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85 Cards in this Set
- Front
- Back
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What are the main ways to narrow the search for the best destination for an event/mtg?
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Define the event's requirements (using event objectives)
The agenda The target audience needs |
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The attendee profile forms the foundation of an event's requirements. This profile is compiled with history/demographics that answer what questions?
cic73 |
1. What is max # of participants likely to attend?
2. Where are most participants located? International? 3. How are attendees expected to arrive at event? 4. What are the attendees interests/expectations? Recreation, sports, nightlife, or sightseeing? 5. Would they prefer an urban hotel, resort, or conference cntr? Luxury vs. Modest? City Rotation? 6. Is the event pre-/post-convention trip? 7. Will spouses attend? 8. Any special needs? |
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What defines the event requirements for destination selection?
cic, 73 |
The attendee profile (most important)
Event Goals & Objectives Tentative Program Est. Budget |
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When refering to destination selection/decisions, how are "needs" and "wants" defined?
cic 74 |
Needs: Nonnegotiable, must have elements of an event.
Wants: are the nice to have components - can become the basis for negotiations with prospective destinations. |
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What should a detailed event specifications package include?
cic 75 |
Event Goals and Objectives
Attendee Profile Preferred dates / options # & type of guest rooms (any requested comps), acceptable rates Meeting room & area needs (reg, office, internet area, etc) Program Schedule F&B needs Special requirements (ADA, etc) AV Needs Priority list of needs/wants Historical data from past events (attendees, rooms, f&b, AV, meeting space, etc.) |
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When should facilities provide event data after the event concludes?
cic 75 |
Ensure the contract asks facilities to provide all event details (rooms used, arrival/departure patterns, F&B, etc) within 30 days of the event conclusion
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What is the post-event meeting report?
cic 75 |
The PER should be completed within 60 days of the event's conclusion and is a summary of the information gathered upon conclusion of the event.
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What is an RFP?
cic 76 |
A Request for Proposal - a written document outlining the event specifications. Sometimes spelling out destination selection procedures and criteria.
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At a minimum, what should the RFP contain?
cic 76 |
- Event Name
- Organization hosting the event - Key contact person & info - Complete meeting description: Type of event, Event Status, Event Frequency - Event Requirements & Specifications - Due date for proposals & Decision date |
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What should accompany the RFP when it is sent out to prospects?
cic 76 |
The post-event report (PER)
The facility can also gain more information if the event is in MINT. |
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Is there a restriction to creative ideas sent in response to an RFP?
cic 76 |
Yes, the organization sending in ideas retains all rights to the creative ideas.
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What does DMAI stand for?
cic 77 |
Destination Marketing Association International.
Over 600 CVBs are in DMAI. DMAI members have expert knowledge of their city & surrounding areas. They typically represent local hotels, conferences, restaurants, etc... |
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What is another term for CVBs? What does CVB stand for?
cic 77 |
Convention & Visitors Bureau
aka: Destination Marketing Organizations |
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What are the services of CVB?
cic 77 |
Services vary and sometimes fees apply, so it is good to find out from the particular one you are interested in dealing with.
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What should be involved in a site visit (when selecting a destination)?
cic 78 |
1. A tour of the city and general orientation
2. A review of local transportation systems and facilities 3. A list of events, activities and attractions that will coincide with the event. 4. Tours of the convention centers, hotels, and other facilities and attrations that can serve your group. 5. A review of local amenities and services available 6. A review of event-related rules, policies or licenses required by the city, including local taxes and union contract specifications. |
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What is important to keep in mind when on a site visit with a CVB representative?
cic 78 |
They are advocates for the particular destination and intent on attracting attendees who will support and patronize area businesses.
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What is MINT and who manages it?
cic 78 |
MINT is managed by the DMAI and stands for Meeting Information Network. It is an online database containing profiles of over 34,000 events from over 17,000 organizations.
The information is from over 150 CVBs and is included if the peak night is 50 rooms (or more), occurs regularly, and rotates within at least 1 state. |
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What are the 8 steps for the site selection process?
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1. identify the meeting objectives
2. gather histoical data 3.determine needed phyical space 4. consider attendee interests/expectations 5. select a destination and the typ of facility 6. prepare meeting specs and an RFP 7. review and evaluate sites 8. select the site. |
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How is identifing meeting objectives important to site selection?
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- gives the purpose of the meeting
- through looking at the stakeholders, you will learn preferences |
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How is gathering historical data helpful in determining site selection?
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- most hotels require 3 years of history.
- provide: attendance est, demographic info, room block hist, financial performance, meeting space needs, f&b needs, exhibit space needs, service needs (AV, etc) |
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For site selection, what info is needed to determine physical space needs?
