The Meetings Market Authority for 30 years!
2004 Meetings
Market Report
August 2004
M&C: The Authoritative Source for
Meetings Industry Research and Data
Meetings & Conventions magazine, sponsor of the
Meetings Market Report since 1974, provides the
meetings industry with the only source of vital
information on the characteristics of corporate,
incentive and association meeting planners.
2004 Meetings Market Report
Methodology




Online survey April 5 - May 26, 2004
Random sample of corporate and association
subscribers to M&C
Incentive: Drawing for one of ten $100 American
Express gift certificates
731 completed surveys
RWA Research programmed the survey instrument, hosted the website
and tabulated the results.
Source: 2004 Meetings Market Report Conducted for Meetings & Conventions Magazine
2004 Meetings Market Report
The Market
Overview
Summary of Findings
The results from this year’s survey point to a clear increase in
meetings and attendance from two years ago. In the aftermath of
September 11th and the economic slump, attracting visitors to a
location for meetings has become even more important.
Meetings, conventions and incentive travel brings obvious
benefits to destinations, hotels, local attractions, airlines and
other suppliers. Further, if business travelers have a satisfying
experience, they will return for future meetings or encourage their
own company to make the same or similar selections. An added
bonus is that an enjoyable meeting or convention may entice
attendees to come back for pleasure trips on their own.
2004 Meetings Market Report
Total Expenditures
50
45
$44.7
$40.2
$40.8
$10.2
$10.3
$37.4
40
35
$41.8
$40.4
$10.6
$10.8
$8.6
$14.9
30
25
20
$15.5
$16.7
$16.3
$16.6
$16.0
$16.8
Corporate
Convention
Association
15
10
5
$14.3
$12.0
$14.3
$13.7
$13.9
$13.7
1993
1995
1997
1999
2001
2003
0
Year
2004 Meetings Market Report
Total Number of
Meetings Planned
1200
1019.6
983.6
1000
984.7
1021.5
1033.6
1058.8
Corporate
Convention
Association
800
600
801.3
797.1
783.9
835.7
844.1
890.9
11.8
10.9
11.3
11.6
11.8
12.2
206.5
175.6
189.5
174.2
177.7
155.6
1993
1995
1997
1999
2001
2003
400
200
0
Year
2004 Meetings Market Report
Total Number of Attendees
90
84.6
84.5
77.4
80
79.5
78.9
79.9
70
60
55.1
49.3
50
56.4
49.9
51.0
51.5
11.7
12.3
12.5
12.4
Corporate
Convention
Association
40
30
10.7
20
10
13.0
18.7
15.1
17.9
15.6
15.9
15.8
1993
1995
1997
1999
2001
2003
0
Year
2004 Meetings Market Report
The Corporate
Meetings Market
Including Incentive Travel
Distribution of Expenditures


Total Expenditures = $14.9 Billion
Corporate planners spent $7.9 billion on hotels and
food/beverage
56%
Hotels & F/B
$7.9 billion
Billion
$4.3 Billion
16%
Air
Transportation
28%
All Other
2004 Meetings Market Report
$2.7 Billion
Meeting Planning Responsibilities
92%
88%
Select Facility
82%
85%
81%
Select Location
75%
82%
81%
Plan Entertainment
72%
71%
71%
Set Budget
63%
56%
62%
60%
55%
60%
Arrange Air Travel
Plan Agenda
62%
1999
2001
2003
2004 Meetings Market Report
Corporate Meeting Types
Meeting Type
Planners Avg. #
Avg.
Involved Planned Attendance
Avg. #
Days
Training Seminars
69%
9.9
95
2.6
Sales Meetings
Management Meetings
Professional/Technical
Incentive Trips:
Group
Individual
New Product Intro.
