MICE MANAGEMENT

CONVENTIONCONVENTION
MANAGEMENTMANAGEMENT
Presented by:Presented by:
MARIANNE T. EVANGELISTA, MSHRMMARIANNE T. EVANGELISTA, MSHRM

ROLE OF MICE TO TOURISMROLE OF MICE TO TOURISM
INDUSTRYINDUSTRY
The convention and exhibition
industry is an exciting and
profitable segment of the tourism
industry.
A major source of revenue for the
tourism industry comes from the
meetings, conventions and
exhibitions segment of the industry.

COMPONENTS OF THECOMPONENTS OF THE
CONVENTION INDUSTRYCONVENTION INDUSTRY
There are 4 major components of the
convention industry namely:
1. Planners and Groups they represent
2. Host Facilities
3. Services
4. Exhibitors

PLANNERSPLANNERS
 Are individuals or
groups that plan
meetings, conventions
and exhibitions.
 Planners are classified
into a number of
categories such as
corporate meeting
planners, association
meeting planners and
independent meeting
planners

CORPORATE MEETINGCORPORATE MEETING
PLANNERSPLANNERS
Are type of meeting planners who
work exclusively for a corporation
PLANNERS
& GROUPS
THEY
REPRESENT

ASSOCIATION MEETINGASSOCIATION MEETING
PLANNERSPLANNERS
work exclusively for an
association.
PLANNERS
& GROUPS
THEY
REPRESENT

INDEPENDENT MEETINGINDEPENDENT MEETING
PLANNERSPLANNERS
work contact their services to both
associations and corporations
PLANNERS
& GROUPS
THEY
REPRESENT

HOST FACILITIESHOST FACILITIES
 Provide lodging,
meeting rooms and
food & beverage as
well as a number of
other services for
groups attending
or exhibitions.
 Host facilities include:
hotels, conference
centers, resort hotels,
universities, bed and
breakfast inns, etc.

SERVICESSERVICES
 Refer to individuals and
organizations that
provide support for
and exhibitions segment
of the tourism industry.
 Service suppliers include:
1. Transportation
companies
2. Attractions
3. Tour guide
companies
4. Entertainers.

EXHIBITORSEXHIBITORS
 Are financially linked with
all segments of the
meetings, conventions and
exhibition industry.
 Exhibitors are persons who
work for the company.
Other names for exhibitor
are advertising director,
communication director or
director of marketing who
is involved with the
corporate exhibit program.
 The main aim of exhibitors
is to introduce their
products, both new and
old, to an interested
audience.

HISTORY OF MEETINGS,HISTORY OF MEETINGS,
CONVENTIONS AND EXHIBITIONSCONVENTIONS AND EXHIBITIONS
 Archeologist who investigated ancient cultures have
found remains that served as places where primitive
people gathered to discuss common interests such
as hunting plans, war activities, peace negotiations
and tribal celebrations. Each village had its common
gathering place.
 As geographical areas grew, cities became the
meeting paces for people who wanted to trade
goods or discuss common problems.
 As cities became the center of activities for
geographical regions and transportation improved,
the desire of the people to gather and discuss things
of common interest became more widespread.

THE GROWTH OF MEETINGS,THE GROWTH OF MEETINGS,
CONVENTIONS AND EXHIBITIONCONVENTIONS AND EXHIBITION
INDUSTRYINDUSTRY
 The growth of meetings, conventions and
exhibitions industry has been remarkable. Most of
this development has occurred within the past 2-5
years. This growth has been due to several factors:
1. Meeting Planners Association
2. The Airline Industry
3. The Lodging Industry
4. Convention Centers
5. Conference Centers
6. Meeting Technology
7. Ground Handlers

MEETING PLANNERSMEETING PLANNERS
ASSOCIATIONASSOCIATION
 There was unmatched development of the
associations connected with meeting
planners. These associations not only grew
in numbers but also expanded the list of
services they offered to their numbers.
 Majority of these associations increased
their emphasis on education. Other growth
factors included the rise of the independent
meeting planners, the increase in the
number of women planners, certification and
development of standards and the
integration of travel agents into the
profession.

AIRLINE INDUSTRYAIRLINE INDUSTRY
The advancement of the airline
industry enabled people to travel
quickly and efficiently.
This was made possible by the
introduction of the jet airplane – an
invention that revolutionized
transportation worldwide.

