TECHNOLOGICAL UNIVERSITY OF THE PHILIPPINES

San Marcelino Street cor. Ayala Blvd., Ermita, Manila 1000

College of Liberal Arts
Department of Hospitality Management

HRM322LAB-M
Introduction to Meetings, Incentives, Conferences and Events Management (MICE)

WEEK 9 & 10
VENUE SELECTION AND LAYOUT

Submitted to:
Prof. Ma. Dina D. Jimenez

Submitted by:
Mendoza, Dhenzel S.

Date:
June 2024
 TECHNOLOGICAL UNIVERSITY OF THE PHILIPPINES
San Marcelino Street cor. Ayala Blvd., Ermita, Manila 1000
College of Liberal Arts
Department of Hospitality Management

In this topic we need to identify steps in venue selection, identify types of guests seating
arrangements and venue layout for us to have an organized place on our event. The right venue
ensures that your event will be executed to any specifications, and that guests will be surprised
and delighted by their experience, resulting in a favorable view of your company, or the clients
you represent. Try to choose a venue that’s most convenient and appealing to the guests you’re
hoping to attract. If it’s an after-work networking event, try to plan it nearest to where your
invitees go to work all day, or along the popular commute home route. If it’s a weekend function,
try to select a venue that is a destination unto itself on the water, with sunset views, or at a
rooftop lounge. While you can’t capture the perfect location for everybody, you can pick a spot
that’s easy to get to, isn’t accessible only via the most gridlocked highway in the area, and
generally speaking, isn’t off the beaten track. This one’s a biggie, and not to be underestimated.
In choosing our venue we must consider these steps such as understand the event concept and
how it influences the venue, decide on the floor plan or seating arrangement if the program
requires guests to be seated, gather information on the venues, also for us to have permission on
the chosen event we must show a request for proposal or the (RFP), and last is to prepare a site
inspection list for us to have a solid contingency plan on our event. On arranging the layout for
our guests we have classroom arrangement which is the classroom type arrangement, theater type
arrangement, banquet which is the common banquet style, cocktail (no chairs) and last is the u
shape arrangement.

According to the discussion of the reporter they said on their presentation that event
registration is the process by which an event planner organizes attendance to an experience for
one or more attendees. The process is easy as listing number on the paper that using event
planner to record details about attendees, or a more advanced event registration system that gives
attendees multiple ticket options, collects detailed information about the attendee, processes
payments, scans and validates registrations or tickets at the door, communicates with attendees
automatically and tracks attendance of participants. In the discussion they also tackled that in
event management, registration may serve many functions.
 TECHNOLOGICAL UNIVERSITY OF THE PHILIPPINES
San Marcelino Street cor. Ayala Blvd., Ermita, Manila 1000
College of Liberal Arts
Department of Hospitality Management

For meetings a pre event registration helps anticipate the confirmed number of guests
confirmed participants and make the necessary arrangement such as for chairs, food,
transportation, handouts/materials. Exhibitors are monitored separately from the visitors. As
discussed exhibitors are those who rent spaces in an exhibition called booths where they display
and promote their products and services. Most of them display for booth space rental some
occupy these booths as event sponsors while others are granted with space or special reasons.
This helps to organize the flow of people on the event and make it organized