sites. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • City centers are good venues for some conferences because they are convenient to reach by air and ground transportation. • There is plenty of action in a major city center; attractions range from cultural to scenic beauty. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • Convention centers throughout the world compete to host the largest exhibitions, which can be responsible for adding several million dollars in revenue to the local economy. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • Usually, convention centers are corporations owned by county, city, or state governments and are operated by a board of appointed representatives • Convention centers have a variety of expositions and meeting rooms to accommodate both large and small events. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • The centers generate revenue from the rental of space, which frequently is divided into booths (one booth is about 100 square feet). • Large exhibits may take several booths’ space. • Additional revenue is generated by the sale of food and beverages, concession stand rentals, and vending machines. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • In addition to the mega-convention centers, a number of prominent centers also contribute to the local, state, and national economies. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • A conference center is a specially designed learning environment dedicated to hosting and supporting small- to medium-sized meetings, typically between twenty and fifty people. • The nature of a conference meeting is to promote a distraction-free learning environment. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • Hotels and resorts offer a variety of locations from city center to destination resorts. • Many hotels have ballrooms and other meeting rooms designed to accommodate groups of various sizes. • Meeting in a nontraditional facility can provide a unique and memorable experience for the meeting attendee. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • A cruise ship meeting is a uniquely different meeting setting and offers a number of advantages to the attendees, such as discounts, complimentary meals, less outside distraction while at sea, entertainment, and visiting more than one destination while unpacking only once! continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Venues for Meetings, Conventions, and Expositions • More and more, alternative venues for meeting places include facilities such as colleges, universities, and their campuses. • Most of the time, the relative cost of campus-based meetings is less expensive than a medium-priced hotel. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Sustainable Meetings, Conventions, and Expositions • The meetings industry is becoming more responsible in its environmental stewardship; companies that choose to do so are reporting higher gross margins, higher return on sales, higher return on assets, and a stronger cash flow within its own organization. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Sustainable Meetings, Conventions, and Expositions • Simply switching from bottled water to pitchers of water for attendees and reusing name-badge holders can provide substantial savings. • In addition to monetary savings to these groups, the amount of waste deposited into a landfill has been dramatically reduced, just by making these small changes. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Sustainable Meetings, Conventions, and Expositions • Convention centers are going green by reducing the heat, light, and power consumption. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Career Information • Successful meeting planners are detailoriented, organized people who not only plan and arrange meetings, but also negotiate hotel rooms and meeting space in hotels and convention centers. • Other career opportunities include incentive travel, conventions and expositions, and off-premise catering. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Career Information • For all career paths, it is critical to gain experience in the areas of your interest. • Ask people you respect to be your mentor, and ask questions! When you show enthusiasm, people will respond with more help and advice. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Trends in Meetings, Conventions, and Expositions • New technologies assisting meeting planners with the ability to identify and manage key markets. • Increased use of smartphones and connectivity and lighting speed or the need for faster networks. continued on next slide Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.

Trends in Meetings, Conventions, and Expositions • Demand for unique, out-of-the-ordinary meeting experiences including making meetings personal with social media. • Keeping it healthy, and going greener. Introduction to Hospitality, ICD-10 -CM/PCS Coding: A Map Seventh to Success Edition Lorraine John R. Walker M. Papazian-Boyce Copyright © 2017, 2013, 2009 by Pearson Education, Inc. All Rights Reserved.