Meeting and Event Planning (Study Notes)

What do you do at a breakout session?
ask questions

what are evaluation forms
questionnaire - ratings (5,4,3,2,1)

what is a management board
a review of session and brainstorming with management

criteria for evaluation consists of what
site, property, overall meeting, and sessions

site
nightlife, friendliness, safety

property
meeting and sleeping rooms, F&B, and service

overall meeting
program, organization of meeting

sessions
evaluation sheets about the sessionns

What kind of follow- ups are required/preferred/usually done
-tips/gratuity
-statistics on who and how many attended
-thank you letters

what is a cover letter
a letter that explains the essentials of your resume

header
matches the header of your resume/addressed to the correct person

Initial paragraph
captivates attention, sets the tone, and shows interest in specific position

second paragraph
generates interest and excitement about you background (use 3 skills that align with the company's vision and goals)

third paragraph
what makes you the on to hire

closing
can be bold, reserved, and enthusiastic

phone interviews
-quiet spot
-know the company
-stand up
-smile
-prepare brag sheet
-breadth(speak clearly)
-prepare answers
-have resume on hand

interviews
-what makes you rock (passion/distinguish you form others/strengths)
-looks can kill
-jump on the first (prove you're prepared)
-tell stories(about experiences)
-do something(smile/hand gestures)
-don't be afraid to talk bank
-finish strong

marketing methods
-direct mail
-advertising and publicity
-telemarketing
-promotional events

direct mail can be in the form of what
-brochures
-invitations
-flyers
-letters
-registration forms

advertising/publicity
deadlines/requirements/costs

promotional events
ribbon cutting ceremonies/press conferences

telemarketing
phone call convincing people to purchase things

what meeting materials are needed
-name tag
-registration and reservation forms
-participant lists
-exhibitors/sponsors
-tickets and vouchers(admission)
-programs/agendas
-invitations
-signs(registration/session)
-other materials(daily newsletter/promotional items)

Free time activities
-entertainment(sporting events/concerts)
-recreations(golf/tennis/fitness)
-sightseeing(NRPA)
-companionship programs(pre/post/during)
-childrens programs(recreation day care)
-pre/post meeting tours

what are service styles
how meal/food is prepared when dining
-american
-family
-platter
-tableside

american service
food is prepped in the kitchen and placed before each dinner

family service
waiter takes serving dishes to each table and gives it to diner to pass around; less labor intensive, but has bad portion control

platter service
waiter brings serving dish to able and serves each dinner

tableside service
food prepped at table then served

sleeping rooms, function rooms, and meals are all major costs at meeting sites
true

what are the characteristics of refreshment breaks
-located in meeting rooms
-hosted in AM/PM
-menu of danishes/coffee/tea (AM)
-menu of water/soda (PM)
-usually buffet style (least expensive)

what are the characteristics of full course meals
-located in converted meeting rooms
-for every 50 people, 1 hour of meal time should be allotted
-seated service is less expensive and takes less time
-cost control includes knowing what food is in season, tips/taxes, and the number of people +/- 5%

when planning a menu one must abide by the rules of
-being conscious of nutrition
-have varying textures, colors, and flavors

what are characteristics of box meals
-portable and can be eaten anywhere; distributed in meeting
-preferable when timing is tight
-usually consists of water, sandwich, cookie, fruits, chips
-cost is included in registraion

what are the characteristics of receptions
-can be away from meeting site or in ballroom
-typically in the late afternoon/evening
-menu usually includes full bar and appetizers
-costs can be absorbed by sponsors and purchased tickets

methods of evaluation
-break out sessions
-evaluations forms
-board reviews

types of transportation to the meeting include
-automobiles - parking
-airlines - discount from airline (negotiate group rate)

types of transportation during the meeting
-rental cars (negotiate group rate)
-public transportation (let everyone know times)
-motor coach transportation (in cities)
-transfers (vans/small buses)
-shuttle services ( to and from hotel and cities)
-contracting transportation ( negotiate transportation)

dine arounds
meeting planner reserves a number of tables at a restaurant for a specific meal

themed meals/conferences
-RCRA (western - barbecue chicken and ribs)

function room design includes
-BEO's (banquet and event orders)
-doors (should not have any distraction when opening)
-head table and podium (use risers)
-lighting (dimmed for presentations
-refreshment service - water
-seating (theater/classroom style)

additional function room design elements
-table set up (draped)
-meal service (w/F&B)
-room set up timing (kiawah 5:30 interviews - dinner @ 7:30)
-adjunction rooms
-press room
-speaker ready room
-hospitality suites