LODGING INDUSTRYLODGING INDUSTRY
The lodging industry recognized the
financial importance of meetings,
conventions and exhibitions.
Hotels grew and became convention
center. Hoteliers learned to adopt
their services to different clients.
Property marketing directors learned
how to work with meeting planners.

CONVENTION CENTERSCONVENTION CENTERS
Convention centers expanded in
terms of exhibition spaces,
accessibility and storage facilities.
They were able to accommodate all
the activities of a convention and
trade show under one roof.
Traffic was improved allowing large
numbers of people to move quickly
from one area to another.

CONVENTION BUREAUSCONVENTION BUREAUS
Convention bureaus grew rapidly
both in numbers and size of
operations.
The number of bureaus has doubled
since 1980, from 100 to more than
250. their operators have become
more professional. They actively
participated in industry and
association affairs.

CONFERENCE CENTERSCONFERENCE CENTERS
Conference centers changed their
appearances during the past two
decades. For some time they
maintained a “business only”
appearance. This has been replaced
by modern restaurants, recreational
facilities and the latest high-tech
audio-visual equipment.

MEETING TECHNOLOGYMEETING TECHNOLOGY
Modern audiovisual equipment gave
meeting planners a greater degree of
flexibility and creativity that was
never possible in the past.
Video projectors, 360 degree
projection techniques, multi-image
presentations and unique sound
systems have become very common.

GROUND HANDLERGROUND HANDLER
Effective ground arrangements
become necessary as meetings and
conventions become more complex.
Ground arrangement include
planning tours, transportation,
sightseeing, banquets and hotel
reservation.
Convention service companies were
established in the 1970’s to develop
creative meeting programs.

KEY PLAYERS IN THEKEY PLAYERS IN THE
INDUSTRYINDUSTRY
 The size of the convention and meetings industry has
greatly expanded. These players are the following:
1. Association
2. Convention Centers
3. Conference Centers
4. Corporate Meeting; Planners
5. Independent Meeting Planners
6. Tour Operators
7. Tradeshows and Expositions
8. Hotels
9. Convention and Visitor Bureaus
10. Incentive Travel

ASSOCIATIONSASSOCIATIONS
 An association is an organized body that
promotes and enhances a common interest
activity or purpose.
 Association are classified into 2 main
categories – trade associations and
professional associations. Both are
organized for the betterment of their
members.
 The main activity for both types of
associations is to gather and exchange
information through publications,
educational seminars, newsletters and
meetings.

CONVENTION CENTERSCONVENTION CENTERS
A convention center is a public
assembly facility which is designed
to host meetings and exhibits under
one roof.
It has also provision banquet, food
and beverage and concession
service.
Most convention centers are owned
by city, country or state government
and are operated by a designed
board or authority.

MICE PACKAGE DEVELOPMENTMICE PACKAGE DEVELOPMENT
PROCEDUREPROCEDURE

PROCESS OF MICE PACKAGEPROCESS OF MICE PACKAGE

TRAVEL AGENCIES ORTOURTRAVEL AGENCIES ORTOUR
OPERATION SERVICES FOR MICEOPERATION SERVICES FOR MICE

AccessibilityAccessibility
Cost: the monetary expense of transportation andthe monetary expense of transportation and
access.access.
 TimeTime: the duration/distance of travel involved and: the duration/distance of travel involved and
the opportunity cost of that time.the opportunity cost of that time.
Frequency:Frequency: the frequency of connections to thethe frequency of connections to the
site.site.
 Convenience:Convenience: the scheduling convenience of thethe scheduling convenience of the
connections.connections.
 Barriers:Barriers: the extent of any travel formalities,the extent of any travel formalities,
which inhibit travel such as visas, customs, etcwhich inhibit travel such as visas, customs, etc.

Local SupportLocal Support
Local Chapter: the extent of assistance andthe extent of assistance and
backing offered by the local chapter of thebacking offered by the local chapter of the
Association.Association.
 CVB/Convention CentreCVB/Convention Centre: the extent of planning,: the extent of planning,
logistical and promotional support offered.logistical and promotional support offered.
 SubsidiesSubsidies: the extent to which the destination: the extent to which the destination
offers to defray costs through rebates andoffers to defray costs through rebates and
Subsidies.Subsidies.

