HFT2750 Willming Week 1-2
HFT2750 Willming Week 1-2 HFT 2750
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This 10 page Class Notes was uploaded by Sarah Rinehart on Thursday September 8, 2016. The Class Notes belongs to HFT 2750 at University of Florida taught by Cynthia Willming in Fall 2016. Since its upload, it has received 30 views.
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Date Created: 09/08/16
HFT2750 CH 1 Book Notes Key Edu = education Promo = promotional Accepted Practices Exchange Convention Industry Council (CIC): facilitates the exchange of info and develops programs to promote professionalism w/in the meeting/convention/exhibition industry o APEX: initiative of the CIC that brings together stakeholders to enhance efficiencies throughout the meetings, conventions, and exhibitions industry What is a meeting? Meeting: an event where the primary activity of the participants is to attend edu sessions, participate in discussions, social functions, or attend other organized events o No exhibit component o Synonym: conference Industry Terminology and Practice Exhibition: an event at which products, services, or promo materials are displayed to attendees visiting exhibits on the show floor o Exposition/Trade show: business to business (B2B0) Event: an organized occasion such as a meeting, convention, exhibition, exhibition, special event, gala dinner, etc o Often composed of several diff/related Functions Convention: gathering of delegates, representatives, and members of a membership or industry organization convened for a common purpose o Include edu sessions, committee meetings, social functions, etc o Typically, recurring events with specific, established timing Trade Show: exhibition of products/services held for members of a common/related industry o Not open to general public o Consumer show: open to general public Seminar: lecture/dialogue allowing participants to share experiences in a particular field under guidance of an expert discussion leader o Meeting/series of meetings of 1050 specialists who have diff specific skills but common interest and come together for training or learning purposes Workshop: meeting of several persons for intensive discussion. Developed to compensate for diverging views in a particular discipline/subject o Informal/public session of free discussion o Training session where participants develop knowledge in a given field Conference: participatory meeting designed for discussion, fact finding, problem solving, and consultation o An event used to meet/exchange views, convey a message, open a debate, or give publicity to some area of opinion on an issue o Generally short w/ specific objectives Clinic: workshoptype edu experience where attendees learn by doing Breakout session: small group sessions, panels, workshops or presentations offered within the event to focus on specific subjects Assembly: general/formal meeting of an organization attended by representatives of its membership to decide legislative direction, policy matters, the election of internal committees, approval of balance sheets/budgets, etc Congress: regular coming together of large groups to discuss a particular subject o Can last several days Forum: an open discussion w/ an audience, panel, or moderator Symposium: meeting of a number of experts in a particular field, where papers are presented and discussed by specialists on particular subjects Institute: indepth instructional meeting providing intensive education on a particular subject Lecture: informative/instructional speech Panel discussion: instructional technique using a group of people chosen to discuss a topic in the presence of an audience Organizational structure of Hospitality Industry Lodging: lodging segment consists of all types places where travelers may spend the night HFT2750 CH 1 Class Notes Key Mgmt. = management Bw = between >> = became/ lead to Gov = government Edu = education Events Impact Triple Bottom Line Economic Cultural Impacts Environmental History of Events Conventions and Visitors Bureaus (CVB) >> Destination Marketing Organizations (DMO) Olympics – Greeks o Military training. Showing off for gods Ancient Rome Coliseum o First cement amphitheater o Fighting until death. Heads on stakes showcased = means of social control 1949 Convention Industry Organization founded 1960 Hilton had space for convention center Convention Industry Council Definitions (APEX) Event: planned, temporary, and people Event Mgmt: application of project mgmt Meeting: business, edu, or social purposes Top 15 Meeting Destinations Orlando, FL Nashville, TN Las Vegas, NV Phoenix, AZ Chicago, IL Miami, FL San Diego, CA New Orleans, LA ATL, GA Denver, CO Washington, D.C San Francisco, CA NY, NY San Antonio, TX Dallas, TX Event Size Mega o Ex. Olympics, Superbowl o GLOBAL: Both domestic and international o 100,000 + people Hallmark/regional o Ex. Mardi Gras, Macy’s Day Parade, Ball Drop in NY, Gasparilla o Occurs in same location every year Major o Ex. Orlando Fair Minor o Ex. Alachua County Fair o Mainly locals Event Types Gov SMERF o Social, military, edu, religious, fraternal Sport Social Life Cycle o Ex. Birthdays, anniversaries, weddings Cause Related o Typically, fundraisers Cultural Fairs and Festivals MICE: Meetings, incentive travel, conferences, exhibitions o Conference: edu based Incentive Travel: used to increase/reward worker productivity. Event Associations International Special Event Society (ISES) o Certified special events professional (CSEP) International Festivals and Events Association (IFEA) o Certified Festival and event exec (CFEE) Society for Incentive Travel Excellence (SITE) o Certified incentive specialists (CIS) There are a variety of certifications that are specialized for specific industries. Difference bw gov (public) organization and private organization? o Gov requires specific standards (tax exempt). Stricter budget and more limitations. Interconnected Industries Hospitality Tourism Events Event MGMT as a profession Event planner Destination mgmt. Meeting planner Hotels Wedding planner Convention centers Hotel/conference sales Exposition services contractors Restaurant sales Destination marketing organizations Entertainment/sporting venue sales University event director Cruise event director Health event director Fitness event director Corporate Event Planners Meeting and event planner legal marketing and events planner Event operations manager senior event planner conference planner association event planner convention planner exhibition coordinator NonProfit Event Planner Tax exempt, little money to pay event managers, smaller program manager development specialist program supervisor community market manager program coordinator fund development coordinator exec. Assistant donor relations community relations manager volunteer coordinator development director volunteer services specialist sponsorship coordinator