27 Meeting Competencies

Cynthia Vannucci, Ph.D., CHME, CHSP, CMP, CHE  and Professor, Director Events Management at the Department of Hospitality, Tourism, and Events Management at Metropolitan State Department College of Denver shares the 27 Event and Meeting Administration Competencies that all event planners should be aware of.

A. Site Selection
  a. Meeting Requirements and History
  b. Hotel Negotiations
  c. Negotiable Items
  d. Site Information
  e. Creating a Partnership

B. Convention and Visitor Bureaus
  a. Information and Experience
  b. Getting started with the bureau
  c. Bureau: Marketer & Partner

C. Convention Centers
  a. Facilities and Services
  b. Negotiating Points
  c. Contracts

D. Conference Centers
  a. Defining Conference Centers
  b. Types of Centers
  c. The Conference Center Difference
  d. Using the Conference Center

E. International Meetings
  a. Legal Regulations
  b. The “As Reasonable Test”
  c. Information and Assistance
  d. Site Selection
  e. Negotiation
  f. Program Planning
  g. Information for Attendees
  h. International Exhibiting
  i. Selling Your Product
  j. Selecting a Customs Broker
  k. Booth Requirements
  l. Customs Documents

F. Program Planning
  a. Research
  b. Continuing Education Credit
  c. Setting Objectives
  d. Developing a Program Format
  e. Speakers
  f. Guest Programs
  g. Entertainment

G. Promotion, Publicity and Printed Materials
  a. Planning
  b. Corporate Downsizing
  c. Corporate Turnover
  d. Static Training Budgets
  e. Increasing Travel Costs
  f. Increasing Number of Meetings
  g. Regionalization of Meetings
  h. Lack of Time
  i.  Mailbox Clutter
  j. Promotion
  k. Budgeting
  l. Mailing Lists
  m. Scheduling
  n. Weeks Before Convention Action
  o. Your Promotional Materials
  p. Publicity and Press Releases
  q. Setting Up a Pressroom
  r. Preparing Printed Materials

H. Housing and Reservations
  a. Rooming List, Housing Bureau
  b. Individual Reservations
  c. Other Checkpoints

I. Air Transportation
  a. Travel Professionals
  b. Working with Airlines

J. Ground Transportation
  a. Minimums and Costs
  b. VIP Transportation

K. Shipping Procedures
  a. Choosing a Carrier
  b. Control Sheet
  c. Labeling and Packaging

L. Convention Services Manager
  a. Hotels/Centers
  b. Convention and Visitor Bureaus
  c. Communication

M. Pre-Convention Briefing
  a. The Agenda
  b. Review Function Sheets
  c. Facility Memos
  d. Lines of Communication

N. Registration, Information Services
  a. On-Site Systems
  b. Services and Set-Up
  c. Order Forms Early
  d. Registration Personnel
  e. Tips for Handling Money
  f. The Computer Age

O. Meeting and Function Rooms
  a. Charges and Rebooking
  b. Selection
  c. Setup Configuration
  d. Principles and Rationale for Choosing a Room Setup
  e. Principle: Set to the long side of the room
  f. Auditorium or Theater-Style Setups
  g. Meeting Table Setups (School Room)
  h. Working Group Meetings-Board of Directors
  i. Quick Set
  j. Strictly Banquet
  k. Inventory Equipment

P. Food and Beverage
  a. Planning
  b. Negotiating Food and Beverage Costs
  c. Choosing a Function Room
  d. Room Set
  e. Menu Planning
  f. Meal Functions
  g. Refreshment Breaks
  h. Luncheon
  i. Receptions and Buffets
  j. Banquets
  k. Beverage Service

Q. Audio Visuals and Teleconferencing
  a. Research
  b. Choosing a Meeting Room
  c. Audio Equipment
  d. Visual Equipment
  e. Multi-Media, Multi-Image
  f. Preparing Visual Materials
  g. Teleconferencing
  h. Simultaneous Translation
  i. Recording Speakers
  j. Working with Unions

R. Exhibits
  a. Market Analysis
  b. Exhibitor Promotion
  c. Official Service Contractor
  d. Budgeting
  e. Attendance Promotion
  f. On-Site Operations
  g. Exhibitor Follow-up
  h. Booth Types & Regulations
  i. Demonstrations and Entertainment
  j. Specifics

S. Emergencies, Fire Safety
  a. Medical Emergencies
  b. Demonstrations and Confrontations
  c. Other Contingencies
  d. Know the labor situation
  e. Fire Safety

T. Accounting
  a. Planning and Instructions
  b. Master Accounts

U. Contracts, Insurance
  a. Contracts
  b. Insurance Guidelines

V. Gratuities
  a. Factors that influence the amounts and recipients
  b. Methods of Distribution
  c. Timing of Distribution
  d. People to consider for gratuities

W. Meeting Evaluation
  a. A statistical analysis
  b. Participant Evaluations
  c. Post-Meeting Meetings

X. Computer Applications
  a. Custom or Off-the-Shelf software?
  b. Name Badge Programs
  c. Registration/Meeting—Meeting Programs
  d. Evaluating Products and Vendors
  e. Now Available for Computer—Smart Meeting Professionals

Y. Ethics
  a. Industry Survey
  b. Basic Guidelines
  c. Industry Standards

Z. Accessible Meetings
  a. Joint Responsibility
  b. Programs Must be Accessible
  c. Get Information
  d. Identify Potential Problems

AA.  Post Convention Report Form

BB.  Event Order Form

CC.  Convention Center Contracts

DD. Facilities Questionnaire

EE. Meeting Room Layouts

FF. Sample Space Contract

GG. ADA Resources