Introduction to Hospitality, 6e
and
Introduction to Hospitality Management, 4e
John R. Walker
Meetings, Conventions, and Expositions
Chapter 12
Development of the Industry
• People have gathered to attend meetings,
conventions, and expositions since the ancient
times
– Mainly for social, sporting, political, or
religious purposes
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Development of the Industry
• Associations go back many centuries to the
Middle Ages and before
– The guilds in Europe were created during the
Middle Ages to secure proper wages and
maintain work standards
– Associations began in the United States at the
beginning of the eighteenth century, when
Rhode Island candle makers organized
themselves
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Development of the Industry
• Meetings, incentive travel, conventions,
and exhibitions (MICE) represent a
segment of the tourism industry that has
grown in recent years
• MICE tourists spend about twice the
amount of money that other tourists spend
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Size and Scope of the Industry
• According to the American Society of
Association Executives (ASAE) there are
about 90,908 trade and professional
associations.
• Associations spend billions holding thousands
of Ameetings and conventions that attract
millions of attendees
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Size and Scope of the Industry
• Associations are the main independent political
force for industries such as hospitality, offering
the following benefits:
– Governmental/political voice
– Marketing avenues
– Education
– Member services
– Networking
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Key Players in the Industry
• The major players in the convention industry are
convention and visitors bureaus (CVBs),
meeting planners and their clients, the
convention centers, specialized services, and
exhibitions
• CVB’s are major participants in the meetings,
conventions, and expositions market.
– The IACVB describes a CVB as a not-for-profit
umbrella organization that represents an urban
area and that tries to solicit business or pleasureseeking visitors.
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Key Players in the Industry
• Enhance the image of tourism in the local/city area
• Market the area and encourage people to visit and
stay longer
• Encourages associations and others to hold
meetings, conventions, and trade shows in the area
it represents
• Assists associations and others with preparations
and lends support
• Encourages tourists to partake of the historic,
cultural, and recreational opportunities the city or
area has to offer
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Key Players in the Industry
• Primary outcome of the bureau is to generate
and increase revenues of a city
• A number of bureaus have offices or
representatives in many cities or a sales team to
make follow-up visits to the leads generated in
trade shows
• The sales manager will invite the meeting,
convention, or exposition organizer to make a
familiarization (FAM) trip for a site inspection
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Key Players in the Industry
Convention Center Utilization Figure 12-1
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Destination Management Companies
• Service organizations within the visitor
industry that offers a host of programs and
services to meet clients’ needs
• Initially, a destination management sales
manager concentrates on selling the
destination to meeting planners and
performance improvement companies
(incentive houses)
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Destination Management Companies
• DMCs work closely with hotels; sometimes a
DMC books rooms, and another time a hotel
might request the DMC’s expertise on
organizing theme parties.
• A DMC does everything, including airport
greetings, transportation to the hotel, VIP
check-in, arranging theme parties,
sponsoring programs, organizing competitive
sports events, and so on, depending on
budget.
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Meeting Planners
• May be independent contractors who contract
out their services to both associations and
corporations as the need arises or they may be
full-time employees of corporations or
associations
• According to the International Convention
Management Association (ICMA), about 212,000
full- and part-time meeting planners work in the
United States.
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Service Contractors
• The individual responsible for providing all of the
services needed to run the facilities for a trade
show
• Hired by the exposition show manager or
association meeting planner
• The service contractor is a part of the facilities
management team, and, to use the facility, the
sponsor must use its service contractor.
