1.
2011
Survey of Meeting Planners
Summary of Results for Survey Respondents
Prepared By:
October 18, 2011
1

2. Respondent’s Report
1. Which best describes your role as a meeting planner?
# Answer Response %
1 Corporate 19 14%
2 Association 45 34%
3 Government/Nonprofit 19 14%
4 Independent 19 14%
5 Other 32 24%
Total 134 100%
2. How many years of experience do you have in the industry?
# Answer Response %
1 0 ‐ 5 years 17 13%
2 6 ‐ 10 years 17 13%
3 11 ‐ 20 years 35 26%
4 21 ‐ 30 years 43 32%
5 Over 30 years 22 16%
Total 134 100%
3. Do you have any certifications or designations? (Select all that
apply.)
# Answer Response %
1 CMP 16 41%
2 CMM 3 8%
3 CAE 5 13%
4 Other: 21 54%
2

3. 4. Which sources do you most frequently rely upon for industry
information/continuing education? (Select all that apply.)
# Answer Response %
Industry
1 107 80%
publications/magazines
Industry
2 associations/affiliated 72 54%
organizations
Conventions/trade
3 67 50%
shows/seminars
4 Online publications 53 40%
5 Online seminars/webinars 50 38%
Networking with
6 84 63%
colleagues/social media
7 Other: 7 5%
5. From 2010 to 2011, the number of meetings I plan / my
organization plans has:
# Answer Response %
1 Increased slightly 20 18%
2 Increased greatly 6 6%
3 Decreased slightly 21 19%
4 Decreased greatly 2 2%
Stayed about the
5 60 55%
same
Total 109 100%
3

4.
6. Please estimate the number of meetings you are responsible for in
2011.
Average: 30.1
Number
of Percent of
Number of Meetings Planners Planners
1 to 4 36 37.1%
5 to 9 20 20.6%
10 to 19 20 20.6%
20 to 50 9 9.3%
More than 50 12 12.4%
Total Responses 97 100.0%
7. Please estimate the total number of hotel room nights booked by
attendees and exhibitors at your meetings in 2011.
Average: 10,060
Number of Percent of
Number of Room Nights Planners Planners
1 to 249 27 31.8%
250 to 999 22 25.9%
1,000 to 4,999 23 27.1%
5,000 or More 13 15.3%
Total Responses 85 100.0%
4

5. 8. In 2012, and compared to the current number, I expect the number
of meetings I plan / my organization plans to:
# Answer Response %
1 Increase slightly 28 26%
2 Increase greatly 2 2%
3 Decrease slightly 10 9%
4 Decrease greatly 1 1%
5 Stay about the same 66 62%
Total 107 100%
9. From 2010 to 2011, the number of exhibitions / trade shows I plan /
my organization plans has:
# Answer Response %
Increased
1 12 13%
slightly
Increased
2 0 0%
greatly
Decreased
3 5 5%
slightly
Decreased
4 5 5%
greatly
Stayed about
5 73 77%
the same
Total 95 100%
5

6.
10. Please estimate the number of trade shows / exhibitions you are
responsible for in 2011:
Average: 4.7
Number of Trade Number of Percent of
Shows Planners Planners
1 13 25.0%
2-4 24 46.2%
5 - 14 10 19.2%
15 or More 5 9.6%
Total Responses 52 100.0%
11. In 2012, and compared to the current number, I expect the
number of exhibitions / trade shows I plan/my company plans to:
# Answer Response %
1 Increase slightly 15 16%
2 Increase greatly 1 1%
3 Decrease slightly 2 2%
4 Decrease greatly 1 1%
Stay about the
5 74 80%
same
Total 93 100%
6

7. 12. What is the average attendance at your largest meeting?
# Answer Response %
1 Less than 25 0 0%
2 26‐50 7 8%
3 51‐100 13 14%
4 101‐499 36 39%
More than
5 36 39%
500
Total 92 100%
13. Please estimate the number of attendees at all of your meetings
held in 2010 and 2011
2010 Average: 4,266
Number of Percent of
Number of 2010 Attendees Planners Planners
1 - 249 19 24.7%
250 to 999 25 32.5%
1,000 to 4,999 23 29.9%
5,000 or More 10 13.0%
Total Responses 77 100.0%
2011 Average: 4,128
Number of Percent of
Number of 2011 Attendees Planners Planners
1 - 249 20 26.0%
250 to 999 24 31.2%
1,000 to 4,999 22 28.6%
5,000 or More 11 14.3%
Total Responses 77 100.0%
7

