How to Become a Good Meeting Planner

1. Second-Tier Cities
Find the website of a Convention and Visitors Bureau of a second-tier city. Answer the questions below.
A. What is the name of the city? Include the link to the website.
B. How easy/difficult is it for meeting planners to navigate the site in search of information about
meetings? Explain and provide some examples.
2. Third-Party Meeting Planners
Check out the website of third-party meeting planning company HelmsBriscoe
http://www.helmsbriscoe.com/
A. If you were a meeting planner, what are some reasons you might use this company to plan your
meeting for you? Use your own words.
B. If you were a sales person for an independent hotel or resort, how could HelmsBriscoe help you
reach and serve clients? Summarize and use your own words.
3. Check-in/Check-out
Describe, in your own words, ways that hotels can insure trouble-free room check-in and check-out for
groups.
4. Booking outside the block
What problems are caused when meeting attendees bypass the group’s housing system and book
outside the block?
5. Market Segments
Compare the Association market with the corporate market. Type an “X” in the box that fits each
characteristic in the chart below. Only choose Association or Corporation for each.

 

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1. Second-Tier Cities

 


Find the website of a Convention and Visitors Bureau of a second-tier city. Answer the questions below.
A.    What is the name of the city? Include the link to the website.
The name of the city is Chicago. The link is as follows:
http://www.meetings-conventions.com/Meeting-Facilities/Convention-Visitor-Bureaus/Chicago-Convention-Tourism-Bureau-p3041839

B.    How easy/difficult is it for meeting planners to navigate the site in search of information about meetings? Explain and provide some examples.
The meeting planners will not find it difficult to navigate the website whenever they want to search for any information about the meetings. For an example, if we visit the website, there are six tabs right in front of us – Blogs, News, Resources, Career, Events and Supplied Content. Now, one would naturally take the curser on to these tabs, so under the “Resources”, we will find nine different links including the second last one “M&C Meeting Deals”. By clicking on it, we will be navigated towards a separate page. On that particular page, we will come across a distinct line – “Hoteliers, fill space at your hotel by promoting your Deal”. Again, by clicking on “Deal” in this line, we are moved to the next page that says “M&C Meeting Deals”, under which there are five different tabs – Create Deal, Preview, Review, Review Order, Payment and Receipt. Apart from these, on the same page, we get different fields to fill up – “Select Your Property”, “Enter Deal Details” and “Deal Contact”.
Now, going back to the home page and previous tabs, we have “Events” tab, which consists of six different links. By clicking on the first one “M&C Events”, we will be able to know about different events or meetings that has already been organized by the Convention and visitors Bureau in different parts of the country.           

 


2. Third-Party Meeting Planners

 


Check out the website of third-party meeting planning company HelmsBriscoe http://www.helmsbriscoe.com/ 
A.    If you were a meeting planner, what are some reasons you might use this company to plan your meeting for you? Use your own words.
By navigating through the above website, HelmsBriscoe seems to be highly professional in conducting its business. The website highlights that HelmsBriscoe is the highest volume purchaser in the meetings and event industry that claims to have most expensive and experienced network of associates in the market. Its team has significant presence in more than 55 countries and an average of 12 years of hotel, meeting planning and industry experience. Therefore, it has the experience of conducting the meetings across the world. The website also mentions about the proprietary tools along with the key technology components and the database shows that it has 234,000 venues. Also, it has more than 1200 associates around the world feeding data into this knowledge base.    
B.    If you were a sales person for an independent hotel or resort, how could HelmsBriscoe help you reach and serve clients? Summarize and use your own words.
HelmsBriscoe is known for creating a perfect match between the needs of the meeting planner and the right hotel. According to the website and the given flow of navigation, one can easily avail the services of HelmsBriscoe. On the homepage, just right to the company logo, there are five tabs Client Solutions, Our Company, industry Partners, Career Services and Contact Us. Under the Client Services, there are five different service links. Then, if we select Full Service Meeting Management, there will be whole lot of fields to be filled right from top to the bottom of the page. By filling up relevant information in these fields, a HelmsBriscoe associate will contact us to help with our meeting or event by specifying what date we would like to be contacted. Again, by clicking on another “Client Solutions” tab we are navigated to the next page that says “Begin the Site Selection Process”. This page is meant for finding the best venue for our next meeting or event. Likewise, a HelmsBriscoe associate will contact us in order to help us for our meeting or event. Finally, if we click on “Site Selection” tab, we move to a next page that has “Beginning the Site Selection Process” written on it. This page gives a complete process as to how the venues for the events are selected. 

 


3. Check-in/Check-out

 


Describe, in your own words, ways that hotels can insure trouble-free room check-in and check-out for groups.
Whenever any events or functions take place in the premises of a hotel, it must be very challenging for the staff to take care for their comfort and convenience. So, there are some operating procedures that need to be followed right from check-in to check-out. All the hotel employees should consistently smile and sustain eye-contact with the guests. They are needed to extensively elaborate all the amenities as well as offer refreshments if they have to wait for the required formalities to be met. At the end of the check-in process, the front desk officer should immediately arrange for the guest services personnel to assist with the baggage in order to escort the guests into their respective rooms. Finally, according to the ideal guest check-out procedures, luggage assistance should be made available from the rooms of the guests to front desk as well as to the outside of the hotel.  

