Professional Meeting Management – 6th edition

Meeting planner, meeting manager & meeting coordinator
Common titles for meeting professional
Request for Proposals (RFP)
A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services.
Independent Planner
Third-party contractor hired to manage logistics of a meeting.
Associations, Corporations & Government Agencies
Most common meeting hosts or owners
Destination Management Company (DMC)
Independent planning company. Typically tied to a destination. For-profit in the U.S.
Professional Congress Organizers (PCO)
Independent planning company. Tied to destination or global. For-profit enterprise.
Destination Marketing Organization (DMO)
Non-profit association or government office. Tied to a destination.
Economic & Social Development and Environmental Protection
Triple bottom line for sustainability.
Corporate Social Responsibility (CSR)
Form of corporate self-regulation. Embraces responsibility for the organization’s actions and encourages a positive impact on the environment, consumers, employees and communities.
ISO 20121, APEX/ASTM suite of standards & the Global Reporting Initiative (GRI)
Standards for suppliers to provide products and services that aid meeting professionals in creating more sustainable meetings.
Destination
Geographic location where meetings or events are held.
Venue
Specific facility where meetings and events are held.
Top Stratum Venues – Meeting Facilities
Convention Centers, Conference Centers, Hotels with meeting space & Resorts. Usually own in-house food services.
Second Stratum Venues – Meeting Facilities
Corporate or Association Offices, Schools or University Campuses, Museums & Churches
Unique Stratum Venues – Meeting Facilities
Stadiums, Floating Venues (Yachts) & Outdoor Facilities
Stakeholder
Internal and external person, group or organization that has an interest in or impacted by, another organization’s actions.
Attendee Profile Categories
Public vs. Invited Attendees. Voluntary vs. Mandatory Attendees. “Paid” vs. “Waived-Registration-Fee” Attendees. Pre-registered vs. Registered Onsite Attendees. Part of the meeting vs. Full meeting Attendees. First Time Attendees vs. Meeting History Attendees.
Strategic Plan
Long range plan of action for a company or organization. Usually looks 3 to 5 years out.
Strategic Thinking
Approach to thinking and decision-making that takes into account the context of the organization’s broader strategies and goals.
Strategic Alignment
Occurs when the activities taking place and the results achieved in an organization are in accordance with its stated aspirations.
Strategic Planning Terminology
Aspirations (desired actions and outcomes for an organization) -> Mission (purpose for the organization’s existence) -> Strategies (directions and uses of an organization’s resources which achieve a unique advantage) -> Goals (general aims or purposes that are tied to achieving strategies) -> Objectives (brief, clear statements that describe desired outcomes) -> Tactics (activities to achieve a larger objective).
Strategic Planning Hierarchy
Organizational Strategy, Business Unit Goal, Objective and Tactic.
SWOT
Strengths (Internal), Weaknesses (Internal) -> Opportunities (External), Threats (External)
Business Continuity
Ensures that an organization’s critical business functions are not compromised when organizations respond to opportunities or threats.
Triple Bottom Line
people, planet and profit
Strategic Planning Process
1. Scan environment and analyze stakeholders.
2. Identify strategies at the organizational level.
3. Incorporate business unit inputs.
4. Set priorities.
5. Encourage the development of aligned activities and resource deployment.
6. Communicate and communicate again.
Portfolio Management
management and alignment of an organization’s entire portfolio of internal and external meetings with organizational strategy.
Strategic Meetings Management Program (SMMP)
Type of portfolio management that primarily focuses on cost reduction and efficiency.
Meeting Design
The purposeful shaping of the form and content of a meeting to deliver on crucial organizational objectives.
Advanced Logistics
Addresses the hospitality and environmental aspects of a meeting.
Stages of Meeting Design
Discovery, Development, Delivery and Ongoing Impact
Discovery Stage of Meeting Design
The design team analyzes the environment and performs a stakeholder needs analysis.
Types of Meeting
face-to-face, online or hybrid
Development Stage of Meeting Design
The design team develops meeting objectives and associated design elements.
Delivery Stage of Meeting Design
The design of the meeting is put into action.
Ongoing Impact Stage of Meeting Design
The activities and impact of the meeting are tied to other activities in an organization on an on-going basis.
Project Management
Process of planning, organizing, directing and controlling resources for a project.
Meeting Planner
Performs discrete tasks, adheres to budget limits, follows policy and reports to meeting/project manager.
Meeting/Project Manager
Assigns tasks, informs key stakeholders, requests resources and monitors budget.
Meeting Program Manager
Supervises planners & managers, monitors multiple meetings, sets policy and commits resources.
Meeting Management Process
Initiating, Planning, Executing and Closing
Project Charter
Document that states a project exists and provides the project manager with written authority to begin work.
Scope Creep
A subtle process that begins with small adjustments to the project’s original goals and results in the project becoming improperly defined, documented or controlled.
Post-Event Report (PER)
Occurs during the “closing phase” of the project management process. Includes a “lessons learned” section in the report.
Project Management Knowledge Areas
Project Integration, Project Quality, Project Scope, Project Human Resource, Project Procurement, Project Time, Project Communication, Project Stakeholder, Project Cost and Project Risk
Work Breakdown Structure (WBS)
An organized framework identifying the tasks, responsibilities and time frame required to complete a project.