8. 14. In 2012, and compared to the current count, do you expect your
attendance counts to:
# Answer Response %
1 Increase slightly 31 34%
2 Increase greatly 3 3%
3 Decrease slightly 15 16%
4 Decrease greatly 3 3%
5 Stay about the same 39 43%
Total 91 100%
15. Where do your attendees typically originate from?
# Answer Response %
1 Local area 5 6%
2 Statewide 22 24%
3 Regional area 19 21%
4 National 35 39%
5 Worldwide 9 10%
Total 90 100%
16. What method of transportation do your attendees typically use?
# Answer Response %
Most drive to
1
45 50%
meetings
2 Most fly to meetings 30 33%
A good mix of fly‐in
3 attendees and drive‐ 15 17%
in attendees
Total 90 100%
8

9. 17. Which of the following best describes how attendees are housed
during your meetings:
# Answer Response %
Most typically book
1 67 78%
the room block
Most book the room
block, but an
2 increasing amount are 17 20%
booking outside the
block
Most typically book
3 outside the room 2 2%
block
Total 86 100%
18. What is your average per meeting expenditure for 2011?
# Answer Response %
1 Below $15,000 18 22%
2 $16,000 to $25,000 15 18%
3 $26,000 to $50,000 11 13%
4 $51,000 to $75,000 11 13%
5 $76,000 to $100,000 10 12%
6 More than $100,000 18 22%
Total 83 100%
9

10. 19. From 2010 to 2011, our expenditure per meeting has:
# Answer Response %
1 Increased slightly 28 34%
2 Increased greatly 4 5%
3 Decreased slightly 11 13%
4 Decreased greatly 2 2%
Stayed about the
5 37 45%
same
Total 82 100%
20. In the next 18 months, I expect our expenditures per meeting to:
# Answer Response %
1 Increase slightly 35 42%
2 Increase greatly 2 2%
3 Decrease slightly 10 12%
4 Decrease greatly 0 0%
5 Stay about the same 37 44%
Total 84 100%
21. How would you describe your 2012 meetings budget compared to
your 2011 meetings budget?
# Answer Response %
1 Increased slightly 29 35%
2 Increased greatly 3 4%
3 Decreased slightly 10 12%
4 Decreased greatly 3 4%
5 Stayed about the same 39 46%
Total 84 100%
10

11. 22. In 2011/2012, I am being asked to cut costs in the following areas
of my budget: (Select all that apply.)
# Answer Response %
1 Guest rooms/housing 21 25%
2 Meeting rooms 17 20%
3 Programming 15 18%
4 Food & Beverage 44 53%
5 Audio/Visual 20 24%
6 Off‐site events or parties 23 28%
Incentives/Rewards/VIP
7 10 12%
Services
8 Transportation 11 13%
9 Length of meeting 14 17%
10 None 23 28%
11 Other: 1 1%
23. In 2011, compared to 2010, my meetings and events have been:
# Answer Response %
More regional in
1 13 15%
nature
Less regional in
2 5 6%
nature
About the same in
3 66 79%
location selection
Total 84 100%
11

12. 24. How far from your office are you typically holding/willing to hold
meetings?
# Answer Response %
1 Local 8 10%
2 State 16 19%
3 Regional 18 22%
4 National 30 36%
5 No Limit 11 13%
Total 83 100%
25. Most of the meetings I plan are held within:
# Answer Response %
1 First‐tier destinations 40 53%
Second‐tier
2 28 37%
destinations
3 Third‐tier destinations 8 11%
Total 76 100%
26. In 2011 or for 2012, compared to 2010, have you been asked to
consider second‐ or third‐tier destinations in lieu of first‐tier
destinations for cost savings or other reasons?
# Answer Response %
1 Yes 26 34%
2 No 50 66%
Total 76 100%
12

13. 27. In what region of the U.S., do you most frequently book your
meetings?
# Answer Response %
1 Northeast 7 9%
2 Southeast 55 69%
3 Mid‐Atlantic 4 5%
4 Mid‐West 9 11%
5 West 5 6%
Total 80 100%
28. In what areas of the South do you most often book your
meetings?
# Answer Response %
The Virginias/The
1 11 14%
Carolinas
2 Tennessee/Kentucky 8 10%
3 Georgia/Alabama 11 14%
4 Florida 23 28%
5 Mississippi/Louisiana 6 7%
6 Texas 6 7%
7 Oklahoma/Arkansas 2 2%
8 All over the South 14 17%
Total 81 100%
13

