2. *
*The bid is the most critical marketing tool in
obtaining business
*The bid should answer all the needs and
requirements specified by an organization in a
clear and concise manner.
*This bid may be presented to an individual, a
small committee, a thousands of people.
*Each bid presentation will have its own unique
character depending on the potential client.
4. *Establishing goals and objectives
*Targeting the population
*Designing the program
*Creating a budget
*Selecting a site
*Negotiating contracts
*Formulating committees
*Establishing a marketing & promotion plan
*Hiring subcontractors.
*Designing food and beverage functions
5. *
*Should be established by the sponsor
*One of the first responsibilities of a meeting
planner is to meet with the sponsor of the
event in order to know the reasons for holding
the meeting or convention.
6. *
*After determining the goals and objective,
those involved in the planning stage of the
meeting, convention and exhibition must
determine who should attend.
*The sponsor should provide the organizer with a
prospectus outlining the proposed audience
thus allowing the organizer to determine
whether or not attendees are their targeted
audience.
7. *
*The program design is the structuring, balancing
and pacing of the program by combining major
topics and sub-topics, passive and active
sessions, serious and fun presentations to
provide professional and personal growth and
networking opportunities.
*The program design should include the theme
and the agenda of the meeting, convention and
exhibition.
8. *
*Is an estimate of income and expenses and a plan
to adjust the anticipated expenses to the
expected amount.
*Fixed expenses (not dependent on attendees)-
admin fees, postage & printing, advertising &
promotion, staff travel, speaker fees, contracts
w/ certain suppliers like audio-visual firms.
*Variable expenses (dependent on attendees)-
food & bev, hospitability programs, exhibition
expenses, guest rooms, gratuities, reg. materials,
printed materials such as programs, proceedings
and hand-outs, support and evaluation materials.
9. *
*The site is a critical factor in the success or
failure of the even. The two most important
factors in site selection are convenience and
cost.
*During the site inspection, the planner should
bring a checklist that includes the following:
sleeping rooms, meeting and exhibition space,
transportation (airport and ground), food and
beverage, recreation (on site and local
attractions) and services.
10. *
*The negotiation of price and services will begin
after the site has been selected.
*Once the negotiations have been concluded, a
contract is written and signed. A contract is a
legal document which defines the
responsibilities of all the parties concerned.
11. *
*Each committee should have its own specific
goals and objectives. If the sponsor of the
conference is a professional association, the
by-laws of the association usually contains the
committee structure to plan, organize and
operate the conference.
*Each committee should have a chair and
members.
12. *
*The following should be considered in order
to successfully market and promote a
conference:
*Determine the break-even attendance figures.
*Develop a marketing plan
*Develop a timetable
*Implement the program
*Evaluate the program
13. *A marketing plan must be designed once the
break-even figures are determined. It contains
the goals and objectives of the marketing and
promotion of the conference, target market
and the marketing strategies to be used.
*A timetable must be developed after a
marketing plan has been established. All
important information regarding registration,
transportation, housing, seminars, etc must be
sent six to eight weeks before the meeting,
convention and exhibition.
14. *
*In choosing the cuisine for a meeting or
convention, the meeting planner should know
the desires of the attendees. The planner
therefore, must know his or her group and
choose menus accordingly.
15. *
*Involves overseeing every aspect of the meeting
or convention from the time the registration
table open until the last guest departs.
*The planner should make sure that all
employees are at their assigned areas, pick up
messages regularly from the staff office and
maintain regular communication with the
suppliers and personnel through such devices as
beepers, pagers and walkie talkies.
16. *
*A meeting or convention has to be evaluated in
order to ascertain whether the goals that were
established during the conceptualization phase
were realized.
*Informal methods - Comment cards and
informal conversations with the planner can be
used to obtain general feedback.
*Focus group – that which may give comments
and suggestions
*Formal methods – questionnaires or surveys.