Other AttractionsOther Attractions
Entertainment:Entertainment: Restaurants, Bars,Theatres,Restaurants, Bars,Theatres,
Nightclubs etc.Nightclubs etc.
 Shopping:Shopping: Malls, Major Department Stores, LowMalls, Major Department Stores, Low
Prices etc.Prices etc.
 Sightseeing:Sightseeing: Architecture, Museums, Monuments,Architecture, Museums, Monuments,
Attractions, Parks, Historical Sites, Local Tours.Attractions, Parks, Historical Sites, Local Tours.
 Recreation:Recreation: Sports And Activities Either AsSports And Activities Either As
Spectator Or Participant.Spectator Or Participant.
 Professional opportunities:Professional opportunities: Visiting LocalVisiting Local
Clients, Negotiations, Business Deals, Selling, MakingClients, Negotiations, Business Deals, Selling, Making
Contacts etc.Contacts etc.

Accommodation FacilitiesAccommodation Facilities
Capacity:Capacity: The number of rooms available andThe number of rooms available and
whether more than a single hotel is required.whether more than a single hotel is required.
 Cost:Cost: The cost of suitable accommodation at theThe cost of suitable accommodation at the
site.site.
 Service:Service: The perception of standards of service.The perception of standards of service.
 Security:Security: The extent to which the hotels provideThe extent to which the hotels provide
safe and secure environment.safe and secure environment.
 AvailabilityAvailability:Are the facilities available when:Are the facilities available when
required?required?

Meeting FacilitiesMeeting Facilities
Capacity:Capacity: Ability of site to provide suitable sizedAbility of site to provide suitable sized
facilities.facilities.
 Layout:Layout: suitability of facility layout and floor plan.suitability of facility layout and floor plan.
 Cost:Cost: the cost of the meeting space required.the cost of the meeting space required.
 Ambience:Ambience: the ability of the facility to create anthe ability of the facility to create an
appropriate atmosphere and environment.appropriate atmosphere and environment.
 Service:Service: the perception of the standards ofthe perception of the standards of
service.service.
 Security:Security: the extent to which the facility providesthe extent to which the facility provides
a safe and secure meeting space.a safe and secure meeting space.
 Availability:Availability: are the facilities available whenare the facilities available when
required.required.

InformationInformation
Experience: has the site performed satisfactorily in
the past.
Reputation: what is the reputation of the
destination among other meeting planners.
Marketing: the effectiveness of the destination’s
marketing activities.
Site EnvironmentSite Environment
Climate: the desirability of the destination’s
climate.
Setting: the attractiveness of the destinations
surroundings.
Infrastructure: the suitability and standard of local
infrastructure.
Hospitality: the extent to which the host

Other CriteriaOther Criteria
RisksRisks: the possibility of strikes, natural disasters,the possibility of strikes, natural disasters,
boycotts, and other possible adverse events.boycotts, and other possible adverse events.
 Profitability:Profitability: the extent to which the site wouldthe extent to which the site would
produce a profit for the organizers.produce a profit for the organizers.
 Association Promotion:Association Promotion: would the site addwould the site add
credibility to the association and build membership.credibility to the association and build membership.
 Novelty:Novelty: the extent to which the destinationthe extent to which the destination
represents a novel location for the association’s nextrepresents a novel location for the association’s next
Convention.Convention.

Top Mice destinations of worldTop Mice destinations of world
SingaporeSingapore
ShanghaiShanghai
KualalumpurKualalumpur
BangkokBangkok
HonkongHonkong
Seoul (Korea)Seoul (Korea)
Vienna (AustriaVienna (Austria))
 Guangzhou(China)Guangzhou(China)
 FrankfurtFrankfurt
,Dusseldorf,,Dusseldorf,
Hamburg (Germany)Hamburg (Germany)
 Paris (France)Paris (France)
 Barcelona (Spain)Barcelona (Spain)
 GenevaGeneva
(Switzerland)(Switzerland)
 Stockholm (Sweden)Stockholm (Sweden)
 JakartaJakarta

REFRENCESREFRENCES
Mr. Surjeet sir (Department of Hotel & TourismMr. Surjeet sir (Department of Hotel & Tourism
Management.Management.
India as a Global Conventions DestinationIndia as a Global Conventions Destination
prospects & strategy:- by Ministry of Tourism,prospects & strategy:- by Ministry of Tourism,
Govt. of India.Govt. of India.
 Introduction to Hospitality Management :-Introduction to Hospitality Management :-
By John R.WalkerBy John R.Walker
http://www.haryanatourism.gov.in/destination/rahttp://www.haryanatourism.gov.in/destination/ra
jhans.aspjhans.asp
http://www.incredibleindia.org/newsite/cms_paghttp://www.incredibleindia.org/newsite/cms_pag
e.asp?pageid=866e.asp?pageid=866
http://www.conventionicpb.org/conf_locations.ahttp://www.conventionicpb.org/conf_locations.a
spsp

