Introduction
Meetings and events management refers to the application of project management to the creation and development of large-scale social and business events. Generally, people who specialize in meetings and events management work with schedules, budgets, and vendors to create the best possible events for their clients. Many people often believe that events management as a field deals mainly in handling concerts and weddings. However, it is important to realize that events management also deals in planning and executing such events as business meetings, conventions, sports events, large parties, festivals, and reunions ( Hawkins & Goldblatt, 1995 ). Many organizations use events management firms to coordinate most of their most important meetings and other events.
Groups and Types of Meetings and Events
Meetings and events management firms generally deal in handling both business and social events. Some of the business meetings and events include teambuilding events, board meetings and shareholder meetings, product launch events, appreciation events, trade shows, executive retreats and seminars and conferences (Emery, 2010). Specific companies host the business meetings and events for a particular purpose based on the nature of the meeting or event. The socials events include weddings, festivals, reunions, large parties, and sports events. Individuals or communities could host such meetings and events. Meetings and event management firms have to design appropriate ways of handling both business and social events.
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Steps in the Meeting Planning Process
For every meeting to be a success, it is important to consider planning for the meeting. Generally, the meeting planning process involves seven important steps: strategic planning, scheduling, site selection, contract negotiation, managing registration, design, and wrap up.
Strategic Planning
The first step in the meeting planning process is helping the clients identify the success factors for the meeting. It is important to determine the specific points that should be achieved to ensure that the event meets the goals of the client (Emery, 2010). This involves developing a budget and communicating every step of the meeting to the client. Additionally, any option that can help a client to save some money will also be communicated and deliberated on.
Scheduling
This particular step involves creating a master timeline that includes every thing that needs to get done. This will be followed by organizing, delegating, and checking in on a weekly basis. This ensures that everything is on track.
Site Selection
Site selection is a critical phase in the meeting planning process. The events management firm should have relationships with hotels and venues around the world. This ensures that the firm knows where to get the best. This step involves researching potential sites that suit the client’s event.
Contract Negotiation
Generally, hotels and transportation companies work on contracts. Therefore, meetings and events management firms should possess some strong negotiation skills to ensure that they strike the best deals for the clients. This step involves negotiating the service contract with the hotels or venue administrators. At this stage, the events management firm should focus on ensuring that contract terms are fair and that the interests of the client are protected.
Managing Registration
This stage involves tracking the number of people signed up for the event. It may also involve sending automatic reminders to the participants. All the details should be arranged on time such as special diets, flight requests, hotel rooms, and breakout sessions.
Event Design
This particular step of the meeting planning process involves developing the general theme of the event, including guest speakers, graphic design, staging, and concept creations. Planning for staff that will be tasked in managing the event is also done at this point. This ensures that the event goes just as envisioned by the client.
Wrap Up
This is the final step of the meeting planning process. It involves surveying the guest with the aim of evaluating their responses. It also involves reviewing the budget, ensuring that the event met the budget requirement. Besides, processing of vendor payments and generating reports are done at this stage.
Legal Aspects of Contract Negotiation
There are various important legal aspects relating to contract negotiations. Various contract clauses should be paid attention to during contract negotiation. The clauses include attrition, cut-off date cancellation, force majeure, and indemnification. The attrition clause informs about payment for damages. The venue has a minimum amount of revenue that the venue owners need guaranteed from the event. The attrition refers to the minimum amount of revenue guaranteed. This minimum amount should be negotiated to be as low as possible. The cut-off date specifies when the facility will no longer hold the venue facilities at the contracted group rate (Presbury & Edwards, 2005). An events management firm should include a clause to the effect that rooms will be available to their attendees after the cut-off date. The cancellation clause lists the penalties that will apply in the event that the client’s event is cancelled. The events management firm should always double check the non-refundable deposit, and note the sliding scale. The force majeure clause releases both parties from liability in the event of an occurrence out of their control. This important clause should be considered while negotiating the contract. Finally, the indemnification clause stipulates that neither party will hold the other party responsible for any damages, theft of equipment or materials owned or rented by either party. The events management firm should ensure that the interests of the client are protected with regards to this clause.
Staffing in Venue Management
Staffing for an event is as diverse as the event itself. It is important to realize that adequate staffing depends on the number of guests anticipated to attend the event. Staffing in venue management encompasses individuals such as drivers, servers, valet parking attendants, coat checkers, special needs assistants, ticket takers, and customer information agents. Additional staff may also be needed to set up tables, assist the decorating committee, and arrange chairs for seating. However, it is important to realize that the roles of staff depend on the event itself, as well as the variety of the service needed.
Conclusion
Meetings and events management firms play a significant role in planning, organizing, and executing business and social meetings and events. The meeting planning process is an important aspect of events planning management. This is because the process determines the overall success of the events being handled.
References
Emery, P. (2010). Past, present, future major sport event management practice: The practitioner perspective. Sport management review , 13 (2), 158-170.
Hawkins, D. E., & Goldblatt, J. J. (1995). Event management implications for tourism education. Tourism recreation research , 20 (2), 42-45.
Presbury, R., & Edwards, D. C. (2005). Incorporating sustainability in meetings and event management education. International Journal of Event Management Research .
