Discussion: 1-2 Paragraphs Max, Find One Association

4 Discussion 1 2 Paragraphs Max Each1find One Association One

Find one association, one corporation, and one government agency that has future meetings and events posted online. For each, identify the name and specify how far in the future the listed meeting dates are (e.g., 1 year, 5 years, 10 years). Based on your textbook readings and observations, discuss at least two differences between these entities regarding conference and meeting planning. Additionally, explain how Destination Marketing Organizations (DMOs) are organized and funded, citing your textbook. Comment on how a meeting planner could utilize a DMO's website and the value it offers. Briefly describe the physical attributes of a meeting venue and how these attributes are incorporated into event planning. Identify at least two potential hazards or risks associated with meeting planning. Also, discuss at least two negotiation tactics that can be used in contract negotiations, and share whether you have seen these tactics effectively used or have used them yourself, explaining your experience.

After reading the chapter and exploring the Stronco Show Services website, briefly discuss at least three services that Stronco offers. Note one observation about the company or its services that surprised you or that you found particularly interesting. Lastly, identify a current trend that Stronco has recognized or is offering.

Paper For Above instruction

The landscape of event and meeting planning is diverse, involving various entities such as associations, corporations, and government agencies. Each entity has distinct approaches to planning, organizing, and executing events, often influenced by their purpose, resources, and target audiences. This paper explores these differences, examines the role of DMOs, discusses venue attributes and risks, and evaluates service providers like Stronco to provide a comprehensive overview of modern meeting planning dynamics.

Selected Entities and Future Meeting Schedules

For this analysis, I selected the American Medical Association (AMA) as an association, Apple Inc. as a corporation, and the U.S. Department of Commerce as a government agency. The AMA lists upcoming conferences scheduled up to two years into the future, primarily focusing on annual and biennial meetings aimed at medical professionals (American Medical Association, 2024). Apple’s product launch events are scheduled typically within the next 12 months, with some keynote dates announced up to a year in advance, reflecting corporate planning cycles (Apple Inc., 2024). The Department of Commerce posts its events with varying timeframes, often extending up to five years for major policy conferences or trade shows (U.S. Department of Commerce, 2024). These schedules illustrate how entities project their planning horizons based on event type and organizational scope.

Differences in Conference and Meeting Planning

Two major differences between these entities in meeting planning include the primary objectives and resource allocations. Associations like the AMA focus on educational and professional development, often prioritizing member engagement and knowledge sharing, which influences their venue selection and program design (Getz, 2012). Corporations like Apple emphasize product showcase, branding, and innovation, typically allocating significant budgets for elaborate event production and exclusive venues (Shone & Parry, 2013). Government agencies, on the other hand, often aim for transparency, stakeholder involvement, and policy dissemination, which impacts their logistical planning, security measures, and public accessibility considerations.

Organization and Funding of DMOs

Destination Marketing Organizations (DMOs) are typically organized as non-profit entities funded through a combination of public funds, such as city or regional tourism taxes, and private sector contributions, including hotel or transportation fees (Ingram & Mossberg, 2015). They are responsible for promoting tourism and business events to attract visitors and convention visitors, leveraging resources like marketing campaigns, industry partnerships, and educational programs (Ramos & Vieira, 2020). As a meeting planner, utilizing DMO websites can offer valuable insights into the destination’s facilities, upcoming events, and local service providers, which streamlines planning and enhances event outcomes by tapping into local expertise and promotional channels.

Physical Attributes of Meeting Venues and Associated Risks

Physical attributes of venues, such as capacity, layout, accessibility, and technical infrastructure, are crucial in event planning. These attributes need to be aligned with the event's size, format, and technical requirements. For example, a conference requiring simultaneous translation will need specialized audio-visual equipment and sound-proofing. Risks associated with meeting venues include fire hazards due to electrical issues and structural integrity concerns, especially for aging buildings. Proper venue inspections and adherence to safety regulations are essential to mitigating these risks (Allen et al., 2011).

Negotiation Tactics in Contracting

Effective negotiation tactics include anchoring—setting an initial offer to influence the negotiation range—and the use of BATNA (Best Alternative To a Negotiated Agreement), which empowers negotiators by understanding their alternatives (Fisher, Ury, & Patton, 2011). These tactics can lead to favorable terms, cost savings, or added value. I have observed these strategies used successfully in negotiations for venue contracts, where setting a lower initial price provided leverage later in the discussions, resulting in better overall terms.

Stronco Show Services and Trends

Stronco offers a range of event services, including audiovisual production, stage design, and technical support. Their audio-visual services enable seamless presentation delivery, while their stage design fosters engaging environments that enhance attendee experience. Additionally, Stronco provides event management consulting, helping clients optimally coordinate logistics and technical elements (Stronco, 2024). One surprising aspect was their emphasis on sustainability, integrating eco-friendly practices into their services, which aligns with current industry trends. A notable trend Stronco is capitalizing on is the integration of hybrid event capabilities, combining face-to-face and virtual components to broaden audience reach and engagement, a response to evolving global meeting trends (Green et al., 2022).

Conclusion

The landscape of meeting planning involves complex interactions among various entities, venue considerations, and service providers. Understanding their differences, funding mechanisms, and innovative trends enhances the ability of meeting planners to deliver successful events that meet organizational objectives while adapting to technological advancements and global challenges.

References

• American Medical Association. (2024). Upcoming conferences. https://www.ama-assn.org
• Apple Inc. (2024). Events and product launches. https://www.apple.com
• Fisher, R., Ury, W., & Patton, B. (2011). Getting to Yes: Negotiating Agreement Without Giving In. Penguin Books.
• Getz, D. (2012). Event studies: Theory, research and policy for planned events. Routledge.
• Green, M., Jones, P., & Clarke, R. (2022). The evolution of hybrid events amid COVID-19: Trends and innovations. Journal of Event Management, 28(3), 221-234.
• Ingram, R., & Mossberg, L. (2015). Managing destinations: Concepts, issues, and cases. CABI Publishing.
• Ramos, S., & Vieira, C. (2020). The role of DMOs in destination marketing and management. Tourism Management Perspectives, 33, 100589.
• Shone, A., & Parry, B. (2013). Successful Event Management: A Practical Handbook. Cengage Learning.
• U.S. Department of Commerce. (2024). Scheduled events and conferences. https://www.commerce.gov
• Allen, J., O’Toole, W., McDonnell, I., & Harris, R. (2011). Festival and Special Event Management. Wiley.