Convention Facilities and Meetings Management
HFT4753 ONLINE FALL 2013 Aug 26 - Dec 9
Course Credit Hours: 3.0
Prerequisites:
HFT 2000 Co-requisites: none
Class Meets:
Online and runs from Monday through Sunday
Instructor:
Marcia M. Dove
Office Hours:
Mon and Wed 4:00 -5:30 PM or by appointment. Online M-F 9AM - 10AM
Office: Fort Walton Beach Room 468/building 4
Contact Information: Email: mdove@uwf.edu Office phone: 850-863-6572 Cell: 850-830-1950
Course Description
This course fits into the overall hospitality program by covering a key component of the hospitality industry,
convention facilities and meetings management. In order to provide the high quality of service expected by
today’s meeting planners, successful hotel executives must have a complete grasp of conventions sales and
service. Managers are often called upon to use critical thinking to resolve issues and must be able to
communicate and collaborate effectively with others in order to perform their duties. Students taking this
course will be exposed to the kinds of decisions that managers are often called upon to make in this area of
hospitality. The purpose of this course is to provide students with a basic understanding of the meeting and
convention industry, with the ability to distinguish between meeting types and to sell to specific Markets and
to create awareness about and the ability to coordinate the additional add on services meeting planners often
request; food and beverages and audio visual needs.
Course Goal/Course objective
The objective is to prepare students for a career in the field of hospitality by providing them with knowledge
and insight into an integral part of the industry; conventions and meetings. Upon completion of this course
students will understand the basics of the meeting and convention industry and will be able to distinguish
between meeting types, sell to a specific market and coordinate the additional add on services meeting
planners often request; food and beverages and audio visual needs.
Course Learning Outcomes (CLOs)
At the outcome of this course students should have acquired the knowledge, comprehension and skills needed
to complete the following learning objectives:
1. Describe the scope of the conventions, meetings and trade show industry and identify the
characteristics of the different types of meetings and the sales strategies used to sell to them.
2. Describe and discuss the procedures and steps used by the sales department to develop marketing
plans make personal sales calls, and plan advertising strategies.
3. Describe and discuss the organizational design of a sales department including how job responsibilities
between key positions are assigned and how the sales staff interfaces with other departments.
4. Describe and differentiate between the various meeting control mechanisms including forms, reports,
billing, and after function review procedures used by the sales department.
5. Describe and apply the considerations involved in meeting rooms assignments, meeting setups,
furniture and equipment needs and, food and beverage arrangements.
6. Describe programs that hospitality properties offer spouses and children of meeting attendees and the
role of such programs in a successful meeting.
Program Goals
Link to Academic Learning Compact for Hospitality, Recreation and Resort Management.
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Content: Identify and apply concepts and principles in the major hospitality operational areas.
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Communication: Exhibit effective interpersonal communication skills.
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Project Management: Collaborate effectively with diverse individuals in project completion.
Texts / Materials – Required
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Convention Management and Service, Eighth Edition
Educational Institute of the American Hotel & Lodging Association
Authors: Milton T. Astroff and James R. Abbey, Ph.D
ISBN-9780133086140
Please note: If you wish to take the AHLA final exam you will need the scantron that is included
with new textbooks.
Topics
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Introduction to the Convention, Meetings and Trade Show Industry
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Developing your Marketing Plans
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Organizing for Convention Sales
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Selling the Association Market
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Selling the Corporate Meetings Market
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Selling Other
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Selling to the Meetings Market
o
Advertising to Meeting Planners
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Negotiations and Contracts
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Guestrooms
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Preparing for the Event
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Function Rooms and Meeting Setups
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Food and Beverage Service
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Audiovisual Requirements
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Admission Systems and Other Services
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Exhibits and Trade Shows
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Convention Billing and Postconvention Review
Grading / Evaluation - Letter grades will be assigned as follows:
94% or better
A
80% to 83%
B-
90% to 93%
A-
70% to 79%
C
86% TO 89%
B+
61% to 69%
D
84% to 85%
B
60% or less
F
Final Grade Determination - Scores will be weighted based on 100%
Quizzes
100 Points
Discussion
100 Points -
Review Questions
100 Points
-
15%
Group project
100 Points
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25%
Final Exam
100 Points
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25%
Total
500 Points
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100%
-
15%
20%
Assessment
Quizzes 15%
There are five Self Check Quizzes worth twenty points each for a total of 100 points. Quizzes are comprised
of multiple choice questions based on reading assignments from the text book. Quiz questions are tied
directly to a competency that is identified in the course. Three quizzes are comprised of 40 questions worth 5
points each. Two quizzes are comprised of 30 questions; 29 questions worth .67 points each and 1 worth .57
points. These self check quizzes are designed to help students gauge their knowledge of the material. You will
be allowed two attempts. The highest score is used. Please check the Course Schedule and Assignments for
dates and particulars.
