convention

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Introduction to the Convention, 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 billionsupporting
  nearly four million jobsgenerated indirectly
  from the convention business.

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Demographics of Attendees

• 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

• Conventiona 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.
• Conferencea near synonym for a convention,
  usually implying much discussion and
  participation. Frequently used in technical and
  scientific areas.
• Congressa term commonly used in Europe. Usually
  refers to an event similar to a conference.
• Foruma meeting featuring much back-and-forth
  discussion, generally led by panelists or
  presenters.
• Symposiumsimilar to a forum, except more formal
  and less give-and-take.

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Types of Meetings
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• Lectureeven more formal or structured, involving
  individual presentation, often by just one
  expert.
• Seminarinvolves much give-and-take and sharing
  of knowledge.
• Workshopinvolves small groups that deal with
  specific problems or assignments.
• Clinicinvolves drills and instruction in
  specific subjects.

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Types of Meetings
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• Retreatsmall meetings in remote locations for
  bonding and/or intensive planning.
• Instituteoffers extended educational and
  training opportunities.
• Paneltwo or more speakers offering their
  viewpoints.
• Exhibition/trade showan 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 plannersmeeting 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 policyusually offer the Full American
  Plan, a package price that includes rooms, meals,
  breaks, meeting rooms, audiovisual equipment, and
  other needs, i.e., one-stop shopping for a
  complete meeting package.

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Conference Centers
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• Booking policycan be made on a 24-hour basis. If
  meeting runs longer than expected, group wont
  incur additional rental costs or be asked to
  leave.
• Design and layoutmeeting 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

• Continued globalizationthis 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 citiesthese 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 plannersplanners
  are leaving their associations and corporations
  to set up shop as independents.
• Increased use of technologyInternet, 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 managementincreasing 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 negotiationsboth hoteliers and
  meeting planners are spending an inordinate
  amount of time on legal issues.
• Green meetings and social responsibilitythe
  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

• Independent meeting planners
• Association management companieswork for smaller
  associations that do not employ a full-time
  professional staff.
• Destination management companiesoffer 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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