AV requirements
-costs
-sound system
-visual aids (chalkboard, flip charts, etc.)

its more personalized for guests when the hotel sets up an adjunction front desk
true

the organizations usually requires the registration fee is paid in advanced
true

how do materials get to the site
driven in car/shipped (leave enough time)

why market the meeting
main purpose:
-notify everyone who is eligible to attend
-increase attendance
-make money

know your audience
-business and associations - marketing consists of notifying everyone
-consumers (trade shows open to public)

what sells a meeting
-psychological and personal factors (prestige/personal aims)
-program content (most persuasive method to get people to attend - meets personal objectives
-other factors (location)

transferable skills
skills that you can transfer from one job to another
-time management
-programming
-accounting

networking
develop a list of people you know
-associations
-friends/family
-classmates
-conference/workshops
volunteer
airplanes - what do you do
elevators
DOING your job

the majority or people spend 80% of their time responding to classified ads
true

employees fill 80% of their jobs through referrals and word of mouth
true

efficiency
hard to measure but can be assessed

guest service
-communication with property staff and management
-attitude of property staff (friendliness/courtesy)

luxury service
-breakfast and newspaper delivered to room
-turn down service (mints/turn down bed sheets)

a property will block a certain # of rooms at a certain price, with that same price 2 days before and 2 days after
true

room blocks are usually released 30 days prior to the meeting
true

complimentary sleeping rooms are usually offered on the number of room nights sold
true (usually 1/50 room nights)

the planner should eat in the restaurants on property, trace path of food to function rooms, and should see menu prices
true

function rooms should have airwalls (for a speaker ready room)
true

function rooms should have comfortable chairs, ventilation, and lighting also unobstructed view of the podium, stage, or screen
true

what should you focus on as an inspector of rooms
-make sure the towels are large enough and fluffy
-sit on bed and look around
-dennis burnhams inspections

when inspecting the property what should the planner include in their following considerations
-general evaluation (space,cost,security)
-guest rooms
-function rooms
-exhibit space and F&B

business and associations do not need extensive marketing efforts, since most people are required to attend. attendees simply need to be notified about the meeting
true

consumer meetings such as trade shows and seminars, that are open to the public are for profit and are typically advertised in the newspaper, on TV, and through direct mail
true

letters are the easiest means of announcing a meeting and basic info
true

when designing marketing materials what should the planner consider
-a logo
-the paper stock
-the paper sheen
-type face and color

when considering the costs for the marketing materials what should be considered
-the cost of the weight of mail
-promotional events
-telemarketing

the purpose of registration is to reserve space and auxiliary service
true

what should the registration include
-attendants full name
-organization
-address
-phone number
-arrival/departure dates
-sessions
-meals
-type of payment

programs can be used as a marketing tool and can be printed material telling what, when, and where with advertisements and a showcase of speakers/exhibitors
true

BEO
compile information about room setup, how and what refreshments are served, and what AV equipment is needed

a meeting planner must work with the CSM (convention service manager) and the session chair
true

CSM
-helps with meal counts
-helps with changes in room set ups
-requests for water and additional seating

session chair
-introduces speakers
-acts as a moderator
-coordinates with AV
-call time in sessions

responsibilities of serving the participants include
-taking messages
-providing referrals
-packing up
-producing/replacing meeting materials

if at a business meeting, the planner typically makes all reservations/cancellations, but at most meeting, attendees make their own reservations
true

admission to meals and certain sessions may require more control and identification (tickets can be sold to spouses)
true

a planner should always be prepare with 5% extra name tags of the total number of attendees
true