Events and Convention Management

May 22, 2018 | Author: Jellyann Lauriano | Category: Hotel, Tourism, Airlines, Incentive, Sales


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Meaning and Importance of Meeting Conventions and ExhibitionMeeting  Conference, workshop, seminar or other event designed to bring people together for the purpose of exchanging information  Do not include exhibits Convention  An event in which meetings are combined with exhibitions Exhibition  An event designed to bring together providers of products, equipments, and services in an environment in which they can demonstrate their products and services to a group of participants in a convention or trade show Role of Convention and Exhibition Industry in the Tourism Industry  Major source of revenue for the tourism industry comes from the meetings, conventions, and exhibitions segment of the industry  Need to communicate with one another face-to-face has been the driving force behind growth of the industry Components of Convention Industry  Planners and groups they represent  Host facilities  Services  Exhibitors . conventions. and exhibitions Categorized into:  Corporate meeting planners  Association meeting planners  Independent meeting planners . Planners Individuals or groups that plan meetings. . etc. meeting rooms. food and beverages Examples:  Hotels  Conference centers  Resort hotels  Universities  Bed and breakfast inns. Host facilities Provide lodging.  Services Refer to individuals and organizations that provide support for meeting. and exhibitions segment of the tourism industry Examples: Transportation companies  Attractions  Tour guide companies  Entertainers  . conventions. advertising director. director of marketing who is involved with the corporate exhibit program Main aim: introduce their products . to an interested audience . Exhibitors Persons who work for the company Aka. communications director.both old and new. conventions. and exhibition industry Provide much of the revenue needed for the planners to hold meetings. conventions.Exhibitors Financially linked with all segments of the meetings. and exhibitions . Conventions.History of Meetings. cities became the meeting places for people who wanted to trade goods or discuss problems  Ruins . and Exhibitions were discovered by archeologists where primitive people gather to discuss common interests  Each village or hamlet has its common gathering place  Later. desire of people to gather to discuss common interests became widespread  Trade associations. and transportation improved. As cities became center of activities for geographical regions. fraternal and religious organizations (most with historical roots in Europe) gather to discuss relevant issues . professional. Manila is the leading destination for meetings.  In PH.Manila pioneered international meeting industry in Southeast Asia  1976.Manila opened doors to Asia¶s first full-pledged convention center  1996. conventions and exhibitions .such activities took place only in the mid 1800¶s. Discussion of trade regulations as well as selling or trading of goods were the main reasons for convening  In US. Conventions. and Exhibition Industry  Factors that contributed to this growth Meeting planners associations Airline industry Lodging industry Convention centers Convention bureaus Conference centers Meeting technology Ground handlers .The Growth of the Meetings. and integration of travel agents into the profession . increase in the number of women planners. certification and development of standards.Meeting Planners Association  Provides emphasis in education  Includes rise of independent meeting planners. Airline industry  Enabled people to travel quickly and efficiently  Deregulation of airline industry which resulted in the vigorous competitions among airlines to attract more passengers . Lodging industry  Hotels grew and became convention centers  Hoteliers learned to adopt their services to different clients  Property marketing directors learned hot o work with meeting planners . and storage facilities  Able to accommodate all activities of a convention and trade show under one roof . accessibility.Convention centers  Convention centers expanded in terms of exhibition spaces. Convention bureaus  Number of bureaus has doubled since 1980 from 100 to 250  Their operators have become more professional and actively participate in industry and association affairs . Conference centers  The ³business only´ appearance before was replaced by modern restaurants. recreational facilities and the latest hightech audio-visual equipment . Meeting technology  Modern visual equipments Video projectors 360 degree projection techniques Multi-image presentations Unique sound systems . Ground handlers  Effective arrangements become necessary as meeting and conventions become more complex  Ground arrangements include: Planning tours Transportation Sight-seeing Banquets Hotel reservations  Creative meeting programs were developed by convention service companies . 810 meetings with a direct economic impact of more than USD 56.Importance of Holding a Convention/ Exhibition Generate tremendous amount of revenue  Travel sales form meetings. and exhibitions are important in economy of all levels of government  International Association of Convention and Visitors Bureau conducted studies which showed that approximately 82 million delegates attended 267.6 B  . conventions. Key Players in the Industry . Key Players in Convention and Meeting Industry Association  Convention centers  Conference centers  Corporate meeting planners  Independent meeting planners  Tour operators  Tradeshows and expositions  Hotels  Convention and visitor bureau  Incentive travel  . In the Middle ages. associations were in the form of guilds which were organized to obtain proper wages and to maintain work standards  . Roman and Oriental craftsmen in ancient times formed associations for the improvement of their trade.Association  Organized body that promotes and enhances a common interest activity or purpose.  Classifications of Associations Trade associations  Non-profit whose aim is to meet needs of for-profit businesses  Members include business firms that share a common interest  Example: Professional Convention Management Association which brings together people who are interested in the convention and meetings industry . and Institutional Education) Dedicated to religious. engineering.Professional associations  Non-profit organizations that are not involved with business firms  Organized to assist individuals in the pursuit of their common goals and interests. public service (American Heart Association) . and learned societies (Council on Hotel. charitable.  