Professional Meeting Management – 6th edition – Flashcards
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Meeting planner, meeting manager & meeting coordinator
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Common titles for meeting professional
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Request for Proposals (RFP)
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A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services.
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Independent Planner
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Third-party contractor hired to manage logistics of a meeting.
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Associations, Corporations & Government Agencies
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Most common meeting hosts or owners
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Destination Management Company (DMC)
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Independent planning company. Typically tied to a destination. For-profit in the U.S.
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Professional Congress Organizers (PCO)
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Independent planning company. Tied to destination or global. For-profit enterprise.
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Destination Marketing Organization (DMO)
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Non-profit association or government office. Tied to a destination.
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Economic & Social Development and Environmental Protection
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Triple bottom line for sustainability.
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Corporate Social Responsibility (CSR)
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Form of corporate self-regulation. Embraces responsibility for the organization's actions and encourages a positive impact on the environment, consumers, employees and communities.
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ISO 20121, APEX/ASTM suite of standards & the Global Reporting Initiative (GRI)
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Standards for suppliers to provide products and services that aid meeting professionals in creating more sustainable meetings.
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Destination
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Geographic location where meetings or events are held.
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Venue
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Specific facility where meetings and events are held.
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Top Stratum Venues - Meeting Facilities
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Convention Centers, Conference Centers, Hotels with meeting space & Resorts. Usually own in-house food services.
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Second Stratum Venues - Meeting Facilities
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Corporate or Association Offices, Schools or University Campuses, Museums & Churches
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Unique Stratum Venues - Meeting Facilities
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Stadiums, Floating Venues (Yachts) & Outdoor Facilities
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Stakeholder
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Internal and external person, group or organization that has an interest in or impacted by, another organization's actions.
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Attendee Profile Categories
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Public vs. Invited Attendees. Voluntary vs. Mandatory Attendees. "Paid" vs. "Waived-Registration-Fee" Attendees. Pre-registered vs. Registered Onsite Attendees. Part of the meeting vs. Full meeting Attendees. First Time Attendees vs. Meeting History Attendees.
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Strategic Plan
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Long range plan of action for a company or organization. Usually looks 3 to 5 years out.
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Strategic Thinking
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Approach to thinking and decision-making that takes into account the context of the organization's broader strategies and goals.
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Strategic Alignment
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Occurs when the activities taking place and the results achieved in an organization are in accordance with its stated aspirations.
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Strategic Planning Terminology
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Aspirations (desired actions and outcomes for an organization) -> Mission (purpose for the organization's existence) -> Strategies (directions and uses of an organization's resources which achieve a unique advantage) -> Goals (general aims or purposes that are tied to achieving strategies) -> Objectives (brief, clear statements that describe desired outcomes) -> Tactics (activities to achieve a larger objective).
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Strategic Planning Hierarchy
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Organizational Strategy, Business Unit Goal, Objective and Tactic.
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SWOT
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Strengths (Internal), Weaknesses (Internal) -> Opportunities (External), Threats (External)
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Business Continuity
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Ensures that an organization's critical business functions are not compromised when organizations respond to opportunities or threats.
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Triple Bottom Line
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people, planet and profit
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Strategic Planning Process
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1. Scan environment and analyze stakeholders. 2. Identify strategies at the organizational level. 3. Incorporate business unit inputs. 4. Set priorities. 5. Encourage the development of aligned activities and resource deployment. 6. Communicate and communicate again.
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Portfolio Management
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management and alignment of an organization's entire portfolio of internal and external meetings with organizational strategy.
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Strategic Meetings Management Program (SMMP)
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Type of portfolio management that primarily focuses on cost reduction and efficiency.
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Meeting Design
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The purposeful shaping of the form and content of a meeting to deliver on crucial organizational objectives.
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Advanced Logistics
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Addresses the hospitality and environmental aspects of a meeting.
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Stages of Meeting Design
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Discovery, Development, Delivery and Ongoing Impact
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Discovery Stage of Meeting Design
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The design team analyzes the environment and performs a stakeholder needs analysis.
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Types of Meeting
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face-to-face, online or hybrid
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Development Stage of Meeting Design
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The design team develops meeting objectives and associated design elements.
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Delivery Stage of Meeting Design
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The design of the meeting is put into action.
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Ongoing Impact Stage of Meeting Design
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The activities and impact of the meeting are tied to other activities in an organization on an on-going basis.
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Project Management
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Process of planning, organizing, directing and controlling resources for a project.
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Meeting Planner
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Performs discrete tasks, adheres to budget limits, follows policy and reports to meeting/project manager.
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Meeting/Project Manager
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Assigns tasks, informs key stakeholders, requests resources and monitors budget.
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Meeting Program Manager
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Supervises planners & managers, monitors multiple meetings, sets policy and commits resources.
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Meeting Management Process
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Initiating, Planning, Executing and Closing
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Project Charter
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Document that states a project exists and provides the project manager with written authority to begin work.
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Scope Creep
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A subtle process that begins with small adjustments to the project's original goals and results in the project becoming improperly defined, documented or controlled.
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Post-Event Report (PER)
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Occurs during the "closing phase" of the project management process. Includes a "lessons learned" section in the report.
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Project Management Knowledge Areas
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Project Integration, Project Quality, Project Scope, Project Human Resource, Project Procurement, Project Time, Project Communication, Project Stakeholder, Project Cost and Project Risk
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Work Breakdown Structure (WBS)
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An organized framework identifying the tasks, responsibilities and time frame required to complete a project.
