Special Events Planning - Midterm

Front 1

MEEC

Back 1

Meetings, Expositions, Events, and Conventions

Front 2

CIC and APEX

Back 2

Convention Industry Council and Accepted Practices Exchange

Front 3

What is APEX? How is it important?

Back 3

Initiated by the CIC; brought together all stakeholders in industry with the common goals of: Time Cost and savings, communication & data sharing, enhanced cx service, streamlined systems and processes, increased efficiencies, and better educated employees.

Front 4

Define Meeting.

Back 4

A gathering (of more than two people) for business, educational, or social purposes. Can include: Seminars, conferences, conventions, assemblies, forums, symposiums, and workshops/clinics.

Front 5

Define Event.

Back 5

an organized occasion such as a meeting, convention, exhibition, event, gala, dinner, etc.

Front 6

Seminar.

Back 6

a lecture and dialogue allowing participants to share experiences in a particular field under the guidance of an expert discussion leader.

Front 7

Workshop.

Back 7

A meeting of several persons for intensive discussion.

Front 8

Conference.

Back 8

a participatory meeting designed for discussion, fact-finding, problem-solving and consultation. Event to meet and exchange views.

Front 9

Break out session.

Back 9

Small group sessions, panels, workshops or presentations offered concurrently within the event formed to focus on specific subjects (examples)

Front 10

Forum.

Back 10

an open discussion with an audience, panel and moderator

Front 11

Symposium.

Back 11

a meeting of a number of experts in a particular field at which papers are presented and discussed by specialists.

Front 12

Lecture.

Back 12

An informative and instructional speech.

Front 13

Panel Discussion.

Back 13

Instructional technique using a group of people chosen to discuss a topic in the presence of an audience.

Front 14

MEEC Divisions - List all 6.

Back 14

Lodging, Food and Beverage, Transportation, Attractions, Entertainment, Shopping.

Front 15

What must a world class city have, in terms of the MEEC industry?

Back 15

To be considered world class a city must have a convention centre and a stadium for major sporting events.

Front 16

Why is it important to have a "Plan B" in the MEEC industry? (scenario planning)

Back 16

Uncertainty is high, costly mistakes have happened in the past, insufficient new opportunities are perceived, quality of thinking is deemed to be low, common language is desired, major differences of rational opinion exist, competitors will use contingency planning.

Front 17

What are the steps for strategizing and implementing scenario planning?

Back 17

Consider general scenarios, examine the organization's market, assess internal capabilities, put the pieces together, identify tactical initiatives (what are you going to do?), Implement Plan.

Front 18

What is non-verbal communication? Why is it important to the MEEC industry?

Back 18

People like to meet face to face, a large part of communication is non-verbal. Blended learning is the use of technology and face-to-face interactions to deliver content and build communities of practice.

Front 19

Meetings allow us to....

Back 19

Strengthen skills, impact change, observe accomplishments, renew acquaintances, and learn about new products.

Front 20

Employment oppourtunites in MEEC.

Back 20

Event Planner, Meeting Planner, Wedding Planner, Hotel or Conference sales, restaurant sales, destination management, hotels, convention centres, expostion services contractors.

Front 21

Important aspects of working in MEEC....

Back 21

Business acumen (knowledge), Vision, Execution of ideas and concepts, knowledge of techniques. MEEC is a realtionship industry.

Front 22

What do meeting professionals need to know about?

Back 22

Changing demographics, adult learning techniques, technology, nutrition, climate change, current events, population projections, worldwide economy.

Front 23

Common, day to day actions include....

Back 23

Define meeting and event goals and objectives, Develop Request for Proposals, Write Requests for Proposals, Prepare and manage budgets and expenditures, Negotiate contracts, Market the event Invite and manage needs of the attendees, Invite and manage contracts and needs for entertainers, Design the food and beverage components of events, Prepare crisis management plans, Register participants, Manage all of the numerous changes, Monitor industry and business publications

Front 24

The Most Important Things you must do......

Back 24

Create the best packages, write the best proposals, create added value, learn proper selling techniques, establish relationships with sponsors, research your sponsors, create an event that is better than the rest, present creative & unique ideas, be the best in a particular niche, Create immediate ROI for sponsors.

Front 25

Attributes of Outstanding Events....

Back 25

Dominant event in its niche, appears often in the media, holds the hearts and minds of the community, does something that others cannot, held in high regard, changes (positive progress), makes progress annually, visionary, adapts through feedback and research, makes sponsors and guests feel like they cannot stay away.

Front 26

Staging a great sponsored event....

Back 26

Tools, games, themed advertising, Good ROI, sell product, unique, specific and exclusive experiences, interactive and experiential, appropriate and audience-specific, bring brand to life.

