Ann J. Boehme - Planning Successful Meetings and Events

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Planning Successful Meetings and Events A Take-Charge Assistant Book Ann J. Boehme AMACOM American Management Association New York Atlanta Boston Chicago Kansas City San Francisco Washington, D.C. Brussels Mexico City Tokyo Toronto

This book is available at a special discount when ordered in bulk quantities. For information, contact Special Sales Department, AMACOM, an imprint of AMA Publications, a division of American Management Association, 1601 Broadway, New York, NY 10019. This publication is designed to provide accurate and authoritative information in regard to the subject matter covered. It is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent pro fessional person should be sought. Library of Congress Cataloging-in-Publication Data Boehme, Ann J. Planning successful meetings and events / Ann J. Boehme. p. cm. Includes index. ISBN 0-8144-7995-2 1. MeetingsPlanning. I. Title. HF5734.5.864 1998 658.4'56dc2198-35089 CIP 1999 AMACOM, an imprint of AMA Publications, a division of American Management Association. All rights reserved. Printed in the United States of America. This publication may not be reproduced, stored in a retrieval system, or transmitted in whole or in part, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of AMACOM, an imprint of AMA Publications, a division of American Management Association, 1601 Broadway, New York, NY 10019. Printing number 10 9 8 7 6 5 4 3 2 1

I dedicate this book to my family: to my mother and father, who were living examples of the philosophy of Aristotle, as each taught me in their own way that one should always do the best you're capable of. And I dedicate this book to my daughters, Diane and Linda, who applauded all my small achievements and encouraged me "to do." Who would not be fueled by a glow in the eyes of children as they say: "Go for it, Mommy!" My thanks to my family for their love and support.

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title	:	Planning Successful Meetings and Events : A Take-charge Assistant Book
author	:	Boehme, Ann J.
publisher	:	AMACOM Books
isbn10 | asin	:	0814479952
print isbn13	:	9780814479957
ebook isbn13	:	9780585040004
language	:	English
subject	Meetings--Planning.
publication date	:	1999
lcc	:	HF5734.5.B64 1999eb
ddc	:	658.4/56
subject	:	Meetings--Planning.

Page 1 1 Planning a Meeting What You Need to KnowWhat You Need to Do There are various types of meetings, many different settings for each meeting, and many goals or objectives for conducting a meeting. The first major step will be gathering comprehensive information that will drive the development and organization of a plan to accomplish the many tasks at hand. Who Plans Meetings? From secretary to corporate president, everyone, in one way or another, has some involvement in planning meetings. Some plan meetings full-time, while countless secretaries and administrative assistants plan meetings on a part-time basis, as part of their overall responsibility. Whether there is full-time or part-time involvement, the end resultthe meeting itselfmust be perfection, as it professionally represents the sponsors and/or the corporation. What's in a Title? Your title may not reflect your meeting planning responsibility. You are in good company as many full-time planners have titles that do not indicate their true responsibilities either. Planners have many titles: secretary, executive secretary, meeting director, manager, marketing services manager, travel planner, director of travel management, administrative assistant, senior program consultant, program consultant, meeting planner, group travel coordinator, director of education, executive director, continuing education coordinator, director of continuing medical education, executive assistant, vice president

Page 10 Figure 1-1. Simple timeline. other outsiders who wilt want to know your formalized meeting needs so they can provide you with services. The meeting specifications will be forwarded to hotels as requests for proposals (RFPs) that will include the meeting data you accumulated so they may bid on your piece of business.

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