CONVENTION & MEETING MARKETING - srihm

BREAK-OUT ROOMS

Smaller meeting rooms used when larger sessions need to be divided into smaller groups for discussions, collaborations or group activity. Usually, planners request that these rooms be located near the main meeting facilities.

CITYWIDE EVENT/CONVENTION

An event that requires the use of a convention center or event complex, as well as accommodations for its delegates in multiple hotels in the host city.

CMP

CMP (Complete Meeting Package) : A package plan that incorporates all elements of a meeting – conference rooms, guest rooms, three meals a day, continuous refreshment service, conference support services and basic audiovisual equipment. In non-residential conference centers, this package typically includes conference rooms, lunch, and continuous refreshment service, conference support services and basic AV.

DMP

DMP (Day Meeting Package): Complete meeting package without guestroom or dinner.

MMP

MMP (Modified Meeting Package): Refers to a conference package that has been altered slightly from the standard CMP. Typically, an MMP is a full conference package with the exception of one meal (Dinner in most cases).Compare with CMP and DMP

CMP- Certified Meeting Planner

The CMP credential is intended for professionals in the meeting, event, exhibition and hospitality tourism industries. It was established by the Convention Industry Council (CIC), USA to create a body of knowledge and standard of performance to maximize the value of meeting professionals. In order to obtain the certification, candidates need to pass an examination and meet eligibility requirements. CMPs must recertify on a 5-year cycle

Cut-off Date

The designated date when the potential customer must release tentatively (or unconfirmed) reserved banquet/meeting room space or unsold accommodation from a block of rooms Post this date, the conference facility or hotel would endeavour to sell such released rooms or banquet/meeting space to other clients/customers

Destination Management Company

Professional management companies specializing in the design and delivery of convention events, activities, tours, staffing, transportation and other logistical aspects in a specific location or destination, utilizing local knowledge, expertise, and resources.

Duoserve

Duoserve is a meeting service system, in which meeting planners must work with the banquet or catering department for their food and beverages requirements and with the convention services department (headed by the Convention Services Manager) for the other logistics of the event including function room needs.

Uniserve

Uniserve is a meeting service system, in which the meeting planner makes all arrangements for both food and beverages requirements and the logistics of the event including function space needs through a single service contact — the convention service manager.

Function Space

Rooms and other venues specifically designed to house meetings, banquets or other gatherings. Function space may be indoors or outdoors. Function space may be found in hotels, in dedicated banqueting complexes and even as a part of other establishments like clubs.

Home Run Accounts

Business accounts managed by the hotel that are likely to generate the most revenue. Standard terminology for sub-group holding events or a room block directly affiliated with a larger meeting convention.

Incentive Travel House

Full-time professional travel company that makes the necessary arrangements for companies that wish to offer incentive trips. Usually represent several different companies. Incentive travel is a vacation awarded to employees as a bonus in order to reward them for remarkable performance (such as surpassing sales targets) and to keep them motivated.

Letter of Agreement

A document outlining all requirements, proposed services and rates for a particular function/event signed by the authorized representative of the function/event organiser and hotel, after which the terms and conditions contained therein become binding on both parties

Trial or Minor Close

A technique used in selling to measure the buyer’s readiness to make a purchase decision. It takes the form of a statement or question posed by the sales person during a sales presentation that seeks to determine whether the client’s readiness or unwillingness to purchase by listening to his/her response. The Trial Close encourages a client to share an opinion and not commit to a decision. This way the customer can feel that he has not been coerced into anything

Major Close

A question or statement at the end of a sales presentation that asks for a definite commitment from the prospective client. This method of closing is used “after” the presentation and overcoming of objections. A major close may use one of several techniques such as the direct appeal close, assumptive close and, single problem close, special concession close.

Examples of Sales Closures

Sr. No.StatementMajor CloseMinor Close
1“Can we formalize our agreement with your
signature on this contract?”
2Do you think your attendees will be happy
with these junior suites?
3“Ms Amy, would you prefer the Ebony
Room or the Ivory Room for the function?”
4“If I could reduce the price by Rs 50 per
head, would you sign the letter of agreement?”

MICE

mice

An acronym for the commercial market segment, which is made up of meetings, incentives, conferences/conventions/congress, and exhibitions/events. An internationally used term in the events and tourism industry

SMERF

This is a SMURF. Our glossary term is SMERF and is related to function catering and meetings!
In the hospitality industry, an acronym for Social, Military, Educational, Religious, Fraternal, indicating a market segment for the sales of banqueting rooms and meeting facilities to these non-profit groups They are very price sensitive; they are more likely to book meetings during the hotel’s off-season; they very often have nonprofessional planners.

Social:Weddings, Family Reunion, women’s groups, volunteer workers,
Military: Army Veteran Reunions
Educational: College Study Tours
Religious: Gideon’s International, Missionary teams
Fraternal: Lions Club, Rotary Club

smerf

Sales Blitz

A concentrated (intensive, focussed) marketing effort targeting as many potential clients or customers as possible within a selected geographic area over a specified limited time period, with the goal of spreading product awareness, collecting data, and uncovering new business. It would involve following sales leads, cold calling, distribution of flyers etc.

Set Up Time

The time needed to arrange the facilities at a venue before a function’s committed starting/opening time. In case of back-to-back functions (at the same venue) the set up time refers to the time it would take to dismantle the previous function arrangements and arrange the layout for the next function.

Lead Time

Time between the booking and the actual meeting date. The amount of time between the placing of an order or service request and the procurement (receipt) of the goods ordered or service requested

Slippage (or Attrition)

The reduction in the number of guest rooms used from the original reserved block. May attract a penalty as per the terms of the letter of agreement (slippage clause) If the originally reserved block of guest rooms for delegates for a convention organized by an association is 150 and the number of attendees booking these rooms is only 130 the slippage is 7.5%

Spouse Program

One or more educational or recreational activities planned for the spouses of convention delegates that take place during the convention.

Shoulder Period (Season)

The period between peak season and low season of a firm or industry’s seasonal sales cycle. In resort hotels, the shoulder season offers guests a combination of desirable prices and weather.

Second Tier Cities

Suburbs of major cities and smaller cities that offer the meeting planner an attractive location and at the same time provide less costly accommodations and transportation yet providing them with the required facilities and infrastructure for their function/event Agra, Jaipur, Gurgaon may be considered second tier cities in India

Tentative Bookings

A space temporarily held by a facility or venue for a specific date pending a definite or confirmed booking. There are no consequences for cancellation of this unconfirmed booking.

Tickler (or Trace) File

A follow-up or memorandum file used to remind salespeople of correspondence, telephone calls, sales calls, or other business activities that must be handled on a particular day; its contents are sometimes called trace cards. It is a collection of date-labeled file folders organized in a way that allows time-sensitive documents to be filed according to the future date on which each document needs action.

Tickler Files

tickler

Yield Management

The process of understanding, anticipating, and influencing consumer behavior in order to maximize the revenue/profit from fixed perishable resource. The challenge is to sell the right resources to the right customer at the right time for the right price Modern day yield management relies on computer software that uses variable pricing models to maximize the return on a fixed (perishable) inventory, such as hotel rooms, based on supply-and-demand theory.

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