Meetings, Expositions, Events, and Conventions: An Introduction to the Industry, 5th edition

Published by Pearson (March 14, 2018) © 2019

  • George G. Fenich East Carolina University

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ISBN-13: 9780134749570
Meetings, Expositions, Events, and Conventions: An Introduction to the Industry
Published 2018

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Meetings, Expositions, Events, and Conventions is the most thorough, up-to-date text on MEEC: meetings, expositions, events and conventions. The text gives you a comprehensive overview of what it takes to plan and produce MEEC. It consists of contributions and selections from some of the industry's most notable educators and practitioners. Case studies and vignettes relate material to careers within varied segments of the field, as well as to trends in the industry.

Significantly updated, the 5th Edition integrates feedback and suggested topics from adopters and reviewers. It includes new technology content, more in-depth analysis of planning and producing MEEC, and a new chapter tying together all chapters with in-depth case studies.

PART 1: INTRODUCTION

  1. Introduction to the Meetings, Expositions, Events, and Conventions Industry (MEEC)
  2. Meeting, Exhibition, Event, and Convention Organizers and Sponsors

PART 2: KEY PLAYERS

  1. Destination Marketing Organizations (DMOs)
  2. Meeting, Expositions, Event, and Convention Venues: An Examination of Facilities Used by Meeting and Event Professionals
  3. Exhibitions and Trade Shows
  4. Service Contractors
  5. Destination Management Companies
  6. Special Events Management

PART 3: IMPORTANT ELEMENTS IN MEETING, EXPOSITION, EVENT, AND CONVENTION PLANNING

  1. Food and Beverage
  2. Legal Issues in the MEEC Industry
  3. Technology and the MEEC Professional
  4. Sustainable Meetings and Events
  5. Planning MEEC Gatherings
  6. Producing Meetings and Events
  7. International Aspects in MEEC
  8. Putting It All Together

Detailed Table of Contents

PART 1: INTRODUCTION

  1. Introduction to the Meetings, Expositions, Events, and Conventions Industry (MEEC)
    • Chapter Objectives
    • What Is the Meetings, Expositions, Events, and Conventions Industry?
    • Industry Terminology and Practice
    • MEEC Industry Terms
    • The Organizational Structure of the Hospitality Industry: How MEEC Fits in
      • Lodging
      • Food and Beverage
      • Transportation
      • Attractions
      • Entertainment
      • Overlapping Industries
    • History of the Industry
    • Evolution and Maturation of the MEEC Industry
    • MBECS
    • MBECS Standards
      • Uses for Meetings and Events Professionals
      • Uses for the Academic Community
      • Uses for Associations
    • Accepted Practices Exchange
    • Ethics
    • Trouble Spots to Avoid
    • What to Practice
    • Suggested Industry Etiquette (Professional Courtesy)
    • What Does a Meeting or Event Professional Do?
    • Careers in and Around the MEEC Industry
      • The Meeting Sponsor
      • The Facility
      • The Destination
      • All Others Who Provide Services for Meetings
    • Which Career Is Right for You?
    • Trends and Best Practices
    • Summary
    • Key Words and Terms
    • Case Study
    • Review and Discussion Questions
    • About the Chapter Contributors
  2. Meeting, Exhibition, Event, and Convention
    • Organizers and Sponsors
    • Chapter Objectives
    • Who Holds Gatherings?
    • Corporations
      • Types of Corporate Gatherings and Events–Their Purposes and Objectives
      • Department and/or Individuals Responsible for Organizing and Planning
    • Corporate Meeting Planning
    • Associations
    • Association Meeting Planning
      • Types of Associations
      • Types of Association Gatherings and Events–Their Purposes and Objectives
      • Marketing and Attendance
      • Department and/or Individuals Responsible for Organizing and Planning
    • Government
      • Security
      • Department and/or Individuals Responsible for Organizing and Planning
    • Government Meetings Are Different from a US Perspective
    • Other Organizations Arranging Gatherings
      • Political Organizations
      • Labor Unions
    • Entities That Help Organize Gatherings
    • Exhibition Management Companies
    • Association Management Companies
    • Meeting Management Companies
    • Independent Meeting Managers
    • Professional Congress Organizers
    • Trends and Best Practices
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor

PART 2: KEY PLAYERS

  1. Destination Marketing Organizations (DMOs)
    • Chapter Objectives
    • The Role and Function of Destination Marketing Organizations
    • What Is a Destination Marketing Organization?
    • The Purpose of a DMO
    • If DMOs Do Not Charge for Their Services, How Do They Make Money?
    • Attracting Leisure Travelers
    • It’s All About Marketing
      • Website
    • What a DMO Can Do for Meeting Professionals
    • What Meeting Planners Need to Know About DMOs
    • A Business Case for DMOs: How DMOs Provide Return on Investment to Their Communities
    • 2015 DMO Organizational & Financial Profile Study
      • DMO Departments and Staff
    • Activities of DMOs Relative to Convention Marketing and Sales
    • Sales Processes
    • Site Review and Leads Process
    • Convention Lead Sheet
    • Site Inspections
    • DMO Services for Meeting Professionals
    • The Changing Scope of DMO Responsibilities
    • Destinations International
    • DI Professional Development Offerings
    • Certified Destination Management Executive
    • PDM Program
    • Accreditation
    • DI Research
    • Event Impact Calculator
    • DestinationNEXT
    • Destination & Travel Foundation
    • Association of Australian Convention Bureaux
    • Trends
    • DMMOS
    • Vienna Convention Bureau–About Us
    • Summary
    • Case Study Pittsburgh Is Unexpectedly Chosen to Host the G-20 Summit
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor
  2. Meeting, Expositions, Event, and Convention Venues: An Examination of Facilities Used by Meeting and Event Professionals
    • Chapter Objectives
    • Hotels
    • Physical Characteristics
      • Meeting Room Spaces
      • Other Hotel Meeting Spaces
    • Financial Structure
    • Negotiating Your Event
      • Room Rates
      • Food and Beverage
      • Other Revenue Generating Departments
      • Local Meetings and Events
      • Seasonality
    • Industry Spotlight: A Passion For Hospitality!
    • Convention Centers
    • Financial Structure
    • Negotiating for Your Event
    • Conference Centers
    • Meeting Room Spaces
    • Associations and Consortiums
    • Food and Beverage
    • Negotiating Your Event
    • Cruise Ships
    • Negotiating Your Event
      • Seasonality
    • Industry Spotlight: Cruising Royal Caribbean Style–Where Energy and Innovation Meet!
    • Specific Use Facilities
    • Financial Structure
    • Considerations for Your Event
    • Colleges and Universities
    • Considerations for Your Event
      • Food and Beverage
    • Consortiums
    • Retreat Facilities
    • A Special Retreat Facility
    • Unusual Venues
    • Associations and Consortiums
    • Industry Spotlight
    • Outdoor Events
    • Outdoor Venue Challenges
    • Outdoor Tents
    • Outdoor Venue Permits
    • Trends
    • Summary
    • Key Words and Terms
    • Case Study
    • Review and Discussion Questions
    • About the Chapter Contributors
  3. Exhibitions and Trade Shows
    • Chapter Objectives
    • History
    • The Current State of the Exhibition Industry
    • Types of Shows and Exhibitions
    • Trade Shows or Business-to-Business (B2B) Shows
    • Consumer Show or Business-to-Consumer (B2C) Shows
    • Consolidation Shows (Also Called Combined or Mixed Shows)
    • Exhibition Management: Key Players
    • Exhibition Organizer
    • Facility Manager
    • General Service Contractor
    • Knowledge, Skills, and Abilities (KSAs) of an Exhibition Manager
    • Considerations in Managing a Show
