HRM 120 - Meetings and Convention Management

1. Describe the different facets of the event and meeting industry including seminars, conventions, conferences, expositions, trade-shows, and special events.   
2. Demonstrate the process of planning, selecting, and scheduling activities, organizing volunteers and staff, and promoting an event; including the organization of a budget, and the financial management for an event.  

1. Evaluate and select a meeting/convention site.
2. Describe the role of the convention and visitors bureau in the planning process.
3. Negotiate expense items for a meeting/convention.
4. Describe the components of contracts and lease agreements.
5. Discuss the program planning process.
6. Prepare an accurate event budget and manage fiscal operations.
7. Describe liability and insurance needed for a meeting/convention.
8. Determine housing needs and the role of the housing bureau for a convention.
9. Conduct a needs analysis for a meeting/convention.
10. Describe the food and beverage arrangements for a meeting/convention.
11. Describe the transportation needs for a meeting/convention.
12. Describe the audiovisual equipment needs for a meeting/convention.
13. Describe the components necessary in organizing an exhibition.

1. Site Selection
   1. Meeting objectives
   2. Format
   3. Requirements
   4. General area and type of facility
   5. Site review and evaluation
2. The Convention and Visitors Bureau
   1. Function
   2. Structure
   3. Solicitation
   4. Site review
   5. Services
3. The Art of Negotiation
   1. Negotiating bedroom rates
   2. Complimentary bedrooms and special staff/speaker rates
   3. Hotel amenities
   4. Meeting room and exhibit space rental
   5. Equipment and services
   6. Negotiation psychology
4. Confirmation Letters, Contracts, and Lease Agreements
   1. The confirmation letter
   2. Contracts and lease agreements
   3. Events held outside of the continental United States
   4. Legal review
   5. Signatures
   6. Agreements submitted by suppliers of equipment and service
5. Program Planning
   1. Timelines
   2. Human resources
   3. Tools
   4. Developing the program
   5. Educational formats
   6. Contributed abstracts
   7. Continuing education courses
   8. Program resources
   9.       Communicating with speakers
6. Budgeting and Financial Management
   1. Establishing budgetary philosophies
   2. Developing the expense budget
   3. Developing the income budget
   4. Setting up a spreadsheet control
   5. Understanding basic accounting
   6. Financial statements
   7. Chart of accounts
   8. Cost and profit center controls
   9.       Manual v. automated bookkeeping
   10. Handling funds
   11. Checking invoices
   12. Complying with federal and state reporting
   13. Financial analysis
7. Liability and Convention/Meeting Insurance
   1. Planner’s professional liability
   2. Convention or meeting cancellation
   3. Host or liquor liability
   4. Additional coverage
   5. Information requirements
8. Housing
   1. Hotel reservation form        
   2. Rooming list
   3. Housing bureau
   4. In house housing operation
9. Meeting Facilities
   1. Operational goals
   2. Communications framework
   3. The planning stage
   4. Completing plans
   5. The scheduling process
10. Food and Beverage Arrangements
    1. Overall food and beverage consideration  
    2. Refreshment breaks
    3. Cocktail party or reception
    4. The main banquet
    5. Outside events
    6. Determining costs
    7. Guarantees
11. Transportation
    1. Air transportation
    2. Remote locations
    3. Ground transportation
    4. Shuttle service to and from meetings
    5. Local tours
    6. Pre- and post-meeting tours
12. Audio/Visual Equipment
    1. Projection equipment
    2. Sound
    3. Specialty A/V systems
    4. Meeting rooms and A/V
    5. Staging with audio-visuals
    6. A/V contractors and costs
    7. Working with speakers
13. Exhibitions
    1. Facility review
    2. Types of exhibits
    3. Budgeting
    4. The exhibition service contractor
    5. Floor plan development
    6. Marketing
    7. The exhibit prospectus
    8. Rules and regulations
    9.       Exclusive supplier arrangements
    10. The contract
    11. Assignment of space
    12. Space confirmation
    13. Exhibitor registration
    14. Exhibitor housing
    15. Exhibitor’s service kit
    16. Exhibition decorations
    17. An exhibits advisory committee
    18. On site logistics
    19. Exhibitor survey