 


4. Booking outside the block

 


What problems are caused when meeting attendees bypass the group’s housing system and book outside the block?
If the attendees happen to bypass the group’s housing system as well as if the booking is made outside the block, there will be a lot of inconvenience cause to them. It will take a lot of time for them to reach the venue. Therefore, any such situation demands a proper transportation system in place on the part of the hotel
5. Market Segments
Compare the Association market with the corporate market. Type an “X” in the box that fits each characteristic in the chart below. Only choose Association or Corporation for each.
 
                         Characteristic/Needs
         Association
       Corporation
Longer lead-time
                 X
 
Shorter duration of meetings
                 X
 
More predictable time cycle/pattern
 
                 X
Mandatory attendance
 
               X
Geographic restrictions
                   X
 
 

 

6. Write a group resume

 


Greenway Tours has booked a stop at your hotel on its Spring Garden Tour through your region, which is well-known for its beautiful blossoming trees and the botanical garden in the city. Your meeting planner from Greenway is Bob Johnson, but Bob will not be accompanying the group. The tour escort is Patricia Clark.
Bob negotiated a per-night room rate of $139 at your hotel, for all room types. He also negotiated a deal of one comp room per 40 rooms occupied. Other details are below.
?    82 guests, all in double rooms. About half want King rooms, and half want Double/Double rooms. Some are married couples, and some are just traveling with friends. Age range is 40 to 70.
?    1 single room for Patricia
?    Group arrives in two buses on Friday, April 24 at about 4:00pm. Buses will need parking.
?    Pre-registration required
?    Luggage handling required. Bell staff to deliver guests’ bags to their rooms, and pick up on departure day. $5 per person round trip, charged to master. Bell staff not allowed to accept additional tips.
?    Group departs Sunday, April 26 at 9:00am.
?    They will be out on tours on Saturday from 9:00am until 9:00pm.
?    Group dinner in a private room Friday night at 6:30pm.
?    Group breakfast in a private room on Saturday and Sunday at 7:00am.  
?    All room and tax charges go to the master account. Banquet charges on the master account. Guests are on their own for incidentals. 
Your assignment: using the hotel or resort you have chosen for your project as the host hotel, and using the resume blank that starts on the next page, write the group resume for the Greenway Tours group. (The blank is set up as a table; just click in each box and type.)
Grand Sierra Resort 
https://www.grandsierraresort.com/

 

Group Resume 

 

Group Name:
 
 
Greenway Tours
 
Meeting Name:
 
 
Spring Garden Tour
Official Days/Dates:
 
 
Saturday, April 25
 
Group Contact(s):
 
 
Bob Johnson
Patricia Clark.
 
 
 
Hotel Contact:
 
 
 
 
(Student: This is you. Put your name here.)
Group Profile:
 
 
 
 
 
 
 
 
The Greenway Tours has come to the city for its Spring Garden Tour as the region is widely known for its beautiful blossoming trees and the botanical garden in the city.
Anticipated Attendance:
82
 

 

Group Room Block:

 

Day:
Thursday
Friday
Saturday
Sunday
 
 
 
Date:
23
24
25
26
 
 
 
Block:
4th
3rd
2nd
3rd
 
 
 
 
Major Arrival Date:
 
Estimated Time:
Friday, April 24
 
The attendees are expected to arrive at 3:00 PM to 5:00 PM.
The group will be arriving in two busses and their exact timing is not known. So, may be they will arrive separately. 
 
Major Departure Date:
 
Estimated Time:
Group is expected to depart on Sunday, April 26 at 9:00am
 
 
Reservation Method:
 
 
About half of the guests want King rooms, and the remaining half want Double rooms. Some are married couples, and some are just traveling with friends. Age range is 40 to 70.
1 single room for Patricia
 
 
Rates:
 
 
Single:     $139 per-night           Double:      $139 per-night         
 
Comp. Room Policy:
 
 
One comp room per 40 rooms occupied, as per the deal.
 
Transportation:
 
 
 
 
 
Bus Arrival
 
Billing Information:
 
 
 
 
All room and tax charges as well as Banquet charges will go to the master account.
Guests are on their own for incidentals.
 

 

 VIP(s):

 

Name
Arrive
Depart
# Ppl.
Room Type
Billing
Richard Stokes
 
Friday, April 24 at 7:00 PM
Sunday, April 25th at 9:00 AM
 
King
Master account

 

Departments:

 

Front Desk:
 
 
The front desk department will be available from 7:00 AM in the morning to 12:00 AM in the midnight, with staff in two shifts.
Housekeeping:
 
 
 
The housekeeping staff will be available as 24/7 basis. So, there will be four shifts. They are needed to be prompt and proactive whenever any of the guest need something. They are also needed to behave in a most courteous manner. They should be ready for the late checkouts and early c

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