MEETINGMEETING
Is a conference,Is a conference,
workshop,workshop,
seminar or eventseminar or event
designed to bringdesigned to bring
people togetherpeople together
for the purpose offor the purpose of
exchangingexchanging
information.information.
Meetings do notMeetings do not
include exhibitsinclude exhibits

USE OF MEETINGSUSE OF MEETINGS
 Meetings are very important for the work of any
organization. Good meetings are important for collective
decision-making, planning and follow-up, accountability,
democracy, and other practices that will help you to build
a good organization.
 If meetings are used in the correct way, they can help an
organization to be efficient. However, like all organizing
tools, meetings can be used badly and end up not serving
the purpose that they are supposed to. Sometimes we
seem to attend too many long meetings, which discuss
the same thing over and over again without seeming to
move forward. Meetings can become places where
conflict is played out.

COMMON TYPES OF MEETINGCOMMON TYPES OF MEETING
Investigative Meeting, generally when
conducting a pre-interview, exit interview or a
meeting among the investigator and
representative
Work Meeting, which produces a product or
intangible result such as a decision
Staff meeting, typically a meeting between a
manager and those that report to the manager
Team meeting, a meeting among colleagues
working on various aspects of a team project
Ad-hoc meeting, a meeting called for a
special purpose

Management meeting, a meeting among
managers
Board meeting, a meeting of the Board of
directors of an organization
One-on-one meeting, between two individuals
Off-site meeting, also called "offsite retreat"
and known as an ”Away day” meeting in the
UK
Kickoff meeting, the first meeting with the
project team and the client of the project to
discuss the role of each team member

Pre-Bid Meeting, a meeting of various
competitors and or contractors to visually
inspect a jobsite for a future project. The
meeting is normally hosted by the future
customer or engineer who wrote the project
specification to ensure all bidders are aware
of the details and services expected of them.
Attendance at the Pre-Bid Meeting may be
mandatory. Failure to attend usually results
in a rejected bid

MEETING FREQUENCYMEETING FREQUENCY
OPTIONSOPTIONS
Since a meeting can be held once or often, the
meeting organizer has to determine the
repetition and frequency of occurrence of the
meeting. Options generally include the following:
 One-time Meeting
 Recurring Meeting
 Series Meeting

ONE-TIME MEETINGONE-TIME MEETING
 A one-time meeting is the most common
meeting type and covers events that are self-
contained.
 While they may repeat often, the individual
meeting is the entirety of the event. This can
include a 2006 conference. The 2007 version
of the conference is a stand-alone meeting
event.

RECURRING MEETINGRECURRING MEETING
 A recurring meeting is a meeting that recurs
periodically, such as an every Monday staff
meeting from 9:00AM to 9:30 AM.
 The meeting organizer wants the participants
to be at the meeting on a constant and
repetitive basis. A recurring meeting can be
ongoing, such as a weekly team meeting, or
have an end date, such as a 5 week training
meeting, held every Friday afternoon.

SERIES MEETINGSERIES MEETING
 A series meeting is like a recurring meeting,
but the details differ from meeting to
meeting. One example of a series meeting is a
monthly "lunch and learn" event at a
company, church, club or organization.
 The placeholder is the same, but the agenda
and topics to be covered vary. This is more of
a recurring meeting with the details to be
determined.

MEETING ETIQUETTEMEETING ETIQUETTE
 Make sure you have an agenda for the meeting.
 During meeting let people know what is the
agenda.
 First explain the what the meeting is about and
what is the purpose of the meeting?
 Make sure that the meeting time is worth the
attending persons time.
 Have action items as a product of the meeting.
 Listen carefully and then speak.
 Make sure you are on time to the meeting.
 Always be well dressed.
 Always put your mobile devices on silent mode
during meetings.

