HRTM 101 – Introduction to Resort Tourism Management

Walker (5th Edition) – Introduction to Hospitality Management

Chapter 13 – Special Events

Learning Define a special event

Objective 1

Learning Classify special events

Objective 3

Daily Events Special Events

 Occur spontaneously  Are always planned events
 Do not arouse expectations  Always arouse expectations
 Usually occur without a reason  Usually motivated by a reason for the
celebration

A SPECIAL EVENT is a unique moment in time with a ceremony or ritual to satisfy specific
needs of the group or individuals.

 Corporate Events
 Association Events
 Charity Events and Fundraisers
 Social Functions (weddings, engagement parties, holiday functions)
 Fairs and Festivals
 Concerts and Sporting Events
 Mega Sporting Events

Where to such events tend to take place?

Location Frequency of Occurrence

Hotel / Resort 62%
Convention Center 33%
Tent / Temporary Structure 33%
Banquet Hall 29%
Corporate Facilities 28%
Private Residences 22%
Arena / Stadium / Theater 18%
Club 16%
Restaurant 16%
Learning Describe what event planners do
Objective 2

Meeting Planners are Project Managers

 Needs Analysis to Best Serve Client Needs

 Prepare the Event’s Budget
 Prepare Request for Proposal (RFP) and Select Vendors
 Negotiate with Convention Center and/or Hotel
 Organizing and Pre-Conference Meetings
 Determine Conference Event Order
 Deliver event and deal with unplanned issues
 Conduct Post-Event Meetings

Pre-Meeting Activities On-Site Activities Post-Meeting Activities

 Estimate event attendance  Conduct pre-event  Debrief for opportunities
 Plan meeting agenda briefings. for improvement
 Establish meeting  Prepare VIP Plan  Evaluate effectiveness of
objectives  Facilitate People event.
 Set meeting budgets Movement  Give recognition and
 Select city location and  Approve expenditures appreciation to appropriate
hotel/convention site parties.
 Negotiate contracts  Plan for next year.
 Plan exhibition
 Prepare exhibitor
correspondence and
packets
 Create Marketing Plan
 Plan travel to and from the
site.
 Arrange ground
transportation
 Organize shipping
 Organize audio-visual
needs

Career Path

 Event Cook or Server

 Event Food Preparation Chef
 Supervisor of Event Foodservice
 Manager of Event Foodservices
 Event Staffing Manager
 Event Manager
 Event Server Manager
Learning Outline the skills and abilities required for event management
Objective 4

Skillset for Success as Meeting Planner and Manager

 Leadership Skills (We Manage Things, We Lead People)

o You manage an event. You lead the people who deliver the event.
 Ability to Communicate with Others (and other departments)
 Ability to Delegate
 Ability to Manage a Project
 Negotiating Skills
 Ability to Coordinate Events and Processes
 Ability to Prepare Accurate and Inclusive Budgets
 Ability to Multi-Task
 Enthusiasm
 Effective Social Skills
 Ability to Form Contacts and Network

Learning Identify the main professional organizations and associations involved with
Objective 5 the special events industry

International Special Events Society (ISES)

http://www.ises.com/

Certified Special Events Professional – The CSEP designation is the hallmark of

professional achievement in the special events industry. It is earned through education,
performance, experience, and service to the industry, and reflects a commitment to
professional conduct and ethics.

International Festivals and Events Association (IFEA)

http://www.ifea.com

Founded in 1956 as the Festival Manager's Association, the International Festivals &
Events Association (IFEA) today is The Premiere Association Supporting and Enabling
Festival & Event Professionals Worldwide. In partnership with global affiliates under the
umbrellas of IFEA Africa, IFEA Asia, IFEA Australia & New Zealand, IFEA Europe,
IFEA Latin America, IFEA Middle East, and IFEA North America the organization's
common vision is for "A Globally United Industry that Touches Lives in a Positive Way
through Celebration"
With a target audience that includes all those who produce and support quality
celebrations for the benefit of their respective "communities", the IFEA's primary focus is
identifying and providing access to the professional resources and networks that will, as
stated in our mission, inspire and enable those in our industry to realize their dreams,
build community and sustain success through celebration.

The IFEA exists to serve the needs of our entire industry, all those who share our core values of
excellence & quality; the sharing of experience, knowledge, creativity and best practices; and the
importance of "community" building both locally and globally. Our success lies in the success of
those we serve through professional education, programming, products and resources, networking
and representation.

Meeting Professionals International

http://www.mpiweb.org

MPI believes in the power of bringing people together. Business events yield real, tangible
bottom-line results that can’t be achieved any other way. The MPI community brings together
thousands of professionals from around the globe who believe in the power of connecting people.
It’s time for you to tap into their energy, learn from the brightest and connect to the best. That best
is MPI.

 Certified Meeting Professional (CMP)

 Certification in Meeting Management (CMM)

Hospitality Sales and Marketing Association International (HSMAI)

https://www.hsmai.org/

The Hospitality Sales and Marketing Association International (HSMAI) is committed to growing
business for hotels and their partners, and is the industry's leading advocate for intelligent,
sustainable hotel revenue growth. The association provides hotel professionals & their partners
with tools, insights, and expertise to fuel sales, inspire marketing, and optimize revenue.

Trends

 Continued growth in special events

 Buyer expectations will continue to increase (clients want ever-more spectacular events)
 Technology will make event coordination easier.