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Types of Meetings
• Clinic: Workshop-type educational experience in which
attendees learn by doing
• Forum: An assembly for the discussion of common
concerns
• Seminar: A lecture and a dialogue that allow participants
to share experiences in a particular field
• Symposium: An event at which a particular subject is
discussed by experts and opinions are gathered
• Workshop: A small group led by a facilitator or trainer
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Types of Meetings
• The purpose of a meeting is to affect behavior
• Meetings are set up according to the wishes of
the client. The three main types of meeting
setups are:
•
Theatre style:
– Large audience that does not need notes
•
Classroom setup:
– Meeting setup is instructional
– Workshop style
•
Boardroom setup:
– Small numbers of people
– Meeting takes place around one block rectangular table
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Association Meetings
• Every year there are thousands of association
meetings that spend millions of dollars
sponsoring many types of meetings, including
regional, special interest, education, and board
meetings
• Things at the top of the list of places for an
association meeting planner to choose from
include the destination’s availability of hotel and
facilities, ease of transportation, distance from
attendees, transportation costs, and food and
beverage
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Conventions and Expositions
• Conventions are larger meetings with some form
of exposition or trade show included
• The majority are held in large hotels over a 3-5
day period
• A number of associations have one or more
conventions per year. These conventions raise a
large part of the association’s budget
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Conventions and Expositions
• Expositions are events that bring together sellers
of products and services at a location where
they can show their products and services to a
group of attendees at a convention or trade
show
• Exhibitors are an essential component of the
industry because they pay to exhibit their
products to the attendees.
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Types of Associations
• An association is an organized body that exhibits
some variety of volunteer leadership structure,
which may employ an activity or purpose that the
leadership shares in common.
• The association is generally organized to
promote and enhance that common interest,
activity, or purpose
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Types of Associations
• The Middle Ages found associations in the form
of guilds, which were created to ensure proper
wages were received and to maintain work
standards.
• Many of today's associations have their roots in
ancient times:
–
–
–
–
–
Trade association
Professional association
Medical and scientific association
Religious organizations
Government organizations
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Types of Meetings
• Annual meetings
• Board, committee, seminars and workshops,
professional and technical meetings
• Corporate meetings, conventions, and
expositions
• Social, military, educational, religious, and
fraternal groups (SMERF)
• Incentive meetings
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Meeting Planning
• Meeting planning includes not only the planning
but also the successful holding of the meeting
and the post-meeting evaluations
• Before a meeting planner can start planning a
meeting, a needs analysis is done to determine
the purpose and desired outcome of a meeting
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Meeting Planning
• Needs analysis
• Budget
• Request for
proposal
• Site inspection
• Selection
• Negotiation
• Contracts
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
• Pre-meeting
activities
– Plan agenda
– Set budget
– Negotiate contracts
• On-site activities
• Post meetings
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Contracts
• The contract is a legal document that binds two
or more parties
• Essential elements:
– Offer
– Consideration
– Acceptance
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Conference Event Order
• A conference event order has all the information
necessary for all department employees to be
able to refer to for details of:
–
–
–
–
the setup (times and layout)
the conference itself (arrival, meal times)
what food and beverages are to be served
and the cost of items so that the billing can be
done.
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Venues for Meetings,
Conventions, and Expos
• City Centers
• Convention Centers
• Conference Centers
• Hotels and Resorts
• Cruise Ships
• Colleges and Universities
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Sustainable Meetings,
Conventions, and Expositions
• The meetings industry is becoming more
responsible in its environmental stewardship,
and it makes economic sense to do so.
• Companies that choose to do so are reporting
higher gross margins, higher return on sales,
higher return on assets, and a stronger cash
flow within its own organization
• Convention centers are going green by reducing
the heat, light, and power consumption
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
Trends
• More people are going abroad to attend meetings
• Some international shows do not travel very well (i.e.,
agricultural machinery); thus, organizations such as
Bleinheim & Reed Exposition Group airlift components
and create shows in other countries
• Competitiveness has increased among all destinations
Convention centers will expand and new centers will
come online
• The industry needs to be more sophisticated—the need
for fiber optics is present everywhere
• Compared to a few years ago, large conventions are not
as well attended and regional conventions have more
attendees
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved
The End
Introduction to Hospitality, 6e and Introduction to
Hospitality Management, 4e - Walker
© 2013 by Pearson Higher Education, Inc
Upper Saddle River, New Jersey 07458 • All Rights Reserved