    • Location
    • Shipping and Storage
    • Marketing and Promotion
    • Technology
    • Risk and Crisis Management
    • Exhibitor Perspective
    • Why Exhibit?
    • Exhibit Design Principles
    • Top Reasons Exhibitors Fail
    • Staffing the Exhibit
    • Measuring Return on Investment
    • ROI
    • Trends and Best Practices
    • Summary
    • Key Words and Terms
    • Case Study Namm
    • Review and Discussion Questions
    • References
    • About the Chapter Contributor
  4. Service Contractors
    • Chapter Objectives
    • Definition of the General Services Contractor (GSC)
    • General Service Contractor Responsibilities
    • Labor/Trade Unions
    • The Case of Exhibiting in a Unionized City
    • Evolution of Service Contractors
    • Organization of a General Services Contracting Company
    • Types of Service Contractors
    • Specialty Service Contractors
    • The Translator Who Knew Too Much
    • Exhibitor Appointed Service Contractors
    • The Relationship Between Contractors and Event Organizers
    • Resources in the Service Contractor Industry
    • So, How Does It All Work?
    • Best Practices
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor
  5. Destination Management Companies
    • Chapter Objectives
    • Destination Management Company: Definition, Structure, and Services
    • Services Provided by Destination Management Companies
    • Destination Management Company versus Destination Marketing Organization
    • Business Structure of DMCs
    • The Destination Management Company Organization
    • Independent Operator
    • Multi-Services Operator
    • Destination Management Networks
    • Business Model of Destination Management Companies
    • Clients
      • Corporate Accounts
      • Association Accounts
      • Incentive-Based Organizations
      • Special Event Clients
    • Destination Management Company Operations
    • The Sales Process
    • Identifying New Business Opportunities
    • Request for Proposal
    • Site Inspections
    • Program Development
    • Program Execution
    • Transportation Services
    • Production of Events
    • Wrap-Up and Billing
    • Finding and Selecting a Destination Management Company
    • Association of Destination Management Executives
    • Best Practices in DMCs
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor
  6. Special Events Management
    • Chapter Objectives
    • A Working Definition of a Special Event
    • History and Background
    • Using Festivals in the Off-Season: “Rockin’ Mountains”
    • It All Begins with a Relationship
    • The Presidential Inauguration Day Parade
    • Examples of Special Events
    • Planning Tools for Special Events
    • Understanding Community Infrastructure
    • Special Event Marketing Considerations
    • Merchandising and Promoting the Special Event
    • Promotional Mix
    • Branding a Destination
    • Sponsorships for Special Events
    • The Great Garlic Cook-Off
    • New York City Marathon
    • Working with the Media for an Event
    • Understanding the Target Market for Your Special Event
    • A Very Special Wedding
    • Preparing for the Special Event
    • Software and Tools for Special Events
    • Getting a Permit
    • The Special Event Budget
    • Rental Costs
    • Security Costs
    • Production Costs
    • Labor Costs
    • Marketing Costs
    • Talent Costs
    • Breakdown of the Special Event
    • Trends and Best Practices in Special Events
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor

PART 3: IMPORTANT ELEMENTS IN MEETING, EXPOSITION, EVENT, AND CONVENTION PLANNING

  1. Food and Beverage
    • Chapter Objectives
    • Catered Events
    • On-Premise Catering
    • Off-Premise Catering
    • Style of Service
    • Menus
    • Food Consumption Guidelines
      • Some General Guidelines
      • Menu Restrictions
    • Contracts
      • Food and Beverage Attrition
    • Beverage Events
    • Reasons for a Beverage Event
    • Categories of Liquor
      • Spirits
      • Wine/Champagne
      • Beer
    • How Beverages Are Sold
      • By the Bottle
      • By the Drink
      • Per Person
      • Charge Per Hour
      • Open Bar
      • Cash Bar
      • Combination Bar
      • Limited Consumption Bar
    • Calculate Total Cost to Determine the Best Option
    • Labor Charges
    • Hospitality Suites
    • Examples
    • Rooms
    • Room Set Ups
      • Aisle Space
      • Tables
    • Tablescapes
    • EXAMPLES INCLUDE
    • Room Rental Charges
    • Service Requirements
    • Set Over Guarantee
    • Cocktail Servers
    • Service Timing
    • Trends and Best Practices
      • Food Trends
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor
  2. Legal Issues in the MEEC Industry
    • Chapter Objectives
    • Negotiation
    • Negotiation Strategies
    • Negotiating Hotel Contracts
    • Case 1. SXSW Entertainment Contract
    • Negotiating Hotel Contracts
    • Naming Names
    • Contracts
    • Statute of Frauds
    • Parol Evidence
    • Key Hotel Group Meeting Contract Clauses
    • Attrition
    • Examples
    • Cancellation
    • Termination
    • Case 2. Sylvania versus Boca Raton Resort & Club
    • Dispute Resolution
    • Crisis Preparedness and Management
    • What Is Risk? What Is Crisis Preparedness?
    • Crisis Management
      • Mitigation
      • Preparedness
      • Response
      • Recovery
    • Americans with Disabilities Act
    • Case 3. US Department Of Justice versus Lesley University (2013)
    • Intellectual Property
    • Patents
    • Trademarks
    • Copyrights
      • Music Copyright
    • Case 4. Trademark Infringement at an Exhibition
      • Speaker/Entertainment Copyright
    • Labor Issues
    • Ethics in MEEC
    • Supplier Relations
    • Trends and Best Practices Regarding Legal Issues in MEEC
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor
  3. Technology and the MEEC Professional
    • Chapter Objectives
    • Virtual Site Selection and Research
    • Virtual Tours
    • Online RFPs
    • Meeting Industry Portals and Information Resources
    • Marketing and Communications
    • Websites and Strategic Communications
    • Event Websites
    • Mobile Websites
    • E-Blasts
      • Opt-in
      • Don’t Overdo It
      • WIIFM (Technology-Version)
      • Keep It Simple
    • Room Design Software
    • Selling the Show Floor
    • Online Registration
    • Social Media
    • Primary Social Channels
    • Live Streaming
    • Blogging
    • Podcasting
    • Hashtags
    • Social Selling
    • Event Apps
    • Desktop Tools
    • APEX
    • Virtual Trade Shows
    • On-Site Event Tech Infrastructure
    • Bandwidth
    • Technology Is Great: When It Works
    • Wired versus Wireless
    • Digital Recording and Streaming Media
    • Drones
    • Attendee Interaction and Communications
    • Beacons
    • NFC and RFID
    • Lead Retrieval Systems
    • Audience Response Systems and Speaker Interaction
    • Post-Conference Technology Applications
    • Evaluations and Surveys
    • Marketing the Media
    • Virtual and Augmented Reality
    • Virtual Reality (VR)
    • The Virtual Trade Show Booth Model
    • Augmented Reality
    • Artificial Intelligence and Big Data
    • Artificial Intelligence
    • Webinars and Hybrid Meetings
    • Webinars
    • Hybrid Meetings
    • Summary
    • Case Study
    • Key Words and Terms
    • About the Chapter Contributors
  4. Sustainable Meetings and Events
    • Chapter Objectives
    • SAVOR . . . CHICAGO AT MCCORMICK PLACE
    • Green Meetings versus Sustainable Meetings
    • TIDBIT
    • Why Go Green
    • The Triple Bottom Line
      • Profit (Economic Impact)
      • Planet (Environmental Impact)
      • People (Social Impact)
    • TIDBIT
    • Other Benefits of Sustainability
      • Enhanced Brand Image
      • Differentiation
      • Cost Savings
      • Raise Awareness
      • Social Benefits
    • Sustainable Meeting Standards and Guidelines
    • Green Meeting Standards
    • ISO 20121
    • Ges Achieves Environmental Sustainability Certification
    • Creating a Process for Sustainable Practices
    • Step 1: Create a Plan
    • Step 2: Engage Internal Stakeholders in Supporting Your Plan
    • Step 3: Engage Vendors in Supporting Your Plan
    • Step 4: Track Your Performance
    • Step 5: Communicate the Results, Celebrate the Success
    • Step 6: Be Innovative and Have Fun!
    • Best Planet Practices
      • Use Technology
      • Choose a Local Destination
      • Reduce, Reuse, and Recycle
      • Volume Up
      • Eat Local
      • Decorate with Nature
      • Use Paper Wisely
