Mastering Meetings and Events: The Key to Success

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Discover the essential elements for success in organizing meetings and events, including negotiation strategies, historical data analysis, and seasonality considerations. Learn how to make informed decisions and take strategic actions to ensure successful outcomes.


Uploaded on May 12, 2024 | 0 Views


Mastering Meetings and Events: The Key to Success

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  1. Leading the Charge: Meetings & Events Keys to Success

  2. HIMSS Meeting Services We are a service bureau to content managers, executive management, education department, government relations, membership, business development, finance and IT and any others that require our services internally. Manages and executes 50+ meetings and the HIMSS Annual Conference and Exhibition which has been ranked as the 32nd largest show out of 14,000 shows based on Tradeshow Week and the largest medical show in the nation. HIMSS15 in Chicago gathered over 43,000 attendees and 1,300 exhibitors. 2

  3. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) The 5 W s What Where What forms the basis from which all decisions and actions transpire? When Why Who and How of the event 3

  4. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Negotiating a contract It all boils down to Space Dates Rates 4

  5. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Meeting Space History Set up requirements Flexibility Food & Beverage in meeting room Move Space with your approval only 5

  6. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Prior year s pick up Basis for difference Hotel Rooms Hotel s occupancy rate during that time historically Other group or in-house business 6

  7. Dates Seasonal makes a difference ( peak, shoulder, off) Other business in house Meeting Pattern 7

  8. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Based on the season, meeting pattern Volume/amount of room nights History/prior year s pick up Internet (check site for current rates) Hotel Rates Transient (rack rate) vs. groups Cut off date Room list vs. call in 8

  9. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Negotiable Items Free internet with room rate Room rental waived if food and beverage minimum met or if food and beverage in meeting room Attrition (guarantee for hotel rooms) Cancellation fee for meeting Complimentary rooms (1 per 45 or 50) Over and above rooms/suites Limo pick-ups 9

  10. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Terms and Conditions Beware Force majeure (inadvisable, impracticability) Deterioration in quality Walks (pay for transportation, communications, one free night, comparable or better hotel) Right to change meeting room Group room rate to stay in effect after cut-off 10

  11. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Remember Always Ask Communicate with the person taking care of your meeting (planning and on-site) Constructive Feedback What would you do? Follow up 11

  12. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Key to Successful Meetings Focus on the goals and objectives Solution based See yourself from the other side Responsibility and Accountability Balancing 12

  13. PRESENTATION TITLE (To customize: Insert > Header Footer > Edit Footer Text > Apply to All) Tips and Tricks Check and walk around the back of the house Check Shower pressure Look under the bed Always provide constructive feedback immediately Have fun and make it enjoyable! 13

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