Meaning and Importance of Meeting Conventions and Exhibition
Meeting
Conference, Conference, workshop, seminar or other event designed to bring people together for the purpose of exchanging information
Do not include exhibits
Convention An event in which meetings m eetings are combined with exhibitions
Exhibition An event designed to bring together providers of products, equipments, and services in an environment in which they can demonstrate their products and services to a group of participants in a convention or trade show
Role
of Convention and Exhibition Industry in the Tourism Industry
Major source of revenue for the tourism industry comes from the meetings, conventions, and exhibitions segment of the industry
Need to communicate with one another face-to-face has has been the driving force behind growth of the industry
Components of Convention Industry
Planners and groups they represent
Host facilities
Services
Exhibitors
Planners
Individuals or groups that plan meetings, conventions, and exhibitions
Categorized into:
Corporate meeting planners
Association meeting planners
Independent meeting planners
Host facilities
Provide lodging, meeting rooms, food and beverages Examples: Hotels Conference centers Resort hotels Universities Bed and breakfast inns, etc.
Services
Refer
to individuals and organizations that provide support for meeting, conventions, and exhibitions segment of the tourism industry Examples: Transportation companies Attractions Tour guide companies Entertainers
Exhibitors
Persons who work for the company
Aka. advertising director, communications director, director of marketing who is involved with the corporate exhibit program
Main aim: introduce their products ,both old and new, to an interested audience
Exhibitors
Financially linked with all segments of the meetings, conventions, and exhibition industry
Provide much of the revenue needed for the planners to hold meetings, conventions, and exhibitions
History of Meetings, Conventions, and Exhibitions were discovered by archeologists where primitive people gather to discuss common interests Each village or hamlet has its common gathering place Later, cities became the meeting places for people who wanted to trade goods or discuss problems
Ruins
As cities became center of activities for geographical regions, and transportation improved, desire of people to gather to discuss common interests became widespread
Trade associations, professional, fraternal and religious organizations (most with historical roots in Europe) gather to discuss relevant issues
Discussion of trade regulations as well as selling or trading of goods were the main reasons for convening In US- such activities took place only in the mid 1800¶s. In PH- Manila pioneered international meeting industry in Southeast Asia 1976- Manila opened doors to Asia¶s first full-pledged convention center 1996- Manila is the leading destination for meetings, conventions and exhibitions
The Growth of the Meetings, Conventions, and Exhibition Industry
Factors that contributed to this growth Meeting planners associations Airline industry Lodging industry Convention centers Convention bureaus Conference centers Meeting technology Ground handlers
Meeting Planners Association
Provides emphasis in education
Includes rise of independent meeting planners, increase in the number of women planners, certification and development of standards, and integration of travel agents into the profession
Airline industry
Enabled people to travel quickly and efficiently
Deregulation of airline industry which resulted in the vigorous competitions among airlines to attract more passengers
Lodging industry
Hotels grew and became convention centers
Hoteliers learned to adopt their services to different clients
Property marketing directors learned hot o work with meeting planners
Convention centers
Convention centers expanded in terms of exhibition spaces, accessibility, and storage facilities
Able to accommodate all activities of a convention and trade show under one roof
Convention bureaus
Number of bureaus has doubled since 1980 from 100 to 250
Their operators have become more professional and actively participate in industry and association affairs
Conference centers
The ³business only´ appearance before was replaced by modern restaurants, recreational facilities and the latest hightech audio-visual equipment
Meeting technology
Modern visual equipments
Video projectors
360 degree projection techniques
Multi-image presentations
Unique sound systems
Ground handlers Effective arrangements become necessary as meeting and conventions become more complex Ground arrangements include:
Planning tours Transportation Sight-seeing Banquets Hotel reservations
Creative meeting programs were developed by convention service companies
Importance of Holding a Convention/ Exhibition
Generate tremendous amount of revenue Travel sales form meetings, conventions, and exhibitions are important in economy of all levels of government International Association of Convention and Visitors Bureau conducted studies which showed that approximately 82 million delegates attended 267,810 meetings with a direct economic impact of more than USD 56.6 B
Key
Players in the Industry
Key
Players in Convention and Meeting Industry Association Convention centers Conference centers Corporate meeting planners Independent meeting planners Tour operators Tradeshows and expositions Hotels Convention and visitor bureau Incentive travel
Association
Organized body that promotes and enhances a common interest activity or purpose.
