TPC5 PRELIM REVIEWER
Types of Event (Based on Size)
Lesson 1: Overview of Events
Management
Event - a general term indicating the coming
together of a number of people in one place,
to confer or carry out a particular acti
2 Types of Events
● Ordinary Event - occur naturally in
the environment or in our daily lives.
● Special Event - a gathering of
human beings, generally lasting
from a few hours to a few days, and
designed to celebrate, honor, and
teach about or observe human
endeavor.
Types of Special Events
● Personal - organized by and for
family and friends to celebrate life’s
important milestone.
● Corporate - organized to improve
the productivity and profitability of
companies.
● Community - gatherings of a
member of community and their
guest/-s to commemorate historical
and/or religious events.
Characteristics of Special Event
1. organized for specific purpose/s
2. attended by number of participant/s
3. held in a specific and pre-
determined place
4. Time-bound (such that it has a
beginning and an end.)
5. Cost a lot of resources
Elements of the Events
1. Type/Title - What are we
organizing?`
2. Purpose or Objective - Why are we
organizing?
3. Participants - Who are expected to
attend and organize the event? How
many attendees and organizers?
4. Place or Venue - Where is it going
to be held?
5. Date and Time - When is it going to
be held?
6. Cost and Resources - How much is
it going to cost?
1. Mega Events - largest event.
2. Hallmark Event - increase the
appeal destination of a specific
tourism destination.
Types of Events (Based on Purpose and
Content)
Marketing Events - commerce oriented
events.
1. Open House - residential /
commercial property for sale.
2. Product Launch - introduce new
products / service to people.
Festivals - Commemorates Religious;
Fiestas, Cultural, Social Events, Historical
celebrations.
Fandom - as people who have their own
club and convention.
Sports Event - involves recreational or
competitive sports event.
Advocacy and Philanthropic Event -
created by or for a charitable or cause-
related group for purpose.
Special Events for Natural Phenomena -
focused on natural wonders, flora and
fauna.
Trends
1. Virtual Events - Virtual and
immersive technologies are
converging to a point where they are
affordable, practical and understood
by business.
2. Content Driven Online Platform -
Social Media provides the way
people share their ideas, contents,
thoughts, and relationship online.
Exhibitions
1700 - French's Exhibition of Arts
1853 - Americans "Exhibition of the Industry
of All Nations" held in New York Crystal
Palace
1893 -1st Ferris Wheel was created for the
world Columbian Expo in Chicago.
1851 - 1st world fair held in London.
1889 - Eiffel Tower, built for the exposition
Universelle in Paris.
1970 - World's Fair 1970 held on Mar.15-
Sept. 13, 1970 in Osaka, Japan. First World
exposition in Asia
Meetings and Conventions
1843 - Congress in Vienna, 1st International
1815 - Americans "Exhibition of the Industry
of All Nations" held in New York Crystal
palace.
1895 - Convention in Detroit. Businessmen
hired salesman to invite conventions to their
city.
1914 - Renamed to Destination
Management Association International
(DMAI).
Meeting - takes place when two or more
people come together with a common
agenda.
Conference - Coming together of large
groups of individuals to discuss a particular
subject.
Incentive - global management tool that
utilizes travel experience to increase the
performance of an organization.
Convention - meeting with an exhibit.
Professional Convention - discuss issues
of concern to their profession.
Fan Convention - display shows, & sales
based on fandom.
Exhibitions - products and services are
displayed.
Types of Exhibitions
1. Consumer Shows - Open to public,
usually requiring entrance fee.
2. Trade Shows - The products/
services held for members of a
common or related industry.
3. Combined Exhibition - Trades for
the first couple days and includes
exposition and fair.
4. Exhibit Categories - classified by
industry, date, host country and by
organizer.
Trade Show Advantages To Exhibitions
And Sponsors
1. Initiate contacts with new customers
2. Develop new trade leads
3. Maintain & renew contracts with clients.
4. Launch new products and services
5. Enhance corporate profile
Terminologies Related to Exhibitions
Exhibition Manager - leads the exhibition
organizers team and is responsible for
managing the exhibit.
Booth Contractor - subdivides a huge
empty exhibit space into smaller spaces
which the exhibitors are going to rent.
Exhibitors - The company or
businessperson who rents the booth space.
Shell Exhibition Space - exhibition space
with a white enclosure ("shell"). The shell
gives booths a uniform look.
Exhibitors Manual - book of instructions
and information for exhibitors.
Exposition - large scale, industrial, regional
exhibition scheduled for a longer period of
time, often weeks.
Criteria For MICE Venues
Cost - Common factor in decision making,
not only in event venues.
Charm - The appeal of a venue or is
commonly known as the "X" factor. It is the
thing that attendees will keep talking about
after the event is over.
Convenience - Availability of Target date,
accessibility to other support services,.
Mice in the Philippines
1. Philippines - 1 of the first countries in
Southeast Asia known to organize
international events
● International Monetary Fund (IMF)
- Meeting in 1976 at Philippine
International Convention Center
2. 1982 - Manila became the top convention
in Southeast Asia.
3. Philippines is also one of the Asian
countries to set up Philippine Convention
Bureau (PCB)
 numerous local and foreign conventions,
Timeline of the MICE Industry in the meetings, fairs, and social events.
Philippines
● 1950 - Established Philippine Tourist Asia World Expo - Hong Kong, China -
and Travel Association. Asia World Expo in Hong Kong, with 70,000
● 1972 - Establishment of Department sq. m. total area. It is fully integrated with
of Trade and Tourism and Philippine the Hong Kong international Airport. It’s Asia
Tourism Commission. World Arena Hall is the biggest indoor
● 1973 - DOTT became independent seated entertainment arena in Hong Kong
body and renamed the Ministry of that can seat up to 14,000.