14.
29. What city in the Southeast do you think is the most ideal city for
meetings/conventions?
Most Ideal City Number of Planners Percent of Planners
Orlando 19 36.5%
Atlanta 8 15.4%
Nashville 7 13.5%
Dallas 3 5.8%
New Orleans 2 3.8%
Other Cities With One Vote 13 25.0%
Total Responses 52 100.0%
30. Has the economy affected your meeting destination or venue
selection? (select all that apply)
# Answer Response %
Yes, booking more
1 economical 33 41%
cities/hotels/venues
Yes, finding deals at
2 pricier 22 28%
cities/hotels/venues
No, no change in
3 city/hotel/venue 37 46%
selection
14

15. 31. Have you made any recent changes in the types of destinations or
the types of properties you select for meetings based on negative ROI
(return on investment) perceptions or the AIG effect? (select all that
apply)
# Answer Response %
Yes, booking more
1 16 21%
economical cities
Yes, booking more
2 economical 24 31%
hotels/venues
Yes, booking cities with
3 2 3%
business atmosphere
Yes, booking
4 hotels/venues with 6 8%
business atmosphere
None of the above/not
presently concerned
5 44 57%
with AIG‐
effect/perceptions
32. How much meeting space do you require for your largest meeting?
# Answer Response %
Less than 2,000
1 9 12%
square feet
2,000 – 5,000 square
2 13 17%
feet
5,000 – 10,000
3 21 27%
square feet
More than 10,000
4 35 45%
square feet
Total 78 100%
15

16. 33. What types of facilities do you use most frequently for your
meetings/events?
# Answer Response %
1 Convention centers 10 12%
2 Conference centers 14 17%
3 Hotels 51 63%
Non‐traditional
4 6 7%
meeting venues
Total 81 100%
34. When using a hotel for a meeting/event, what types do you use
most often? (Select all that apply.)
# Answer Response %
1 Coastal Resort 31 40%
2 Non‐Coastal Resort 15 19%
Urban/Downtown
3 34 44%
Hotel
4 Airport Area Hotel 16 21%
5 Casino Hotel 9 12%
6 Suburban Hotel 21 27%
Convention Center
7 22 29%
Hotel
8 Historic Hotel 15 19%
Conference Center
9 30 39%
Hotel
10 Boutique Hotel 15 19%
11 Lodge/Rural Hotel 6 8%
12 Limited Service Hotel 4 5%
13 Luxury Hotel 16 21%
16

17. 35. Compared to one year ago, which of the following items are
hoteliers more willing to give concessions for? (check all that apply)
# Answer Response %
1 Room Rates 44 58%
2 Food and Beverage 29 38%
3 Meeting Space 50 66%
4 Meeting Services 9 12%
5 Cancellation Fees 11 14%
6 Attrition Fees 29 38%
Resort or Amenity
7 28 37%
Fees
36. Due to price reductions, have you booked meetings for 2011 or
2012 at hotels/facilities that were previously too expensive for your
budget?
# Answer Response %
1 Yes 21 27%
2 No 57 73%
Total 78 100%
17

18. 37. Please describe how you feel about the current state (2012) of
rates for hotels?
# Answer Response %
1 Increasing slightly 52 68%
2 Increasing greatly 6 8%
3 Decreasing slightly 5 6%
4 Decreasing greatly 1 1%
Staying about the
5 11 14%
same ‐ low
Staying about the
6 2 3%
same ‐ high
Total 77 100%
38. How do you feel about the health of the meetings industry within
the next 18 months?
# Answer Response %
Expect it to get
1 25 31%
slightly better
Expect it to get
2 2 2%
much better
Expect it to stay
about the same
3 27 33%
(stable / good
health)
Expect it to stay
4 about the same 21 26%
(weak health)
Expect it to get
5 6 7%
slightly worse
Expect it to get
6 0 0%
much worse
Total 81 100%
18