Discussions 20%
There are Ten Discussions worth ten points each consisting of case studies and research assignments for a
total of 100 points. Discussions will be evaluated using a grading Rubric which is located in the discussion
section under the Communication tab. Please note students are required to post - participate a minimum
of three times in every discussion; this should include at least two comments on another students posting.
Chapter Review Questions 15%
Review questions are a graded component based on completion (Done or not done). Five review questions
will be selected for 15 of the chapters worth 5 points each; chapter 1 will consist of 10 questions worth ten
points, chapter 16 six questions worth 6 points and chapter 17 nine questions worth nine points for a total of
100 Points. Review questions are to be dropped in the designated chapter drop box located in the drop box
section under Assessments. The amount of effort you put into these questions is in direct proportion to your
quiz scores and final exam score. Please see the Course Schedule and Assignments for details and dates.
Group Project 25%
A group project will be determined during the first two weeks of the course. The project will be based on
students being able to apply the knowledge and skills they have obtained throughout the course. The project is
broken down into three components in order for students to receive feedback from me along the way: (1)
Outline (2) Draft and (3) Final project. The project will be graded based on the final submission. A 100 point
grading rubric will be provided at the start of the project. This project will satisfy the curriculum map program
competencies: Identify and apply concepts and principles in the major hospitality operational areas, exhibit
effective interpersonal communication skills and collaborate effectively with diverse individuals in project
completion.
Final Examination 25%
A final examination will be given comprised of 100 multiple choice questions based on the textbook and tied
to competencies identified in this course. Students wishing to take the AHLA exam for course certification must
take it in person. An AHLA scantron is required. Arrangements with the instructor must be made before
week two, otherwise an online final exam will be provided. Both exams contain 100 questions and are worth
100 points; on point per question.
Attendance and grading policy
Your attendance does matter -This is an online course and while you do not have to regularly attend
classes please keep in mind that it takes discipline to keep up with weekly readings and other assignments.
Weekly discussions are a graded, key component of this course and are considered a form of attendance..
"You can't play tennis by yourself", it is that simple, and so late entrance into a discussion is not possible. I
know that in the real world things happen and occasionally it becomes impossible to turn assignments in on
time. I will accept late chapter review assignments but will deduct 10% from your grade. If you find you have
missed a quiz or know ahead of time there is going to be a problem please email me. I will allow entrance to
the quiz for up to three days after the quiz scheduled date with no penalty. Group projects are being
evaluated in part on how well you are able to work in a group; meeting deadlines is part of that challenge. For
that reason, late assignments for the Final Project will not be accepted. If you need more time preparing your
outline or draft please email me and I will consider an extension of up to a week.
Report Writing Instructions:
Please include the following information on all your written reports:
Course name:
Report Date:
Name of each group member:
Topic: Name of your project
Your report should be double spaced with one inch margins using a 12 pt readable font.
Minimum Technical Skills and Special Technology Utilized
by Students
This course is a blended learning course and the instruction is delivered F2F and online. Much of the instructional
content and interaction takes place over the WWW. In addition to baseline word processing skills and
sending/receiving email with attachments, students will be expected to search the internet and upload / download
files. In addition, students may need one or more of the following plug-ins:
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Adobe Acrobat Reader: http://www.adobe.com/products/acrobat/readstep2.html
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PowerPoint Viewer: http://www.microsoft.com/downloads/details.aspx?FamilyID=048DC840-14E1-467D8DCA-19D2A8FD7485&displaylang=en
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Windows Media Player: http://www.microsoft.com/windows/windowsmedia/download/
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QuickTime Player: http://www.apple.com/quicktime/download/
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Real Player: http://www.real.com/realplayer/search
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Adobe Flash Player: http://get.adobe.com/flashplayer/
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eLearning's Accessibilty Resource Guides for users: http://www.desire2learn.com/access/resources/
Expectations for Academic Conduct / Plagiarism Policy
Academic Conduct Policy: (Web Site) | (PDF Format) |
Plagiarism Policy: (WORD Format) | UWF Library Online
Tutorial: Plagiarism |
Assistance for Students with Disabilities
The Student Disability Resource Center (SDRC) at the University of West Florida supports an inclusive learning
environment for all students. If there are aspects of the instruction or design of this course that hinder your full
participation, such as time-limited exams, inaccessible web content, or the use of non-captioned videos and
podcasts, please notify the instructor or the SDRC as soon as possible. You may contact the SDRC office by e-mail at
sdrc@uwf.edu or by phone at (850) 474-2387. Appropriate academic accommodations will be determined based on
the documented needs of the individual.
