MEEC
Chapter Two
Planning, Organizing, Directing
and Control in MEEC
Planning: Meeting Objectives
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Knowing the Audience and Setting the
Objectives effects all aspects of Meetings:
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Programming
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Site Selection / Type and Location of Property
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Schedule
Type of sessions – style of meeting
Speakers
Training/conference center vs. resort
Downtown vs. suburbs vs. airport
Cost
Planning: Meeting Objectives

Knowing the Audience and Setting the
Objectives effects all aspects of Meetings:
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Logistics
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Promotion and Publicity
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Room Sets
Audio Visual
Food & Beverage
Promotion schedule
Types / styles of promotion materials
Post Conference Evaluation
Planning: Meeting Objectives
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Step 1 - Needs Analysis
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Determine audience expectations
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Know demographics (i.e. age, gender,
geography)
Understand role/position in the organization
Profile their interests (cultural, sports, lifestyle)
Identify networking opportunities
Planning: Meeting Objectives
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Determine audience expectations
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Determine special accommodations (food,
language, equipment)
Consider Pricing / Cost sensitivities
Understand educational needs / requirements
Planning: Meeting Objectives
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S.M.A.R.T. Meeting Objectives
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Specific
Measurable
Achievable
Relevant
Time-Based
Planning: Site Selection
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Objectives clarify the site selection
Planners guide the selection process
Resources inform the site decision
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Trade / industry magazines
Convention & Visitors Bureaus
References from other planners/colleagues
Planning: Site Selection
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Factors to Consider
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Objectives
Audience needs
Location
Cost
Travel accessibility
Type of hotel / facility required
Meeting space needed
Planning: Site Selection
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Steps in the Process
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Identify the meeting objectives
Gather historical data
Determine physical requirements
Consider attendee expectations
Select general area and type of facility
Prepare a Request for Proposal
Review and evaluate choices
Select site
Source: Professional Meeting Management, 4th ed. (2002) B. Connell, C. Chatfield-Taylor and
M. Collins (eds.) Professional Convention Management Association: Chicago.
Planning: Request for Proposal
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A written description of all meeting
requirements
Sent to appropriate hotels, conference
or convention facilities
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May be submitted through CVB
Fam (familiarization) Trips
Planning: Budgets
Three Major Steps
1.
2.
Establish Goals
Identify Expenses
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3.
Indirect Costs
Fixed Costs
Variable Costs
Identify Revenue Sources
Planning: Cost Controls
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Establish master account signing authority
Estimate accurate guarantees
Outsource if appropriate
Organizing: Registration
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Registration Form Data
Registration Fees
Pre-Registration
On-site Registration
Organizing: Housing
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Four Methods of Housing
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Attendees arrange their own – no rate is
negotiated
Attendees arrange their own - group rate is
negotiated at particular hotel(s)
Planner arranges all housing via room list
Third-party housing bureau
Directing
Meeting & Event Specifications Guide (MESG)
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The Narrative
Schedule of Events
Meeting Event Orders
Directing
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Pre-Con Meetings (Pre Convention)
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Day or two prior to opening of event
A time to meet all hotel representatives
A time to re-confirm / review all arrangements
Post Con Meetings (Post Convention)
Directing
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Post Con Review (Post Convention)
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Meet following event
Meeting with staff (organization & hotel)
Review performance (positive and negative)
Prepare written report
Control in MEEC: Evaluation
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Purpose
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Overall meeting
Specific individual sessions
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Tie questions to the meeting’s objectives
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Information to collect
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Location / type of property
Speakers / programming
Social events / networking
Control in MEEC: Evaluation
Evaluation Design
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Simple, concise, easy to complete, easy to read
Ask specific questions
Gather both Quantitative and Qualitative Data
Begin with easy questions first
Use a range of numbers when asking personal or
proprietary questions
Keep evaluations anonymous
Note return address / fax number
If evaluating speaker – identify by name
Control in MEEC: Evaluation
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Collection
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Collect at end of session
Provide collection boxes
Distribute / collect following event
Use of Information
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Measure outcomes of objectives
Record history of meeting
Planning document for next event
Review
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Meeting Objectives
Site Selection
Request for Proposal
Budgets & Cost Controls
Registration & Housing
Meeting & Event Specifications Guide (MESG)
Pre & Post Con Activities
Evaluation