Chapter 1
Introduction to the
Convention, Meetings and
Trade Show Industry
Convention Management and Service
Eighth Edition
(478TXT or 478CIN)
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Competencies for
Introduction to the Convention,
Meetings and Trade Show Industry
1. Describe the convention and meetings industry today,
and identify the organizations involved in the
advancement of professionalism within the industry.
2. Describe the scope of today’s meetings market,
including the various types of meetings hosted by the
convention and meetings industry.
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Competencies for
Introduction to the Convention,
Meetings and Trade Show Industry
(continued)
3. Identify the different types of organizations that hold
meetings, and describe types of group customers.
4. Describe the various types of meeting facilities.
5. Describe trends in the meetings industry.
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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 billion—supporting nearly four million jobs—
generated indirectly from the convention business.
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Convention and Meetings Industry
By the Numbers
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Demographics of Attendees
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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
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Convention—a 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.
Conference—a near synonym for a convention, usually
implying much discussion and participation. Frequently
used in technical and scientific areas.
Congress—a term commonly used in Europe. Usually
refers to an event similar to a conference.
Forum—a meeting featuring much back-and-forth
discussion, generally led by panelists or presenters.
Symposium—similar to a forum, except more formal
and less give-and-take.
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Types of Meetings
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• Lecture—even more formal or structured,
involving individual presentation, often by just
one expert.
• Seminar—involves much give-and-take and
sharing of knowledge.
• Workshop—involves small groups that deal
with specific problems or assignments.
• Clinic—involves drills and instruction in
specific subjects.
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Types of Meetings
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• Retreat—small meetings in remote locations for
bonding and/or intensive planning.
• Institute—offers extended educational and
training opportunities.
• Panel—two or more speakers offering their
viewpoints.
• Exhibition/trade show—an 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.
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Who Holds Meetings
Corporations
Associations
• Trade
• Professional/scientific
• Technical societies
Nonprofit Organizations
• Government agencies
• Labor unions
• SMERF groups
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Types of Group Customers
• Full-time meeting planners on the staffs of
corporations and associations
• Single-event or part-time planners
• Committees
• Third-party planners—meeting management
firms, association management companies,
destination management companies,
incentive travel houses, and travel agents
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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.
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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
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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 policy—usually offer the Full American Plan, a
package price that includes rooms, meals, breaks, meeting
rooms, audiovisual equipment, and other needs, i.e., “onestop shopping” for a complete meeting package.
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Conference Centers
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• Booking policy—can be made on a 24-hour basis. If
meeting runs longer than expected, group won’t incur
additional rental costs or be asked to leave.
• Design and layout—meeting 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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Trends in the Meetings Industry
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Continued globalization—this 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 cities—these 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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Trends in the Meetings Industry
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Growth of third-party meeting planners—planners are
leaving their associations and corporations to set up shop as
independents.
Increased use of technology—Internet, 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 management—increasing use of
revenue management (computerized setting of prices based on
demand) to forecast revenues and evaluate alternative
prospective meetings.
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Trends in the Meetings Industry
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Complex contract negotiations—both hoteliers and meeting
planners are spending an inordinate amount of time on legal
issues.
“Green” meetings and social responsibility—the meetings
industry is taking an active role in environmental issues, and is
promoting ways to give back to local communities.
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Kinds of Professional
Meeting Planners
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Independent meeting planners
Association management companies—work for smaller
associations that do not employ a full-time professional staff.
Destination management companies—offer 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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