Venus+Watson

Venus A. Watson Design Document Revised: March 21, 2010


 * Course/Program Title: ** Introduction to Professional Meeting and Event Management

Participants will learn the basic skills and concepts needed to plan successful meetings. Students will work through the logistics of building a meeting plan to gain an overall understanding of contract negotiation, menu planning, budgeting, site selection, and on-site management. The importance of relationship building will also be discussed.
 * Course goals: **

To gain an understanding of how to design a successful meeting or event from inception to completion and all aspects involved.
 * Overall Learning Objective:**

 || Participants are excited about the content. The content serves as primer for some but also as professional development for those who are already planning meetings and events at their organizations and have learned on the job through trial and error. Participants are eager to learn how to 'correctly' go about planning and executing meetings so they can prove expert in the area. Participants have mixed feelings about the delivery system. Those interested in meeting planning tend to be gregarious people. They like to meet and problem solve in groups and in person. Many are hesitant to engage in an online setting as they are used to the classroom setting. Others are very excited about the prospect of not only gaining education about meeting planning but also excited about using an online platform. This subgroup recognizes the field of meeting management is becoming more technology savvy (i.e. teleconferencing, videoconferencing, social networking, second life, etc.) They feel that the more they can engage with technology the more confident they will be with new technological aspects of meeting and event planning. || || Motivation among the learners is high. Ongoing education in the field is very important as exhibited by changing job requirements for meeting professionals and the certification in meeting professional (CMP) credential. In addition to being motivated to gain a strong background in meeting management in order to be successful on the job, but participants are also using the classes as an opportunity to share ideas/tips and to network with others. || Computer skills vary. The generational differences are scaled - Millenials who grew up with technology and are highly tech savvy; generation X has experienced technology from the early stages of development of the world wide web and email and are considered to have medium to high levels of tech savvy; and, the baby boomers who are typically classified as not tech savvy. || Participants tend to be gregarious, efficient, possess leadership skills, and have strong communication skills and attention to detail. They are eager to network and share tips, resources, and anecdotes. || Each week students are expected to:
 * Course Objectives: (3/20)**
 * Presented with a group profile and meeting request, the learner will be able to describe and execute the five major steps to planning a conference in compliance with Accepted Practices Exchange (APEX)
 * Given a meeting scenario, the learner will be able to identify group differences and preferences (i.e. adult learning styles, generational differences) and suggest solutions for achieving client and participant meeting objectives
 * Given a sales kit, vendor estimates, and a group profile, the learner will be able to create a program budget that will meet the clients financial needs and meeting objectives
 * Given case studies, the learner will be able to identify five different negotiation styles
 * Given a sales kit, a group profile, and a budget, the learner will be able to appropriately determine what properties to include in the site visit phase
 * Given a meeting request, the learner will be able to write a request for proposal (RFP) that will solicit responses from appropriate venues for the meeting goals and objectives
 * After completing weekly meeting vocabulary quizzes and assignments, the learner will be able to define and appropriately use basic meeting professional terms in requests for proposals and contract negotiations.
 * The learner will demonstrate understanding of the different roles of the hotelier, meeting planner, and client in a contract negotiation scenario given an assigned role play scenario and negotiation goal to be met.
 * Learner analysis (3/20):** The learners are individuals who are currently responsible for planning and executing meeting and events for an organization; hospitality professionals who wish to learn how to better build strong industry relationships; and for those looking to start a new career in the professional meeting and event planning.
 * Information Categories || Learner Characteristics ||
 * 1. Prior Knowledge of Topic Area || Some participants will have on the job experience with planning meetings and events through their organizations, but not formal training. Others will have personal experience with planning social events (i.e. weddings, showers, reunions) and would like to make a career continuing to plan events and meetings. All participants are aware of the required skills a meeting professional must have in order to be successful in his/job, (i.e. attention to detail, ability to clearly communicate through writing and face-to-face meeting, and ability to develop solutions in real time). Participants may posses such skills and are exploring the option of becoming a meeting professional for their career. They have come to learn more about the field and what is specifically entailed in a career in professional meeting management. ||
 * 2. Entry Skills || Participants must be open to education in professional meeting management and willing to engage in discussion about various topics in the field. They must also have basic computer skills: ability to use a web browser, conduct research using the internet (i.e. Google), ability to cut and paste information from one document to another, and, ability to attach and/or upload documents to the desktop or another file storage medium (i.e. thumb drive). Participants must also have strong attention to detail and the ability to fully express themselves verbally or through writing. ||
 * 3. Attitudes Toward Content and Delivery System
 * 4. Academic Motivation (ARCS)
 * 5. Educational Ability Levels || There is a wide range of both educational and ability levels. Most participants have a bachelors degree or advanced degree in a myriad of subjects (i.e. psychology, education, business). A small sub population will have an associates or a high school diploma only.
 * 6. General Learner Preferences || Some participants are enthusiastic about new methods of learning though most feel most comfortable in a traditional classroom environment. ||
 * 7. Attitudes Toward Training Organization || Education is valued in the meeting and events industry. Participants are excited to obtain the fundamentals about meeting and event planning from a meeting professional. ||
 * 8. Group Characteristics || Adult participants (ages 25+) mixed male and female are open to learning new information that will benefit them over the course of their careers. There is a range in learning styles, however, the ability to manage visual, aural, and kinesthetic information is imperative to being successful in the learning and executing of meeting and event planning skills. They are flexible in their thinking - - often able to think outside of the box and able to plan for potential problems or to come up with solutions as problems arise.
 * Delivery method: **
 * Instructor-led asynchronous course delivered via Moodle to include weekly discussion topics
 * Students will create and build a wiki on various topics in the meetings industry including current trends.
 * Instructional approach/strategies/methods: (3/20)**
 * Review the week's learning objectives
 * Complete all assigned readings
 * Complete all lecture material
 * Participate in the discussion board
 * Complete and submit all assignments and quizzes online by due dates
 * Instructional materials: **
 * 1) The Convention Industry Council Manual (CICM), 8th Edition
 * 2) PowerPoint
 * 3) Industry resource page - includes links to industry resources and vocabulary.
 * 4) The internet for class readings and online research:
 * www.mpiweb.org (for readings through "One" online magazine)
 * Google, www.meetingnews.com
 * Wiki - to share resources concerning major topics in meeting and event planning (i.e. current trends, contract negotiation, budgeting, and relationship building)
 * YouTube