Categorized into Those with common personal interests (American Association of retired Persons) Those which includes scientific. Restaurant.  Has a provision for banquet.  Most are government owned and are operated by a designated board or authority o government owned and operated by privately owned management companies  .Convention Centers Public assembly facility which is designed to host meetings and exhibits under one roof. food and beverage and concession service.  Examples: Philippine International Convention Center Jacob K. Javits Convention Center in NY Anaheim Convention Center in CA . and associations parties.  Convention and visitors bureau help market he convention centers . flexible spaces to host trade shows and smaller rooms fro banquets. meetings. Convention centers offer large. lighting. and sound)  . telephone. convention centers were established to service the community. concessions. catering. stage construction. air. vending)  They also have begun to offer specialized services to exhibitors who participate in shows held in the facility (electrical.Historically. plumbing. convention centers became profit centers (rental fees.  Recently. Conference Centers Specialized hospitality operation which aims to facilitate and support small to medium size meetings of 20-50 people  Established to meet growing demand for specialized meetings  Majority of these facilities provide overnight accommodation unlike convention centers  Emphasis is on comfort and privacy to attendees  . meeting rooms. and paper supplies needed by the participants . audiovisual equipments. room rates. coffee breaks. Unique feature: provides continuous refreshment throughout the meeting thus allowing attendees to take a break whenever they feel like doing so  Charges only one price that includes meals. or children of the convention attendees  .Tour Operator Work with meeting planners in arranging tours and activities for meeting attendees and their families who combine business with pleasure  Tour operators often create tour packages for the spouse. guest. private shows open to those involved in the industry  .public shows  Trade shows.traveling shows such as art exhibitions  Exposition.Trade shows and Expositions Also called scientific/technical conferences  Exhibition.  All these terms describe and activity which aims to represent a major industry marketing event  Trade shows provide a venue in which individuals associated with a particular industry can bring their products and exhibit them together. exchange of information . thus. showing America¶s first 100 years . History of trade shows: Trade shows or expositions started when caravans crossing desert would meet and exchange products (Evan St Lifer) In US. 1876 when Alexander Graham Bell showed his telephone at the Philadelphia Centennial Exposition. .Industrial era: marketing of products became very important. hotels became insufficient to use. Salesmen spent most of their time on the road selling their products Later. they began renting hotel rooms to display their wares As trade show industry expanded. trade show industry is the most exciting. and economical means for marketing individuals to achieve their sales goals With the increasing number of attendees. giving trade show a new look At present. hardworking individuals develop an exhibit hall in which large groups of exhibitors who shared a common product showcased their wares together. cities now compete for the trade show business . dynamic.Mid 1920s.  Key players in trade show industry: Trade show sponsors  Trade or professional associations who use the trade show as a n important part of their meetings or conventions to generate revenue  Ex: National Restaurant Association sponsors NRA trade show every May in Chicago . creative. and equipped to serve all exhibit requirements .Exposition or show managers  Responsible for all aspects of the trade show Service contractors  Individuals responsible for providing all the services needed to run facilities for a trade show  They should be multi-talented. convention.Hotels Provide comfortable overnight accommodations for out-of-town guests for a meeting. or trade show. convention facilities. and small exposition halls  .  Meetings and conventions have become a major source of revenue for hotels  Most hotels have meeting rooms.  Convention service manager Most important person in the hotel Liaison between meeting planner and hotel Main role: service the meeting or convention by talking to the meeting planner Represent various department heads of the hotel Increases marketability of hotels as convention sites . others are housed within the state government  Funded by hotels accommodations tax  .Convention and Visits Bureau Non-profitable organization designed to solicit visitors and conventions to a community  Majority are privately owned.  Coordinates all activities of meetings and conventions: Marketing the destinations Providing information about possible host facilities Coordinating familiarization tours for meeting planners and association executives Liaison between the group and several suppliers . and enhance quality service  . improve morale.Incentive Travel Travel is sometimes used by companies as an option in incentive program among personnel  Incentive program consist of contest with a prize or reward designed to increase sales. increase productivity. or travel . Contest last for a few months ot one year  Prizes awarded show the level of attainment achieved during the contest and may consist of money. merchandise. In the US.500  Average length of stay: 5 nights  Average number of participants: 140  . USD 5B is spent annually on incentive travel  Average expenditure per person is more than USD 2. This market segment is the target of convention and visitor bureaus than individual visitors  Incentive groups represent the corporations elite who have a great influence on other corporate business  . they should identify first the companies that offer travel among their incentives. When convention and visitor bureaus undertakes marketing strategy for the market segment. corporations that promote their own incentive programs and travel agents who are involved in incentive efforts .
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