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Time Management Tools
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Gantt Chart, Program Evaluation & Review Technique (PERT) and Critical Path Method (CPM)
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Four Responses to Project Threat
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An organization can absorb the risk, mitigate the damage caused, transfer the damage to another party or avoid the risk.
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For Responses to Project Opportunity
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An organization can exploit, enhance, share or accept the opportunity.
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Internal Stakeholders
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Employees, volunteers and stakeholders.
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External Stakeholders
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Exhibitors, suppliers and meeting attendees.
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Supply Chain Management
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The global process of identifying project suppliers and their suppliers to track potential threats and opportunities in the chain.
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Change Management
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A process focused on people. how people will be managed when change is imminent.
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Meeting Experience
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Emphasizes the holistic effects of the meeting on the attendee, including the emotional and intellectual effects of the meeting.
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Needs Assessment
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Creates the foundation upon which all decisions about the meeting are vetted and considered.
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Four Elements of Needs Assessment
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The meeting history, stakeholder requirements - objectives - outcomes, gap analysis and target audience profile.
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Gap Analysis
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Builds the bridge between objectives and outcomes, and documents what is necessary to span the discrepancy between what exists and what is desired.
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Causes of Gaps between situation & what stakeholders want
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Lack of knowledge, lack of skills, lack of motivation and lack of resources and time.
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Learning Objective
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Intended Attendee Actions. Focus attention on the specific types of behavior attendees are expected to demonstrate following the meeting.
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Program Outcomes
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Describe precisely what the meeting attendees accomplish or produce as a result of attending the meeting.
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SMART-TER Objectives to be achieved by meeting
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Specific, Measurable & Meaningful, Achievable, Relevant, Timely, Tied together, Economic & Efficient, Reported & Recognized
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A-B-C-D Model Objectives
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Audience (Who are the learners?), Behavior (Whatshould participants be able to do?), Conditions (How will learners demonstrate mastery?), Degree of mastery (How much will be accomplished?)
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Meeting Environment
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Space where people gather for a meeting. Three Aspects: Physical, Physiological & Psychological
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Physical Gathering Space
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Principal Meeting Room, Break Areas, Team project work area, Sleeping Rooms, Area for socializing, Area for meals, Recreation & Exercise area, Overall environment of facility
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Rectangular Tables
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Classroom style furniture. Common dimensions: 24-inch-wide tables. Benefits: increased seating capacity, attendee comfort & support of learning needs.
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Round Tables
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Banquet-style seating. Common dimensions: 72-inch round table.
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Cabaret Tables
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"Cocktail Rounds" & "High Boy" seating. Used for cocktail parties & receptions. Common dimensions: 15 to 30 inches in diameter.
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Serpentine Tables
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"Half-moon" seating. Used when creating displays & food buffets.
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Tablet Chairs
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Also called writing chairs, can be used when space is at a premium.
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Lectern
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A stand upon which a speaker may rest notes or books. Are not podiums.
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Podium or Riser
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A raised platform where a speaker stands when presenting.
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Communication Flow
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Describes the way content or information moves between the speaker and the audience.
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One-Way Communication
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Occurs when a speaker presents to the audience.
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Two-Way Communication
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Occurs when a speaker and the audience communicate with each other.
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Multi-Faceted Communication
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Occurs when the speaker and audience are communicating between the speaker and audience and between participants.
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Room Sets
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Configurations of the tables and chairs, reinforce communication flow. Three categories: captivating, engaging & communicative.
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Captivating Room Set
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Offers the highest attendee interaction among smaller groups or multi-faceted communication. Includes: meeting pods & interactive circles
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Engaging Room Set
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Offers a moderate level of attendee interaction or during two-way communication. Includes: boardroom, U-shaped & hollow square
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Communicative Room Set
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Offers the exchange of thoughts and ideas primarily from presenter to audience, one way communication. Includes: banquet, theater & classroom
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Comfort Zone
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Winter: Room should be kept between 68-75 degrees (F). Summer: Room should be kept between 73.5 -78.5 degrees (F)
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Face-to-face Meeting
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Individuals gather at the same place, at the same time. Advantages: building trust, communicating formally and informally.
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Virtual Meeting
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Gather groups from separate geographic areas using the Internet. Advantages: Opportunity to increase participation and archiving content.
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Hybrid Meeting
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Blends the benefits of face-to-face meetings and virtual meetings. Four forms: 1. Broadcasts of a physical meeting to remote delegates. 2. Connections of remote office locations to a main event. 3. Meetings that include remote speakers. 4. Meetings that connect multiple sites to a broadcast studio.
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Meeting Structure
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The public name for the meeting is based on the structure. Examples: Exposition, Convention/Congress, Conference, Symposium and Workshop
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Program Component
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One of the several building blocks of the meeting concept; focuses on delivering specific outcomes and results in a cohesive program for attendees.
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Program Component(s)
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Keynote address, General Session, Concurrent sessions, Workshops, Plenary sessions and Ancillary activities.
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Formal Program Format
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Conventional methods for meetings with a clear separation between the speaker and the audience. Supports a hierarchy and established procedures for operating. Examples: lecture, seminar, debate, interview and panel discussion.
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Informal Program Format
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Methods where the success of the meeting is dependent upon audience participation. Rely on strong facilitation rather than subject matter expertise. Examples: forum, group discussion, buzz session and committee.
