Meetings & Events

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Meeting planner

A meeting planner is an individual whose primary responsibility is to coordinate all the details to produce a meeting. The term meeting planner may be used generically to refer to people who plan a variety of events, including meetings, exhibitions, seminars, conferences, and conventions. Regardless of the type of event, however, there are many tasks that a planner would have to complete in order for the event to be successful.

Meeting or event history

Meeting and event histories are critical to planning. Event histories are accurate, detailed records about the meeting. They are useful to the planning organization and the hotel or venue under consideration. Before a hotel responds to a request for a proposal, the sales manager will ask for a history of past meetings.

Meeting

A meeting is a type of gathering, including the following:

Colloquium, an academic meeting where one or more content specialists speak about a topic and answer questions;

Conference, an event used by an organization to meet and exchange views, convey a message, open a debate, or give publicity to an area of opinion on a specific subject and an assembly of individuals to discuss items of mutual interest or engage in professional development by learning;

International meeting

1. International/intercontinental: A meeting of an organization with multinational member ship that is available to meet on more than one continent.

2. International/continental: A meeting of an organization with multinational membership that is available to meet in only one continent.

3. International/regional: A meeting of an organization with multinational membership that is available to meet in only a given region of one continent.

General session

This is one session within a meeting, convention, congress, or conference that is open to all event participants. Often, the general session is designed to appeal to all event attendees. It is also known as a plenary session. General sessions can be held for a variety of purposes, including a keynote speaker, a motivational speaker, or an association business meeting. Speakers at general sessions may be paid tens of thousands of dollars or may speak for free. There are usually no other events, activities, or meeting sessions scheduled during the same time as a general session.

Fairs

While festivals are about culture and celebration, fairs are more about trade, commerce, and education. Yet both types of special event are associated with having fun. ‘Fair’ can have multiple meanings, as in the following definitions:

Exhibits

Exhibit areas are called exhibitions or tradeshows. Exhibits are generally called booths in the USA and stands in Europe. These terms are often used interchangeably; however, exhibit refers to the materials used for display in the booths or stands for the products or services being promoted. Exhibits should be attractive, inviting, and informative to attendees in order to generate a good flow of traffic into the exhibit area. For exhibitors, a tradeshow provides a unique marketing opportunity for targeted customers and potential customers.

Exhibitions

The exhibition industry grew rapidly in the last quarter of the twentieth century to become one of the most important marketing and educational mediums in the global economy. Exhibitions provide unique face to face interaction between buyers and sellers and offer educational and networking opportunities for attendees. Tradeshow Week, a leading exhibition industry publication, has estimated that there are approximately 15,000 exhibitions held annually worldwide.

Event project management

Event project management is the adaptation of the project management methodology, as developed since the 1950s, to the management of events. The project management methodology has evolved into a formal system which can be described and improved. It includes areas of knowledge, tools, techniques, and processes. When project management was first formalized, it concerned the development of US Department of Defense contracts. Many of these tools, such as the scheduling of tasks, were adapted from operations research and scientific management.