BSHM 29 (MICE

Ordinary events, special events

Two kind of events

Event

Refers to things that happen around us

Ordinary events

Occur naturally in our environment and in our daily lives

Special events

During which many people gather together for a purpose

Organize, attended by number of participants, health and specific place, time bound, cause a lot of resources

Characteristics of special events

What, why, who, where, when, how

5ws and 1h

Personal event, corporate event, community events

Types of special events

Personal event

Organized by and for friends and family to celebrate life important milestone

Corporate events

Organized to improve the productivity and profitability of companies and contribute to the achievement of corporate goals

Community events

Gatherings of the members of a community and their guest commemorate historical and religious events to promotes arts and cultures and strengthen social bonds

Meetings Incentive Convention Exhibition

What is MICE?

Meeting

It's a general term that refers to gathering of people to discuss a set of agenda or do particular activity

Congress

Regular or periodic gathering of people who belong the religious cultural or professional or other associative group. Often stage shed light on a particular subject question or issue

Convention

Refers to large national or international meeting. Usually held to commemorate an event or milestone with regular intervals and each staging is given a theme. It's sometimes includes exhibition related to its theme

Conference

It is a scholarly gathering to exchange views and consequently to convey a message open a debate or give publicity to some opinions on specific issues such as climate change. For study purposes involves research input and sharing of findings requires active contribution from attendees

Incentive

Tool used to encourage employees to increase sales or provide solutions

Exhibition

Showcase new product services information or promotional materials mounted for the purpose of public relations sales and marketing.

Consumer shows, trade shows

Two types of exhibition

Consumer shows

Showcase of product that are offered to the public, mostly for purpose of direct sales or promotion to end user

Trade shows

For commerce at a bigger scale it brings together industry player targeting similar markets.

Exposition

Largest in scale than exhibition

Exhibition manager

Head organizer or promoter of an exhibition

Exhibitor

Company or business person who rent the booth space

Booth contractor

Subdivides is huge empty exhibits space into smaller spaces with the exhibitors are going to rain

Raw exhibition space

Floor with rough markings just to indicate the boundaries and size of your rented space

Shell exhibition space

A white enclosure called “shell” gives both a uniform look in somehow makes the ambience common in all trade shows

Exhibitor manual

A book of instructions and information for exhibitors regarding the exhibit venue and services offered by the official booth contractor

Cost, convenience, charm

Criteria for evaluating a mice venue

Bound by common personal interest, by their career, by their desire to do community service

Professional associations are further classified into three type

Union defer internationales (UFI)

Founded in milan italy on 15 april 1925 by 20 leading european international trade.

Convention and visitors bureaus

Also known as conference and tourism boards in many countries are primarily non-profit usually membership organization representing a specific destination and assisting in strategic development

Bureau of international exposition (BIE)

The intergovernmental organization in charge of overseeing and regulating world expos since 1931

The government and regulatory bodies

Regulate the staging of some events in order to maintain certain standards. They likewise to studies and train their members to improve the service that the members deliver

Paris expo, 1900

Great exhibition (crystal palace) London 1851

Exhibition during the industrial revolution around 19th century

Multiplier effect

A direct economic impact which is equivalent to the new money that visitors are applied to bring and this manage circulated through spending in the local economy

Outsource event manager, in house event managers

Two types of event managers

Outsource event manager

Management companies or individual who organized events on a per contract basis

In house event manager

Positions or department within an organization that is not in the business of event management

Philippine association of convention exhibition organizers and suppliers (PACEOS)

Trade association and non-profit association whose aim is to meet the needs of profit oriented business

Professional association

A non-profit organization that are not involved with business firms organized to assist individuals in the pursuit of their common goals

Suppliers

Refers to those who provide the services necessary to organize and execute events properly

Venues

Facilities where mice event are held

Hotel

Provide guest a comfortable place to sleep in and other services which the guest will need during their stay

Airlines

Play an important role in transporting people and goods essential to make the mice industry thick

Airports

Responsibility for making a good first impression

Transportation suppliers

Movements of goods and people are in an integral part of mice :hence providers of transportation services are important suppliers as well

Ground handlers

Are travel agencies and tour operators which assist events organized for the tours and travel arrangement for the event participants

Freight forwarders

Main role is to bring goods for exhibit or for use in an conference from their point of origin to the event venue in good condition and in time for the event

Environmental scanning

The first thing to do is look inwards we must first understand who the members of our own organization what their strengths and weaknesses what resources are available or what we have access to and how to address gaps