Tourism
● 1975 - Philippine Convention Bureau Canton Fair Complex - Guangzhou, China
was born when IMF-World Bank Formerly Guangzhou International
Joint Conference Convention and Exhibition Center. Largest
● 2016 - Philippines included MICE convention center in the world with
and Events Tourism as part of the 1,131,000 sq. m. It has world's largest
portfolio. exhibition hall of 157,935.21sq. m. It is in
● 1994 - MITE with TPB headed the Pazhou Isle near Zhujiang River’s southern
Philippine Incentive and the bank.
Marketing conference.
● 1991 - Movement of Incentive Travel Singapore Expo Convention and
Executives (MITE) was organized. Exhibition Centre - Tampines, Singapore,
● 1986 - Department of Tourism Inaugurated in 1999, the Singapore EXPO
Official name renaming PCB into convention and Exhibition Centre is the
PCVC. largest convention and exhibition center in
Singapore. Managed by Singex Venues Pte
Republic Act 9593 (Tourism Act of 2009) - LTD and known to be an equipped venue in
Signed by former President-Gloria Asia.
Macapagal-Arroyo in 2009. Declares
tourism as an engine of vestment, Mariana Bay Sands Expo and Convention
employment, growth and national Centre - Mariana Bay, Singapore, Second
development. biggest MICE venue in Singapore has its
TPB - market the Philippines as a major total area of 120,000 with 2,000 exhibition
convention destination in Asia. Formerly booths and 250 meeting rooms. It is one of
known as the Philippine Conventions and the largest and most flexible locations in
Visitors Corporation (PCVC). Asia.
1843 - Congress in Vienna, 1st International
1895 - Convention in Detroit. Businessmen International Congress And Convention
hired salesman to invite conventions to their Association - Represents the world’s
city. leading suppliers in handling, transporting
1914 - Renamed to Destination and accommodating international meeting
Management Association International and events, and comprises over 1,000
(DMAI). member companies and organization in
almost 100 countries worldwide.
Philippine International Convention
Center - established in 1975, It is located in Multiplier Effect - used to measure the
the Cultural Center of the Philippines effects of tourists expenditures on the
Complex in Pasay, Metro Manila, economy of a country. The process begins
Philippines.The facility has been the host of when a traveler spends during his trip.
Baby Boomer Elders - “silver market”
Retirees are now into travel. They are
pursuing hobbies and investing in business.
Rise of the Millenials - This generations
wants free WIFI. They bring their laptops
and sit and type during conferences.
Authentic Experience- Travelers now
choose tourism destination based on the
activities the can participate in.
Community Needs - Your connection with
your stakeholders must begin even before
the actual event. The challenge is to
manage the communities to extend the
interest in your activity.
Need for Engagement- Attending
conferences need not be boring.
Gamification is another method to engage
your audience.
JCorporate Social Responsibility - A
company that takes (CSR) seriously
understands that its decisions and activities
will affect society.
Responsible Tourism - support
mechanism for community-based programs
that bring tourist dollars directly into
communities.
Accessibility - Stakeholders demand
access to the internet at all times across all
gadgets.
Software & Application - QR code are
innovations and creative outputs that
generate excitement.
Wearable Technology - sensor integration
systems .
Augmented Reality - combination of real
and computer-generated image in real time.
Robotics - Robots and drones have entered
mass consciousness. mechanical "toys"
Drones - used to capture aerial
photography.
3 Dimension Printing - 3D Printing is begin
used to create decor and token for guests
Big Data - Event leaders are data-mining to
find out more about the attendees' habits,
preferences and behavior patterns.
Climate Change - Erratic weather, abrupt-
changes in temperature, and natural
disasters have is challenging the way events
are designed and executed.
Groom and Sustainable Practices -
Sustainability = "meeting the needs of the
present without compromising the ability of
future generations to meet their own needs".
Grooming Standards for the Event
Industry - Green meetings "Incorporate
environmental considerations throughout all
stages of the meeting process in order to
minimize the negative impact on the
environment and make a positive impact to
host communities terms environmental and
social legacies.
Grooming and Sustainable MICE Industry
Supplies - There are moves from the
private sector to encourage organizers to
resell their used event displays materials to
reduce the impact of waste.
Security - Threats of terrorist acts and
infectious diseases, can make or break an
event and the reputation of a destination.
Corruption - cause concern for organizers,
sponsors and other event partners.
Governance - The rules of law and the
administration of these laws must be in
place.
Administration - Deals primarily with the
proper allocation, direction, and control of
the resources used in an event project.
Design - Focuses on the creative
expression of the goals and objectives of the
event.
Marketing - Addresses the functions that
facilitate business development.
Operations - Concentrates on the people,
products, and services that will be brought
together on-site.
Risk - Deals with the protective obligations,
opportunities, and legalities.
Pre-Event - activities that need to be done
even before the event begins
Event Proper - tasks and deliverables
during the actual event.
Post- Event - Evaluation of the event.
Submission of financial reports, survey and
etc.
2.
Strategic Planning - of events requires
careful study of everything that is necessary
for an event to be successful.
Event Feasibility - Feasibility is the state of
being easily done. An analysis and
evaluation of a proposed project.
Financial Feasibility - An event organizer
must first identify all the possible event
expenses to avoid unforeseen financial
problems.
Technical Feasibility - The client must be
able to provide a clear list of his or her
requirements for the event. It is essential to
know from the client what they liked and did
not like about the previous events, and what
they would like to see in the forthcoming
event.
1. Venue - enough facilities for all the
elements of the event as required by
the client.
2. Accommodation - Availability of
sufficient accommodation choices.
3. Transportation - The organizer is
responsible for ensuring how the
delegates will travel from their hotels
at the event venue and vice-versa.
4. Social Functions and Meal - Social
functions planned for the event such
as a welcome at gala dinner.
5. Accessibility - venue must be only
accessible to the participants
whether by land, air, or sea.
6. Internet Connection - event venue
must be able to provide a fast
internet connection.
7. Electricity - an alternate source of
energy, such as a generator.
8. Equipment - availability of
equipment required for staging the
event.
9. Staffing - sufficient personnel to
plan, organize, and implement the
event.
Risk Feasibility
1. Health - Does the venue present
any health risks to participants? In
case of accidents or health issues, is
there adequate first aid provisions
and hospitals close by?
2. Safety - Is there an event safety
process in place?and hospitals close
by? Are exit doors clearly marked
and lighted? Is there a trained and
capable security officer in charge?
3. Security - In case of fire, is there
sufficient means to combat the fire,
warn participants, and provide a safe
means of escape? Is there sufficient
security provisions to keep out
unwanted or dangerous intruders, or
prevent stampedes?
4. Finance - Does the financial
analysis point to a healthy outcome
or is the risk o financial loss high?
5. Reputation - What would be the
effect on the reputation of the
organizers and sponsors of the
event if there is an accident,
damage, or loss incurred? What can
be done to minimize this?

Support Feasibility - For an association
event, having the full support of the board
and its members spells the difference
between success and failure. Many of those
tasked to work on association events are
unpaid volunteers who will need to devote a
great deal of their time and resources to
attend meetings and work on their
assignments. Are they willing and able to
take on the job?
WIFM means "what's in it for me?"
The 5W, and 1H of Events
● Why
● What
● Who
● Where
● When
Determining Timelines - To create a
realistic timeline and action plan project
yourself into the future to the day of the
event. Work backward with your team to
determine all the details needed to achieve
the desired event outcomes.
Financial Goals
Step 1: Identify all the event costs.
Step 2: Determine your fund sources.
Step 3: Compute your potential profit.
Step 4: Compute your breakeven level.
Fixed Cost - are unchangeable costs that
you incur to hold the event, and will not
change.
Variable Costs - depend on changing
factors. like the number of attendees or
booths you are able to sell.
Preparing your Event Checklist - An event
team must have a detailed event checklist. It
must include all the resources and tasks
needed for the event, the people
responsible for them, and a start date and
completion date. An event must have a
master checklist covering all the aspects of
the event and sub-checklists for the event
set-up, the event proper, and the event
closing and egress.
Developing a Sustainable Plan - As
people become more contemned with the
environment and aware of ecologically
sound practices, the sustainability of an
event becomes an interesting advantage.
During the strategic planning phase, the
event manager should incorporate
sustainability and maximize event resources
to reduces wastage during the event.
Concept Design - In marketing, you begin
with product conceptualization before you
move into product development.
Three techniques of Concept Design
1. SCAMPER Technique
2. Building Blocks
3. Research
SCAMPER Technique - by Bob Eberle,
SCAMPER is an acronym that spells out
seven ways to create a good idea.
Susbstitute Combine Adapt Modify Put
Another Use Eliminate Reverse
Building Blocks - This method emphasizes
the content of your event. Building blocks
provided two nouns, Vertical and Horizontal.
1. Vertical - The Vertical technique is
useful when creating events with
specialized products and services
targeting a specific market, function
or industry
2. Horizontal - The Horizontal
technique is applicable when you
want to cover a wide variety of
products, services and industries.
Types of Objectives
1. Strategic - These objectives focus
on improving "competitive vitality
and future business position*.
2. Financial - These are directed
towards improving financial
performance.
Smart Objectives - Smart, Measurable,
Attainable, Realistic, Time-bound
SMARTER OBJECTIVES - From the
SMART (Specific. Measurable, Realistic,
Time-Bound), objectives become
SMARTER with the addition of two
objectives,
1. Exciting - Today's audience is more
demanding. They are seeking for a
total event experience. They want to
see, hear, touch, taste and smell.
They are looking to interact,
participate and become part of the
event.
2. Rewarding - Whatever gift you
choose to reward yourself, make it
something special but not
necessarily expensive. Start small.
Maybe a one-hour break from work,
a coffee latte, or a new book.
Trends
Customized Activities - There is a growing
interest in activities that allow participants to
pick and choose. For example, in a
teambuilding event, attendees are
gravitating towards creative, not necessarily
collaborative activities such as cooking
classes, golf lessons and poetry readings.
Innovative Concepts - Concept such as
anime, online gaming contests, indie film
festivals have entered mass consciousness.
Here are some events that revolutionized
the industry:
• Dog fashion shows
• Hackathon
• Robot Olympics
• Online game battles
Project Management is about overseeing a
series of activities direct towards the
accomplishment of an objective.
Gantt Chart is a bar chart that list the tasks
against specific schedule. The tasks are
listed on the left side and the time frame is
on the horizontal axis. You can list the task
you need to do on a monthly or weekly
basis.
Milestone Mark - the completion of the
task.
Deliverables - refer to the tangible result
expected by your clients and other
stakeholders.
Timeline is the alignment of time, a
chronological statement, to define a certain
chain of events or activities that happened
at a particular phase.
File Sharing and Collaboration Tools - It
is quick, convenient and accessible. Aside
from reducing if not totally removing, your
need for the hard copy, these allow you to
work simultaneously and seamlessly.
Kanban Board is a visual tool showing your
task and your progress.
Project Management Website and
Smartphone -
You can choose from either fully online tools
or those which provide with offline mode.
There are several free version that have the
option to upgrade.
3 Things to Consider in Scoping - Man
Money Machine
Secretariat Committee - SECRETARIAT is
the main team heading all committees
managing event arrangements. It is the
committee that lays the groundwork for the
event.
Sponsorship Committee - will develop
plans for soliciting individual and corporate
sponsors for the event. The committee also
coordinates with the Secretariat and the
Marketing Committee.
Marketing Committee - Oversees all
Marketing subcommittees, such Publicity,
Promotions Sponsorships, and Ticket Sales
Publicity Committee - Prepare all press
releases and media information and
interacts with media.
Invitation and Ticket Sales Committee -
Updates invitation list, if necessary. Secures
additional list if necessary.
Finance Committee - Develops a
comprehensive budget, based on input from
each committee.
Audit Committee - Evaluate the accuracy
of the records.
Man: Staffing and Recruitment - The first
thing to do in events management is to
create an organizational structure, and that
is electing the chairperson or the event
manager and create the working
committees.
Classification of Employment in Events
Management
1. Permanent - Are the strategic
human resources of the company.
2. Volunteer - •Include on-the-job-
trainees from universities and other
non-paid staff who provide free
assistance to satisfy personal
objectives.
3. Temporary - Are those hired on a
contractual or per project basis,
directly or through a manpower
employment agency.
Money and Machines: The Feasibility
Study
From this point on, more details shall be
added to the plan. This can be done by
narrowing the options through a feasibility
study.
Feasibility study - looks into whether an
idea can be done or not, given the current
situation and available resources.
PLANNING - is a process that involves
setting the objective and the means to
achieve them. Here is the quick run -
through of the steps in planning for an
event:
1. Concept -Create an event concept.
2. Feasibility - Test the ideas by doing a
feasibility
study.
3. Tasking - Create a "to - do" list.
4. Scheduling - Create a timetable.
5. Budgeting - Create a budget by
identifying revenue sources and expense
items.
6. Approval - Secure the approvals of
school authorities, like Dean or Vice
President for
Academic Affairs.
7. Site selection - Do an ocular of potential
venues before deciding which one best fits
on your event.
8. Marketing - Be creative in planning your
revenue source. Prepare your promotional
materials and campaign for sponsorship and
attendance.
9. Risk assessment - Write a risk
management plan and disseminate it to the
members of the team.
10. Monitor and evaluation - Plan on how
are you going to monitor the performance of
the team. Hold coordination meetings
regularly.
Identify and Assign the Task - This step
can be done in the form of a classroom
exercise. Ask everyone to write down as
many specific tasks as they can think of.
Scheduling - The next step is to estimate
the time required to carry out each task. The
basic procedure is to work back the
deadlines which are difficult to control.
Budget is the estimated revenue and
expense.
Budget provides data on the events funding
requirements as well to monitor expenses.
detailed budget should thus be drawn up as
soon as possible after the event concept
has been finalized and approved.
 ● Cost , Revenue, Break- Even Point,
Cash Flow
Securing Approvals and Permits - Secure
the approvals of school authorities, like
Dean or Vice President for Academic
Affairs. Follow of chain of command. For
corporation secure approval from the
management or present the study to the
client. Make sure that you get the signature
of approving authorities on the final proposal
for the record purposes and to avoid future
coordination problems.
Union de Faire Internationales (UFI) -
established in the late 1960s conducting
educational seminars on different topics
accredits and helps promote shows staged
by its members.
Bureau of International Exposition (BIE) -
it was established by an international
Convention signed in Paris on November
22, 1928 following goals: (1) to oversee the
calendar, bidding, selection, and
implementation of World Expositions; (2) to
establish a framework allowing countries to
cooperate under the best conditions as
organizers of the expositions.
Convention and Visitor Bureau - Usually
membership organizations representing a
specific destination and assisting in its
strategic.
Government plays important roles in the
events industry such as:
1. Development of needed infrastructure,
particularly relating to access;
2. Peace and order;
3. Creation of policies and incentives; and
4. Destination management services.
Government Agencies: Philippine National
Police, Department of Tourism
Lesson 3:
Guiness World Record: On the 80th
anniversary of a famous book, the publisher
came up with a record setting activity of
simultaneously gathering thousands of
cosplayers featuring characters from the
book. Before the competition, the organizers
secured the approved criteria and the
required processes from the global
organizers and Guinness world organizers.
Defense Show - This show is a challenging
MICE event because of the sensitive nature
of the items on display. The latest exhibition
had mini tanks, grenade launchers, and test
firearms, and surveillance equipment as the
display highlights.
The preparation took at least 12 months
because of the security requirements and
risks involved. The organizer needed to
work very closely with a competent and well-
experienced operators and contractors for
permits that are needed. Also worked with
Philippine National Police and Department
of National Defense in planning.
Design Thinking - is necessary in
designing the event experience. It is a
discipline that let a designer employ his or
her sensibilities and methods.
Wow Factor - Make your event stand out by
coming up with WOW Factors. These can
be inspiring moments of an event that would
leave a lasting impression on the audience
and make them want to experience it again.
WORLD TRENDS
OBJECTIVES ARE SMART
WIN YOUR AUDIENCE
FOCUS ON OBJECTIVES
ALIGNMENT OF EXPECTATION
CREATIVITY
TOUCH POINTS
OUT OF THE BOX TAKEAWAYS
RECALL
SATISFACTION OF THE FIVE SENSES
Destination and Venue
Types of Venues
1. CONVENTION CENTER
2. HOTEL
3. RESORT PROPERTY
4. CONFERENCE CENTER
5. UNIVERSITY
 6. CRUISE LINE
7. OTHER ATTRACTIONS
Physical Arrangement - There is a wide
range of venue choices from conventions
centers meeting facilities, and built
environments such as hotels, universities,
colleges, areas and churches.
Top Ten Factors Affecting Event Set-Up
1. EXPECTED NUMBER OF PEOPLE
- You may add ten percent (10%) to
the total number of guests to allow
for unexpected arrivals
2. PURPOSE OF THE EVENT-
Conference attendees need a
square or rectangular writing
surface. But round table result in a
more elegant place setting
arrangement. Some concerts
producers, usually reserves seats
for patrons: while general admission
audiences have no seats and expect
to stand the whole time.
3. THEME AND MOTIF - The theme is
the main idea that ties all the event
details, while Motif refer to the
execution of the idea.
4. PROGRAM ACTIVITIES - Dinner
and dancing will require a dance
floor. Awarding ceremonies with
song and dance number will need a
bigger stage. Product launches have
large screen for the presentations.
Bingo game needs a round table.
Concerts requires rigging for lights,
camera, and sound equipment as
well as creative stage set up.
5. TECHNICAL EQUIPMENT - The
capacities of function rooms are
measured based on the maximum
number of seats so be sure to factor
in measurements for audio-visual
equipment, food stations, and the
stage.
6. CATERING - The choice of meal
service will also affect your plan. A
full discussion on food service,
menu planning, banquet service.
7. STAGE- Event stage set-ups may
be simple or elaborate. Conferences
normally have a podium onstage
with the Philippine flag. The flag of
your client if they do have one).
8. REGISTRATION - Visitor
registration may be offsite and/or
onsite. Offsite means registration
online or in any mode not located on
the venue. If you want to offer pre-
registration online, you will need to
incorporate these into your website.
9. CHOICE OF VENUE & SIGNAGES
- For unusual venues such as a
cruise ship, you will have to
configure your floor plan based on
the space. Signages can help us find
our way. They can be posted on the
walls, hanging from the ceiling or
rigged to a beam. The placement of
signages will depend upon the
venue, facilities, as well as the
information that need to be
available.
10. SEAT PLAN - Choose the most
appropriate seat plan to maximize
the use of space while achieving an
event. If you plan to change the
seating arrangements, give the
venue manager enough time to
make the changes. As much as
possible, do not request for these
changes after the skirting and the
table setting.
Set-up and Layout - In planning the Set Up
and layout of any event, the organizer must
establish the functional requirements based
on the event goals and objectives. Always
consider the expectations of the attendees,
their experience, and the activities to be
done for the even.
Event Program
Parts of Program
1. MAIN EVENT FOCUS - The program
itself. The topics discussed and the purpose
of the event being highlighted.
2. SECONDARY FOCUS - Entertainers to
fill in the blank happenings in the event.
3. SUPPORT ACTIVITIES - Such as
question and answer portion and activities
that make the guests engage with the event.
4. ANCILLARY ACTIVITIES - Such as
exhibits, tokens or giveaways that takes the
attention of the guests.
Program and Flow Planning - The event
program will depend on the type of event the
host/organizer decides to do. It can be a
combination of different activities happening
simultaneously or sequentially. In structuring
the program, consider the goals and
objectives of the event, the budget,
available, technology, and the profile of the
attendees.
Program Timing - Regardless of the time of
the event, organizers need to be creative in
coming up with an engaging program flow
that will make them want to go back given
another chance to attend the same event.
their knowledge, ideas and experience with
the audience. Even if they are experts in
their field, they should not hesitate to use
new audio visual techniques to get the
undivided attention of the participants.
Celebrities and other Performers - Event
managers resort to getting tired and tested
celebrities who instantly bring good vibe to
the crown, but audiences are becoming
more discriminating of late. They want fresh
and new forms of entertainment.
Choosing the Right Event Entertainer -
The entertainment portion is usually the
highlight of a fellowship dinner or a program.
The organizer and the host must choose the
type of performer or entertainer wisely.
● Good event - right entertainment -
great event
● Good event - wrong entertainment -
event breakdown

Example of Event Program Format Technical Requirements and Productions

FORMAL
1. Lecture DUTIES OF TECHNICAL PRODUCTION -
2. Seminar Technical production is a mix of knowledge
3. Debate and creativity. Technical know how on
4. Interview lightning, sound, video, live feed, visual
5. Discussion equipment, and special effects are needed
6. Colloquy to mount successful event. Staging and
technical equipment are critical in event
INFORMAL design. v In determining the technical
1. Forum requirements for the staging and program,
2. Group Discussion you must first establish what needs to be
3. Fishbowl presented at the event and the identify the
4. Buzz session basic technical riders.
5. Committee
6. Learning Communities Sample Composition of an Event
Technical Production Team - The number
PARTICIPANT DRIVEN of people in production team may be 5 for a
1. Brainstorming small-scale event, 15 for a medium scale
2. Silent meeting event, and 30 for a large-scale event.
3. Roleplay
4. Simulation Event Technical Production Team
5. Technology Center 1. EVENT DIRECTOR
6. Unconference 2. PRODUCTION MANAGER
3. SCRIPTWRITERS
Qualities of Effective Speaker - Effective 4. TECH BOOTH PERSONNEL
speaker must have the passion for sharing 5. FLOOR MANAGER
 6. SUPPLIERS
7. DOCUMENTERS
8. ВАСК PERSONNEL STAGE
9. PRODUCTION ASSISTANT
10. STAGE MANAGER
Protocol and Ceremonies
Defining Protocol - Protocol begins with
the invitation process- covering honorifics,
gifts, program, ceremony, and ritual,
seating, flags and emblems, and others with
reference to rank the precedence.
Rules of Protocol
● These are followed strictly for official
state dinners and formal occasions
where state officials and the
diplomatic corps are invited. These
rules very per country, but
similarities abound.
● An official representative of the VIP
guest usually from the social affairs
or external relations office) will
coordinate with the organizers on
the procedures for welcoming the
honored guests and the conduct of
the program.
Proper Display of the Philippine Flag -
Protocol begins with the invitation process-
covering honorifics, gifts, program,
ceremony, and ritual, seating, flags and
emblems, and others with reference to rank
the precedence.
Conduct a Flag Raising and Lowering
Ceremonies - During the flag raising
ceremony, the assembly shall stand in
formation facing the flag. The assembly
shall sing the Philippine National Anthem,
accompanied by a band, if available, and at
the first note, the flag shall be raised briskly.
During the flag lowering, the National Flag
shall be lowered solemnly and slowly so that
the flag shall be down the mast at the sound
of the last note of the National Anthem.
Conduct a Flag Raising and lowering
Ceremonies
The following guidelines from the National
Commission help ensure that we respect
our national symbol.
1. The observance of the flag
Ceremony shall be simple and
dignified.
2. During the flag raising ceremony, the
assembly shall stand in formation
facing the national flag, at the
moment the first note of National
Anthem is heard, everyone in the
premises shall come to attention, all
persons shall place their palms over
their chests, those with hats shall
uncover, while those in military,
scouting, security guard, and
citizens military training uniforms
shall give the salute prescribed by
their regulation, which salute shall
be completed upon the last note of
the Anthem.
3. The same procedure shall be
observed when the national flag is
passing in review or in parade.
4. During the flag lowering, the
National Flag shall be lowered
solemnly and slowly so that the flag
shall be down the mast at the sound
of the last note of the National
Anthem, those in the assembly shall
observe the same behaviour as for
the flag raising ceremony.
Order of Precedence - An order of
precedence is a sequential hierarchy of
nominal importance and can be applied to
individuals, groups, or organizations. Most
often it is used in the context of people by
many organizations and governments, for
very formal and state occasions, especially
where diplomats are present.
International Business Etiquette -
Business etiquette is about building
relationships with other people. Etiquette is
not about Rules & Regulations. Business
etiquette differs from region to region and
from country to country.
USA
Greetings
● The handshake is the common
greeting.
● Most people will insist that you call
them by their nickname, if they have
one.
● In formal circumstances, you may
want to use their titles and surnames
as a courtesy until you are invited to
move to a first name basis.
● Business cards are exchanged
without formal ritual.
● It is quite common for the recipient
to put your card in their wallet, which
may then go in the back pocket of
their trousers. This is not an insult.
Business Meetings
● Arrive on time for meetings.
● Meetings may appear relax, but they
are taken quite seriously.
● If there is an agenda, it will be
followed. At the conclusion of the
meeting, there will be a summary of
what was decided, a list of who will
implement and next steps to be
taken and by whom. If you make a
presentation, make sure its direct to
the point. Use statistics to back up
your claim, Americans are
impressed by evidence.
● With the emphasis on controlling
time, business is conducted rapidly.
● Expect very little small talk before
getting down to business.
Canada
Business Practices
● Canadian business people often
begin relationships in a reserved
manner.
● Canadians appreciate politeness
and expect others to adhere to the
proper protocol for any given
situation.
● Shake hands with everyone at the
meeting upon arrival and departure.
● Maintain eye contact while shaking
hands.
● Business cards are exchange after
the initial introduction.
● When presenting information, it is
important to have facts and figures
to substantiate claims and promises.
Canadians will not be convinced by
emotions, passion of feelings.
Culture and Customs
● Table manners are relatively relaxed
and informal in Canada, expect in
Quebec.
● Wait to be shown to your seat.
● Do not begin eating until the hostess
starts.
● Do not rest your elbows on the table.
● Feel free to refuse individual foods
and drink without offering an
explanation
Greetings
● The most common greeting is
handshake.
● It should be firm and accompanied
by direct eye contact and a sincere
smile.
● Wait until invited before using
someone's first name although
● Canadians tend to move to a first-
name basis rapidly.
● French Canadian friends may greet
each other by lightly
● kissing on the cheeks.
Business Practices
● Canadian business people often
begin relationships in a reserved
manner.
● ~ Canadians appreciate politeness
and expect others to adhere
● to the proper protocol for any given
situation.
● Shake hands with everyone at the
meeting upon arrival and
● departure.
● Maintain eye contact while shaking
hands.
● Business cards are exchange after
the initial introduction.
 ● When presenting information, it is
important to have facts and figures
to substantiate claims and promises.
Canadians will not be convinced by
emotions, passion of feelings.
Far East Asia
Culture and Customs
● Politeness, humility, loyalty, grace,
and patience are valued virtues
● Style is just as important as
substance.
● Personal honor are extremely
important.
Culture and Customs
● Simple, not firm handshake
● Koreans may use both hands to
greet you In Thailand, they may
greet you with closed palms (as if
praying)
● Chinese and Koreans usually have
three names. The first one is their
family name.
Business Practices
● It is considered impolite to start
talking business right away.
● Asians like to be prepared and do
not like surprises in business
● Age and seniority are highly
respected
● Religion plays an important role in
behaviour, lifestyle and business
Middle East and the Arab World
Culture and Customs
● The Muslim holy day is Friday, when
no business is conducted.
● Do not photograph people without
permission.
● Winking and whistling are
considered vulgar.
● On entering someone's home, you
may be asked to remove your
shoes.
● Standing with your hands on your
hips may be considered aggressive.
● The head is considered the holiest
part of the body.
● Never show the soles of your feet or
shoes.
● Avoid using just your left hand as it
is considered unclean. v Blowing
your nose in a public place is
considered rude.
● Seniors are greeted first, seated first
and allowed to enter a room first
During the month of Ramadan,
devout Muslims fast from dawn until
sunset.
Business Practices
● Haggling is a very important part of
Middle Eastern culture and it is
viewed as offensive to refrain from
engaging in it.
● Always take a large supply of
business cards as you should give
one to every new person you are
introduced to.
● Always present your card with your
right hand only.
● Never put cards you receive in your
back pocket.
● Be sure to only make a promises
that you can keep. Your word is
considered as valid as contract to
many Middle Eastern business
people.
Logistics
Forwarding and Freight Importation of
exhibit goods and equipment requires
sufficient lead time for coordination with
importer and supplier. (Disimulacion, 2016)
Permits and Licenses - These are needed
to ship items into the country and the local
of the mice events. (Disimulacion, 2016)
Display and Exhibit Structures - Special
structures may be required to showcase
products than an experience contractor can
handle.
Sample Permits Need for Event
● AGRICULTURAL AND ANIMAL
PERMITS
 ● ELECTRICAL INSTALLATION ● SELECT A MENU THAT FITS THE
PERMITS EVENT SCHEDULE
● ENTERTAINMENT LICENSE ● INCORPORATE SEASONAL AND
● APPROVED SITE FRESH ITEMS
● FLOOR PLAN ● ALLOW FOR A COMFORTABLE
● POLICE CLEARANCE ROOM SETUP
● BUSINESS PERMITS ● KNOW YOUR GUEST PROFILE
● CERTIFICATES OF INSURANCE ● KNOW YOUR GUEST
● DISPLAY BANNER PERMITS PREFERENCES
● PROVIDE MENU CHOICES
Exhibit Set-Up - Exhibition Setup It is about
planning an exhibit that involves putting Food and Beverage - Catering is defined
together a range of different fields, ranging as the business of providing food and drink,
from decision-making, design and standing typically at social events and in a
concerns to staff and marketing strategies. professional capacity either on-site or at a
In order to ensure a smooth and efficient remote site.
case, with so many moving parts to ● PROGRAM SCHEDULE
consider, careful and methodical planning is ● DATE
needed. ● TIME
● NUMBER OF ATTENDEES
Exhibit Set-Up Guide ● BUDGET
(Disimulacion, 2016) ● EVENT GOALS
1. EXHIBIT DESIGN + BUILD - Setting up ● PROFILE OF ATTENDEES
an exhibit requires long enough time to
prepare. From planning, deciding the Common Service Styles Used in MICE
suppliers, stakeholders and other people Event
needed, creating the event floor plan and ● BUTLER
how to build it professionally are one of the ● FOOD STATION
crucial steps. ● PLATED
2. INSTALL + DISMANTLE LABOUR -
Installation of the event suppliers requires Common Service Styles Used in MICE
planning as this is how you will place each Event
other part of the event you planned. ● CONCESSIONS
3. SHOW CONTRACTING - This means the ● BUFFET
contractors have supplied all the necessary
supplies needed in the event. Common Dietary Concerns
● LACTOSE INTOLERANCE Guests
Catering Set-Up with this intolerance are not able to
Catering - Things to consider in determining digest lactose, the sugar found in
food and beverage requirements. milk and dairy products.
● To detect events, make sense of ● VEGETARIAN AND VEGANS It
them and to determine the may be easy to present vegetarians
appropriate control action with something as simple as a salad.
● To be provided by MICE event.
● PEANUT ALLERGIES If you are
Designing Event Catering - serving foods cooked in peanut oil,
● CONSIDER ETHNIC OR or containing any trace of nut, that it
REGIONAL MENUS be properly labeled, and prepared in
● ANTICIPATE SPECIAL NEEDS a separate, sterile environment.
 ● CELIAC DISEASE (GLUTEN
FREE) Guests with this condition
need to eat gluten-free food
products to prevent inflammation in
their small intestine.
● DIABETIC FOODS To
accommodate their needs to be
stricter with sweets, we can make
sure to provide them with healthier
diet beverage options and limit the
number of high-fat food options
provided at the event.
Stakeholders
Professional Congress/ Event Designer
There are two types of event managers:
● IN-HOUSE EVENT MANAGERS In-
house event managers may either
be employed by corporations (for
profit businesses) or associations
(non-profit).
● OUTSOURCED EVENT
MANAGERS Event management
companies or individuals that
organizes events on a per contract
basis on behalf of their clients.
INDUSTRY SUPPLIERS - Depending on
the industry, there are various types of
suppliers. A list of types includes:
Manufacturers and Vendors: Sell products
to distributors, wholesalers, and retailers.
Distributors and Wholesalers: Purchase
goods in medium/high quantity for sale to
retailers or local distributors.
Venues are facilities where MICE event are
held.
Venues may be free-standing or attached to
other properties, like hotel ballroom or event
space located within shopping malls.
HOTELS - Higher category hotels play an
important role in the MICE industry as they
provide not only accommodations for MICE
attendees but also meeting rooms or other
event spaces and generally, their own MICE
related services. Hotels and resorts catering
MICE have their own events or banquet
department. Shangri-La's Mactan Island
resort and spa, for example, has an event
department separate from its banquet or
food and beverage F&B unit.
FOOD & BEVERAGE SUPPLIERS - A
restaurant is an establishment that provides
meals to the public for a fee. On the other
hand, catering provides the same service
that a restaurant does except that the
service is provided outside the restaurant
premises. Food served at meetings must
help draw sound and creative Ideas from the
meeting attendee Romero,
AIRLINES - Airline 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. There must be a balance in the
supply and demand for air seats and airlines
operating destination.
GROUND HOTELIERS - In MICE, airports
have the responsibility of making a good first
impression for international participants.
Airports, international gateways in particular
are doors into a country and provide visitors
with their first taste of a country's culture.
For this airport must be efficient on top
being attractive.
FREIGHT FORWARDERS - The freight
forwarder's main role is to bring goods for
the exhibit or for use in a conference from
their point of origin to the event venue in
good condition and in time for the event.
These good may range from preserved
butterflies to hovercrafts. Here are the
simplified steps undertaken by freight
forwarders.
BOOTH CONTRACTOR Exhibition
contractors supply the necessary materials
for the exhibit booth. Particularly the panels
and octa norms or the metal frame needed
to put up the booth for the exhibitions.
MEETING TECHNOLOGY SUPPLIER
Event Planners likewise mentioned other
technologies like electronics survey cyber
café, and podcasts. An example of an event
that makes use of online registration in the
Asia-Pacific Incentives & Meeting expo
(AIME).
SECURITY - Security requirements vary
depending on the number, nationality and
political status of event attendees and/or
speakers such as dignitaries etc.
It is important to know the protocol for
different types of attendees.
MANPOWER AGENCIES - These positions
created by the event may not necessarily be
permanent but are still needed. The event
organizer may employ or contact such
additional services temporarily directly or
through manpower agencies.
Association as Regulatory Bodies
● The Global Association of the
Exhibition Industry - Established in
the late 1960s. It has been
conducting surveys and studies on
subjects of common interest for its
member and for industry
professionals. Accredits and helps
promote shows staged by its
members, as it advocates the
effectiveness of trade show as a
marketing too.
● Bureau International Del
Exposition - It was established by
an international convention signed in
Paris on November 2, 1928. It
regulates two types of exposition; (1)
Registered Exhibitions or Universal
Exposition and (2) Recognized
Exhibitions or International or
Specialized Exposition. Both types
are stage five years apart from each
other.
Convention and Visitors Bureaus
● TPB PHILIPPINES - Primarily non-
profit, usually membership
organizations representing a specific
destinations and assisting in its
strategic Development. Encourage
local associations to host
international events to undertake
overseas marketing activities
directed at international
associations, corporate executives,
and event managers.
The Governments Roles in Events
Industry - Defines governance as the
exercise of political authority and the use of
institutional resources to manage society's
problems and affairs.
● PNP maintain peace and order.
● DOT promotes the Philippines as a
MICE destination.
Government plays important roles in the
events industry, such as:
1. Development of needed
infrastructure, particularly relating to
access.
2. Peace and order.
3. Creation and policies and incentives
4. Destination management services.
PNP maintain peace and order.
Professional Associations
● Non-profit organizations that are not
involved with business firms -
organized to assist individuals in the
pursuit of their career goals.
● Cruz (2005) classified professional
associations into three types:
● 1. Bound by common personal
interest - groups of hobbyists like UP
Mountaineers, Wild Bird Club
Philippines.
● 2. Bound by career - Philippine
Nurses Associations
● Bound by desire to do community
service - Association of Foundations
Lesson 4:
BUDGET - A budget is more than a pre-
event balance sheet it is an action tool that
guides the event manager in decision-
making regarding all the expenses and
revenues whether the event is managed for
a client or for the company itself.
A.2 FOLLOWING CONCERNS THAT
SHOULD BE CONSIDERED IN DRAFTING
THE BUDGET
● Is there a given budget? What are
the client's and/or organizer's
financial goals? Where will the
operating expenses come from?
● Is there an available bridge
operating fund?
● Will the client give the operating
funds ahead of time so that deposits
on the venue and other early
bookings can be secured?
● If not, does the event company have
fund?
● Given these conditions, what is the
most suitable type of event?
● What are the venues suited for the
event?
● Who are the primary audience? Are
there secondary targets?
● What is the profile of the target
audience or visitors & their spending
capacity?
● Where will the revenues come from?
Having sponsorships or bulk ticket
purchases is a good revenue source
for an event. Review the list of the-
organizer's biggest
suppliers/contractors for possible
sponspors.
● Why will people pay to attend the
event?
A3. BOOKKEEPER - It is a process of
recording business transactions in
chronological order.
A4. ACCOUNTING - it refers to the
information system that includes the
recording, classifying, summarizing,
analysis, and interpretation of the business
performance at a specific period of time.
A5. FINANCE - it is the art and science of
managing money.
REVENUES/INCOME
B1. WHAT IS INCOME? - It refers to what
remains after expenses and taxes are
deducted from the revenue.
B2. FINANCIAL PHILOSOPIES -
● Profit - Revenue exceeds expenses.
● Break Even - Revenue equals
expenses.
● Less Leader/Hosted- Expenses
exceed revenue (the client or event
host provides funds to meet
expenses).
B3. LIST OF SOME REVENUE
GENERATING ACTIVITIES
1. ASKING FOR REGISTRATION
FEES
2. REQUIRING ENTRANCE FEES
3. REQUIRING ENTRANCE FEES
4. IMPLEMENTING VENDOR FEES
5. LOOKING FOR SPONSORSHIPS
6. ADVERTISING
7. AREA BRANDING
8. SELLING MERCHANDISE ITEMS
9. ENGAGING IN EX DEALS
Here are your possible sources of revenues
are as follows:
1. Sponsorship
2. Donations
3. Barters
4. Ad Placements in your event
colaterals
5. Ticket Sales
6. Exhibition booth rentals
7. Registration fees
8. Barters
9. Entrance Fees
10. Membership fees
B4. FORMULA FOR COMPUTING
Revenue Formula = Quantity X Price
 ● Miscellaneous on-Sale
EXPENSES ● Allowance of Volunteers

C1. FIXED COST - Cost

The daily costs of doing business such as
salaries, insurance, rent, utilities, equipment,
dues.
C2. VARIABLE COST - Expenses that vary
depending on the factors such as the
number of attendees,kind of food and
beverages, type of accommodation,
inclusion of conference kits and other
consumables.
C3. TOTAL COST - The total expenses
required to produce an event. It is the sum
of fixed cost and variable cost.

C.4 Some of the Important Expense Items

in the Budget are as Follows:
● VENUE
● PROGRAM
● MARKETING
● MEALS
● STAFF
● TRANSPO
● ACCOMMODATION
● LICENSE & PERMITS
● PRODUCTION &STAGING
● FACILITIES
● PERFORMERS / ENTERTAINERS
Take note:
That in the actual implementation of the
event, expenses may change.
The event manager must allocate for
contingencies in the budget.

● PRODUCTION CREW
● SECURITY
● CONTIGENCIES
Take notes: A detailed breakdown of each
budget items must be prepared to ensure
that the Assigned teams are familiar with the
scope and limitations of their area of
responsibility .

C5. OTHER EXPENSES TO INCLUDE IN

THE BUDGET LIST
● Registration
● Exhibition