CHAPTER 16: MEETINGS AND EVENTS
OBJECTIVES
After reading this chapter, students should be able to:
1. Know the logistics of organizing a meeting.
2. Plan a banquet, reception, or cocktail party.
3. Organize an open house, exhibit, or plant tour.
4. Understand the multiple aspects of organizing a convention.
5. Recognize the basic elements of a trade show.
6. Think creatively about promotional events that will attract attention.
SUGGESTED PROJECTS AND DISCUSSION
As part of the tactics section in the text, this chapter gives students practical information on
how to organize a range of events including: meetings, banquets, receptions, cocktail
parties, open houses, exhibits, plant tours, conventions, and trade shows. Throughout,
emphasis is placed on managing logistics and creative thinking that will attract the attention
of key audiences.
1. Divide the class into teams of three or four. Have each team plan and carry out a
campus meeting for a student organization of their choice. Student teams should
consider all relevant aspects of planning a meeting including: promotion,
purpose, topics, number of people, speakers, and facilities. Students can utilize
the checklist on pg. 425.
2. Once the meeting has taken place, have the same student teams determine
whether the meeting was a success by consulting the checklist on pg. 425.
Student teams should generate a typewritten report of 500 words to summarize
their findings. These findings can also be presented to the class in the form of a
PowerPoint presentation.
3. Assign the class a project in which they locate and interview a professional
meeting, banquet, or party planner. Students should build a list of interview
questions based on relevant points found in this chapter. If practical, the
interview should take place at the meeting planner’s office to expose students to
the realities the job. For example, what is most challenging or interesting about
the job? What have they learned that most surprised them? What professional
advice might they give a public relations student? This project could culminate
either in a written report or a class presentation. It can be completed singly or in
pairs.
4. Have students divide into small groups and attend an open house or plant tour in
your local community. While there, the students should speak with the director
and gather as many promotional materials as possible. Once the event has
concluded, have the student teams provide a critique (written or oral) based on
the major points found in this chapter.
5. Direct the class to go online and research two conventions taking place in major
cities. Which attributes, similarities and differences can they find according to
the principles in this chapter? What kinds of planning concerns or
considerations are most likely to become issues with either one? Which one of
the two conventions do students believe has the greatest chance of success?
Why?
6. Divide students into pairs and send them to the computer lab to conduct online
research on the business of trade show planning. Students should explore the
logistics, costs, liabilities and creative considerations inherent in trade show
planning. As public relations professionals, which vendor would the students be
most likely to select for their client, and why? Students may present the results
of their findings in an oral presentation or written report format.
CASE ACTIVITY: PLAN A BANQUET
Before beginning work on this case, students should thoroughly familiarize themselves
with the relevant details of banquet planning found in this chapter. Their first step should
be to schedule an appointment with the banquet planner for the School of Business event.
The planner may be a university employee or an off-campus vendor. The students should
interview the planner on every aspect of the banquet, ranging from food and room rental to
invitations, decorations, and promotion. The same procedure should be repeated for any
other planners or committee members involved with the project. It would be helpful to go
to the actual banquet site and explore it in person. Next, students should do some online
research to locate and price national speakers who might be available for your banquet.
How much can the university afford, and which speakers are appropriate for this event?
Finally, it is time to prepare the detailed banquet planning outline. The document must be
simple and straightforward enough for planners to understand at a glance, yet detailed
enough to answer most questions that might arise. Before submitting the final outline, the
students should have the professional banquet planner and other committee members
review it for accuracy and completeness.
ANSWERS TO QUESTIONS FOR REVIEW AND DISCUSSION
1. Why are meetings and events a vital public relations tool even in the digital age of
texting and social media?
2. Name at least four factors that must be considered in planning a meeting for a
group.
3. What information should be provided to an invited speaker for an event?
4. In general, how long should a speaker talk at a luncheon or a dinner meeting?
5. Discuss the variety of items that must be budgeted in planning a banquet.
6. What is the recommended length of time for a reception or cocktail party?
7. What questions should you ask a catering manager when planning an event?
8. What logistics must be considered when planning an open house or a plant tour?
9. What are the components of planning a convention?
10. A booth at a trade show requires some thought. What would you do to attract
visitors?
11. What are the pros and cons of using a celebrity as part of a promotional event?
12. Why is it important to consider security and liability issues for a promotional
event?
13. What kinds of questions should be asked after an event to determine its success?