MEETING ETIQUETTEMEETING ETIQUETTE
 Presentations and print outs save a lot of time
during meeting.
 All your power point presentations should be
available on shared server and you should
always carry one copy in the USB flash drive.
 Do not jump to conclusions during the meeting.
It should come out as the minutes of the
meeting.
 If the meeting is a teleconference call over
phone or web, then make sure that you dial in
well ahead of time.
 Keep your phone on mute mode if you are not
talking.

MEETING SET-UP &MEETING SET-UP &
ARRANGEMENTARRANGEMENT
THEATRE
OCTAGONHOLLOW SQUARE
CLASSROOM U - SHAPED
V-SHAPED

PLANNING A MEETINGPLANNING A MEETING
Planning should improve participation
by ensuring that discussion is on a
single topic and that the members are
well prepared for the meeting. This is
the responsibility of the Chairperson,
Secretary and Executive, depending on
the type of organization.
Planning does not mean controlling and
directing the meeting in such a way that
it restricts participation

PLANNING A MEETINGPLANNING A MEETING
INCLUDE THE FF:INCLUDE THE FF:
Notification
Preparing the Agenda
Taking a Minutes
Voting
Chairing a Meeting

NOTIFICATIONNOTIFICATION
 Notification: It is the executive’s responsibility
to ensure that everyone has been notified of the
date, time and venue of the meeting, as well as
the main issues to be discussed. For many
organizations it is a useful practice to always
have their meetings on the same day at the
same time in the same place – for example on
the first Saturday of every month at the local
church hall. If you do not money to always
inform your members of meetings then over
time this will help you to cut costs, and to make
sure that everyone knows where they can find
the meeting.

PREPARING THE AGENDAPREPARING THE AGENDA
 Preparing the agenda: The agenda is a list of
the most important issues for the members to
discuss. It is drawn from the Matters Arising
from the previous meeting and from the
discussions of the Executive or Secretariat.
 The agenda is the responsibility of the
Chairperson and the Secretary. The
chairperson should read the minutes of the
previous meeting to familiarize him/herself
with the issues. This will for the basis of a list
of matter arising from these minutes.

MATTERS ARISING INMATTERS ARISING IN
AGENDA INCLUDE:AGENDA INCLUDE:
 Tasks – a report back must be given
Matters for which further information was
required for discussion
Matters that were deferred to this meeting
 There are standard items for any agenda. These
items should be arranged in order of priority and
time should be allocated for each discussion.
Where possible, try to familiarize yourself with
each area of discussion.
 An agenda should include a last item known as
General or Any Other Business to allow
individuals to raise short items not included on
the agenda.

HOW TO RUN A MEETINGHOW TO RUN A MEETING
The agenda
 Open the meeting and welcome everyone.
Then go through the agenda step by step.
 Those present and apologies: The apologies of
those members not able to attend the meeting
are recorded as part of the minutes.
 Send round an attendance register if there are
too many people to just record it in the
minutes. Ask if there are any apologies from
people who are not there.

MINUTESMINUTES
 Minutes: Minutes are accurate notes of what is
discussed and decided on at meetings. Make
sure that the minutes of the previous meeting
are circulated to everyone or at least read at the
beginning of the meeting. (See section on writing
minutes)
 Minutes must be adopted at the beginning of a
meeting. Give people a chance to read the
minutes or read them out aloud. Everyone must
agree that they are an accurate record of the last
meeting. Members must be given the chance to
add where item/points might have been left out.

MATTERS ARISING FROMMATTERS ARISING FROM
MINUTESMINUTES
 Correspondence: This means all the letters
that have been received by the organization
since the last meeting. They can be dealt with
in different ways. If your group does not
receive many letters, they could be read out
and then discussed. Another way is for the
secretary to list them with a brief explanation.
The chairperson then goes through the list
and suggests action. If the issue raised in the
letter needs decisive action it can be more
fully discussed.

MATTERS ARISING FROMMATTERS ARISING FROM
MINUTESMINUTES
Writing the minutes
The following information should be included:
 Nature of meeting, date, time, venue
 Names of those present
 Names of visitors
 Apologies
 Summaries of decisions and discussions

HOW TO WRITE MINUTES IN AHOW TO WRITE MINUTES IN A
MEETINGMEETING
 It is essential that minutes are recorded
accurately. This not only serves as a reminder of
issues that need to be followed up but also
prevents arguments about previous decisions.
Minutes are also a guide for the secretary and
chairperson when drawing up the agenda for the
next meeting.
 Minutes help the organization to learn from its
past failures and successes. This is done when
the secretary reflects on the minutes of the past
year when drawing up an annual report.

