CDC/OERs/Meetings and Conference Management/MCM Tutorials

CHAPTERS: Introduction | The Planning Process | Fin. & Contract Mgt. | Facilities & Services | Logistics | Programme | Summary

Primary Content Developer: Victor Paa Kwesi Mensah | List of other contributors here

Determining the purpose of the meeting (event)

 * 1) Goals and objectives of the host organization
 * 2) Goals and objectives of the meeting/event

Identifying relationship of meeting (event) to organizational strategy

 * 1) Working with organization staff and/or volunteers (unpaid staff)
 * 2) Whether the event is being produced by the organization itself or by a third party
 * 3) Strategic partnerships and alliances
 * 4) Role of the event in the event host’s financial picture (e.g., the budgetary philosophy of the organization)

Identifying stakeholder needs, expectations, and desired outcomes

 * 1) Characteristics and demographics of meeting participants, including whether they are required to attend or not
 * 2) Market analysis
 * 3) Awareness of cultural diversity issues (e.g., accessibility, holidays, food preferences, protocol)
 * 4) Roles and responsibilities of stakeholders

Preparing program outline (e.g., topics, content, potential speakers)

 * 1) Characteristics of types of meetings (events)
 * 2) Program formats (e.g., colloquium, seminar, workshop)
 * 3) Adult learning principles
 * 4) Meeting (event) agenda

Obtaining and analyzing statistics and historical information related to meetings (events)

 * 1) Methodology for data collection
 * 2) Quantitative data
 * 3) Qualitative data

Design program details that meet needs of participants

 * 1) Learning styles
 * 2) Needs assessment

Identify successful criteria for evaluation of meeting (event)

 * 1) Who defines success (e.g., board of directors, customers, conference coordinator, exhibitors, suppliers, attendees?)
 * 2) How to evaluate
 * 3) What to evaluate, including goals and objectives of the meeting (event)
 * 4) When to evaluate
 * 5) Return on investment (ROI)

Preparing comprehensive timeline (project plan) for meeting (event)

 * 1) Steps to consider (planning timeline, event timeline, post-event timeline)
 * 2) Required time for each step (lead time)

Preparing meeting (event) specifications

 * 1) Meeting specifications (e.g., dates, times, number and type of guest rooms, meeting rooms)
 * 2) How to use a specifications guidebook

Developing marketing plan for meeting (event)

 * 1) Integrated marketing plan components (e.g., advertising, direct mail brochures, publicity, sponsorship)
 * 2) Market research questions

Assessing technology requirements

 * 1) Technology resources (e.g., using the Internet for research, communication, e-commerce)
 * 2) Hardware (e.g., PCs, servers, printers, digital cameras) and tools (e.g., cell phones, two-way radios, fax machines, pagers)
 * 3) Software applications (e.g., site selection, rating forms, match-making programs, audience response, database management)
 * 4) Security and safety concerns (e.g., firewalls, password protection, back-up technology)

Creating marketing materials for the meeting (event)

 * 1) Content for marketing materials
 * 2) Production of marketing materials
 * 3) Production of on-site materials

Creating, leading and managing project team

 * 1) Selection, identification, formulation
 * 2) Delegation
 * 3) Communication skills (written, oral, visual)
 * 4) Interpersonal skills

Identifying ancillary revenue sources and/or cost savings opportunities

 * 1) Sponsors
 * 2) Advertising
 * 3) Exhibitors
 * 4) In-kind, barter, trade-out
 * 5) Rebate and/or assessment

Developing budget for meeting (event)

 * 1) Currency conversions
 * 2) Budgeting methods (e.g., zero-based budget)
 * 3) Forecasting of revenues and expenses
 * 4) Cost categories (e.g., fixed, variable, direct, indirect)
 * 5) Accounting fundamentals (e.g., balance sheet, income statement)
 * 6) Data that will support the budget (e.g., past event information, number of participants)

Determining fees for participation, if any

 * 1) Break-even analysis
 * 2) Costs per person
 * 3) Fixed and variable costs
 * 4) Perceived value and/or return on investment

Conducting Request for Proposals (RFP) process

 * 1) Components of an RFP (e.g., information to give to a facility)
 * 2) Criteria to determine the individuals within an organization that should review responses received
 * 3) Process for conducting the review
 * 4) Criteria for selection of the supplier
 * 5) Techniques for obtaining bids

Negotiating contracts

 * 1) Components of and terminology of contracts including fine print and references to other documents
 * 2) Value of program components; opportunities for possible negotiation
 * 3) Contract agreements (e.g., terms, conditions)
 * 4) Legal implications (e.g., financial, liability, risk, attrition; Sarbanes Oxley equivalents; privacy laws)
 * 5) Methods of dispute resolution