 * Topic: (3/20)**

Group History - know your group Site Selection - initial approach, specifications, request for proposal (RFP), and how to determine a site
 * Review this week's PowerPoint on Group Profile, On-Site Considerations, and Site Selection (aural/visual)
 * Read Chapter 11 "Site Selection," Chapter 23 "The Environments for Meeting and Events," Chapter 43 "The Americans with Disabilities Act," Chapter 26 "Food and Beverage Arrangements."
 * Using a group history/profile, write a RFP. See template on APEX website: http://conventionindustry.org/apex/panels/RFPs.htm (visual)
 * Use the internet to identify three potential sites for your meeting project. Using the specifications for your meeting (final project) call and interview the sales manager at each site. Take notes commenting on the pros and cons of hosting your event at the particular site. (visual/aural)
 * Choose one of the potential sites for your project (based on your notes and research) and schedule and conduct a site inspection (kinesthetic)
 * This weeks discussion: Name the property you chose for your project and describe how you chose the property. How did the group profile play a role in your selection? Also, comment on the contents of your conference/sales kit. Was there anything that surprised you? and what was not listed in the kit? why?

Negotiation - how to talk with suppliers and what you can expect **PHASE IV LEARNER ENGAGEMENT** "Who has the best deal?"
 * Watch video"Ten Tips for Negotiating Hotel Contracts - SparkPlug Ep.201" : http://www.youtube.com/watch?v=TWLps4w6pdY (aural)
 * Review this week's PowerPoint on contract negotiation (aural/visual)
 * Complete the following reading: http://www.sparksight.com/pdfs/TenTipsforNegotiatingContracts.pdf and chapter 40 "Negotiating Strategically: building relationships and striving to do better than win-win"
 * Review your group, role, and scenario assignment for this week's contract negotiation activity
 * Negotiate the terms of given contract in the best interest to your role using the assigned discussion board. Track your rationale for each response for discussion summary.
 * Each group will have the chance to interact via Skype for a live negotiation meeting. Be prepared! Bring your research and have your justifications ready. Remember to outline your must haves vs. what you would like to have. What you would like to have are bonuses. The goal is to get the must haves without compromising the goals of the conference. (kinesthetic/aural)
 * Offer comments to other group scenario summaries and outcomes. The comments do not have to be in the "voice" of your particularly assigned role. Comment as an outside reader highlighting what you thought was good or could have been better. Offer your suggestions for how you may have gone about the negotiation.