ASPECTS IN TAKING GOODASPECTS IN TAKING GOOD
MINUTESMINUTES
 Listening
This is a very important skill to develop. You
must not only listen to what is being said but
you have to ensure that you understand as well.
 Taking notes
Write down only the main points and the
decisions taken. It is impossible to write down
everything that is being said.

ASPECTS IN TAKING GOODASPECTS IN TAKING GOOD
MINUTESMINUTES
 Always try to identify the main points
 What is the main aim of the discussion?
What information is important?
Use your own words. If you do this you will find
that your minutes are more accurate and
complete than if you try to jot down everything a
speaker says.
 Pay special attention to decisions. If necessary,
ask for the decisions to be repeated.
 Ask for clarification. Do not hesitate to stop the
meeting if you are not clear about any decisions
or issues being discussed.

MEETING PROCEDURESMEETING PROCEDURES
 Meeting Procedures – All members should
know meeting procedures. There are a number
of points that people use in meetings to ensure
that the meetings run smoothly. Often
members use these points to assist the
chairperson.

PROCEDURAL POINTS USEDPROCEDURAL POINTS USED
IN MEETINGSIN MEETINGS
 Point of Order:
It should be used when a member feels that the
meeting procedure is not being stuck to and
s/he wants the meeting to return to the correct
procedure or order.
 For example, when an individual is speaking
totally off the point, another member might
ask on a point of order for the speaker to stick
to the agenda.

 Point of Information:
A member may raise their hand and ask to make
point of information (or request information)
when it is not his or her turn to speak.
 This can enable a member to speak (by putting
up his/her hand and asking to speak) when it is
not his/her turn to request more information on
the matter being discussed, or to give more
information on a point being discussed.

 Quorums:
This is the minimum number of people who
must be present for the meeting to conduct
business and take decisions. This minimum
number is stated in the organizations
constitution. The meeting cannot start until
there is a quorum. Always ensure that you have
this minimum number of people at a meeting,
especially when decisions must be taken. If you
do not, and decisions are taken, members who
were not present can request that it is re-
discussed, meaning that time was wasted.

 Out of Order:
When an individual is not sticking to meeting
procedure, being rude, interjecting or
misbehaving in some way, the chairperson
might rule him/her out of order.

 Protection:
A speaker who is being harassed when he/she
is speaking can ask for the protection of the
Chairperson.

HOW TO TAKE DECISIONS INHOW TO TAKE DECISIONS IN
MEETINGMEETING
Decisions are usually reached through two main
ways:
 Consensus
This means reaching decisions by discussion and
general agreement.
 Voting
People vote for a particular proposal. Usually one
person will put forward a proposal, someone else
will second it and then people will vote. If the
majority of people accept the proposal, it then
becomes binding on the organization.

VOTING CAN BE DONEVOTING CAN BE DONE
THROUGHTHROUGH
 Show of hand
The Chairperson would call for a show of hand
when there is a difference of opinion amongst
members when a decision needs to be reached.
S/he will call on members to raise their hands
to show their support for or against a proposal.
 These votes are then counted – majority would
then ensure that the proposal stands or falls
away.

THROUGHTHROUGH
 Secret ballot
 Each person would be given a piece of paper
where s/he would write whether s/he supports a
particular proposal or not. The votes would be
counted and the majority would ensure that the
proposal stands or falls away.
 It is usually better to reach consensus than to
vote. Reaching consensus often means that there
are compromises from everyone but it ensures
that most people feel part of the decision.
Sometimes a vote does need to be taken, for
example in elections or when the meeting cannot
reach a decision through consensus.

THROUGHTHROUGH
 Resolutions
 These are formal proposals put forward to the
meeting, for people to agree or disagree with. If
some disagree, they are voted on. If passed, they
become resolutions and therefore policy of the
organization. There should be a proposer and
seconder of each resolution.
 Resolutions are a clear way to set out the policies
and decisions of an organization. Usually a
resolution has three parts to it:

HOW TO CHAIR A MEETINGHOW TO CHAIR A MEETING
 The chairperson is the most important person in
the meeting. He or she will set the pace for the
meeting, make sure that people stick to the
topics, ensure that democratic decisions are
taken, and that everyone is on board with these
decisions.
 Chairing is a great skill and it is important to
teach members to chair meetings and rotate the
job where possible so that more people can
practice this skill. However, it is always good to
have an experienced chairperson for important
meetings.