Accessibility Resources

Follow this link for information on accessibility settings in eLearning.

Follow this link for information on accessibility features in UWF's Learning Management System (LMS),
Desire2Learn.
TurnItIn
UWF maintains a university license agreement for an online text matching service called TurnItIn. At my discretion, I
will use the TurnItIn service to determine the originality of student papers. If I submit your paper to TurnItIn, it will
be stored in a TurnItIn database for as long as the service remains in existence. If you object to this storage of your
paper:
1.
You must let me know no later than two weeks after the start of this class.
2.
I will utilize other services and techniques to evaluate your work for evidence of appropriate authorship
practices.
Weather Emergency Information
In the case of severe weather or other emergency, the campus might be closed and classes cancelled. Official
closures and delays are announced on the UWF website and broadcast on WUWF-FM.
o
WUWF-FM (88.1MHz) is the official information source for the university. Any pertinent information
regarding closings, cancellations, and the re-opening of campus will be broadcast.
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In the event that hurricane preparation procedures are initiated, the UWF Home Web Page and Argus will
both provide current information regarding hurricane preparation procedures, the status of classes and the
closing of the university.
Emergency plans for the University of West Florida related to weather or other emergencies are available on the
following UWF web pages:
o
Information about hurricane preparedness plans is available on the UWF web site:
http://uwfemergency.org/hurricaneprep.cfm
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Information about other emergency procedures is available on the UWF web site: http://uwfemergency.org/
CONVENTION FACILITIES AND MEETINGS MANAGEMENT – HFT4753
Course Schedule Fall 2013
DATE
WEEK
TOPIC
CHAPTERS
ACTIVITIES
Aug 26
1
Introduction to the Convention,
Meetings, and Trade Show
Industry
1
Reading, view links,
PowerPoint, discussion.
Sept 2
2
Developing your marketing plan
2
Reading, view links,
PowerPoint, discussion
Sept 9
3
Organizing for convention sales
3
Reading, view links,
PowerPoint, discussion
Sept
16
4
Selling the association market
and the corporate meetings
market
4&5
Reading, view links,
PowerPoint, discussion
Chapters 1-3 Quiz
Sept
23
5
Selling other markets
and selling to the
meetings market
6&7
Reading, view links,
PowerPoint, discussion &
project outline due
Sept
30
6
Advertising to the meeting
planner
8
Reading, view links,
PowerPoint, discussion
Chapters 4-7 Quiz
Oct 7
7
Negotiations and contracts
9
Reading, view links,
PowerPoint, discussion
Oct 14
8
The service function and guest
rooms
10 & 11
Reading, view links,
PPoint, discussion
Oct 21
9
Preparing for the event, and
function rooms and meeting
setups
12 & 13
Reading, view links,
PowerPoint, discussion
Chapter 8-11 Quiz
Oct 28
10
Food and Beverage Service
14
Reading, view links,
PowerPoint, discussion
15
Reading, view links,
PowerPoint, discussion
Chapter 12-14 Quiz
Last day to withdraw from the
course with a grade of "W"
Nov 1
Nov 4
11
Audiovisual requirements
Nov 11
12
Admission systems and other
services
16
Reading, view links,
PowerPoint, discussion &
project draft due
Nov 18
13
Exhibits and trade shows
17
Reading, view links,
PowerPoint, discussion
Nov 25
14
Convention billing and
postconvention reviews
18
Reading, view links,
PowerPoint, discussion
Dec 2
15
Final Exam review
Dec 9
16
Final Exam
Chapter 15-18 Quiz & final
project due