Front 27

What are the three significant entities that organize and sponsor events?

Back 27

Corporations, Associations, Government.

Front 28

What are some of the reasons that corporations need to hold events?

Back 28

press conferences, training sessions, policy development, improvement, clients are introduced to capture opinions, keynotes, improve communication, and develop long term business plans. Honor employees, celebrate holidays, build morale.

Front 29

Number and Value of corporate meetings. What are the steps? What is the lead time?

Back 29

Budget, when, where, and who. Typically less than 6 months before the meeting.

Front 30

Types of corporate gatherings and events.

Back 30

Stockholder meeting, board meeting, management meeting, training meeting, incentive trips, sales training and product launches, professional and technical training.

Front 31

Marketing for corporate events?

Back 31

Largely mandatory, sending invitations or notices.

Front 32

Who are corporate planners?

Back 32

Hybrid group, not all organizations have a planner working full time. Often have additional responsibilities. Very few are certified professionals.

Front 33

What are the common types of associations?

Back 33

Professional, Industrial, Educations, Scientific, Social.

Front 34

What types of gatherings do associations have?

Back 34

Conventions, topical conferences, world congress, topical workshops, seminars.

Front 35

What is the major difference between corporation and association events?

Back 35

Corporation is mandatory attendance, whereas association is voluntary. Attendees are responsible for their own expenses, and association meetings tend to be very large.

Front 36

How long in advance do associations usually book conventions, conferences, or meetings? (for a large number of people)

Back 36

5-10 years in advance.

Front 37

Types of associations?

Back 37

Local, state, regional, national, international, professional, Not for Profit, SMERF.

Front 38

Types of Association Gatherings & Events.

Back 38

Conventions, Board Meetings, Committee Meetings, Regional Conference, Training meetings, educational seminars.

Front 39

Marketing for association meetings or events?

Back 39

Marketing is required because attendance is voluntary. Should include advance notification of date, location, planned content, guest speakers, and special activities/entertainment.

Front 40

What are some of the marketing media options?

Back 40

Direct mail, Email, social media, promo materials, traditional advertising to non-members.

Front 41

What are some of the terms used to describe the individual responsible for organizing and planning?

Back 41

Planner, coordinator, manager, director of events, conventions, or meetings and conferences.

Front 42

Government meetings tend to have a higher budget and are more flexible with expenses. True or False?

Back 42

False. There are usually many rules are strict limits on costs and expenditures.

Front 43

Any entry level government employee can call a meeting and determine the budget without the input of anyone else. True or False?

Back 43

False. Managers at government agencies identify the need for a meeting and must find room in the budget or lobby for additional funding. Note: budgets will increase/decrease depending on political importance.

Front 44

What does security include for government events?

Back 44

plan and prepare, meetings to establish potential security issues, coordination between all related parties, security team and decision makers, education, proactive line items as opposed to passive/reactive, all groups insist on being informed of all changes.

Front 45

Marketing for Government?

Back 45

Mandatory attendance. Only sufficient notice is needed.

Front 46

Individuals responsible for planning. (government)

Back 46

Similarly to corporate, spread throughout different government agencies. Often hire third party meeting planners/management companies.

Front 47

Special points on government meetings.

Back 47

Short turn around time, do not fit a particular mold, often require large amounts of meeting space, policies tend to vary.

Front 48

Entities that help organize gatherings. What are the two main categories?

Back 48

Exhibition Mangement Companies and Meeting Management Companies.

Front 49

Trade Show.

Back 49

Generally not open to the public, showcasing products to other industry affiliates, clients, or associates.

Front 50

Exposition.

Back 50

Generally open to the public and provide the opportunity for face to face marketing.

Front 51

Marketing for Exhibition Management/Meeting Management companies. (2 distinct groups)

Back 51

Exhibitors who need to reach potential buyers, Members of the trade or general public. Technically marketing companies as they hold no other real product or service.

Front 52

Association Management Companies.

Back 52

Contracted to assume full or part of the responsibility for the management of the association.

Front 53

Meeting Management Companies.

Back 53

Operate on a contractual basis and manage all aspects of the meeting, or may be focused on specific aspects. (sales, research, registration etc.)

Front 54

Independent Meeting Managers.

Back 54

Independent professionals managing any or all aspects of events depending on their experience and knowledge.

Front 55

Event Management Companies.

Back 55

Usually brought in to manage a specific aspect of a larger event or gathering.

Front 56

Reasons for Sponsoring Events.

Back 56

Heighten visibility, shape consumer attitudes, narrowcasting (specific target market), provide incentives for retailers, entertain clients, recruit/retain employees, create merchandising opportunities, showcase product attributes, differentiate products from competitors, drive sales.