Roman
and Oriental craftsmen in ancient times formed associations for the improvement of their trade. In the Middle ages, associations were in the form of guilds which were organized to obtain proper wages and to maintain work standards
Classifications of Associations
Trade associations
Non-profit whose aim is to meet needs of for-profit businesses Members include business firms that share a common interest Example: Professional Convention Management Association which brings together people who are interested in the convention and meetings industry
Professional associations Non-profit organizations that are not involved with business firms Organized to assist individuals in the pursuit of their common goals and interests. Categorized into Those with common personal interests (American Association of retired Persons) Those which includes scientific, engineering, and learned societies (Council on Hotel, Restaurant, and Institutional Education) Dedicated to religious, charitable, public service (American Heart Association)
Convention Centers
Public assembly facility which is designed to host meetings and exhibits under one roof.
Has a provision for banquet, food and beverage and concession service.
Most are government owned and are operated by a designated board or authority o government owned and operated by privately owned management companies
Examples:
Philippine International Convention Center
Jacob K. Javits Convention Center in NY
Anaheim Convention Center in CA
Convention centers offer large, flexible spaces to host trade shows and smaller rooms fro banquets, meetings, and associations parties.
Convention and visitors bureau help market he convention centers
Historically, convention centers were established to service the community.
Recently,
They also have begun to offer specialized services to exhibitors who participate in shows held in the facility (electrical, telephone, stage construction, lighting, plumbing, air, and sound)
convention centers became profit centers (rental fees, catering, concessions, vending)
Conference Centers
Specialized hospitality operation which aims to facilitate and support small to medium size meetings of 20-50 people
Established to meet growing demand for specialized meetings
Majority of these facilities provide overnight accommodation unlike convention centers
Emphasis is on comfort and privacy to attendees
Unique feature: provides continuous refreshment throughout the meeting thus allowing attendees to take a break whenever they feel like doing so
Charges only one price that includes meals, room rates, meeting rooms, audiovisual equipments, coffee breaks, and paper supplies needed by the participants
Tour Operator
Work with meeting planners in arranging tours and activities for meeting attendees and their families who combine business with pleasure
Tour operators often create tour packages for the spouse, guest, or children of the convention attendees
Trade shows and Expositions
Also called scientific/technical conferences
Exhibition- traveling shows such as art exhibitions
Exposition- public shows
Trade shows- private shows open to those involved in the industry
All these terms describe and activity which aims to represent a major industry marketing event Trade shows provide a venue in which individuals associated with a particular industry can bring their products and exhibit them together, thus, exchange of information
History of trade shows:
Trade shows or expositions started when caravans crossing desert would meet and exchange products (Evan St Lifer)
In US, 1876 when Alexander Graham Bell showed his telephone at the Philadelphia Centennial Exposition, showing America¶s first 100 years
Industrial era: marketing of products became very important.
Salesmen spent most of their time on the road selling their products
Later, they began renting hotel rooms to display their wares
As trade show industry expanded, hotels became insufficient to use.
Mid 1920s, hardworking individuals develop an exhibit hall in which large groups of exhibitors who shared a common product showcased their wares together, giving trade show a new look At present, trade show industry is the most exciting, dynamic, and economical means for marketing individuals to achieve their sales goals With the increasing number of attendees, cities now compete for the trade show business
Key
players in trade show industry:
Trade show sponsors
Trade or professional associations who use the trade show as a n important part of their meetings or conventions to generate revenue Ex: National Restaurant Association sponsors NR A trade show every May in Chicago
Exposition or show managers esponsible for all aspects of the trade show
R
Service contractors
Individuals responsible for providing all the services needed to run facilities for a trade show They should be multi-talented, creative, and equipped to serve all exhibit requirements
Hotels
Provide comfortable overnight accommodations for out-of-town guests for a meeting, convention, or trade show. Meetings and conventions have become a major source of revenue for hotels Most hotels have meeting rooms, convention facilities, and small exposition halls
Convention service manager
Most important person in the hotel Liaison between meeting planner and hotel Main role: service the meeting or convention by talking to the meeting planner Represent various department heads of the hotel Increases marketability of hotels as convention sites
Convention and Visits Bureau
Non-profitable organization designed to solicit visitors and conventions to a community
Majority are privately owned, others are housed within the state government
Funded by hotels accommodations tax
Coordinates all activities of meetings and conventions:
Marketing the destinations Providing information about possible host facilities Coordinating familiarization tours for meeting planners and association executives Liaison between the group and several suppliers
Incentive Travel
Travel is sometimes used by companies as an option in incentive program among personnel
Incentive program consist of contest with a prize or reward designed to increase sales, improve morale, increase productivity, and enhance quality service
Contest last for a few months ot one year
Prizes awarded show the level of attainment achieved during the contest and may consist of money, merchandise, or travel
In the US, USD 5B is spent annually on incentive travel
Average expenditure per person is more than USD 2,500
Average length of stay: 5 nights
Average number of participants: 140
This market segment is the target of convention and visitor bureaus than individual visitors
Incentive groups represent the corporations elite who have a great influence on other corporate business