Time Management Tools
Gantt Chart, Program Evaluation & Review Technique (PERT) and Critical Path Method (CPM)
Four Responses to Project Threat
An organization can absorb the risk, mitigate the damage caused, transfer the damage to another party or avoid the risk.
For Responses to Project Opportunity
An organization can exploit, enhance, share or accept the opportunity.
Internal Stakeholders
Employees, volunteers and stakeholders.
External Stakeholders
Exhibitors, suppliers and meeting attendees.
Supply Chain Management
The global process of identifying project suppliers and their suppliers to track potential threats and opportunities in the chain.
Change Management
A process focused on people. how people will be managed when change is imminent.
Meeting Experience
Emphasizes the holistic effects of the meeting on the attendee, including the emotional and intellectual effects of the meeting.
Needs Assessment
Creates the foundation upon which all decisions about the meeting are vetted and considered.
Four Elements of Needs Assessment
The meeting history, stakeholder requirements – objectives – outcomes, gap analysis and target audience profile.
Gap Analysis
Builds the bridge between objectives and outcomes, and documents what is necessary to span the discrepancy between what exists and what is desired.
Causes of Gaps between situation & what stakeholders want
Lack of knowledge, lack of skills, lack of motivation and lack of resources and time.
Learning Objective
Intended Attendee Actions. Focus attention on the specific types of behavior attendees are expected to demonstrate following the meeting.
Program Outcomes
Describe precisely what the meeting attendees accomplish or produce as a result of attending the meeting.
SMART-TER Objectives to be achieved by meeting
Specific, Measurable & Meaningful, Achievable, Relevant, Timely, Tied together, Economic & Efficient, Reported & Recognized
A-B-C-D Model Objectives
Audience (Who are the learners?), Behavior (Whatshould participants be able to do?), Conditions (How will learners demonstrate mastery?), Degree of mastery (How much will be accomplished?)
Meeting Environment
Space where people gather for a meeting. Three Aspects: Physical, Physiological & Psychological
Physical Gathering Space
Principal Meeting Room, Break Areas, Team project work area, Sleeping Rooms, Area for socializing, Area for meals, Recreation & Exercise area, Overall environment of facility
Rectangular Tables
Classroom style furniture. Common dimensions: 24-inch-wide tables. Benefits: increased seating capacity, attendee comfort & support of learning needs.
Round Tables
Banquet-style seating. Common dimensions: 72-inch round table.
Cabaret Tables
“Cocktail Rounds” & “High Boy” seating. Used for cocktail parties & receptions. Common dimensions: 15 to 30 inches in diameter.
Serpentine Tables
“Half-moon” seating. Used when creating displays & food buffets.
Tablet Chairs
Also called writing chairs, can be used when space is at a premium.
Lectern
A stand upon which a speaker may rest notes or books. Are not podiums.
Podium or Riser
A raised platform where a speaker stands when presenting.
Communication Flow
Describes the way content or information moves between the speaker and the audience.
One-Way Communication
Occurs when a speaker presents to the audience.
Two-Way Communication
Occurs when a speaker and the audience communicate with each other.
Multi-Faceted Communication
Occurs when the speaker and audience are communicating between the speaker and audience and between participants.
Room Sets
Configurations of the tables and chairs, reinforce communication flow. Three categories: captivating, engaging & communicative.
Captivating Room Set
Offers the highest attendee interaction among smaller groups or multi-faceted communication. Includes: meeting pods & interactive circles
Engaging Room Set
Offers a moderate level of attendee interaction or during two-way communication. Includes: boardroom, U-shaped & hollow square
Communicative Room Set
Offers the exchange of thoughts and ideas primarily from presenter to audience, one way communication. Includes: banquet, theater & classroom
Comfort Zone
Winter: Room should be kept between 68-75 degrees (F). Summer: Room should be kept between 73.5 -78.5 degrees (F)
Face-to-face Meeting
Individuals gather at the same place, at the same time. Advantages: building trust, communicating formally and informally.
Virtual Meeting
Gather groups from separate geographic areas using the Internet. Advantages: Opportunity to increase participation and archiving content.
Hybrid Meeting
Blends the benefits of face-to-face meetings and virtual meetings. Four forms: 1. Broadcasts of a physical meeting to remote delegates. 2. Connections of remote office locations to a main event. 3. Meetings that include remote speakers. 4. Meetings that connect multiple sites to a broadcast studio.
Meeting Structure
The public name for the meeting is based on the structure. Examples: Exposition, Convention/Congress, Conference, Symposium and Workshop
Program Component
One of the several building blocks of the meeting concept; focuses on delivering specific outcomes and results in a cohesive program for attendees.
Program Component(s)
Keynote address, General Session, Concurrent sessions, Workshops, Plenary sessions and Ancillary activities.
Formal Program Format
Conventional methods for meetings with a clear separation between the speaker and the audience. Supports a hierarchy and established procedures for operating. Examples: lecture, seminar, debate, interview and panel discussion.
Informal Program Format
Methods where the success of the meeting is dependent upon audience participation. Rely on strong facilitation rather than subject matter expertise. Examples: forum, group discussion, buzz session and committee.