19. 39. Please rate the importance of the following criteria when selecting
a meeting site:
# Question Unimportant Somewhat Very Responses Mean
Important Important
Number of available
1 5 21 49 75 2.59
rooms
On‐site amenities
2 29 31 16 76 1.83
such as a pool
On‐site meeting
3 6 22 50 78 2.56
services/personnel
Available meeting
4 1 5 70 76 2.91
space
5 Recent renovations 10 38 27 75 2.23
Price of hotel guest
6 3 14 61 78 2.74
rooms
Price of meeting
7 0 16 59 75 2.79
space/services
Wireless Internet
8 7 22 48 77 2.53
Accessibility (WiFi)
Complimentary
9 9 24 42 75 2.44
Internet/WiFi
Complimentary
10 6 33 35 74 2.39
Parking/Shuttle
Audio/Visual services
11 8 32 35 75 2.36
& technology
Videoconferencing
12 41 24 7 72 1.53
abilities
13 Smartphone App 51 20 1 72 1.31
14 Air access 13 29 34 76 2.28
15 Drive access 5 29 38 72 2.46
16 Nearby attractions 21 37 18 76 1.96
Relationship w/ venue
17 8 32 37 77 2.38
Representative
Willingness to
18 0 14 63 77 2.82
negotiate contracts
19 Attrition rates 2 25 47 74 2.61
20 Relationship w/ CVB 19 36 20 75 2.01
21 Service standards 3 12 60 75 2.76
19

20. Eco‐friendly programs
22 or green‐certified 19 49 6 74 1.82
venues
Special deals/meeting
23 13 38 23 74 2.14
rewards offered
40. How do you use Convention & Visitors Bureaus? (Select all that
apply.)
# Answer Response %
1 Don't use 15 19%
2 Initial destination research 48 59%
3 Site visits 36 44%
4 Housing Bureau 7 9%
Materials to promote
5 39 48%
meeting
6 Registration assistance 11 14%
Tour
7 26 32%
planning/arrangements
8 Other: 5 6%
41. Relative to 2010, please rate the overall level of service you are
receiving from your chosen destination and/or meeting sites in 2011:
# Answer Response %
1 Better 14 18%
2 Worse 6 8%
3 Same 60 75%
Total 80 100%
20

21. 42. In the way of what your attendees want from a meeting
venue/hotel, how important are the following amenities?
# Question Unimportant Somewhat Very Responses Mean
important important
1 Business center 10 37 30 77 2.26
2 Pool 31 29 18 78 1.83
Spa and/or fitness
3 15 45 18 78 2.04
facility
In‐Room
4 4 34 40 78 2.46
Technology
Internet
5 Access/WiFi in 5 19 53 77 2.62
meeting room
Complimentary
6 1 21 56 78 2.71
Internet Access
Golf or other
7 33 29 15 77 1.77
outdoor recreation
On‐site restaurant
and/or
8 3 29 45 77 2.55
complimentary
breakfast
9 Nearby attractions 19 44 15 78 1.95
Environmentally
10 22 44 11 77 1.86
friendly services
21

22. 43. In which of the following ways are you using social media tools ?
(please select all that apply)
# Answer Response %
1 To market my meetings 36 46%
To connect with
2 44 56%
attendees
To connect with other
3 22 28%
meeting planners
To connect with
4 31 39%
suppliers/vendors
To share ideas about
5 17 22%
event planning
Not using social media
6 26 33%
tools
44. What social media website do you use most often for meeting
planning‐related activities?
# Answer Response %
1 Twitter 5 8%
2 Facebook 32 53%
3 LinkedIn 17 28%
4 YouTube 2 3%
5 Other: 4 7%
Total 60 100%
22

23. 45. In 2011, compared to previous years, how important is it for you
to show the return on investment (ROI) of your meetings?
# Answer Response %
More Important, now
1 21 27%
critical
More Important, but
2 16 20%
not critical
Same As Before, very
3 18 23%
critical
Same As Before, not
4 24 30%
critical
Total 79 100%
46. In the past year, have you considered changing careers?
# Answer Response %
1 Yes, due to workload 4 5%
2 Yes, due to pay 2 2%
Yes, due to lack of
3 3 4%
appreciation
4 All of the above 11 14%
5 No 61 75%
Total 81 100%
47. Have you received a raise within the past 12 months?
# Answer Response %
1 Yes 38 47%
2 No 43 53%
Total 81 100%
23

24. 48. In 2011, compared to 2010, has your work‐related stress level:
# Answer Response %
1 Increased 44 55%
2 Decreased 3 4%
3 Stayed the same 33 41%
Total 80 100%
24