Stockholder Meetings
Other Meetings
67%
66%
36%
6.6
8.9
8.5
118
61
111
2.8
2.3
2.3
26%
15%
23%
13%
6%
3.9
4.9
4.8
1.7
5.9
17.1
144
20
162
142
136
112
4.4
4.5
2.2
1.9
2.4
2.8
2004 Meetings Market Report
An Average of 3 Cities on
Corporate Planners’ Selection Lists
1 City
33%
2 Cities
16%
3 Cities
4 Cities
24%
9%
10%
5 Cities
6 or More Cities
8%
2004 Meetings Market Report
Factors Considered Very Important
in the Selection of a Destination
Corporate Meetings
Affordability of destination
Availability of hotels/facilities
77%
74%
Ease of transporting attendees
Safety & security of destination
Distance traveled by attendees
Clean & unspoiled environment of destination
Climate
Mandated by corporate policy
Transportation costs
62%
54%
53%
37%
31%
29%
27%
19%
12%
9%
Availability of recreational facilities
Sightseeing attractions
Glamorous/popular image
2004 Meetings Market Report
Factors Considered Very Important
in the Selection of a Destination
Availability of recreational facilities
Climate
Sightseeing attractions
Safety & security of destination
Affordability of destination
Glamorous/popular image
Incentive Meetings
75%
74%
73%
72%
64%
61%
Availability of hotels/facilities
57%
Ease of transporting attendees
Clean & unspoiled environment of destination
Transportation costs
54%
54%
50%
46%
30%
Distance traveled by attendees
Mandated by corporate policy
2004 Meetings Market Report
Types of Facilities Used for
Corporate Meetings
Downtown Hotels
81%
Suburban Hotels
54%
Resort Hotels
60%
Convention Centers
52%
Airport Hotels
45%
Golf Resorts
37%
Suite Hotels
31%
Gaming Facilities
18%
Residential Conference Ctrs
13%
Non-Residential Conference Ctrs
Cruise Ships
11%
4%
2004 Meetings Market Report
Factors Considered Very Important in
Selection of a Facility/Hotel
Number, size and quality of meeting rooms
Cost of hotel or meeting facility
Negotiable food, beverage and room rates
Quality of food service
Number, size and quality of sleeping rooms
Meeting support services and equipment
Corporate Meetings
84%
82%
79%
76%
74%
59%
Efficiency of billing procedures
58%
1 staff person to handle all aspects of meeting
Previous experience in dealing with facility
Efficiency of check-in and check-out procedures
High-speed Internet access
Number, size and quality of suites
54%
53%
49%
42%
30%
2004 Meetings Market Report
Factors Considered Very Important in
Selection of a Facility/Hotel
Quality of food service
Number, size and quality of sleeping rooms
Negotiable food, beverage and room rates
Number, size and quality of suites
Cost of hotel or meeting facility
Efficiency of check-in and check-out procedures
Incentive Meetings
88%
84%
74%
67%
66%
63%
Efficiency of billing procedures
62%
1 staff person to handle all aspects of meeting
On-site recreational facilities
Proximity to shopping, restaurants, entertainment
Previous experience in dealing with facility
On-site golf course
62%
62%
61%
54%
53%
2004 Meetings Market Report
An Average of 6 Hotels on
Corporate Planners’ Selection List
1 Hotel
9%
2 Hotels
9%
29%
3 Hotels
13%
4 Hotels
5 Hotels
16%
6 - 10 Hotels
16%
11 or More Hotels
7%
2004 Meetings Market Report
The Association
Meetings Market
Conventions & Other
Association Meetings
Distribution of Expenditures for
Association Meetings

Total Expenditures = $1.7 Billion
( Does not include delegate/attendee expenditures.)