HOW TO CHAIR A MEETINGHOW TO CHAIR A MEETING
 A good chairperson is an active chairperson; it is
not the chairperson’s job to simply keep a list of
speakers and to let them speak one after the other.
 The chairperson should introduce the topic clearly
and guide the discussion especially when people
start repeating points. When a discussion throws
up opposing views, the chairperson should also try
to summarize the different positions and where
possible, propose a way forward. The way forward
can involve taking a vote on an issue, having a
further discussion at another date, or making a
compromise that most people may agree with. The
chairperson should ask for agreement from the
meeting on the way forward, and apologize to
those who still wanted to speak.

STEPS IN CHAIRING A MEETINGSTEPS IN CHAIRING A MEETING
 The Chairperson opens the meeting and presents
the agenda.
 S/he should start a meeting by setting a cut-off
time when everyone agrees that the meeting should
end. This helps to encourage people to be brief.
 S/he calls on individuals to introduce or lead the
discussion of points on the agenda and gives
everyone a chance to speak.
 S/he also ensures that no one dominates
discussion.
 S/he should try to summarize the discussion
clearly restating ideas and proposals put forward.
However, there is no need to repeat everything that
has been said.

STEPS IN CHAIRING A MEETINGSTEPS IN CHAIRING A MEETING
 S/he must be able to get agreement on what the
decision is – s/he must ensure that everyone
understands the decision, delegates to someone
the duty of carrying out the decision, ensures
that the person given the responsibility knows
what s/he has to do and when it should be done
and reported on.
 S/he ensures that everyone takes part in the
discussions and decision-making.
 S/he ensures that the date for the next meeting
is always set at the meeting.

FACILITIES THAT A CONVENTIONFACILITIES THAT A CONVENTION
CENTER MUST HACENTER MUST HAVEVE

 Conference room –Room that is big enough to hold a relatively
large number of people.
 Break-out room – Room designed for working sessions
involving small groups.
 VIP lounge – Room reserved for distinguished guests.
 Meeting rooms – Rooms used by small groups to hold
meetings and discussions.
 Management office – Office occupied by the person who
manages the convention center’s various services.
 Administrative offices – Rooms where tasks related to the
management of the convention center are carried out.
 Simultaneous interpretation booth –Room set aside for
interpreters, who provide an oral translation of a conference.
 Control room –Room equipped to control sound, lighting and
projection.

 Auditorium – Hall designed for the public to attend lectures and
audiovisual presentations.
 Banquet hall – Large site used for assemblies, banquets, social
events, etc.
 Organizers’ offices – Meeting rooms used by a convention’s
organizers.
 Movable panel – Lightweight divider usually with feet that is
used to enclose an exhibition stand.
 Exhibition stand – Area where exhibitors showcase their
products or services.
 Exhibit hall – Hall where exhibition stands are set up.
 Kitchen – Room where meals are prepared.
 Bar –Area with a counter and tables where alcoholic drinks are
sold.
 Restaurant – Business establishment where meals are served for
a fee.

 Hall – Large open space used to access other rooms.
 Information desk – Kiosk that provides information on events
and services at the convention center.
 Restrooms – Rooms equipped with toilets and sinks.
 Cloakroom – Space designated for storing clothes, hats,
umbrellas and so forth.
 Security service – Room equipped with monitors where staff
watch over the convention center’s various rooms.
 Ticket office – Counter where admission tickets are purchased.
 Loading dock – Installation used to unload crates and pallets
containing convention articles, equipment, etc.
 Revolving doors – Revolving doors composed of three or four
glass wings that pivot around a vertical axis; they are pushed
open like a turnstile.

ConventionsConventions:-:- conventions areconventions are
generally largely meetings with some formgenerally largely meetings with some form
of exposition or trade show included. Aof exposition or trade show included. A
number of Associations have one or morenumber of Associations have one or more
conventions per year . These conventionsconventions per year . These conventions
raise a large part of the association budget.raise a large part of the association budget.
ExhibitionsExhibitions:-:- Events at whichEvents at which
products & services are displayed. Anproducts & services are displayed. An
exhibitions may simply be a few table- topexhibitions may simply be a few table- top
booths designed to display goods & services.booths designed to display goods & services.

