PMM 6E Chp. 6 Flashcards
Site & Venue Selection
Venue
Sites of facilities
Meeting Venues
Convention or Congress centers
Hotels
Conference centers
Cruise ships
Art galleries
Movie theatres
Convention or Congress center
Multi-purpose facility that hosts meetings, public, and industry trade shows and large events.
Conference Center
Designed to provide the optimal learning environment and are dedicated to educational and training meetings.
Complete Meeting Package (CMP)
An inclusive per person/per day package including guest rooms, meals, continuous refreshment breaks, tech, meeting space, service charges and gratuities.
Residential
Full service facilities (includes meetings and sleeping rooms) located in metro area or suburban locations
Non-residential
Facilities that are full service but have no sleeping rooms. They may be connected or close to a hotel
Ancillary
Facilities that are part of a larger complex. They may be floors or wings of a conference center, hotel or resort
Corporate
Facilities owned and operated by a corporation for internal training
Resort
Full service facilities (includes meeting & sleeping rooms) that also have significant amenities such as golf, fitness and spa
University
Full service facility (may or may not have sleeping rooms) located on college campuses for university and outside groups
Convention Hotel
Located near or connected to the convention center. These hotels can be categorized as full or limited service, resort or airport
Limited Service Hotel
Located either downtown or in the suburbs. Attract regional visitors looking for a low cost stay. Have no F&B, limited meeting space, and no staff for valet, room service or other services.
Resort Property
Outside of metro area and in secluded areas. Number of guest rooms and suites. Meeting space and necessary services. Upscale recreational facilities.
Airport Hotel
Attached or located near major airports. Serve mostly transient travelers, staying for a few nights in the area. Host large or small meetings with F&B, AV and other services.
Cruise Ships
Major advantage is they offer an all inclusive, up front package pricing.
Other Attractions
Museums, Zoos, Art Galleries, Amusement parks, restaurants, public libraries. Offer standard meeting services and event packages
University Facility
Encourages learning and high level engagement. Some have full service conference center on campus. May lack F&B variety, inability to rearrange rooms and limited parking and housing
Sourcing Categories
Room Block
Meeting Space
AV
F&B
Transportation
Spend
Profile of attendees
Request for Proposal (RFP)
Invitation to bid on a specific meeting’s business. The written meeting specifications document prepared for facilities to assist them in evaluating the appropriateness of their property for the group.
3 Phases of RFP process
Creation of RFP
Solicitation of proposals
Evaluation of the return proposals
Destination Marketing Organizations (DMO)
Convention and visitors bureaus (CVBs) assist meeting professionals with the venue sourcing process. The primary goal is to market and promote the destination and its hospitality offerings and attractions.
DMO primary areas of responsibility
Sales
Marketing
Service
One of the benefits of a DMO is the amount of time and money saved by the meeting organization during the sourcing process
General Manager
Senior staff member at the property and is ultimately responsible for the overall success of the sales and service of the venue.
Director of Marketing
Responsible for assisting the meeting professional in promoting the property and the destination to its attendees
Convention Service Manager (CSM)/Event Manager (EM)
Coordinates all of the meeting professional’s needs before, during and after the meeting. Responsible for communicating and coordinating catering, hotel front desk, meeting room sets, housekeeping, security, AV and official services contractor within facility
Meeting Event Order (MEO)
Detail of all of the specific requirements of each individual function and the requirement of each department in the venue.
Banquet Event Order (BEO)
Details all of the food, amounts, staffing requirements, location, set up and tear down instructions, and any additional unique needs for food service.