Association planners spent roughly $1 billion on hotels, food/beverage
61%
Hotels & F/B
$1.0 billion
$2 million
11%
Air
Transportation
$5 million
28%
All Other
2004 Meetings Market Report
Meeting Planning Responsibilities
86%
87%
Select Facility
78%
87%
Select Location
83%
75%
82%
Plan Entertainment
70%
80%
68%
Set Budget
78%
64%
68%
Plan Trade Shows/ Exhibits
51%
59%
64%
62%
65%
Plan Agenda
1999
2001
2003
2004 Meetings Market Report
An Average of 3 Cities on Association
Planners’ Selection Lists
1 City
40%
2 Cities
18%
3 Cities
4 - 5 Cities
6 or More Cities
22%
11%
10%
2004 Meetings Market Report
Factors Considered Very Important in
the Selection of a Destination
Conventions
Availability of hotels/facilities
83%
Affordability of destination
77%
Safety and security of destination
46%
Ease of transporting attendees
43%
Transportation costs
43%
Distance traveled by attendees
38%
Clean and unspoiled environment
30%
Mandated by by-laws
27%
Climate
26%
Sightseeing attractions
23%
Availability of recreational facilities
18%
Glamorous/popular image
16%
2004 Meetings Market Report
Factors Considered Very Important in
the Selection of a Destination
Other
Association Meetings
Affordability of destination
81%
Availability of hotels/facilities
79%
Ease of transporting attendees
48%
Distance traveled by attendees
48%
Safety and security of destination
42%
Transportation costs
38%
Clean and unspoiled environment
28%
Mandated by by-laws
27%
Climate
24%
Sightseeing attractions
14%
Availability of recreational facilities
12%
Glamorous/popular image
9%
2004 Meetings Market Report
Types of Facilities Used for
Association Meetings
Downtown Hotels
73%
Suburban Hotels
41%
Resort Hotels
40%
Airport Hotels
32%
Golf Resorts
19%
Suite Hotels
18%
Residential Conference Centers
9%
Non-Residential Conference Centers
8%
Gaming Facilities
9%
Cruise Ships
1%
2004 Meetings Market Report
An Average of 6 Hotels on
Association Planners’ Selection List
1 Hotel
17%
2 Hotels
10%
3 Hotels
22%
4 Hotels
17%
5 Hotels
15%
6 - 10 Hotels
11 or More Hotels
13%
6%
2004 Meetings Market Report
Factors Considered Very Important in
Selection of a Facility/Hotel
Number, size and quality of meeting rooms
Number, size and quality of sleeping rooms
Cost of hotel or meeting facility
Negotiable food, beverage and room rates
Quality of food service
Meeting support services and equipment
Conventions
88%
86%
84%
83%
71%
64%
Efficiency of billing procedures
61%
1 staff person to handle all aspects of meeting
Availability of exhibit space
Efficiency of check-in and check-out procedures
Previous experience in dealing with facility
Number, size and quality of suites
61%
57%
53%
49%
39%
2004 Meetings Market Report
Factors Considered Very Important in
Selection of a Facility/Hotel
Cost of hotel or meeting facility
Number, size and quality of meeting rooms
Negotiable food, beverage and room rates
Number, size and quality of sleeping rooms
Quality of food service
Meeting support services and equipment
Other Association Meetings
86%
81%
73%
68%
65%
53%
Efficiency of billing procedures
53%
1 staff person to handle all aspects of meeting
Efficiency of check-in and check-out procedures
Previous experience in dealing with facility
Availability of exhibit space
High-speed Internet access
48%
46%
39%
34%
24%
2004 Meetings Market Report
Major Conventions
Major Conventions Held
in the Last Year
Total Attendance at Major Conventions
Total Delegate Expenditures
at Major Conventions
Average Delegates per Major
Convention
Average Delegate Expenditure
at Major Conventions
12,223
12,427,000
$13,092,045,000
1,532
$1,370
2004 Meetings Market Report
When Major Conventions are Held
Annually
84%
Twice per Year
11%
Every Other Year
3%
Four times per Year
0%
Other
2%
2004 Meetings Market Report
Type of Facility Used
for Last Major Convention
60%
60%
Hotel
68%
31%
Convention Center
32%
24%
Resort
0%
4%
4%
Other
9%
4%
4%
1999
2001
2003
2004 Meetings Market Report
Other Association Meetings
Other Association Meetings in Last Year
155,625
Average Other Association Meetings Per Planner
16.1
Total Attendance at Other Association Meetings
15,807,137
Average Attendees per
Other Association Meetings
Total Delegate Expenditures at
Other Association Meetings
Average Delegate Expenditure at
Other Association Meetings
121
$12,031,230,000
$902
2004 Meetings Market Report
Types of Other Association Meetings
Planners
Involved
Avg.
