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45 Cards in this Set
- Front
- Back
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Rental Costs include: |
Venue and space Equipment |
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Security Costs include |
Public (police) Private security firms Equipment |
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Production Costs |
Entertainment/Talent AV, Lighting, and Sound Utilities (water, electric, gas) |
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Labor Costs include |
Staff, greeters, registration, ticketing Union contractors, carpenters, electricians, riggers |
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Objectives are |
The basis of the planning process Should be clear, concise and measurable Drive program planning Focus on attendees |
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3 reasons people attend meetings |
Education Networking Conduct business |
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Needs analysis |
Method of determining a meetings expectation Needs of corporation and association differ |
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Needs analysis should consider |
Age and gender of past attendees Level of expertise Position in organization |
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SMART Objectives |
Specific Measurable Attainable Relevant Time based |
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Meeting objectives example |
Generate attendance at specific hotels Create a program by a specific date |
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Site selection |
First establish meeting objectives Determining site is typically a group decision |
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Site factors to consider
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Rotation of location Trade publications Location of majority of attendees Cost for planner and attendees Mode of travel Type of hotel or meeting facility |
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Budgetary concerns |
Budget is major concern next to objectives |
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Budgetary issues include |
Cost to produce the event Who will pay Registration fee Food & Beverage Costs past on to attendees What revenue streams are available |
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Step 1: Establish goals |
SMART approach Set by planner, association, corporate mandate Determine financial expectation of events 3 financial outcomes: break-even, profit, deficit |
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Step 2: Identify expenses |
Overhead or administrative costs (indirect) Fixed costs Variable costs (based on # of attendees. ex. food and bev) |
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Step 3: identify revenue sources |
Registration fees Corporate funding Private funding Exhibitor fees Sponsorships Advertising fee Government assistance Sale of banner ads |
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Cost control (tools for monitoring budget) |
Make sure facility knows who has signing power
Accurate estimate of meals ordered Outsourcing staff |
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Surveys |
Simple - one concept per question Easy first; difficult and personal last Number all questions Readable Anonymous |
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Program implementation factors to consider |
Program type Content Session scheduling Speaker arrangements Breaks |
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Session scheduling |
Timing is critical Variety of activities Dont double book events Coordinate trade shows and workshops Enough time between sessions |
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Breaks |
Important Foster connections Allows for work to be done if needed |
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Volunteer Speakers |
Reduce expenses Knowledgable Increase attendance Build relationships |
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Paid Speakers |
More reliable More costly |
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Registration |
Valuable data gathering before meeting Registration fees Pre-registration On site registration |
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Housing |
Arrange for their own rooms Meeting sponsor handles all housing 3rd party housing bureau |
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What is a DMC? |
A professional services business that possesses extensive local knowledge, expertise, and resources. |
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What services are offered by DMC's? |
Budgeting and resource management Creative iteneraries Creative theme design Dining programs Entertainers Event production Venue selection Hotel selection Incentive travel |
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Differences between DMO's and DMC's? |
DMO's optimism the exposure of a destination DMC's do RFP's |
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How do DMC's generate business leads? |
Through requests by meeting and event professionals that have gone through a DMC |
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What are resources DMC's provide to a meeting and event professional? |
Design and implementation of events |
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What types of events might a city host? |
Civic and mega events Festivals and fairs Expositions Sporting and social life-cycle events Meetings and conventions Retail Religious and corporate events |
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What does the vision statement of an event provide for an organizer? |
Provides goals and what the client wants the event to be like and accomplish. |
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What is the importance of the events professionals client relationship in the event planning? |
Builds trust, communication and working together |
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Discuss the types of planning tools that aid in successful event management. |
Flow charts and graphs for scheduling Clearly defined setup and breakdown schedules Policy statements |
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What are the distinctive role of the promotional mix model? |
Advertising Direct marketing Sales promotion Interactive (internet) Publicity Personal selling |
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What are the benefits for sponsorships at a special event? |
An innovative way for event organizers to help underwrite costs. Advertising for sponsor |
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What are some tips for working with broadcast media? |
Early in the day Fridays are the best days Giving advance notice |
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What are costs associated with the event budget? |
Rental costs Security costs Production costs Marketing costs Talent costs |
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What are the elements of breakdown for a special event? |
Feedback from participants, media, press, staff, management and vendors. Finalize expense statement Finalize all contracts Send media final press release on success of event Provide written thank you notes |
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Why hire a high-paid nationally known key-note speaker? |
Reliable Increase attendance |
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What is the purpose of using program formats, levels and tracks in designing effective meeting programming? |
Allows for different knowledge and expertise levels to get something out of attending |
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What is the purpose of using speaker contracts? |
Lays out everything from costs to dates and important information |
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What are the benefits and cons to using volunteer speakers? |
Reduces expenses, and knowledgable. Not well known. |
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4 methods of housing: |
Attendees arrange own housing Group blocked rooms Meeting sponsor handles all housing 3rd party housing bureau |
