Conventions, Meetings, and Special Events

Definitions Meeting – a gathering of people for a

common purpose Convention – a gathering of people to

accomplish a specific goal Convention and Visitor’s Bureau –

organization responsible for promoting tourism at the regional and local level; solicit travelers to the area

Economic Impact Meetings, conventions, and special events bring

revenue Exposure of the city as a destination brings

business travelers back for leisure purposes All areas of hospitality (restaurants, hotels,

convention centers, and recreation facilities) benefit from meetings and conventions.

Growth Meetings, conventions, and special events

grow at a rate of 10% per year Job market for event planners is booming Specialized convention centers and hotels

are being built to accommodate the growth

Planning an Event Meet with the client Determine the dates for the event Get detailed information about what they

need for their event (meeting space, hotel rooms, catering, location, etc.)

Planning an Event Determine the purpose of the event and

any additional requests that the client has regarding activities, dining options, transportation issues, etc.

Establish an open line of communication with the client

Planning an Event After meeting with the client:

Search for a venue that will accommodate the client’s needs

Search for the best value for the money Identify possible alternatives (in case the client is

not happy with your initial plan) Add a special touch (gifts for attendees, tickets to

a local attraction, etc.) to show the client that you want to plan his/her event.

Planning an Event Preparing for your presentation to the

client: Be organized and include specific information Make your documents appealing and easy to

read (proofread!) Confirm pricing and availability with hotels,

convention centers, etc. before meeting with the client

Planning an Event Meeting with the client:

Give the client the documentation and go over each aspect with him/her

Assure the client that you have researched other alternatives and found the best value for him/her

Point out special features that you have included in your plan

Close the sale!

The Event Be available during the even to solve

problems and assist when available Check with the client often to see if all of

the needs are met Follow-up with catering and event staff to

ensure all is running smoothly

Following the Event Evaluate the event Follow-up with client Ensure all accounts are closed and all

payments have been made Keep a journal listing contacts that you

would like to work with again