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- preferred dates: patterns? holiday?
- historical data (attendance, rm blcks, mtg space, f&b, exhibits) - registration needs - ancillary space (storage, presenter, etc) - Other (special needs, etc) |
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For site selection, how do attendee interests and expectations make an impact?
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Expectations:
- preferred destination & facility - F&B preferrences Profile: Age, Male vs. Female, Family?, Recreation / Culture |
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What are the 7 considerations when determining the destination of a meeting?
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- meeting objectives
- physical space needs - political and economic stability - local organizational support - prospective attendance - transportation options - meeting rotation |
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What is a Metropolitan Site? What is it best/not used for?
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high quality hotels downtown with extensive meeting and banquet space. Near many activities.
Best used by people that don't find the city distracting or won't need to move cars often as parking is tough. May be expensive. |
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What is a Suburban Site? What is best/not used for?
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many are new and "in". Less traffic than the city and parking is generally free.
Large suburban hotels are rare, limiting available space for exhibits, etc. May not be as unique as downtown. |
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What is an airport area re: site selection? What are benefits/challenges?
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Great for brief committee meetings or 1 day sessions. Being close to the airport saves time and money. many have great meeting capabilities. Complimentary bus shuttle from airport (usually).
Restaurant options may be limited and for longer meetings, people feel confined. |
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What is a resort re: site selection? What are benefits/challenges?
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relaxed environment, away from day-to-day.
May be a good distance from airports, thus cost and time consideration. Should not be selected for full programs with no downtime. |
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What is a convention center re: site selection? benefits/challenges?
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a public assembly facility, often owned by a city, couty, or state authority. good for events that require exceptionally large/diverse function space that can be configured as needed or for trade shows or coincides with a related meeting or show.
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What are conference centers re: site selection? benefits/challenges?
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provide a dedicated environment for meetings, particularly those with no more than 75 attendees. offer a complete meeting package.
good for retreats, specialized training, dept. mtgs., etc. typically do not have exhibit space, ballrooms, etc...Have strict cancellation/attrition clauses. |
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What are the 6 types of conference centers?
***KEY*** |
- Ancillary: connected to or contained within a hotel or larger complex. It is usually offered in addition to the facility's primarty mtg space.
- Corporate: designed + built for a comp., but rented out to others when avail. - Non Residential: Full service, except no guest rooms. Works in partnership with hotels. - Residential: Full service facility with accommodation. Typically in suburbs or near metropolitan areas - Resort: Full service, with recreation activities - University: Located on a college campus. May be stand alone or use student housing. |
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How should the meeting agenda be presented in the RFP?
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Chronologically
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What are th sources to use for site evaluation/review prior to selection?
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- CVB
- internet - professional associations - trade publications - national/regional hotel chains - professional coleagues/references |
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How are room rates negotiated in the high, shoulder and low season?
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HIGH: pay higher rates and hotels will make few, if any, rate concessions.
SHOULDER: hotels want business and will make rate concessions, but not large concessions unless the hotel has a void to fill LOW: greatest area of rate concessions normally occurs during this season. competition is key as no one wants to lose business. |
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How are comp rooms negotiated in high, shoulder, and low season?
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HIGH: standard: 1:50
SHLDR: 1:50. depending on the hotel and event size, may get 1:40 or 45 LOW: at least 1:45, possibly 1:40 |
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How are suites and upgrades negotiated in high, shoulder, and low season?
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HIGH: for at least 100 rooms, may receive 1 comp suite or upgrade
SHLDR: at least 100 rooms, 1 bd suite comp. May get the hotel's top 1-2 suites free if the largest group in house. Should receive upgrades for no charge LOW: should get suites for VIPs, but try upgrading to all suites. |
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What are F&B negotiables during high, shoulder, and low season?
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HIGH: no lowered costs. Some minor reductions may be made.
SHLDR: may received special menus. May get lower prices, not major concessions. A free coffee break or VIP reception is possible. LOW: prices should be lower, try for 10% discount. |
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What are meeting and function space negotiables for high, shoulder, and low season?
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HIGH: free function space only f you have standard meeting room needs. Pay for 24 hour holds or uneven space needs.
SHLDR: expect free function space as long as you have standard or slightly greater meeting room needs. may get free 24-hour hold LOW: Should not pay for function space during low season unless room needs are extraordinary. |
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What is negotiable with attrition and cancellation policies in high, shoulder, and low season?
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HIGH: will stick to attrition and cancellation policies.
SHLDR: Can negotiate, try for 15-20% or cancellation lower than published. LOW: both parties should negotiate to their acceptable level of risk. |
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What is negotiable with in room amenities in high, shoulder, and low season?