Man money and machine

Three things to consider in scoping

Man: staffing and recruitment

Most difficult to utilize yet is the most valuable resources of an events management company. involves recruitment selection assignment and development

Permanent employees

Requires an intensive selection process well thought out compensation package and a skill development plan

Volunteers

Includes on the job training from university and other non paid staff, provide free assistance to satisfy personal objectives

Temporary hires

Those who are hired in a contractual order project

Money and machine: feasibility study

Gives the general purpose and direction for the event

Planning

Process that involves setting objectives and means to achieve them

Concept

Create a concept for an event to come up with general objectives and project ideas by asking the 5w and 1h

Feasibility

Test the ideas by doing feasibility study

Tasking

Create a to-do list, list of all necessary task and group them together scheduling create a timetable estimate the time needed to accomplish each task

Budgeting

Identifying revenue sources and expenses items. Make sure a conservative estimate for the revenue and expenses

Approval

Securing the approval of school authorities

Site selection

Upon selecting a project finalize the theme date and venue, do an ocular of potential venues before choosing which one fits the event

Marketing

Creative planning revenue sources ticket sales are one of the options but it not the only source of revenue, preparing promotion materials and campaign

Risk assessment

Expect the worst identify all the threats and possible impediments of the event

Monitoring and evaluation

And on how you are going to monitor the performance of the team, make room for improvement and adjustment

Cost

The expenses are how much it will take the stage the event can be fixed in variable

Revenue

How much the event earns in gross receipt includes sponsorship exhibit space rental advertising

Break even point

The minimum point where revenue meet cost

Cash flow

Schedule of cash inflow and outflow, cash needs to be ready at hand when you need it

Types of seating arrangement

Theater, u shaped, banquet, cocktail

Registration and secretariat

You will notice in the exhibition with the label registration area to register means to be official in the record event management registration serves many function

Audience for speaker, will audience what's happening on the stage

Two points of viewo when designing a stage

Creativity

Since the attendees attention will be fixed to the stage most of the time the stage was look pleasing

Marketing

Process of creating and transferring a product or services to buyer

Identify target audience

In event management the end goal of marketing efforts is the number of attend needs to an event the purpose of this step is to determine whether there is a gap between your attendance expectation and likely who the target person to go to event

Specific, measurable, achievable, realistic, timebound

Acronym of SMART

Product

What the event offer, is the program enough to provide expected experience

Price

Cost of attendees can the target audience afford the event is there a need to offer group discounts

Convenience

Is it easy to buy the tickets and find venue

Promotion

Do you have the right combination of marketing tools to communicate the events positioning

Positioning

How you present your event to the public thereby creating expectation to an extent

Branding

Creating a name and logo for an event or series of events. Plays a critical role in promoting events especially those that are held on regular basis

Sponsorship

Individual or group that provides support to an event whether financial or through the provision of products or services

Program

A sequence guide, scheduled activities and performers during the days of the event, usually refers to an external document which organizers performers and attendees can refer to

Main event focus, secondary focus, support activities, ancillary activities

Four major program categories

Main event focus

Program that is focused on agenda in a meeting the games and sporting event the winner in an awards night and art in an art exhibit etc

Secondary focus

Program that are often similar type of entertainment or activity to the main attraction or different type that appeals to the core audience

Support activities

Program that are different type of entertainment or activity to the main attraction that still appeals to the audience and theme

Ancillary activities

Program that has a additional filler things for the audience to do during the event or at scheduled intervals

Sequence guide

Detailed program that indicates the particular activity the corresponding time of each program

Exhibitors manual

Contains all the information and exhibitor need to know order to have a successful participation in a particular trade show or exhibition

Risk management

Assessment of risk and the measures taken to alleviate its effects

Contract

A binding agreement which the law can enforce

Insurance

Payment guarantee on case this risk indeed happens

Parties

Contract that focus on an agreement usually starts with identification of this they undertake the promises what basis they are in and their address

Background

Program that describes ongoing circumstances to congenialize (friendly compatible) the agreement

Body of the agreement

A contract that is working or operational part of the document which includes all the details of promises including the payment terms and the signification of the product or services to delivered in exchange if the payment

Integration clause

A contract that indicates the agreement is the only agreement between the parties with respect to the matters oversee in the agreement may only be amended in writing

Signature

Program closing ______ section should be mentioned that the parties intended to be legally bound by the agreement in the philippines a notary public must affirmed agreement

Choice of law

Designates the country whose law shall govern