Behind the Scenes of Meetings and Events

Preface
Acknowledgments
About the Authors

Chapter 1: Introduction to the Meetings, Expositions, Events, and Conventions Industry (MEEC)

• What Is the MEEC Industry?
  Industry Terminology and Practice
  The Organizational Structure of the Tourism and Hospitality Industry: In Support of the Global Business Events Industry and How MEEC Fits In
• History of the Industry
• Evolution and Maturation of the MEEC Industry
  MBECS
  CMP International Standards (CMP-IS)
  Use of the MBECS and CMP International Standards
• In Support of the Industry
  EIC’s APEX Commission
• CMP Code of Ethics
  Careers in and Around the MEEC Industry
  Which Career Is Right for You?
• Trends in 2023
  The Impact of Unforeseen Calamities
  Transforming Role of Technology
  Pivot From Event Logistics to Event Strategists
  Sustainability and Social Impact
• References
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributor
• Chapter 1 Assignment
  Assignment Instructions

Chapter 2: Meeting, Exhibition, Event, and Convention Organizers and Sponsors

• Who Holds Gatherings?
  Corporations
  Associations
  Government
  Other Organizations Arranging Gatherings
• Entities That Help Organize Gatherings
  EMCs
  Association Management Companies (AMCs)
  Meeting Management Companies
  Independent Meeting Managers
• Trends and Best Practices
• Summary
  Professional Preparation for a Career in the MEEC Industry
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributor

Chapter 3: Destination Marketing Organizations (DMOs)

• The Role and Function of DMOs
  What Is a DMO?
  The Purpose of a DMO
  If DMOs Do Not Charge for Their Services, How Do They Make Money?
  Attracting Leisure Travelers
  Promoting the Destination
• What a DMO Can Do for Meeting Professionals
  What Meeting Planners Need to Know About DMOs
• Activities of DMOs Relative to Convention Marketing and Sales
  Sales Processes
  Site Review and Leads Process
  Site Inspections
  DMO Services for Meeting Professionals
  Changing Scope of DMO Responsibilities
• Destinations International (DI)
  DI Professional Development Offerings
  Certified Destination Management Executive (CDME)
  Professional in Destination Management (PDM) Program
  DI Research and Advocacy
  DI Destination Tools
  Event Impact Calculator
  Accreditation
  Destination and Travel Foundation
• Trends
• Summary
• Key Words and Terms
• Review and Discussion Questions
  Websites for Reference
  About the Chapter Contributor
• Chapter 3 Assignment
  Grading Criteria

Chapter 4: Meeting, Expositions, Event, and Convention Venues: An Examination of Facilities Used by Meeting and Event Professionals

• Hotels
  Physical Characteristics
  Financial Structure
  Negotiating Your Event
  Room Rates
• Convention Centers
  Financial Structure
  Negotiating for Your Event
• Conference Centers
  Meeting Room Spaces
  Associations and Consortia
  F&B
  Negotiating Your Event
• Cruise Ships
  Negotiating Your Event
• Specific Use Facilities
  Financial Structure
• College and Universities
  Negotiating Your Event
• Retreat Facilities
• Unusual Venues
• Outdoor Events
  Outdoor Venue Challenges
  Outdoor Tents
  Outdoor Venue Permits
• Trends
• Summary
  Case Study Assignment
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributors

Chapter 5: Exhibitions and Trade Shows

• History
• Types of Shows and Exhibitions
  Trade Shows or B2B Shows
  Consumer Shows or Business-to-Consumer (B2C) Shows
  Consolidation Shows (Also Called “Combined” or “Mixed” Shows)
• Exhibition Management: Key Players
  Exhibition Organizer
  Facility Manager
  OSC
• Knowledge, Skills, and Abilities (KSAs) of an Exhibition Manager
• Considerations in Managing the Show
  Location
  Shipping and Storage
  Marketing and Promotion
  Technology
  Risk and Crisis Management
• Exhibitor Perspective
  Why Exhibit?
  Exhibit Design Principles
  Staffing the Exhibit
  Measuring ROI
• Summary
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributor
• Chapter 5 Assignment
  Assignment Instructions
  Choose One Trade Show and Answer the Following Questions
  Grading Criteria

Chapter 6: Service Contractors

• Definition of a General Services Contractor (GSC)
  GSC Responsibilities
• Labor/Trade Unions
• Evolution of Service Contractors
• Organization of a General Services Contracting Company
• Types of Service Contractors
  Specialty Service Contractors
  Exhibitor-Appointed Service Contractors
• Relationship Between Contractors and Event Organizers
• Resources in the Service Contractor Industry
• How Does It All Work?
  Best Practices
• Summary
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributor

Chapter 7: Destination Management Companies (DMCs)

• DMC: Definition, Structure, and Services
  Services Provided by DMCs
  DMC Versus Destination Marketing Organization
  Business Structure of DMCs
• The DMC Organization
  Independent Operator
  Multiservices Operator
  Destination Management Networks
• Business Model of DMCs
  Clients
• DMC Operations
  The Sales Process
  Identifying New Business Opportunities
  RFP
  Site Inspections
  Program Development
  Program Execution
  Transportation Services
  Production of Events
  Wrap-Up and Billing
• Finding and Selecting a DMC
  Association of Destination Management Executives
• Best Practices in DMCs
• The COVID-19 Impact on Business Destinations and DMCs
• Summary
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributors
• Destination Management Company Assignment
  Assignment Overview
  Instructions
  Assignment Requirements
  Grading Criteria

Chapter 8: Special Events Management

• History and Overview of Special Events
  A Working Definition of a Special Event
  History and Background
  It All Begins With a Relationship
  Examples of Special Events
• Planning Tools for Special Events
  Understanding Community Infrastructure
• Special Event Marketing Considerations
  Merchandising and Promoting
  Promotional Mix
  Sponsorships for Special Events
  Working With the Media for an Event
  Understanding the Target Market for Your Special Event
• Preparing for the Special Event
  Software and Tools for Special Events
• The 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
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributor

Chapter 9: Food and Beverage (F&B)

• Catered Events
  On-Premise Catering
  Off-Premise Catering
  Style of Service
  Menus
  Food Consumption Guidelines
  Contracts
• Beverage Events
  Reasons for a Beverage Event
  Categories of Liquor
  How Beverages Are Sold
  Labor Charges
• Hospitality Suites
• Rooms
  Room Setups
  Tablescapes
  Room Rental Charges
• Service Requirements
  Set Over Guarantee
  Cocktail Servers
  Service Timing
• Trends and Best Practices Before COVID-19
• Summary
• Key Words and Terms
• Review and Discussion Questions
  About the Chapter Contributors

Chapter 10: Legal Issues in the Meetings, Events, Exhibitions, and Conventions (MEEC) Industry

• Negotiation
  General Negotiation Strategies
  Negotiating Hotel Contracts
  Naming Names
• Contracts
  Statute of Frauds
  Parol Evidence
  Key Hotel Group Meeting Contract Clauses
  Attrition
  Cancellation
  Force Majeure
  Dispute Resolution
• Crisis Preparedness and Management
  What Is Risk? Crisis Preparedness?
  Crisis Management
• Americans with Disabilities Act
• Intellectual Property
  Patents
  Trademarks
  Copyrights
• Labor Issues
• Ethics in MEEC
  Supplier Relations
• Trends and Best Practices Regarding Legal Issues in MEEC
• Summary
• Key Words and Terms
• Case Study
• Review and Discussion Questions
  About the Chapter Contributor

Chapter 11: Technology and the Meeting Professional

• Introduction
• Virtual Site Selection and Research
  Online RFPs
  Virtual Tours
  Meeting Industry Portals and Information Resources
• Marketing and Communications
  Websites and Strategic Communications
  Event Websites
  Mobile Websites
  E-Blasts
  Video Marketing
  Room Design Software
  Selling the Show Floor
  Online Registration
• Social Media
  Primary Social Channels
  Livestreaming
  Blogging
  Podcasting
  Hashtags
  Social Selling
• Event Apps
• Desktop and Mobile Tools
  Accepted Practices Exchange (APEX)
  Virtual Trade Shows
• On-Site Event Tech Infrastructure
  Facial Recognition at On-Site Registration
  Bandwidth
  Wired Versus Wireless
  Streaming Media
  Digital Recordings of Sessions
  Drones
• Attendee Interaction and Communications
  Beacons
  Near Field Communications (NFC) and Radio Frequency Identification (RFID)
  Lead Retrieval Systems
  Audience Response Systems (ARSs) and Speaker Interaction
• Postconference Technology Applications
  Evaluations and Surveys
  Marketing the Media
• Mixed Reality
  AR
  Virtual Reality/360° Videos
• AI
  ChatGPT
  AI, ChatGPT, and Hospitality
• Virtual and Hybrid Meetings
  Hybrid Meetings
  Online Meetings and Webinars
  Large-Scale Virtual Meetings
• The Roaring Tech Twenties
• Summary
• Key Words and Terms
  About the Chapter Contributor
• Floor Diagram Assignment
  Instructions