Introduction to the Meeting, Events, Expositions and Conventions Industry

Preface
Acknowledgments
About the Authors

CHAPTER 1: INTRODUCTION TO THE MEETINGS, EXPOSITIONS, EVENTS, AND CONVENTIONS INDUSTRY (MEEC)
What Is The Meetings, Expositions, Events, And Conventions 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
Use of the MBECS and CMP International Standards
In Support of the Industry
Events Industry Council’s APEX Accepted Practices Exchange Commission
CMP Code of Ethics
Careers in and Around the MEEC Industry
Which Career Is Right For You?
Trends in 2020
The Impact of COVID-19
Transforming Role of Technology
Content and Community
Pivot from Event Logistics to Event Strategists
Sustainability and Social Impact
Summary
Key Words and Terms
Review and Discussion Questions
Chapter Contributors

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
Exhibition Management Companies
Association Management Companies
Meeting-Management Companies
Independent Meeting Managers
Trends and Best Practices
How COVID-19 Has Impacted Segments of the Industry
Summary
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributor

CHAPTER 3: DESTINATION MARKETING ORGANIZATIONS (DMOs)
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
Mainly Marketing
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 Professional Development Offerings
Certified Destination Management Executive
PDM Program
Accreditation
DI Research
Event Impact Calculator
DestinationNEXT
Destination & Travel Foundation
Trends
COVID-19: The Effect on DMOs
Summary
Questions:
Keywords and Terms
Review and Discussion Questions
Internet Sites for Reference
About the Chapter Contributor

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
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
Specific-Use Facilities
Financial Structure
Negotiating Your Event
College and Universities
Negotiating Your Event
Consortiums
Retreat Facilities
Unusual Venues
Associations & Consortiums
Outdoor Events
Outdoor Venue Challenges
Outdoor Tents
Outdoor Venue Permits
Trends
COVID-19’S Impact on The Meec Industry
United States of America
People’s Republic of China
The Republic of Korea (South Korea)
The Republic of Singapore
Summary
Case Study Assignment
Keywords 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 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
Official Service Contractor
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 Return on Investment
Summary
National Association of Music Merchants
Keywords and Terms
Review and Discussion Questions
References
About the Chapter Contributor

CHAPTER 6: SERVICE CONTRACTORS
Definition of a General Services Contractor (GSC)
General Service Contractor 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
So, How Does It All Work?
Best Practices
Coronavirus (COVID-19)—The Effect on Service Contractors
Summary
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributor

CHAPTER 7: DESTINATION MANAGEMENT COMPANIES
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
Destination Management Company Operations
The Sales Process
Identifying New Business Opportunities
Request for Proposal (RFP)
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
COVID-19: The Effect on Destination Management Companies
Summary
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributors

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 the Special Event
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 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
The Impact of COVID-19 in 2020
Summary
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributor

CHAPTER 9: FOOD AND BEVERAGE
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
COVID-19
Summary
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributors

CHAPTER 10: LEGAL ISSUES IN THE MEEC INDUSTRY
Negotiation
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
COVID-19
Summary
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributor
Previous Edition 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
Live Streaming
Blogging
Podcasting
Hashtags
Social Selling
Event Apps
Desktop and Mobile Tools
APEX
Virtual Tradeshows
Onsite Event Tech Infrastructure
Bandwidth
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
Mixed Reality
Augmented Reality
Virtual Reality/360 Videos
Artificial Intelligence and Big Data
Artificial Intelligence
Virtual and Hybrid Meetings
Online Meetings and Webinars
Large-Scale Virtual Meetings
Hybrid Meetings
The Roaring Tech Twenties
Summary
Critical Terms
About the Chapter Contributors

CHAPTER 12: SUSTAINABLE MEETINGS AND EVENTS
Introduction to Green and Sustainable Meetings
Why Do It?
The Triple Bottom Line
Benefits of Sustainability
Sustainable Meeting Standards and Guidelines
Sustainable Meeting Standards
United Nations Sustainable Development Goals
ISO 20121
Greenwashing
Creating a Process for Sustainable Practices
Best Environmental Practices
Evaluation of Sustainable Efforts
MeetGreen® Calculator 2.0
Sustainable Meeting Professional
Trends and Best Practices
Coronavirus 2020 and Sustainable Events
Summary
Keywords and Terms
Review and Discussion Questions
Recommended Websites
About the Chapter Contributor

CHAPTER 13: PLANNING MEEC GATHERINGS
Needs Analysis
Setting Goals and Objectives
Event Budgeting
Establish Financial Goals
Identify Expenses and Revenue Sources
Program Planning
Program Types
Program Content
Session Scheduling
Logistical Considerations
Registration
Housing
Refreshment Breaks and Meal Functions
Speaker Arrangements
Audiovisual Equipment
Marketing and Promotion
(adapted from Planning and Management of MEEC by Fenich)
Types of Promotion for Events
COVID-19
Summary and Best Practices
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributors

CHAPTER 14: PRODUCING MEETINGS AND EVENTS
On-Site Management
Registration and Housing
Food and Beverage
Function Room Layouts
Common Issues Faced On-Site
Speakers and Entertainers
On-Site Audiovisual
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
Public Relations
What is Public Relations?
Develop and Manage Media Relations
News Releases
Attract and Accommodate Media
Media Outlets
Select and Manage Spokespersons
Preconvention Meetings
Postconvention Review
Evaluation
COVID-19
Summary and Best Practices
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributors

CHAPTER 15: INTERNATIONAL ASPECTS IN MEEC
How MEEC Varies Around the Globe
Europe
Asia
Australia
Africa
Middle East
Latin America
Ownership, Sponsorship, and Management Models
Professional Congress Organizer
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
Coronavirus and Its Effect on International Aspects in MEEC
ESC Congress 2020—The Digital Experience
Canton Fair
Hannover Messe
UFI Global Congress 2020
Summary and Best Practices
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributors

CHAPTER 16: PUTTING IT ALL TOGETHER
The Association
Goals
Budget
Income
Request for Proposal
First Site Inspections—Exploring Two Possible Conference Locations
Day One
Day Two
Day Three
Destination Selection
Second Site Inspection; Finalizing Details of the Conference
Day One
Day Two
Day Three
Marketing Committee
Creation of the Conference Program
Partnerships
Contracts
Meeting Timeline
One Year to Six Months Countdown
Six Months to Day of the Meeting
Pre-Meeting Activities
Meeting Day Activities
After the Meeting
Immediate Post-Meeting Activities
Two-Month Post-Meeting Activities
COVID-19: The Effect on Putting It All Together
Budget
Expenses
Income
Request for Proposal (RFP)
Site Inspections
Marketing
Contracts
Meeting Timeline
Conference Program
Speaker Selection and Preparations
Digital Advantage
Return on Investment (ROI)
Summary
Keywords and Terms
Review and Discussion Questions
About the Chapter Contributor

INDEX