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Module 1
EVENTS2

Event- things that happen around us.

Kinds of Event- Ordinary and Special

Event Management- executing an entire event

Characteristic of Special Event

● Uniqueness (Theme)
● Perishability (Food)
● Ambiance and Service (Location)
● Labour Intensive (Organizers)
● Intangibility (Emotion)
● Ritual and Ceremony (Religious/Wedding)
● Personal Interaction (Person Interact)
● Fixed Timescale (Time bound)
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Elements of Special Event (WH Questions)

● Type and title (What)
● Purpose(Why)
● Participants (Who)
● Place(Where)
● Date and Time(When)
● Resource (How)

Types of Events
Size : Mega Events - largest events
Size : Hallmark Events - specific tourism destination or region
MICE - fastest growing segment of the tourism industry and generates multiple benefits to the host
countries and regional economies
Meeting - two or more people come together or gathering of people to discuss a set agenda
Formal - Minutes of the Meeting, Program
Informal - Meeting with Friends with a common agenda
Example: education, trainings, decision - making, research, sales, networking, strategic planning.
Types of Meeting
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Conference
⚫ No time limit
⚫ meet and exchange views or an open debate on a specific issue
⚫ research studies
⚫ active contributions
⚫ comes up with a position paper
⚫ smaller than congress

Congress
⚫ Several days and structured time
⚫ different organization
⚫ regular gathering of people who belong to religious, cultural, professional

Seminar
⚫ interaction between attendees and resource speaker

Symposium
⚫ Formal presentation
⚫ limited interaction between speaker and audience
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Lecture
⚫ Individual presentation, questions will be asked later

Panel
⚫ persons offer their opinions on a specific topic

Clinic
⚫ presents drills and instructions

Retreats
⚫ spiritual in nature usually conducted in a location away from the city

Incentives - gift for a job well done and To increase productivity of the employees
Conventions - defined as a meeting with an exhibit or large national or international meeting and to
commemorate an event or milestone.
Exhibitions - activity designed for targeted supplies of products, goods, and/or services and to
demonstrate and promote a certain market and products, services or promotional materials are displayed
for attendees.
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Types of Exhibitions
⚫ Public or Consumer Shows
⚫ Trade Shows
⚫ Combined shows
⚫ Exposition
⚫ Fair

Terminologies

Exhibition Manager/Contractor - organizer or promoter of an exhibition and responsible for managing the
exhibit finance, sales of exhibit space, and operations.
Exhibitor - who rents the booth space and to showcase the exhibitor’s products and for other purposes
Booth Contractor - subdivides a huge exhibit space into smaller spaces and also provides temporary
facilities to exhibitors.
Raw Exhibition Space - “raw space” or floor with rough markings just to indicate boundaries
Shelf Exhibition Space - white enclosure called “shell” gives booths a uniform look and makes the ambiance
common in all trade shows.
Faschia Board - Indication of the Company Name and Booth No.
Exhibition Manual - book of instructions and information for exhibitors
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Events Based on Purpose and Content

Marketing Shows: Commerce - facilitate buyer and seller Ex: Open House and Product Launch
Festivals - cultural celebration either secular or religious Ex: Religious, Cultural, Social, Fandom, Historical
Sports Events - Participatory or spectator event involving recreational or competitive sport
Advocacy and Philanthropic - a charitable or cause related group for a purpose Ex: Medical mission, Fun
runs, Fund - raising Galas and Buwan ng Wika.
Other Events - Focus on natural wonders.

Criteria for Selecting Venue

Accessibility - Cost, Time, Frequency, Convenience, Barriers

Extra Conference Opportunities - Entertainment, Shopping, Sightseeing, Recreation, Professional
Opportunities
Accommodation Facilities - Capacity, Cost, Service, Security, Availability
Meeting Facilities - Capacity, Layout, Cost, Ambience, Service, Security, Availability, Experience
Information - Reputation, Marketing
Site Environment - Climate, Setting, Infrastructure, Hospitality
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Module 2
HISTORY AND DEVELOPMENT OF MICE

HISTORY OF EXHIBITIONS

⚫ The Great Exhibitions of 1851 in London

⚫ Paris Exposition in 1889
⚫ World's Colombian Exposition In Chicago 1893

WORLD’S FAIR 1970

The first world exposition in Asia held at Osaka, Japan. Theme: Progress and Harmony of Mankind.

Meetings and Convention

Vienna Congress in 1814 – 1815, as one of the International Conferences in the World.
In WWI, the congress served as a venue for peace talks
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US Convention in Detroit (1895).

International Association of Convention and
Visitor Bureau in 1914.
Later known as “to Destination Management Association International (DMAI)”

First Convention - Detroit, 1896

MICE IN THE PHILIPPINES

1950 - Philippine Tourist and Travel Association

1972 - Department of Trade and Tourism and Philippine Tourism Commission under Presidential Decree No.
1
1973 – Department of Tourism under 1973 Constitution
1976 – Philippine International Convention Center
1976 – Philippine Convention Bureau
1991 – Movement of Incentive Travel Executives (MITE)
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Prestigious Events happened in the Philippines

1994 Visits Islands Philippines

1994 Miss Universe Beauty Pageant
1998 Florikultura
1998 Expo Pilipino
1998 Philippines Centennial Celebrations
2003 Visit Philippines
2019 SEA Games
DOT AGENCIES

⚫ Tourism Promotions Board

⚫ Tourism Infrastructure and Enterprise Zone Authority
⚫ Duty Free Philippine Corporation
⚫ Intramuros Administration
⚫ National Parks Development Committee
⚫ Nayong Pilipino Foundation
⚫ Philippine Retirement Authority
⚫ Philippine Commission on sports Scuba Diving
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DOT MICE STRATEGY

⚫ Philippine Position as MICE Venue
⚫ Encourage Investments
◼ Accommodation Facilities
◼ Convention Centers
◼ Airports

SIGNIFICANCE OF EVENTS INDUSTRY

Most of the topics covered in the MICE management are applicable in other disciplines and in our daily lives.
⚫ Budget preparation
⚫ Sales and marketing
⚫ Time management
⚫ Risk management

Tourism is a powerful economic force that brings investment, creates jobs and generates foreign exchange.

Two Major Reasons: Quantity and Quality

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MULTIPLIER is used to describe the total effect either direct or indirect into the economy.

TOURISM MULTIPLIER OR MULTIPLIER EFFECT is used to estimate the direct and indirect effects of
tourism expenditures on the economy.
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Module 3
STAKEHOLDERS

STAKEHOLDERS - parties who hold a stake or interest in the particular project or industry.

FOUR CATEGORIES
1. Community
2.Organizers
3.Suppliers
4.Government Office and Regulatory

COMMUNITY

CLIENT - Buyers who give the final approval to events.

Example: Corporations, Non - profit organization and public sector.

TARGET MARKET - the raison d’etre or the main reason for organizing the event.
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CORPORATIONS - Companies that hold regular events.

NON - PROFIT ORGANIZATION - They select organizers based o recommendation

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PUBLIC SECTOR - Government Sector like LGU and Departments

ORGANIZERS - plan, manage and execute events. They conceptualize the event, rent venues, hire
suppliers, execute the strategy and manage the risks to achieve the event objectives.

PROFESSIONAL CONGRESS ORGANIZER (PCO) - are in business to provide clients with event
management services.

EXHIBITION ORGANIZERS - firm or company providing comprehensive professional services in

organizing and managing exhibition.

EXHIBITION SERVICE CONTRACTORS - provide exhibit - related services such as

booth design and construction, equipment rental and provision of light and power.
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SUPPLIERS - represents the different specialist - organization that provide support products and
services to organizers

REGULATORY BODIES - Securities and Exchange Commission (SEC) is responsible for registering
and supervising corporations all and partnerships organized in the Philippines.

SUPPLIER - provide the services necessary to organize and execute events properly.

The following are some of Venue’s MICE Supplier categories:

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VENUE - facilities where MICE events are held. may be free-standing or attached to other
properties, like hotel ballrooms or event spaces located within shopping malls.

VENUE

Convention Center
⚫ free standing MICE venues
⚫ ex. PICC and SMX
⚫ Huge building with flexible spaces
⚫ Can cater tens of thousand

Conference Center
⚫ Smaller and lesser known
⚫ ex. Teacher’s Camp Baguio City
⚫ Rooms for privacy, board and lodging and leisure activities.
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TABLE OF EVENT VENUES IN THE PHILIPPINES

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TABLE OF MICE VENUES IN ASIA

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HOTELS - Provides guests a comfortable place to sleep in and other services which the guests will
need during their stay.

FOOD AND BEVERAGE - Restaurant is an establishment that provides meals to the public for a
fee. On the other hand, catering services provides the same service that a restaurant does except
that the services is provide outside the restaurant premises.

AIRLINES - plays an important role in transporting people and goods essential to make the
events industry tick, especially for international events.
The number of air seats going to and from a city contributes to its viability to compete as an
event destination.

AIRLINES
Airline Services:
⚫ Attendance promotion
⚫ Free, special rates or discounted tickets
⚫ Advance seat reservation
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⚫ Excess baggage allowance

Airline Services:
⚫ A plane bearing event logo
⚫ Menu cover or hear rest covered with event logo
⚫ In-flight announcement
⚫ Hotel rates, taxi and maps

AIRPORTS - have responsibility of making a good impression for international participants. Doors
in the country and provide visitors with their first taste of country’s culture. For this, airports
must be efficient on top of being attractive.

AIRPORTS
⚫ CAAP – Civil Aviation Authority of the Philippine
⚫ Bureau of Immigration
⚫ Bureau of Customs
⚫ Bureau of Quarantine
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⚫ Department of Tourism
⚫ PNP and Airport Security

TRANSPORTATION SUPPLIERS - Movement of goods and people are

integral part of MICE, hence, providers of transportation services are important suppliers as well.

TABLE OF TRANSPORTATION (Excluding Airlines)

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GROUND HANDLERS - Travel agencies and tour operators which assist event organizers for the
tours and travel arrangement for event participants.

FREIGHT FORWARDERS - To bring goods for exhibits or for use in a

conference from their point of origin to the event venue in good condition and in time for the
event.
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FREIGHT FORWARDERS
⚫ Pick up goods from exhibitors
⚫ Book the goods for transport
⚫ Pack the goods properly
⚫ Prepared departure documents
⚫ Continuously monitor movement of goods
⚫ Prepare arrival documents and custom entries
⚫ Transport goods from customs to forwarder’s warehouse for storage
⚫ Transport goods from warehouse to event venue
⚫ After event closes, repack the goods
⚫ Facilitate customs processing again to deliver back to the owners.

BOOTH CONTRACTORS - Exhibition contractors supply the necessary

materials for the exhibit booth particularly the panels and octanorms or the metal frame needed
to put up the booth for the exhibitions.
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TECHNOLOGICAL SUPPLIER
⚫ Online Registration
⚫ Video Conferencing
⚫ Electronic survey
⚫ Online Social network
⚫ Podcast
⚫ Mobile Phone

Stagecraft International is one of the Philippines’ largest professional sound, lighting,

conferencing, and video equipment specialist.
Miss Universe Beauty Pageant, 1995 World Youth Day, 1996 APEC Summit, 2005 World Summit
Expo held in Aichi Japan.

SECURITY - one of the most important factors considered by organizers when choosing a venue
and planning for an event. All MICE venues have their own security personnel to implement
these measures.
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MANPOWER AGENCIES - Other than security personnel, additional manpower may be required
for an event, such as registration staff, marshal/ushers, telemarketers, encoders, interpreters or
translators, extra waiters, messengers and janitorial staff.

PROCUREMENT - process of acquiring goods and services from external sources.

Bidding is the process wherein you announce the details of what you need, which can either be
goods or services, and interested suppliers will give you an offer.

PROCUREMENT PROCESS FLOW

⚫ Step 1: Identify goods and services requirements. The first step is to identify the goods or
services that the company needs.
⚫ Step 2: Submit a purchase request. Once the need has been identified, the company will
create a purchase request to initiate the process.
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⚫ Step 3: Choose vendor. After the purchase request has been submitted, the procurement
team will evaluate potential vendors based on price, quality, delivery times, and the supplier’s
track record.
⚫ Step 4: Negotiate the deal. Once a vendor has been selected, the procurement team will
negotiate a contract outlining the purchase terms and conditions.
⚫ Step 5: Create a purchase order. The procurement team will create a purchase order (PO) that
outlines the purchase details once the contract has been finalized.
⚫ Step 6: Receive the delivered goods. After the vendor has delivered the goods or services, the
company will verify that they have received everything as specified in the purchase order.
⚫ Step 7: Match records to process payments. Once the goods or services have been received
and verified, the company will match the records to the purchase order and invoice to ensure
everything matches up.
⚫ Step 8: Make payments to vendors. After verifying everything and using a three-way matching
function, the company will process payment to the vendor conditions
⚫ Step 9: Recordkeeping. Finally, the procurement team will maintain records of all the
procurement activities, including purchase requests, vendor evaluations, contracts, purchase
orders, and payment records.