PROCESS OFCONVENTIONSPROCESS OFCONVENTIONS

conventionsonventions are generally largely meetingsare generally largely meetings
with some form of exposition or trade showwith some form of exposition or trade show
included. A number of Associations have one orincluded. A number of Associations have one or
more conventions per year .These conventionsmore conventions per year .These conventions
raise a large part of the association budgetraise a large part of the association budget
ATYPICAL CONVENTION FOLLOWS AATYPICAL CONVENTION FOLLOWS A
FORMAT LIKETHIS:-FORMAT LIKETHIS:-
Welcome/Registration.Welcome/Registration.
Introduction of president.Introduction of president.
President’s welcome speech, opening thePresident’s welcome speech, opening the
convention.convention.
First keynote address by a featured speakerFirst keynote address by a featured speaker
Exposition booths open.Exposition booths open.
Several workshops or presentations on specificSeveral workshops or presentations on specific
topics.topics.

Continues…Continues…
Demonstrations of special topicsDemonstrations of special topics
Vendor’s private receptionsVendor’s private receptions
DinnerDinner
Convention centre closesConvention centre closes
Convention services for incoming touristConvention services for incoming tourist
TransportationTransportation
Hotels & MotelsHotels & Motels
RestaurantsRestaurants
AttractionsAttractions
Suppliers & etc….Suppliers & etc….

Incentive TravelIncentive Travel
Incentive travel refers to the segment of business travelIncentive travel refers to the segment of business travel
that uses the allure of a trip as an incentive or reward forthat uses the allure of a trip as an incentive or reward for
achievement.achievement.
 A Typical example of incentive travel would be aA Typical example of incentive travel would be a
company-paid vacation to a resort for top-performingcompany-paid vacation to a resort for top-performing
salespersons.salespersons.
Sometimes this type of vacation will includeSometimes this type of vacation will include
motivational seminars, morale-building activities, and othermotivational seminars, morale-building activities, and other
activities that build upon a gathering of employees.activities that build upon a gathering of employees.
Incentive trips also can include business-related groupIncentive trips also can include business-related group
activities, such as the introduction of new products oractivities, such as the introduction of new products or
promotional campaigns, or training programs forpromotional campaigns, or training programs for
employeesemployees..

FORMS OF INCENTIVESTRAVELFORMS OF INCENTIVESTRAVEL
Pure Incentives.Pure Incentives.
•Luxury pure incentives.Luxury pure incentives.
•Mid range pure incentives.Mid range pure incentives.
Motivational MeetingsMotivational Meetings
Fam tourFam tour

INCENTIVETOURISMINCENTIVETOURISM
DESTINATION NEEDTODESTINATION NEEDTO
PERFORMWELL INTRAVELPERFORMWELL INTRAVEL
FOLLOWING CRITERIAFOLLOWING CRITERIA
•Service levelService level
•Safety & securitySafety & security
•Accommodation costAccommodation cost
•Scenic beautyScenic beauty
•Varieties of activities for all tastesVarieties of activities for all tastes
•Sightseeing & cultural attractionsSightseeing & cultural attractions
•Modern technical systemModern technical system
•Sport & recreational facilitiesSport & recreational facilities
•Unusual destinationUnusual destination
•ClimateClimate
•Public transportPublic transport
•Duration of flightDuration of flight

EXHIBITION PROCESSEXHIBITION PROCESS

TYPES OF EXHIBITIONSTYPES OF EXHIBITIONS
Trade & Industrial Fairs.Trade & Industrial Fairs.
Combined conferences & exhibitions
Company product launches.
Consumer & Public Exhibitions.Consumer & Public Exhibitions.
Public exhibitions.
Garden festivals.
Company “In – House” Events.Company “In – House” Events.
Prospective staff interview.
Product launching.
Other Exhibitions / Display Attractions.Other Exhibitions / Display Attractions.
Manufactures' Promotions.

ORGANISE AN EXHIBITIONORGANISE AN EXHIBITION EXHIBITION PROCESSEXHIBITION PROCESS
 Space requirementSpace requirement
 ProposalProposal
 BookingsBookings
 Feasibility phaseFeasibility phase
 Preliminary design phasePreliminary design phase
 Detail design phaseDetail design phase
 Production planning phaseProduction planning phase
 Production phaseProduction phase
 Operational phaseOperational phase
 Termination phaseTermination phase
 Assessment phaseAssessment phase

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Editor's Notes