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Saturday, August 6, 2016

Situational Analysis in Conventions and Meeting Planning

Situational Analysis in Conventions and Meeting Planning

There are different solutions to this particular issue.  There are 25 wheel chair participants, 2 sight impaired participants, and 5 hearing impaired participants that will be attending the conference as well.  One solution is to move the conference to another conference room on the premises (if available).  I would have to contact the reservations department, check the function book, address the changes with conference delegates, and brief convention staffers (set-up crew and floor manager).  Although this option may eliminate some problems, it also brings forth additional issues; set-up, current accommodations, revenue spent on extra employees, as well as being inconvenient.  Another option could be to provide additional spacing equipped with audiovisual equipment that would present adequate spacing for the wheelchairs, a screen for the sight impaired, and a sound system for the hearing impaired.  With this decision I would also have to confer with the function book, meeting delegates, and convention staff.  The option I would deem most effective would be to simply adjust the current conference room set up.  Adding additional equipment may eliminate all current problems, and satisfy both the meeting delegates and the hotel.
To accommodate the 25 attendees that will arrive in wheel chairs, I will rearrange the conference set up to ensure adequate spacing the wheel chairs need.  Collaborating with the floor manager and set up crew, we will analyze each set up and choose which would best accommodate the 25 attendees that are subjected to wheelchairs; this may include anything from the removal of tables, heightening of tables, and providing clip boards.  I would also include the meeting delegates to finalize the set-up to ensure that it is acceptable and comfortable for all attendees. 
For the 5 attendees that are hearing impaired, I will provide an interpreter to ensure effective communication.   When communication is lengthy and complex, providing a sign language interpreter, or computer assisted captioning may be necessary to ensure effective communication (U.S. Department of Justice, 2003).  The interpreter provided will ensure that all hearing impaired attendees comprehend all communication during the conference.  In addition to the interpreter, it may be necessary to change seating arrangements and lighting so the interpreter is clearly visible (National Association of the Deaf, N.D.).  Along with the interpreter I would ensure an amp is in place to intensify sound, and follow spot lighting to make the interpreter visible at all times.  I would also suggest to the meeting delegate to place the hearing impaired in close proximity of where the interpreter will be stationed; we will need to agree on proper placement because not only does the interpreter need to be visible for the hearing impaired, but they also need to be positioned away from other attendees line of sight of the speaker.  I would need to contact the floor manager, set-up crew, audiovisual technicians, and the meeting delegates; the meeting delegates may have someone they refer to for interpretation to the hearing impaired.
For the sight impaired attendees, I will ensure there are visual screens large enough to be viewed by all with large, bold print.   I believe providing a wall/ceiling screens may best support the needs of the sight impaired.  The lenticular screen surfaces combine the best of both features; it offers maximum brilliance and wide-angle light consistency (Astroff & Abbey, 2013).  These large screens will provide the images acceptable to those that possess sight impairments.  These types of screens may also come with additional costs, but these matters will be discussed and agreed upon by the meeting delegates and me.  The set-up department and audiovisual technicians also will be responsible for the placement of the screen.
Regarding this group there will have to be different incentives that attract each group that will allow the meetings to run smoothly.  Since there is one group that requests golf and tennis training for two days, I will be able to work around a schedule that will accommodate both parties.  With the assistance of local establishments I could either, contact local golfing courses that provide training, or contact another hotel that may accommodate the group that wants the training.  It would be in my best interest to get together with the hotels sales team and contact local golfing courses that offer the specified training.  We could offer different incentives to their advertising/sales team; offering free display of the establishment and discounted prices for their guests and employees.  This may intrigue the head of the department and construct a partnership between my hotel and the golf club. 
If successful at developing a partnership with the local golf club, on the two days that the one group goes for training, the other group may hold their meeting.  Once the setup crew has finalized setting up the meeting space, it may be kept that way and only need slight cleaning from the housekeeping department.  Contacting the head housekeeper would be best in order to assign designated staffing for the meeting rooms.  There will be WI-FI provided in all rooms, including the designated meeting area; audio graphic conferencing will be available in meeting rooms as well.
Regarding registration of the two groups, I insist on providing registration areas for each group to collect all needed materials; within each registration area message boards will display the group’s up-and-coming events.  All attendees of each meeting group will receive an I.D. badge, room number and keys, meeting times and requirements, and golf vouchers for both groups (if any members from the other group wishes to participate). 
            To best accommodate this group, a buffet style lunch should be provided.  I would contact the head of our catering department.  This person will then do an inventory of available meats, fruits, and vegetables; from this list we will then establish a menu that would be acceptable to all parties.  I chose the buffet style because I believe this would cater to everyone in a short amount of time; the attendees and catering staff.  We would also substitute different ingredients such as: salts, sugars, fried foods, and breads; I would also suggest maybe an Asian theme with stir fry and sautéed meats.  Since the time-frame for this change is so immediate I would maintain constant contact with meeting delegates to ensure acceptability of provided menu, and so that they may make changes accordingly.  The buffet style will also accommodate the accompanying nurse; since the buffet style lunch will be included as one check, there will be no extra costs for the nurse. 

Astroff, M. T., Abbey, J. R., & Institute, a. A. H. &. L. E. (2013). Convention Management and Service with Answer Sheet (EI), Vitalsource for Kaplan University, 8th Edition. [VitalSource Bookshelf version].
National Association of the Deaf. (N.D.). Public Accommodations.  Retrieved from:
U.S. Department of Justice. (2003). ADA Business Brief. Retrieved from:

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