>> Building the total meeting plan, review steps
 * (3/21) Topic Outline** - Objectives/Activities/Readings and Resources/Media/Assessments are attached. **WORK IN PROGRESS BELOW.**
 * 1) Session I:
 * Welcome and review of course objectives, assignments, and industry resources
 * Student personal goals (via discussion board/profile development)
 * Review of project
 * Description of the industry and meeting planner roles in various settings.
 * Establishing meeting goals and objectives
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">The group history - knowing your group
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Request for Proposal
 * 1) <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Session II:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Site Selection - initial approach, specifications, RFP, and selection
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Room set ups - how to choose a room set up including advantages and disadvantages
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Food and beverage - menu selection
 * 1) <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Session III:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Budgets - types and how to develop one
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">AV - how to identify what to use, costs, options, and vendors
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Transportation
 * 1) <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Session IV:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Promotion and marketing
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Communicating with your attendees pre-meeting
 * 1) <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Session V:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Negotiations - how to talk with suppliers, what can you expect
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Contracts
 * 1) Session VI:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Negotiations/Contracts - practice
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Housing - rooming lists, housing bureaus
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Registration procedures - technology, online, fax, call-in, advantages and disadvantages
 * 1) <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Session VII:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">On-Site Management
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Signage
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Pre- and Post-Con meetings
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Evaluations - attendee and planner
 * 1) <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Session VIII:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Adding Value ROI
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Ethics
 * 1) <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Session IV:
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Alternative Meeting Environments
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Trends in the Industry including technology and social responsibility
 * <span style="font-family: Arial,Helvetica,sans-serif; font-size: 9.9pt;">Meeting Industry Opportunities - what is out there?