Securing appropriate types and amounts of insurance

 * 1) Types of insurance (e.g. liquor liability, event cancellation, general liability, fire / legal liability)

Managing resources within budgeted guidelines

 * 1) Cost containment
 * 2) Room pick-up
 * 3) Modification of the budget plan
 * 4) Expenditure approval process

Ensuring completion of the payment and/or billing processes

 * 1) Billing timetable
 * 2) Gratuities/tips/service charges
 * 3) Reconciliation of master bill
 * 4) Processing of invoices
 * 5) Taxes (e.g., VAT, tax exempt status)

Determining the appropriate geographic location for the meeting (event)

 * 1) Peak and off-seasons for geographic areas, domestic and international
 * 2) Holiday calendars and seasonality considerations
 * 3) Competing events
 * 4) Support services from the Convention and Visitors Bureau/Tourism Board
 * 5) Special planning considerations for international meetings
 * 6) Who attendees are and their demographics
 * 7) Impact of transportation costs
 * 8) Accessibility by various types of transportation (e.g., group, air)
 * 9) Infrastructure of location (e.g., public transportation, taxis)
 * 10) Cost factors that influence the decision (e.g., transportation costs)
 * 11) Tying the location to the goals and objectives of the meeting
 * 12) Union considerations
 * 13) Internet resources

Determining the appropriate venue for the meeting (event) (e.g., hotel, convention centre,conference centre)

 * 1) Tying the venue/facility to the goals and objectives of the meeting
 * 2) Differences among types of venues/facilities
 * 3) Venue/facility services
 * 4) Union considerations
 * 5) Accessibility issues
 * 6) Internet resources
 * 7) Identify the types of services required for a successful meeting (event)
 * 8) Registration staff
 * 9) Exhibition services contractor
 * 10) Decorator
 * 11) Audiovisual (A/V)
 * 12) Transportation
 * 13) Security
 * 14) Catering
 * 15) Guest programs
 * 16) Special events
 * 17) Destination management company (DMC/PCO)
 * 18) Recreational activities
 * 19) Exclusive vendors/tying
 * 20) Production companies
 * 21) Entertainment and/or speakers
 * 22) Translation/interpretation services

Conducting site inspection to determine viability of location and venue including potential offsite activities

 * 1) Site inspection process
 * 2) Convention and Visitor Bureau/Tourism Board
 * 3) Ethical business practices

Conducting a pre-meeting (event) briefing (pre-con) with suppliers and facility providers

 * 1) Identification of briefing participants
 * 2) Topics to be covered (e.g., expectations, VIPs, Banquet Event Order [BEO] changes, program overview)
 * 3) Review of event specifications guide

Coordinating security procedures with venues

 * 1) Crisis management plan
 * 2) Emergency plan
 * 3) Special needs (e.g., protestors, VIPs)

Planning, ordering, and overseeing technology requirements for the meeting (event)

 * 1) Hardware and software requirements
 * 2) Web-based reservation tools
 * 3) Web-based conferencing tools and techniques
 * 4) Audience response systems
 * 5) Audiovisual (A/V) including Wireless Internet audience response systems
 * 6) Electrical power requirements

Conducting a post-meeting (event) review (post-con) with suppliers and facility providers

 * 1) Identification of review participants
 * 2) Topics to be covered (e.g., final billing, lessons learned, recommendations)

Establishing invitation and/or registration procedures for the meeting (event)

 * 1) Pre-registration delivery options (e.g., fax, phone, on-line, paper)
 * 2) On-site registration operations
 * 3) Registration software options
 * 4) Special requirements of attendees (e.g., accessibility, allergies, special needs)
 * 5) Pre-selection of specific sessions and functions by attendees
 * 6) Payment procedures and/or options
 * 7) Emergency contact information from attendees
 * 8) Cancellation and no-show penalties (e.g., credit issues)
 * 9) Attendee policy

Assessing risk management issues in order to determine needed insurance and operations

 * 1) Internal communications plan
 * 2) Risk management issues (e.g., fire safety, emergency action plan, serving alcohol)

Determining exhibitor booth assignments and setup process for exhibits

 * 1) Exhibit prospectus
 * 2) Service contractors
 * 3) Union guidelines
 * 4) Lead retrieval systems
 * 5) Space usage requirements
 * 6) Booth and/or stand types
 * 7) Exhibit service kit
 * 8) Booth assignment techniques (e.g., first -come-first -serve, priority points)
 * 9) Security
 * 10) Physical setup and dismantle
 * 11) Exhibit rules

Securing transportation arrangements for the meeting (event)

 * 1) Tour and travel agency services
 * 2) Official service providers (e.g., airline, car rental, shuttles, limos)
 * 3) Destination management company (DMC) and/or professional conference organizer(PCO)

