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31 Cards in this Set

  • Front
  • Back
technology- virtual site selection and research
online request for proposals (RFPS), virtual tours (on website, 360 degree views), industry information portals CVB web pages
technology- marketing and communication
websites and strategic communications
-clear, easy to find info
-focus on the who, what, when, and why of the conference on the website
E-Marketing
E-blasts, high volume marketing via email
E-Marketing guidelines
-est. a dialogue and confirm that the recipient wants future mailing
- keep it simple- concise emails that are to the point
technology- room design software
-computer-aided design (CAD) software to graphically enhance room design production
-3d tour of room setups
-events can enhance by providing actual room images to incorporate into the images
technology- sales of the show floor
virtual enhancement in the trade show floor selling process
- provides updated layouts
-helps buyer locate an appropriate floor space
-use of colors to help design
technology- online registration
-use of web for pre-registration
-double check all info
-carefully integrate the data collected online and manually
-saves time and money
technology infrastructure
VOIP- voice over internet protocol
internet telephone, skype
technology infrastructure
Audience response system (ARS)
-similar to technology in an audience participants game show
-can be tracked online as survey or poll
-can be streamlined into powerpoint presentations
technology- post conference applications
online evals, media marking
podcasting
the method of distributing multimedia files, such as audio or video programs for playback on mobile devices and computers
podcasting allows for
listeners to access content that they can listen to at their leisure
negotiation
the process by which a meeting planner and supplier reach an agreement on the terms and conditions that govern their relationship before, during and after a meeting, convention, expo or event
negotiation strategies
-do your homework
-research the property/service/product
-listen and don't get emotional
net worth of meeting
summary of all revenue generated for the property (sleeping rooms, f &b)
contracts
an agreement between two or more persons consisting of a premise or mutual promises that the law will enforce
essential elements of a contract
-the offer by one party
- acceptance of the offer as presented
-considerations
contracts can be terminated by
expiration of specific time, specific revocation by offeror
usually the offerors in contracts
hotel or other venue
offeree
meeting sponsor
oral vs written contacts
better to have written, less chance for misunderstanding
a valid contract must contain
-identity of parties
-identification of the subject matter
-terms of agreement
cancel without penalty or damages if...
-hotel ownership is changed
-meeting outgrows space
-hotel does not perform satisfactory at an earlier meeting
-change in hotel rating
termination
-"act of god"
- permits either party to terminate contract without damages if fulfillment of obligations imposed in agreement are rendered impossible by occurrences outside of control of either party
- strikes, severe weather
4 methods of resolution
-privately and informally
-give up possibility of reaching a solution and pay the damages
-go to court and sue
insurance issues- common insurance types
worker's compensation
alcohol server liability
exhibitors liability policies
ADA Americans with Disabilities Act
it is illegal to discriminate against or fail to accommodate people in wheelchairs, with visual or hearing impairments, food restrictions
- must make accommodations
guidelines for addressing ADA-
visually and hearing impaired
accommodations for the blind and visually impaired
-technology orientation, mobility specialists, tactile maps
accommodations for hearing impaired
-relay service, email, interpreteres
risks
contractual, operational, negligent occurrences, acts of god
3 ways to manage risks
1. avoid it
2. transfer it to another party involved in the transaction
3. insure it
insure
a form of transference using insurance companies money to pay any damages