lf,furf pflf,r4gr *,Pi - International Meeting Managers

I
total of 84.5 million peoplewent to off-sitecorpo,$q
rate and associationmeetingsin 1993 asreportedby
rd""..-ffu
.,,n ;%k.
MeerlngsE Conuentionsmagazineincurring a record
in meeting expenditures- doubiing what was
billion
$40.4
spent a decadeago.
Everyoneattendsmeetings;however,few considerwho
plans them, and what is involved in the planning process.
Some meetingsmay be as simple as a staff meeting at the
office while others might be as large as a convention or
J
:
i { f I f * l
annual conference. Meetings are offered to launch new
,*:-r
products,train staff,rewardsalesmanagers,
offercontinuing
education,or hold an annualmeetingof an association.One
thing isfor certain,the meetingmustbe handledprofessionally and shouldbe well organized.
A small meetingat the office is aseasyaspicking up the
phone or sendinga few memos;however, if you have the
responsibilityof organizinga largemeeting,therearespecific A condensed list of meeting planning details:
guidelinesthat one shouldbe awareof listed in the box.
,. EsrablishingParameters
One of the fastestgrowingprofessionsin the hospitaliry
industryis the independentmeetingprofessionalor consultObjectives,dates,budget,location, socialfunctions
,il ProgramOrganization
ant. Outsorucingto an independentmeetingprofessionalis
becominga popular option due to staffreduction and time
Subjects,speakers,audiovisualneeds,transportation
constraints. Theseprofessionals
can providea wide variety
ProgramDesign
of highly specializedservicesto clients who sponsormeetStaging, general session,panels,roundtables,work1ngs.
shops
An independentmeetingprofessionalcan assistin draft.
Administration
ing a budget;collect feesif necessary;
savetime and money
Staffing, faciiity selection and instruction, registra,
by negotiatingthe most favorablerateswith hotels or con.
tion, bookkeeping
vention and conferencecenters,caterers,entertainment,
Pre-ConferencePlanning
audiovisualproduction and transportationcompanies,prrrContracts with hotels, music licensing,audio visual,
fessionalspeakers,printers,or other serviceproviders.The
insuranceand entertainmentcompanies;printing, armeetingprofessionalcan alsobring freshideasto yoLlrorgarangingfood functions,etc.
nization, and in general,becomean extensionof your orgaOn,Site Operation
ntzat10n.
Registration,hotel coordination, issuingmaterialssuch
Meeting professionals
can do all of the advanceplanning
asname badgesand handouts,overseeingevents
and in many instancesoffer adviceasto what wili work best
PostConference
for the client. They will recommendmeetingdestinations,
Reviewingbills,compilingevaluations,andproducing
handle pre and on-siteregistrationand in generalallow the
final financial statements
organizationto focuson their prime responsibilities.
Today, meeting planning requiresknowledgeableconMost importantly, when coordinating a meeting, retract negotiations,since an organizationmust be awareof
member that advance planning, experience, and attention
"perfect
the legal as well as the financial ramifications of doing
meeting."
to details will set the stage for a
businesswith hotels. Provisionsneed to be included in
ReprintB-091
contractsto ensurethe bestpossibleratesand protectionfor
the client. A11hotel contractshave a liquidating damage
LlnneK. Tirasis President
andowner
provision,which pertainsto cancellations.It is very impor.
of InternationalMeeting Managers,
tant to negotiatean equitablearrangementto this provision.
Inc. (IMM), a full-seruicemeeting
If the organizationis not careful,cancelingthe hotel conmonagement
andconsuhantcompany
tract can be very expensive.Meeting professionalscan
in orgaiying events, prospecialiTing
negotiatecomplimentaryroomsand suites,room upgrades,
grams,conferenccs
and conuentions,
amenities,limitations of food prices,reducedor no deposits,
the initial planning stdgesto onfrom
restitution for dishonoredreservations,limo pickups,and
sitecoordination. The companj was
reducedgolf or heaith club fees.The list goeson and on. An
in 1986 by L1nne, whcthas
formed
experiencedmeetingprofessionalhas the skills and knowlouer 14 years of meeting planning
edgeto know what is necessaryin a contract.
experience.
lf,furf pflf,r4gr
*,Pi*:
PnorEssroNer-REvrEvWinter f994-95
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