Managing the housing reservation process

 * 1) Incentives for booking the block
 * 2) Reservation review date
 * 3) Cut-off date
 * 4) Rooming list
 * 5) Third-party housing (e.g., housing bureau, housing services)
 * 6) Housing form
 * 7) Self-made reservations
 * 8) Room guarantees
 * 9) Attrition clauses
 * 10) Tracking housing pick-up reports including audit and verification
 * 11) Technology-based tools to manage housing

Identifying security measures required for each facility and/or meeting (event)

 * 1) Level of security associated with meeting (event), attendees, and/or sponsoring organizations

Communicating travel arrangements for participants to get to and from an event site

 * 1) Group policies
 * 2) Staff travel
 * 3) Ground transportation options for attendees
 * 4) VIP travel
 * 5) Cut-off dates
 * 6) Discounts
 * 7) Visa, immigration, and currency

Managing all aspects of food and beverage functions

 * 1) Service styles (e.g., American service, English service, butler style)
 * 2) Menu planning
 * 3) Types of functions (e.g., buffet, breaks)
 * 4) Types of beverage service (e.g., cash bar, combination bar)
 * 5) Recycling including for non-human consumption; handling of containers
 * 6) Room setup
 * 7) Special dietary needs (e.g., kosher, vegan)
 * 8) Banquet Event Orders (BEOs)
 * 9) Guarantees
 * 10) Food trends

Preparing and reviewing housing reports in a timely manner

 * 1) Components of a housing report (e.g.,types of rooms blocked, number of meeting rooms used, overall attendance)
 * 2) Timing of a housing report
 * 3) Housing pickup report
 * 4) Attrition clause

Determining the setup for function rooms including seating and audiovisual (A/V) requirements

 * 1) Meeting space assignments
 * 2) Setup configurations (e.g., chairs, tables, audiovisual (A/V), staging)
 * 3) Function room space requirements
 * 4) Food and beverage function seating requirements (e.g., how many chairs)
 * 5) Seating arrangements (e.g., protocol)
 * 6) Types of tables and chairs
 * 7) Accessibility requirements
 * 8) Equipment requirements in relationship to room setup (e.g., audiovisual (A/V), sound)

Coordinating the shipping of materials to and from the meeting (event) site

 * 1) Freight carriers/freight forwarders
 * 2) Customs brokers
 * 3) Private couriers
 * 4) Common carriers
 * 5) Truckload or less -than-truckload (LTL) – refer to APEX Glossary
 * 6) Packing lists
 * 7) Labelling and packing
 * 8) Tracking and tracing

Tracking and recording continuing education credits earned

 * 1) Certificate of attendance
 * 2) CEU/CLE/CME policies and procedures
 * 3) Attendance tracking software

Reviewing goals of meeting and determine details of program to meet those goals

 * 1) Advisory committees
 * 2) Supplier feedback
 * 3) Client and/or sponsor feedback
 * 4) Attendee feedback
 * 5) History of previous meetings

Securing speakers

 * 1) Types of speakers
 * 2) Speakers bureaus
 * 3) Knowledge experts
 * 4) Industry trends

Manage the contractual relationship with speakers

 * 1) Intellectual property rights (e.g., audio tapes, handouts reprinted in proceedings)
 * 2) Marketing speaker products (e.g., books, tapes, recordings)
 * 3) Contractual fulfilment
 * 4) Speaker ready room

Securing entertainment for the meeting (event) (e.g., music, artists)

 * 1) How to deal with agents and promoters
 * 2) Production companies
 * 3) Music licensing
 * 4) Service providers
 * 5) Contractual fulfilment
 * 6) Rehearsals
 * 7) Green rooms

Determining food and beverage arrangements that support program objectives

 * 1) What meals and breaks need to be covered?
 * 2) How to determine quantities required
 * 3) Costs associated with food and beverages
 * 4) Food and beverage formulas (e.g., drinks per person)

Arranging ancillary programs in conjunction with the meeting (event) including pre-and post-meeting activities

 * 1) Sightseeing tour programs
 * 2) Educational seminars
 * 3) Guest programs
 * 4) Children’s programs including day care
 * 5) Liability insurance

Determining audiovisual (A/V) needs

 * 1) Cost of audiovisual (A/V)
 * 2) Audiovisual (A/V) formulas (e.g., where to place a screen)
 * 3) Types of audiovisual (A/V) equipment
 * 4) How to determine size and/or quantities based on room size and setup
 * 5) Audiovisual (A/V) equipment terminology (e.g., brand names used in place of generic terms
 * 6) Technology capabilities

Arranging media and public relation activities for the meeting (event)

 * 1) Industry and local media
 * 2) Press releases
 * 3) Press conferences
 * 4) Press room

SUMMARY
Summary goes here ...