Each member of the convention staff has different duties to attend toas revealed in the job description manual. The conference assistantis responsible for all front desk functions. The guest servicesrepresentative provides customer services at the front desk. The mailclerk processes the guests’ mail on a daily basis. The nightauditor provides night support duties such as preparing dailyschedules. The housekeeping lead reports to the coordinator ofconference & guest services as a custodial lead. The conventionservices manager reserves room conferences and coordinates servicesfor groups (Astroff & Abbey, 2013). They also meet with grouprepresentatives and organizations to discuss what they have in planfor the meetings.
Computerizationtechnology enables the agents to perform check-in duties, frombooking conference rooms to making table reservations. Thistechnology also provides the agents with real-time information tofacilitate efficiency and reduce operation time (Astroff & Abbey,2013). There are a number of room settings available today. Theauditorium style is appropriate for a short lecture or large groupsthat do not need rigorous note taking. The banquet style is used formeals and small group discussions while the hollow square style isappropriate for groups of fewer than 40 people. The classroom styleis best for long lectures, and large tables need to be rented. TheU-Shaped style and conference style are best used where thediscussion is structured according to protocol, for instance, ameeting between the management and staff.
Thefunction rooms can be broken down into accommodating small and largegroups. Additionally, there can be smaller rooms for familyconventions. There are also purpose-built boardrooms that are idealfor executive meetings and sessions that need multiple breaks.Meeting rooms of the future will have a full range visualization andcollaboration technology that will provide solutions for the presentday’s challenges. The rooms will also be modified to be compatiblewith personal technological devices such as tablets and smartphones(Rogers, 2013). They will also be networked so that people can meetand work remotely. It is important to monitor function room usage toevaluate the efficiency of use of space and to ensuring that it is upto industry standards.
Oneof the factors to consider while making decisions about whichaudio-visual equipment should be acquired is the budget requirement(Sanchez-Cortes, Aran, Jayagopi, Mast & Gatica-Perez, 2013).Secondly, the quality of the equipment has to be taken intoconsideration. The planner also has to do market research to the bestequipment available. Some of the programs offered by hospitalityproperties for the guest and children of meeting attendees includeteam building activities and leisure activities. Additionally, thereare library programs for general learning and relaxation(Sanchez-Cortes et al., 2013). Checklists are important forplanning the meeting objectives, schedule, and activities. They arealso important in ensuring that the whole activity is within the setbudget.
Oneof the trends in the convention and meeting industry is the “riseof machines”. Each day, the convention and meeting industry isbecoming more and more dependent on machines and technology. Thisranges from logistical organization, booking, security check-ups tothe actual meeting communications (Draper, Dawson & Casey, 2011).Audiovisual equipment providers are also constantly investing in thelatest technology equipment to outdo the competitors. GenerationalImpact is one of the most pertinent issues in the convention andmeeting industry. There is a rise of different behavioral methods inthe industry, which crashes with the orthodox norms, for instance,adherence to protocol and procedures in meetings.
Oneof the advantages of technology in the industry is that it makesmeetings more efficient and more productive (Kim, Jang &Morrison, 2011). This is because it gives a platform for handling alot more information to be handled than the traditional setting, suchas the transfer of files and distant communications. However, asvirtual technology erases face-to-face meetings, there is a threat tothe level of trust amongst the people involved in meetings. This isbecause technology gives loopholes for creating excuses, such as lossof power or electricity, whenever serious issues threaten somemembers.
Astroff, M.T. & Abbey, J.R. Convention management and services(AHLEI). New York, NY: Pearson Education.
Draper, J., Dawson, M., &Casey, E. (2011, July). An exploratory study of the importance ofsustainable practices in the meeting and convention site selectionprocess. In Journalof Convention & Event Tourism (Vol.12, No. 3, pp. 153-178). Taylor & Francis Group.
Kim, D. Y., Jang, S., &Morrison, A. M. (2011, February). Factors affecting organizationalinformation technology acceptance: A comparison of convention andvisitor bureaus and meeting planners in the United States. In Journalof Convention & Event Tourism (Vol.12, No. 1, pp. 1-24). Taylor & Francis Group.
Rogers, T. (2013). Conferences and conventions: A global industry.New York, NY: Routledge.
Sanchez-Cortes, D., Aran, O.,Jayagopi, D. B., Mast, M. S., & Gatica-Perez, D. (2013). Emergentleaders through looking and speaking: from audio-visual data tomultimodal recognition. Journalon Multimodal User Interfaces, 7(1-2),39-53.