__Session I:__ After completing the reading and assignments for this week, the learner will be able to: Readings and Resources: Activities: Media: text book, PowerPoint, internet for PDF document of RFP template, teleconference, meeting planner kit Assessments: Discussion board response - appropriate evaluation of the sales kit appropriate selection based on group history and meeting request. __Session II:__ Readings and Resources: Activities: Media: text book, internet, meeting planner kit Assessment:
 * <span style="font-family: 'Arial','sans-serif';">(3/21): DRAFT/WORK IN PROGRESS: **
 * Welcome and review of course objectives, assignments, and industry resources
 * Student personal goals (via discussion board/profile development) **PHASE I OF LEARNER ENGAGEMENT - Activity to assist learners and instructor to get to know each other (4/4)**
 * Review of final project
 * Brief overview of the industry and meeting planner roles in various settings.
 * Establishing meeting goals and objectives
 * The group history - know your group
 * Site Selection I - initial approach, specifications, RFP, and selection
 * List the reasons to establish meeting objectives before planning and designing a meeting or event
 * Describe the necessary data to be collected prior to the creation of meeting objectives
 * Identify the eight basic steps in the site selection process
 * Write a group history and use it for site selection
 * Recognize the value of knowing meeting objectives, history, physical requirements and attendee expectations before a site inspection
 * Recognize the types of items that should be included in a site inspection checklist
 * Discuss factors to consider when designing the environment for an event or meeting
 * Describe how the choice of meeting room can affect the achievement of the goals and objectives of the event.
 * Conduct a preliminary site search online or by calling a local CVB using a group history and meeting specifications.
 * Review this week's PowerPoint on Group Profile, On-Site Considerations, and Site Selection (aural/visual)
 * Read from text Chapter 11 "Site Selection," Chapter 23 "The Environments for Meeting and Events," Chapter 26 "Food and Beverage Arrangements," Chapter 47 "Professional Meeting Planners," Chapter 43 "The Americans with Disabilities Act.
 * Using a group history/profile, write a RFP. See template on APEX website: http://conventionindustry.org/apex/panels/RFPs.htm (visual) *for those who do not currently plan meetings, please email me for an assigned group/scenario. This will be used for your final project.
 * Use the internet or call a CVB to identify three potential sites for your meeting project. Using the information you have for your meeting (part of your final project) call and interview the sales manager at each site. Record the pros and cons of hosting your event at the particular site. (visual/aural)
 * Choose one of the potential sites for your project (based on your notes and research) and schedule and conduct a site inspection by the end of next session (kinesthetic)
 * Post your response to this weeks discussion on the course discussion board: Name the property you chose for your project and describe how you chose the property. How did the group profile play a role in your selection? Also, comment on the contents of your conference/sales kit. Was there anything that surprised you? and what was not listed in the kit? why?
 * 1) Site Selection II - initial approach, specifications, RFP, and selection
 * Room set ups - how to choose a room set up including advantages and disadvantages
 * Food and beverage - menu selection
 * After completing the reading and assignments for this week, the learner will be able to: **
 * Select an appropriate property given site selection data, budget, group history, and meeting goals and objectives.
 * Define and describe the sections of a Banquet Event Order
 * Choose and employ the housing method that is appropriate for his/her group
 * List pertinent information required to process all types of reservations
 * Explain the role food and beverage plays in a meeting
 * Discuss several types of meal functions and some service options for each
 * Evaluate cost-savings options for food-and-beverage events
 * Review this week's PowerPoint on Site Selection (continued), Room set-ups, Food and Beverage
 * Review resource documents: sample Banquet Event Order and room set up diagram: [|http://www.aacp.org/governance/SECTIONS/Documents/MeetingRoomSet.pdf] ,
 * Read from text Chapter 25 "Housing and Room Block Management," Chapter 26 "Food and Beverage Arrangements."
 * Site Inspection checklist
 * Conduct a site inspection using the group history, request for proposal, and site inspection checklist
 * Discussion Board: Write up a description of your site visit. Who did you meet with? Now that you have seen the property, do you think this will work for your group? What are some of the pros and cons? What might you consider to overcome any space challenges?
 * This week offer your comments and suggestions to others particularly pertaining to any challenges they may face with their selected properties **PHASE III OF LEARNER ENGAGEMENT (4/4) critical thinking, problem solve, discussions.**
 * Post any questions or concerns regarding your site inspection on the Q/A discussion board

__Session III:__ § Budgets - types and how to develop one § AV - how to identify what to use, costs, options, and vendors § Transportation After completing the reading and assignments for this week, the learner will be able to: Readings and Resources: Activities: Media: text book, PowerPoint, internet for PDF document of RFP template Assessments: Discussion board response, preliminary budget, case review and discussion Session IV: After completing the reading and assignments for this week, the learner will be able to: Readings and Resources: Activities:
 * Create a realistic functional income and expense budget for a given meeting
 * Increase income and/or reduce expenses in order to meet financial objectives
 * Ascertain the financial objectives and desired return on investment (ROI) for a given meeting
 * Recall the various types of AV equipment available for use
 * Recognize the appropriate applications for AV equipment
 * Discuss how AV can facilitate improved meeting communication
 * Review this week's PowerPoint on budgeting, AV, and Transportation
 * Review resource documents: Budgeting checklist, functional expense budget, and sample budget
 * Read article []
 * Read from text Chapter 3 "budgeting and financial management," Chapter 33 "Transportation Strategies and Solutions," Chapter 29 "Audiovisuals: Principles that Improve Meeting Communication."
 * Develop a preliminary budget for your project
 * Review case study and comment/offer suggestions (if applicable) on the following aspects: site, AV choices, and budget with relation to the decisions the meeting planner in each case makes for their assigned program. (Split into separate discussion groups) Phase II or III OF LEARNER ENGAGEMENT - discussion, critical thinking, reflection (solicited by case study) and sharing ideas.
 * Post concerns/questions you have regarding your establishing the budget for your project in Q/A section.
 * 1) Promotion and marketing
 * Communicating with your attendees pre-meeting