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HIGH: standard. may get more if the group is large
SHLDR: All VIPs should be upgraded to suites and get amneities. Speaker suites. LOW: Amenities for special guests, speakers, board members |
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What misc items are negotiable in high, shoulder, or low season?
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HIGH: will make concessions for items they have (decor, limo pick ups, free house phones...)
SHLDR: ask for decor, limo, free house phones, free mics LOW: expect multiple limo trips, free house phones, free mics. |
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What are the 4 steps to making a final site selection decision?
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1. internal reporting, put together a spreadsheet of findings.
2. presented to decision makers: CEO, Board, Planner 3. Request a letter of agreement from selected facility to hold the space. 4. Negotiation between facility and organization. |
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What is the role and mission of the CVB? (6)
***KEY*** |
- represents the local, state, province, or national level.
- associated with a specific destination. - aks destination management organizations - bring together the interests of private secotr (hospitality/tourism) and the quasi-public/public sector (venues). - advocate for the community (unbiased) - DO NOT organize the meeting |
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What are the goals of the CVB? (6)
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- solicit, qualify, and confirm meetings
- assist meeting managers - manage the destination brand image - market to leisure travel and individual travelers - facilitate relationships between meeting managers and destination representatives - provide visitor services |
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What are 7 Key Points to the CVB Structure?
***KEY*** |
1. organized/funded in various ways
2. may be an association (501C6) 3. may be a department in a destination's government 4. may be funded by local sales and/or occupancy tax 5. government allocations may provide funding 6. membership fees may provide funding 7. closely linked to area's meeting facilities |
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What are the CVB Relationships?
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1. Serve as marketing / sales rep of destination to meeting and convention business
2. Develop long-term relationships with meeting managers. 3. Provide info through various tools, including websites. Technology is important to them |
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How are CVB clients divided out?
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Typically work by region or account type (financial, etc)
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What are the 8 phases of the CVB sales cycle?
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1. Research and Qualification (keeps suppliers as unobtrusive as possible)
2. Building awareness with targeted clients: gives info on potentials 3. Solicitation: client wants to trust and get accurate timely info 4. Bid: client needs confidence in CVB and local contacts 5. Negotiation and contracting: fair price and terms 6. Event prmo / exhibitor & delegate attendance increase: promo materials, minimize risk 7. planning and managing the event: provide good contacts/info 8. Post-event and re-booking: accurate, informative, timely, feedback |
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What are the service standards for CVB members as set forth in the Global Alliance?
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- destination info
- bid development - convention planning - attendance building - on-site event support - post-event support |
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What is the BestCities Global Alliance?
***KEY*** |
the world's first and only alliance of CVBs, which is comprised on CVBs from Cape Town, Copenhagen, Dubai, Edinburgh, Melbourne, San Juan, Singapore, and Vancouver. They are leading the charge enhance the level of service standards delivered by CVBs.
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What 8 things will CVBs put together for Bid Development?
***KEY*** |
1. Detailed event research (pre-event)
2. develop Customized Bid strategies and documents 3. bid presentation support (if applicable- promo material, airport info) and AV Aides 4. Respond to RFPs with local specifics 5. Secure provisional rooms and venues 6. support site inspections 7. serve as government and industry liaison 8. provide a post-bid questionaire |
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What is the international term for convention?
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Congress
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As CVBs provide local assistance in the initial planning stages of conventions, what is involved in this service? (5)
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1. housing service - for groups with 3+ properties. May have a fee.
2. Planning visits 3. appointment of DMC or PCO 4. Develop social ancillary programs 5. Recommends other local products and services |
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What is a PCO?
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Professional Congress Organizer (international term for CVB)
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What is a convention center?
***KEY*** |
facility that combines an exhibition space with a substantial number of smaller event spaces. The purpose of these buildings is to host trade shows, public show, conventions, large food functions, etc related to the convention industry. May be purpose buildt or converted. May be municipally or privately owned.
Not concerned with the ancillary activites. |
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What is the fact to this misconception: convention centers are public buildings run by bureaucrats.
***KEY*** |
Convention centers are more likely to be operated as private enterprises.
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What is the fact to this misconception: Convention centers are only interested in large citywide conventions for national and international associations.
***KEY*** |
Many convention centers host local and regional meetings, conferences, trade shows, consumer shows and community event ranging in size from 1 day, 1 room events to multi-day events drawing over 1000,000 attendees
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What is the fact to this misconception: convention center rental is always negotiable.
***KEY*** |
Negotiation of rent is possible, but limited to certain criteria, such a events scheduled over holidays or the low season.
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What is the fact to this misconception: Convention centers are unreasonably inflexible in contracting.
***KEY*** |
Convention centers, more often than not, make concerted efforts to accommodate requests for reasonable changes in language or mitigation of some contractor requirements.
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What are the guidelines to planning with convention centers?
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1. block space as far in advance as possible
2. booking is tied to community goals 3. schedule site visits well in advance 4.submit floor plans and esg well in advance 5. speak to convention center immediately w/problems. 6. Can have right of first refusal if others want adjacent space. |
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What are joint-craft agreements?
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covers all unions operating in the convention center under one labor agreement.
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What types of labor agreements do convention centers have?
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various types of labor: individual unions or joint craft agreements.
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For labor, what are convention centers obligated to follow?
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the conditions under the labor agreement in their facility.
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Most convention centers have what type of contracts?
***KEY*** |
Exclusive, but with latitude in hiring registration, security, etc..
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Whose responsiblity is it to manage risk and plan for various emergencies?
***KEY*** |
Mutual responsibility of venue and sponsor.
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Who should have well-defined risk management & emergency plans?
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Every organization
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Who has the obligation to prepare a viable plan for managing any type of emergency?
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The facility
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What is the suggested approach for cooperatively planning for risk and emergency?
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- early on ask for a copy of the center's plan, read and understand how they would react
- develop own plan according to individual priorities and policies - share your plan with your convention center team. |
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Why is technology in convention centers an exclusive contract?
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is expensive to install and maintain. Need a return on the investment.
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What is a bonus of exclusive contract at centers, etc...
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They provide the center with additional revenue.
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Conference centers are unique in 5 main ways. What are these and what makes each unique?
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1. facility design: single purpose meeting space, not multi-functional
2. Furnishing/Equipment: built for moveability/comfort, have a good amount of conf. technology 3. Personnel: agressive hospitality for flawless mtgs. 4. F&B - served buffet, no choice in options. 5. Packaging: per person cost includes AV, meals, space |
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What is a Complete Meeting Package?
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CMP is the pricing per person/per day and includes: guest rooms (if available), 3 meals, drinks, breaks, space, services, AV, tax, tip
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What is a Day Package at a Conference Center:
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Day package: space, AV, lunch, refreshment
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What are the benefits of the bundled packaging at conference centers?
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- eliminates decisions and details for planners
- streamlines advance planning and billing - eliminates surprises |
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Do conference centers "unbundle" packages?
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generally do not - but can customize one to fit particular needs.
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What is the IACC?
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International Association of Conference Centers.
The industry's trade association, has 31 brand standards that are incorporated into IACC's univeral criteria to govern the priority of business, conference room design, conference / business services, F&B, technology, and guest rooms at all member conference centers. |
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What is a DDR?
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Daily Delegate Rate - the international term. Pricing that includes: function space, morning/afternoon breaks, and lunch. These may vary at each establishment.
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What is a 24-hour rate?
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international term. pricing includes: accommodation rate, function space, bfast, lunch, breaks. Dinner is uusally not included.
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Internationally, who typically owns hotels?
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Typically private owned. Space is sold based on relationships, so it is key to have a 3rd party involved and familiar with the area.
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What is a foot-candle?
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A measurement of light:
: a unit of illuminance on a surface that is everywhere one foot from a uniform point source of light of one candle and equal to one lumen per square foot |
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What is a familiarization trip?
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Offered to potential buyers of a venue, a program designed to acquaint participants with specific destinations or services and to stimulate the booking of an event. Often offered in groups.
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What is ideal timing for a site visit?
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- Depends on the size of the event. Typically, the larger the event, the earlier a site inspection should occur.
- for a large event, allow at least one year, and perhaps two or more years. - if you do a site vidsit more than 3 years prior to the event, ask questions to learn about conditions that could affect the city/venue. - if you will use a venue planning construction, visit before and after - For larger events, recommend: 3 years out: 1 visit 2 years out: 2 visits 1 year out: a min of 2 visits |
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What is a full service hotel?
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provide extensive and flexible space to accommodate exhibits and general sessions, as well as breakout groups and small meetings. Many onsite items
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What is a mid-level hotel?
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dedicated meeting space, but limited event services and few options for after hour activites.
Includes all-suite hotels. Pricing may include bfast and a reception. Good for small groups with smaller budget. |
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What is a limited service hotel?
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these hotels do not cater to the needs of events. Little meeting space, few amenities, and no room service or F&B.
Economical for attendees, but have to contract outside vendors |
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What is Yield Management?
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Computer program that uses variable pricing models to maximize the return on a fixed inventory such as hotel rooms, based on supply-and-demand theory.
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