# Planned
Avg.
Attendance
Avg.
# of Days
Board Meetings
72%
4.3
40
1.8
Educational Seminars
67%
7.6
153
2.1
Professional Meetings
35%
5.5
120
2.1
Chapter Meetings
30%
5.7
128
1.9
Other Meetings
21%
4.7
163
2.1
14.1
121
2.0
Meeting Type
Average
2004 Meetings Market Report
Impact of Legal &
Security Issues
On Corporate &
Association Meetings
Whether Contracts are
Reviewed by a Lawyer
Corporate Planners
18%
48%
Association Planners
Yes, A Lawyer Reviews All
Meeting Contracts
34%
17%
Yes, A Lawyer Reviews
Some Meeting Contracts
30%
53%
No, A Lawyer Does Not
Review Meeting Contracts
2004 Meetings Market Report
Whether Standard Contract has
an Attrition Clause
Corporate Planners
29%
71%
Association Planners
Yes
No Attrition
Clause
26%
74%
2004 Meetings Market Report
How Government Issued Security
Alerts Impact Meetings
Change
Meeting Dates
14%
9%
Cancel
Meetings
16%
11%
Change
Meeting
Location
13%
9%
Corporate Planners
Association Planners
2004 Meetings Market Report
Did Attendance Decline Due to
Security Alerts
Corporate Planners
Association Planners
Yes
27%
26%
No
73
74
2004 Meetings Market Report
Current Use of Outside
Security for Meetings
43%
22%
Corporate
Meetings
20%
Conventions
Other
Association
Meetings
2004 Meetings Market Report
Change in Security Measures
2002 to 2003
Corporate Meetings
Conventions
2%
1%
19%
80%
16%
82%
Other Association Meetings
Increased
Remained the Same
Decreased
0%
10%
90%
2004 Meetings Market Report
Technology Use in
Meetings Market
Use of Meeting Planning Software
27%
19%
19%
17%
1999
17%
16%
2001
2003
Corporate Planners
Association Planners
2004 Meetings Market Report
Corporate Planners’ Use of Electronic
Information for Meeting Planning
71%
76%
73%
Internet/Web
86%
80%
77%
On-Line
Registration
36%
31%
29%
Generate On-line
RFP's
45%
Develop web pages
for meeting
39%
18%
Webcasting
16%
12%
24%
27%
25%
Videoconferencing
1999
2001
2003
2004 Meetings Market Report
Association Planners’ Use of Electronic
Information for Meeting Planning
59%
66%
Internet/Web
59%
83%
On-Line
Registration
75%
65%
26%
26%
Generate On-line
RFP's
16%
57%
Develop web pages
for meeting
46%
14%
Webcasting
10%
2%
Videoconferencing
10%
11%
14%
1999
2001
2003
2004 Meetings Market Report
Websites Used Most Often When
Planning Meetings
Individual Hotel Sites
27%
23%
Convention &
Visitors Bureaus
6%
15%
Corporate Meeting Planners
Association Meeting Planners
2004 Meetings Market Report
Website Elements Considered
Very Useful
Facility Search
68%
62%
65%
74%
Floor Plans
Meeting Space
Specifications
58%
66%
52%
Maps/Directions
56%
49%
55%
Photographs
48%
Destination Information
50%
Corporate Meeting Planners
Assocition Meeting Planners
Note: Data is based on a 5-point scale where “5” is “very useful” and “1” is “not useful.”
2004 Meetings Market Report
The Authoritative Source
for Meetings Industry
Research and Data