      • Save Energy
      • Inform Everyone
      • Sources
    • Evaluation of Sustainable Efforts
    • MeetGreen Calculator 2.0
    • Sustainable Meeting Planner
    • Greenwashing
    • Grand Carolina Resort and Spa
    • Oregon Convention Center Replaces Lighting Fixtures with Energy Efficient Technology
    • Green Meetings Concierge at the Venetian Macao
    • Trends and Best Practices
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor
    • Internet Sites
  5. Planning MEEC Gatherings
    • Chapter Objectives
    • Setting Goals and Objectives
    • Determining the Meeting and Event Goal(s)
    • Needs Analysis
    • Developing SMART Objectives
      • Examples of Meeting Objectives
    • Site Selection
    • Event Budgeting
    • Establish Financial Goals
    • Identify Expenses and Revenue Sources
    • Program Planning
    • Program Types
    • Program Content
    • Session Description
    • Session Scheduling
    • Example of an Association Meeting Schedule
    • Logistical Considerations
    • Registration
      • Registration Fees
      • Preregistration
    • Housing
    • Registration and Housing Companies
    • Refreshment Breaks and Meal Functions
    • Speaker Arrangements
    • Benefits of Using Volunteer Speakers
    • Challenges of Using Volunteer Speakers
    • Audio-Visual Equipment
    • Marketing and Promotion
    • Identifying Target Markets
    • Types of Marketing for Events
      • Direct Marketing
      • Indirect Marketing
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributor
  6. Producing Meetings and Events
    • Chapter Objectives
    • On-Site Management
    • Registration and Housing
    • Food and Beverage
    • Function Room Layouts
      • Auditorium or Theater Style
      • Classroom Style
      • Rounds
    • Common Issues Faced On-Site
      • Obstacles
      • Power
      • Rigging
      • Floors
      • Access
    • Speakers and Entertainers
    • On-Site Audio-Visual
    • Ancillary Events
    • Meeting and Event Specification Guide
    • Controlling Costs
    • Managing the On-Site Team
    • Employees
    • Temporary Staff
    • Volunteers
    • On-Site Communications
    • Personal Communications
    • Use of Technology
      • Determine and Acquire Communication Equipment and Resources
      • Determine Technology Appropriate for Meeting/Convention/Event
      • Types of Equipment
      • Monitor On-Site Communications
    • Public Relations
    • What Is Public Relations?
    • Develop and Manage Media Relations
    • News Releases
    • Attract and Accommodate Media
    • Media Outlets
    • Selecting and Managing Spokespersons
    • Pre-Convention Meetings
    • The Father of the Bride
    • Post-Convention Review
    • Evaluation
    • Summary
    • Case Study
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributors
  7. International Aspects in MEEC
    • Chapter Objectives
    • How MEEC Varies Around the Globe
    • THE WORLD’S LARGEST FAIRS
    • Europe
      • The Largest Exhibition Venue
    • Report From Cebit 2017
      • The European Society of Cardiology (ESC) Congress
    • Asia
      • China
      • Thailand
      • Korea
      • Other Asian Countries
    • Australia
    • Africa
    • Middle East
    • Latin America
    • Ownership, Sponsorship, and Management Models
    • Professional Congress Organizer
    • Global Commercial Exhibition Organizing Companies
    • Important International Meeting and Trade Fair Associations
    • The International Congress and Convention Association
    • AIPC
    • UFI–The Global Association of the Exhibition Industry
    • International MEEC Considerations
    • Lessons to Be Learned
    • Methods of Exhibiting
    • Terminology
    • Contractual and Procedural Issues
    • Customs Clearance
    • Protocol
      • Identity (Individualism versus Collectivism)
      • Hierarchy (Power Distance)
      • Truth (Uncertainty Avoidance)
    • Tips for Etiquette Around the World
      • Other Considerations
    • Summary
    • Key Words and Terms
    • Case Study
    • Review and Discussion Questions
    • About the Chapter Contributors
  8. Putting It All Together
    • Chapter Objectives
    • More Shampoo, Please
    • Case Study
    • The Association
    • Goals
    • Budget
    • Income
    • Request for Proposal
    • First Site Inspection
      • Day One
      • Day Two
      • Day Three
    • Destination Selection
    • Second Site Inspection
      • Day One
      • Day Two
      • Day Three
    • Marketing Committee
    • Creation of the Conference Program
    • Partnerships
    • Contracts
    • Meeting Timeline
    • One Year to Six-Month Countdown
    • Six Months to the Day of the Meeting
      • Month Five
      • Months Four and Three
      • Month Two
      • Month One
    • Pre-Meeting Activities
    • Meeting Day Activities
    • After the Meeting
    • Immediate Post-Meeting Activities
    • Two-Month Post-Meeting Activities
    • Summary
    • Key Words and Terms
    • Review and Discussion Questions
    • About the Chapter Contributors

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