HM 317 Study Guide - Fall 2019, Comprehensive Final Exam Notes - Time, Anticipation, Beer
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HM 317
Class 8-29
Meeting vs. Event:
• Meeting: an event where the primary activity of the participants is to attend educational
sessions, participate in discussions, etc
o Gatherings for professional purposes
• Event: an organized occasion such as a meeting, convention, exhibition, special meeting, gala
dinner, etc. An event is often composed of several different yet related functions
o Gatherings for social or entertainment reasons and can comprise of several related
functions
Event Coordination:
• Every event is held for a reason based on a desired benefit
• Brings people together:
o At a particular place
o At a particular time
o For a particular purpose
• Basic stages
o Planning
o Production/ execution
o Post-event and follow up
Types of third party planners and resources:
• Professional Congress Organizers (PCO):
o Used mainly in Europe
o Independent planning company
o May be tied to destination or be global
o For profit
• Destination Management Companies (DMC):
o Independent planning company
o US version of PCO
o Typically tied to a destination – local experts
o For profit – want to make money
o Can give them some work or delegate tasks
• Destination Management Organizations (DMO):
o Non-profit association or government office/ agency
o Tied to a destination
o Aka CVB – Convention Visitors Bureau
o JMU/ Harrisonburg has a chamber of commerce – most similar
o Go to a local to plan an event at a location you’re not familiar with
o Makes an economic difference for area
Where do we work?:
• Event companies
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• Meeting planners
• Wedding planners
• Hotel or conference sales
• Restaurant sales
• Entertainment/ sporting venue sales
• Associations
• Non-profits
• Destination management
• Hotels
• Convention center
• Exposition services contractors
• Destination marketing organizations
• Colleges and universities
• EVERYWHERE!!
What do we do?:
• Logistics: more than counting coffee cups
• Strategic: supports the work toward an organization’s bottom line
o Anticipates changes, foresee problems, read minds
• Communication & logistics = very important
o Most important because of the amount of different people and vendors you work with
• Know a little about a lot
o F & B, on-site management, audiovisual, speakers/ entertainers, negotiating/ legal
considerations, registration/ housing, venues, destinations
The role & scope of professional event coordination:
• Determine expectations
• Develop the concept
• Design the experience
• Deliver the dream
Six Dimensions of an event experience:
1. Anticipation
2. Arrival
3. Atmosphere
4. Activity
5. Appetite
6. Amenities
#5 most stressful job in America
Industry impact:
• Expenditures
find more resources at oneclass.com
find more resources at oneclass.com