event coordinator communications assistant campaign and event coordinator Tourism and Resort Event Planner international tourism sales manager Assistant resort manager tourism promo manager Resorts operations manager project coordinator, chamber of Resort promo and marketing commerce Resort marketing coordinator communications specialists, chamber Resort recreations manager of commerce Resort activities director PR specialist, chamber of commerce Festival coordinator Sport Event Planner Tournament director Event project manager Assistant campus operations manager Operations supervisor Director of event marketing Event manager Senior special events coordinator Site development and programming Sponsorship coordinator Director of event services HFT 2750 Site Inspection Assignment Name: _____________________________ Site/Venue Inspection Date: A. EVENT PROFILE Event Title: ______________________________________________________________ Event Date(s): ____________________________________________________________ Host Company: organization that may not actually plan conference/event but is involved in establishing the event for community/ company (ex. Host company: March of Dimes, Event put on by Gainesville Gators) Event Objectives: _________________________________________________________ Event Site/Venue: _________________________________________________________ Type of Event: qConference qTrade Show qProfessional/Business qConsumer qSpecial Event qIncentive qCityWide (takes place at multiple locations across city) qOther Event Frequency: qOne Time Only qBiennial qAnnual qQuarterly qMonthly qSemiAnnual qOther Mandatory event for attendees: Yes No Spouses & Guests are invited to attend: Yes No Children are invited to attend: Yes No B. KEY DATES, TIMES, & LOCATIONS Site (parking/ ramp access outside of event) /Venue (inside/ where event is): _________________________________________________________ Event Start Date: ______________________________________________________ Event End Date: ______________________________________________________ Event Start and End Times: ______________________________________________ PreEvent Meetings: ____________________________________________________ PreEvent Movein & Setup Required: Yes No Venue Address: __________________ City: Zip: Phone #: FAX #: C. KEY EVENT CONTACTS Event Director: ___________________________________________________________ Event Director Title: _______________________________________________________ Event Director Company: ___________________________________________________ Website: ________________________________________________________________ Emergency Contact: Yes No Will the event planner be onsite/off site? Will they be the emergency contact for the event? Location on the Day of the Event: OnSite OffSite Event Planner Responsibilities: ______________________________________________ ______________________________________________ Host Company: ___________________________________________________________ Website: ________________________________________________________________ Emergency Contact: Yes No Location on the Day of the Event: OnSite OffSite Host Company Responsibilities: ______________________________________________ ______________________________________________ Supplier/Vendor: __________________________________________________________ Website: ________________________________________________________________ Location on the Day of the Event: OnSite OffSite Host Company Responsibilities: ______________________________________________ ______________________________________________ D. ATTENDEE PROFILE Event Attendance Last Year: _____________________________________________ Actual Event Attendance this Year: ________________________________________ Attendee Demographic Profile: ___________________________________________ Other Attendee Profile Comments: ________________________________________ E. VIPs – VERY IMPORTANT PERSONS Name Title Company Arrival Relationship to the Event Date & Time VIP1(elite status) VIP2 F. EVENT DÉCOR Not Required Group Provides Venue Provides Outside Vendor Provides G. SITE/VENUE DISABILITY ACCESS _____________________________________________________________________ H. ENTERTAINMENT/SPEAKER Entertainment/Speaker: Yes No Type of Entertainment: _________________________________________________ Entertainment Company: ________________________________________________ Speaker: Yes No Speaker Name(s): ______________________________________________________ Speaker Company: _____________________________________________________ I. SIGNAGE Not Required Group Provides Venue Provides Outside Vendor Provides Signage Instructions: (signage for parking/danger/off limits, directions, etc.) ____________________________________________________________________ J. SAFETY, SECURITY, and FIRSTAID Medical/Emergency Procedures: __________________________________________ Event or Host Contact in Case of Emergency/Crisis: __________________________ Onsite Communications Protocol: ________________________________________ General Security/Surveillance: Not Required Group To Provide Venue To Provide Outside Vendor To Provide FirstAid Services: Not Required Group To Provide Venue To Provide Outside Vendor To Provide: __________ (company name) K. AUDIO/VISUAL REQUIREMENTS _____________________________________________________________________ L. FOOD & BEVERAGE OnSite F&B: Not Required Group Provides Venue Provides Outside Vendor Provides Service Type: Boxed Buffet Plated Other: __________ Type of Food & Cost: ___________________________________________________ _____________________________________________________________________ Type of Beverages & Cost: _______________________________________________ _____________________________________________________________________ F&B Comments: _______________________________________________________ (e.g., Dietary or special concerns) M. SPECIAL ACTIVITIES Recreational Activities: _________________________________________________ Tours: _______________________________________________________________ Children’s Programs: ___________________________________________________ Other Special Activities Comments: _______________________________________ N. MEDIA/PRESS (Event Employee Contact) (individual identified to take questions from the media) O. UTILITIES Electrical Connections: Not Required Group Provides Venue Provides Outside Vendor Provides Cleaning Services: Not Required Group Provides Venue Provides Outside Vendor To Provide P. BILLING INSTRUCTIONS Bills Addressed to: (usually event planner or host company) Group is taxexempt: Yes No Q. who is the AUTHORIZED SIGNATORY (This is the person authorized to sign checks or invoices.) usually event director Name: _____________________________ Title: ______________________________ At least 4 pictures of site/venue on PowerPoint
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