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Title: convention


1
Introduction to the Convention, Meetings
Industry
2
Economic Impact of the Convention and Meetings
Industry
  • According to the Convention Industry Council, the
    average association delegate spends 283 per day,
    and approximately 122 billion annually is
    generated from meetings, conventions,
    expositions, and incentive travel. This figure is
    only a fraction of the 315 billionsupporting
    nearly four million jobsgenerated indirectly
    from the convention business.

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5
Demographics of Attendees
  • There are more female business travelers.
  • Attendees are just as likely to be single as
    married.
  • Attendees are younger and more affluent than
    those of the past.
  • Attendees spouses include husbands as well as
    wives.
  • More women are attending both association and
    corporate meetings than did in the past.

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Types of Meetings
  • Conventiona meeting of delegates for action on a
    particular matter. Usually involves a general
    session and supplementary smaller meetings.
    Conventions are produced with and without
    exhibits.
  • Conferencea near synonym for a convention,
    usually implying much discussion and
    participation. Frequently used in technical and
    scientific areas.
  • Congressa term commonly used in Europe. Usually
    refers to an event similar to a conference.
  • Foruma meeting featuring much back-and-forth
    discussion, generally led by panelists or
    presenters.
  • Symposiumsimilar to a forum, except more formal
    and less give-and-take.

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8
Types of Meetings
(continued)
  • Lectureeven more formal or structured, involving
    individual presentation, often by just one
    expert.
  • Seminarinvolves much give-and-take and sharing
    of knowledge.
  • Workshopinvolves small groups that deal with
    specific problems or assignments.
  • Clinicinvolves drills and instruction in
    specific subjects.

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9
Types of Meetings
(continued)
  • Retreatsmall meetings in remote locations for
    bonding and/or intensive planning.
  • Instituteoffers extended educational and
    training opportunities.
  • Paneltwo or more speakers offering their
    viewpoints.
  • Exhibition/trade showan exhibition with
    displays, generally held within a trade industry
    or discipline. May be independent or in
    conjunction with a convention. Not open to the
    general public.

10
Who Holds Meetings
  • Corporations
  • Associations
  • Trade
  • Professional/scientific
  • Technical societies
  • Nonprofit Organizations
  • Government agencies
  • Labor unions
  • SMERF groups

11
Types of Group Customers
  • Full-time meeting planners on the staffs of
    corporations and associations
  • Single-event or part-time planners
  • Committees
  • Third-party plannersmeeting management firms,
    association management companies, destination
    management companies, incentive travel houses,
    and travel agents

12
All-Suite Hotels
  • All-suite hotels are hotels that feature rooms
    larger than typical guestrooms, with a living or
    working space separate from the bedroom(s).
  • Rates are competitive even though all-suite
    hotels offer features not available at standard
    hotels.
  • They are ideal for meetings because suites can
    act as breakout rooms.
  • They solicit the smaller meetings.
  • All delegates are assigned suites.

13
Boutique (Lifestyle) Hotels
  • Hotels with unique architecture and decor
  • Typically 150 guestrooms or less
  • Attractive to corporate meeting planners because
    they can buy out the entire property
  • Most hotel chains offer a boutique brand

14
Conference Centers
  • A conference center is a property specifically
    designed to handle group meetings. Conference
    centers are often located outside metropolitan
    areas and may provide extensive leisure
    facilities. They offer complete meeting packages
    (all-inclusive pricing plans). They differ in a
    number of respects from hotels
  • Pricing policyusually offer the Full American
    Plan, a package price that includes rooms, meals,
    breaks, meeting rooms, audiovisual equipment, and
    other needs, i.e., one-stop shopping for a
    complete meeting package.

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15
Conference Centers
(continued)
  • Booking policycan be made on a 24-hour basis. If
    meeting runs longer than expected, group wont
    incur additional rental costs or be asked to
    leave.
  • Design and layoutmeeting rooms offer
    conveniently located breakout areas, are designed
    for endurance and comfort, and have AV equipment.
    Guestrooms have extra work and study space,
    on-site facilities include small offices,
    libraries, and computer centers.
  • Strong service attitude

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17
Trends in the Meetings Industry
  • Continued globalizationthis is the international
    consolidation of big business and the growing
    trend for countries to allow free transfer of
    goods and services across national boundaries. It
    has impelled a boom in travel, increasing
    attendance at more meetings and conventions at
    domestic properties. Additional competition for
    both foreign and domestic convention business.
  • Popularity of second-tier citiesthese are
    smaller cities and suburbs of major cities that
    offer meeting planners attractive locations,
    lower room rates and transportation costs, better
    service, unique recreation activities, and
    friendlier attitudes.

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18
Trends in the Meetings Industry
(continued)
  • Growth of third-party meeting plannersplanners
    are leaving their associations and corporations
    to set up shop as independents.
  • Increased use of technologyInternet, fax,
    e-mail, video conferencing, in-room technology,
    bar coding for guestroom security, ease in
    convention registration and accessibility, and
    inventory control of AV and other equipment.
  • Extended use of revenue managementincreasing use
    of revenue management (computerized setting of
    prices based on demand) to forecast revenues and
    evaluate alternative prospective meetings.

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19
Trends in the Meetings Industry
(continued)
  • Complex contract negotiationsboth hoteliers and
    meeting planners are spending an inordinate
    amount of time on legal issues.
  • Green meetings and social responsibilitythe
    meetings industry is taking an active role in
    environmental issues, and is promoting ways to
    give back to local communities.

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21
Kinds of Professional Meeting Planners
  • Independent meeting planners
  • Association management companieswork for smaller
    associations that do not employ a full-time
    professional staff.
  • Destination management companiesoffer meeting
    planning and arrangement services at the
    destination. Specialize in the design and
    delivery of convention events, activities, tours,
    staffing, and transportation, utilizing local
    knowledge, expertise, and resources. In Europe,
    destination management companies are called
    professional congress organizers (PCOs).
  • Incentive travel houses
  • Travel agents

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