Media: Assessments: appropriate development of a timeline for final project

Session V: >> Building the total meeting plan, review steps Readings and Resources: Activities: Assessment: This weeks discussion: In your own words, describe Sarbaine's Oxley and why do we care about this in the meetings industry? Article: [] There is a debate in the industry that going green cost more to the client. Take a stance on this debate. Offer reasoning and suggestions for going green on a budget. Please share resources or information that backs up your argument. <span style="font-family: 'Arial','sans-serif';">
 * Negotiations - how to talk with suppliers, what can you expect
 * Contracts
 * 1) Negotiations/Contracts - practice
 * Housing - rooming lists, housing bureaus
 * Registration procedures - technology, online, fax, call-in, advantages and disadvantages
 * Review this week's PowerPoint on Housing, Registration, Negotiation, and Meeting Specifications Guide
 * Review resource documents: negotiating checklist, sample program planning timeline, case study, what's wrong with these clauses, 40 tips to cut costs without cutting corners, maximizing your meeting dollars.
 * Read from text Chapter "Program Planning," Chapter "Contracts and Liability," Chapter "Housing," "Negotiations," "Registration Procedures.'
 * Develop program timeline for your final project
 * Find and review an article that shares ideas for saving money for the client without compromising impact. Post ideas and references in this week's discussion board. Some resources you may want to consult the resource link through the course home page for potential resources. You can also interview meeting planners or hoteliers for this assignment.
 * 1) Session VII:
 * On-Site Management
 * Signage
 * Pre- and Post-Con meetings
 * Evaluations - attendee and planner
 * 1) Session VIII:
 * Adding Value ROI
 * Ethics
 * 1) Session IV:
 * Alternative Meeting Environments
 * Trends in the Industry including technology and social responsibility
 * Meeting Industry Opportunities - what is out there?

Lesson content outline Overview of the Meetings Industry // ||
 * <span style="font-family: 'Arial','sans-serif'; font-size: 9pt;">Topic || <span style="font-family: 'Arial','sans-serif'; font-size: 9pt;">Goal/Objectives || <span style="font-family: 'Arial','sans-serif'; font-size: 9pt;">Activities || <span style="font-family: 'Arial','sans-serif'; font-size: 9pt;">Media || <span style="font-family: 'Arial','sans-serif'; font-size: 9pt;">Readings/Resources || <span style="font-family: 'Arial','sans-serif'; font-size: 9pt;">Assessment ** ||
 * // Course Introduction and

· // // ||   || PowerPoint, Internet, text readings ||   ||   || · // // Upon completion, students will be able to: · // // · // // ||  || // <list any media you will create or acquire for the lesson> // || // <List any readings or resources for the lesson> // ||   || · // // Upon completion, students will be able to: · // // · // // || // <list any activities that support the objective(s)> // || // <list any media you will create or acquire for the lesson> // || // <List any readings or resources for the lesson> // || // <Explain the means of assessment to be used for the lesson> // ||
 * The goal(s) of this lesson are:
 * || The goal(s) of this lesson are:
 * // Budgets, AV, and Transportation // || The goal(s) of this lesson are:

· // // Upon completion, students will be able to: · // // · // // || // <list any activities that support the objective(s)> // || // <list any media you will create or acquire for the lesson> // || // <List any readings or resources for the lesson> // || // <Explain the means of assessment to be used for the lesson> // || · // // Upon completion, students will be able to: · // // · // // || // <list any activities that support the objective(s)> // || // <list any media you will create or acquire for the lesson> // || // <List any readings or resources for the lesson> // || // <Explain the means of assessment to be used for the lesson> // || · // // Upon completion, students will be able to: · // // · // // || // <list any activities that support the objective(s)> // || // <list any media you will create or acquire for the lesson> // || // <List any readings or resources for the lesson> // || // <Explain the means of assessment to be used for the lesson> // ||
 * // Negotiations, Contracts, Housing, Registration Procedures, Building the complete meeting plan // || The goal(s) of this lesson are:
 * // On-site Management, Signage, Pre- and Post- Con, Billing Reconciliation, Evaluations // || The goal(s) of this lesson are:
 * <span style="font-family: Arial,sans-serif; font-size: 12px; line-height: 18px;">// Alternative Meeting Environments, Technology in the Industry, Ethics, ROI, and Meeting Industry Opportunities // || The goal(s) of this lesson are: