Module 2. Activity 1.
CASE STUDY # 1
When a company pre-paid a planner for an entire event for the launching of their new product. As the
company was approaching the date of the event, the panner stopped responding and disappeared from
the horizon.
1. What would be the best solution the company would you suggest as the event is fast
approaching? Suggest solutions and explain.
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2. What should be the responsibility of the planner to the company? Enumerate and explain briefly
as college students.
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CASE STUDY # 2
Executive events and Government services
Executive Events, a Manila based Professional Events Organizer is contracted by the Philippine
Association of ENT Doctors (PAED), which is hosting next year’s International Congress.
It is going to be a big event, with about 700 foreign delegates and about 300 local members
expected to attend. Delegates not just from Southeast Asian countries have signified their intention of
participating; other countries include India, Japan, china, Australia, US, Canada, and UK. The association
has also been receiving positive response on its preliminary spouse program.
It has been decided that the vent will be held in Metro Manila. For the congress venue, the
organizers have considered the World Trade Center, the Philippine Trade Training Center and the
Philippine International Convention Center. However, they have decided that a hotel venue would be a
better choice because of the additional facilities that it offers. They are nonetheless expected to provide
target participants with more choices for more accommodation other than the main congress venue.
They have chosen a hotel in the Manila Bay area, which is just a few minutes from the International
Airport. The airport is linked to the hotel via the main highway, Roxas Boulevard, and through an
alternate route, the Macapagal Boulevard. Shopping centers are also within reach.
A few months before the event, EE has asked the assistance of the Philippine Convention and Visitors
Corporation, the marketing arm of the Department of Tourism, to provide them with brochures and
maps to be included in their congress kits, and to call for a government interagency meeting, composed
of representatives from the Department of Foreign Affairs, Manila International Airport Authority,
Bureau of Immigration, Bureau of Quarantine, Bureau of Customs and the Philippine National Police. In
an interagency meeting like this, concerned government offices are informed of the details of an
international event. The DFA is provided with specific information on delegates who would need to
secure a visa to enter the country, and to help promote attendance overseas. The airport authority is
asked to extend courtesies of the port and permission to display info materials such as desktop signages
and banners at the airport. The airport authority also grants passes for the welcome party to enter up to
the carousel area and for the use of VIP lounge on certain occasions. DOT – Airport must be provided
with delegates or at least the speakers’ exact flight details to arrange a welcome reception, which may
include a rondalla and sampaguita leis upon request. The Bureau of Quarantine is particularly invited
when alerts on diseases such as SARS and Avian Flu are up. The Bureau of Customs provides important
information of duties and taxes levied on goods entering the country. This is crucial especially for
exhibits, which will be brought out of the country after the event. Finally the security matters must be
discussed with the police. The police must be informed of the specific tour itinerary, to include the
spouse program, and whether rider escorts and paneling would be required.
When all is set, the organizers hope for the best and make sure nothing goes wrong on the red-letter-
day.
1. What are the strengths and weaknesses of holding an international congress in hotel as
compared to a convention center?
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2. What infrastructure and superstructure must be present in a destination to host international
events?
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3. What is the government’s role in the conduct of such international affairs?
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4. What are the specific government services mentioned in the case study?
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