Convention and Event Sales and Planning
You are tasked with preparing all aspects of an upcoming event. You will be coordinating all aspects of the Annual Convention for the Meeting Planners Association.
Event details:
This is a 2-day event happening on May 9th and 10th, 2023.
200 guests are anticipated
All guests will require overnight accommodations
Guests will arrive at 10am on day 1
All guests will be invited to attend exhibits upon arrival.
A buffet lunch will be served to the attendees at 1:00.
The afternoon will consist of a group meeting followed by breakout sessions of approximately 25 people each.
That evening they will have a cocktail reception (open bar) with heavy hors d’oeuvres, a food station (pasta, carving, etc.) and a dessert / coffee table.
They will have a continental breakfast available the next morning, followed by check out at 11am.
Your project is to prepare the following:
- Select a location (hotel) for this event.
- Prepare a welcome letter / schedule for guests to receive when they arrive at the hotel. The welcome letter is from you, the event planner, to all the attendees.
(Schedule should include times and locations for all events)
- Prepare a site inspection for the meeting planner for this event to conduct upon arrival at the event site. (How will you know if everything is ready for your group to arrive and your event to be successful?)
- Coordinate room arrangements for this group (be sure to list room type and pricing)
- Develop a priced menu for all food service needs for your group – be sure to order enough food for the group! This list of food needs to be specific from the hotel’s catering menu, not their restaurant menu! Be sure to break the food down for each event with pricing for each event
- A cost detail for this event that lists all costs and a total cost for this event. You should have a total cost for this event and break it down to a per person cost for this event. Remember, this is an association, so cost will be an issue! People will be paying their own way. You have a budget of $500 per person maximum to cover all expenses associated with this event. Be sure to include taxes and gratuities in your total.
- Describe how you will evaluate the event. (How will you know if the event was successful? Survey? Comment Cards? Meetings?)
- Prepare a narrated power point presentation on the highlights of your project. (8 – 12 slides)
Identify the different conference market groups and assess how conference suppliers satisfy those groups meeting planning needs.
Develop sales documents for a convention site.
Plan and present a meeting plan to a client, incorporating a meeting schedule, event set up,food
and beverage details, audio visual needs and housing specifications.
Research how technology is used by conference industry practitioners.
Calculate the budget for a meeting, ensuring profit guidelines are met.
