S

O
H
M
EVENT MANAGEMENT
T
S
O Meaning of event
H An event can be described as a public assembly for the
M purpose of celebration, education, marketing, reunion,
T etc. It is a occasion which sometimes happen or
sometimes needs to be done to organize the same.
According to Getz, “events are temporary occurences,
either planned or unplanned, with finite length of time.
S
O Features of events
H Uniqueness
M Intangibility
T Ambience and service
Labour-intensiveness
Perishability
Rituals and ceremony
Personal contact and interaction
Fixed time scale
S
O Scope of event
H Commercial marketing and promotional
M Exhibitions and fairs
T Festivals
Fund raising and charitable
Government and civic
Business events
Entertainment, art and cultural
Sporting
Marketing
Meetings and conventions
S
O Purpose of organizing an event
H Brand Building
M Focusing the target market
T Implementation of marketing plan
S
O Brand Building
H Creating awareness about new product
M Presentation of brand description to highlight the
T added features
Helping brands to survive in different stages of
product life cycle
Helping in communicating repositioning of brand
Associating brands personality with customer’s
personality
Image building
Creating and building brand identity
S
O Focusing target market
H Identifying and focusing the target market
M Helping in avoidance of clutter
T Enabling interactive mode of communication
S
O Implementing of marketing plan
H Enabling authentic test marketing
M Enabling focused sales and communication to capture
T audience
Increasing customer traffic in stores
Enabling sales promotion
Help in relation building
Motivating sales team
Generate immediate sales
Generating instant publicity
Enabling market database maintenance and updating
S
O EVENT MANAGEMENT
H It is a proces of organizing a professional and focused
M event for a particular target audience.It involves
T visualizing concepts, planning, budgeting, organzing
and executing of events such as:
Fashion shows, concerts, seminars, exhibitions,
wedding celebrations, theme parties, product launch
etc.
S
O FEATURES OF EVENT MANAGEMENT
H Creative Process
M Object oriented
T Planning and controlling
Deals with all types of events
S
O PROCESS OF EVENT MANAGEMENT
H Selecting an event
M Deciding the venue
T Material Management
Delegation
Communicating with media
Event marketing
Office management
Event day management
S IMPORTANCE OF EVENT
O MANAGEMENT
H Develops the theme of event
M Develops Leadership qualities
T Enhances corporate image
Ensures safety and security
Smooth execution
Provides career opportunities
Develop team spirit
Encourages creativity
Financial management
Saves time and money
Inflow of creative ideas
S
O PEOPLE INVOLVED
H Decision makers
M Event Manager
T Technical Staff
S
O Establishing of policies and Procedures
H Cash handling
M Film policy
T Food policy
Fund raising policy
Sound Policy
Public safety
Transportation
Vendor Management
S
O QUALITIES OF EVENT MANAGER
H Good Communication
M Team work
T Flexibility
Analytical, critical thinking and problem solving
Customer service orientation
Ability to work under pressure
Facilitation and cooperation
Good networking skills
S
O ROLES AND RESPONSIBILITIES
H Selecting an event
M Choosing theme
T Goal setting
Safety meeting & inspection
Sanitation & Hygiene
Preparing event record
S
O Developing Record Keeping System
H Contact Sheet
M Responsibilty Chart
T Action Sheets
Work package
Checklists
Run Sheets
S
O TECHNICAL STAF
H Venue Managers
M Stage Managers
T Lighting
Audio Videos Companies
Decorators and florists
Catering Companies
Entertainers
Front Office
Office Managers
Marketing and Publicity Manager
S STEPS INVLOVED IN ANALYSIS OF
O EVENT
H Establishing tangible objectives
M Measuring Performance
T Correcting Deviations
S
O Key steps to a successful event
H 1) Define the purpose and format- Formulate your goal
M as specifically as possible.
T 2) Pay sufficient attention to planning- The plan should
include logistics, content and the promotion of the
event.
3) Draft your budget taking into account unforeseeable
situations- Look at the list of tasks and reflect them
in your budget.
S
O
H 1) The devil is in the detail- If you want to pleasantly
M surprise your guests, think about everything down to
T the smallest detail.
2) Check the location and have a plan B- Always check
the location as early as the selection stage.
3) Allocate responsibilities- It is very important to
distribute tasks among the team members not only at
the preparation stage but also during the event.
S
O Critical analysis points in events
H From the event organiser’s point of view-
M  Resource Management
T  Match between client’s event-target and the client’s
brand image
 Logistics and efficiency
 Lead Generation
 Localization
S
O MICE TOURISM
H The term MICE (Meetings, Incentives, Convention
M and exhibitions) represents a sector of tourism which
T includes business events and activities.
Travellers attending MICE activities have a purpose
beyond leisure tourism, are in fact business travellers.
S
O Reasons for MICE
H Simulation- Getting new ideas
M Networking- meeting other people; colleagues,
T customers
Continuing their education- Learning new skills and
furthering their buyers
Product Update- Finding out about new products that
are available and people who share the same interests.
S
O
H Spread New information- Transmitting new concepts
M and ideas
T Strategic planning- Collective brainstorming for the
future
S
O Travel Industry fairs
H Travel events are full of business opportunities for
M your company. Trade shows, fairs and conferences are
T the best way to find new partners and source service
providers at a global level. And, there is at least one
major event for any players in the industry:
destinations, hoteliers, F&B, travel agents, airlines,
technology providers, startups, public instituitions.
S
O Benefits of Trade fairs
H You have a great opportunity to introduce a new
M product or service.
T Opportunities to benchmark your competitors.
You will get new (international) connections.
Improved brand image/ creating an image.
You will learn new things about the industry.
S
O ITB
H ITB stands for International Tourismus-Borse Berlin
M and is the largest world tourism fair.
T The companies represented at the fair includes hotels,
tourists boards, tourist operators, system providers,
airlines and car rental companies.
The ITB Berlin takes place annually in March. The fair
always has an official partner country
S
O World Travel Market
H World Travel Market(WTM) is a UK event for the
M global travel industry.
T Launched at London’s Olympia in 1980 before moving
to Earl’s Court in 1992 and then to Excel London in
2002.
B2B event presenting a diverse range of destinations
and industry sectors to UK and International travel
professionals.
Staged annually in London.
S
O WORLD TRAVEL MARKET
H Client: Reed Exhibitions
M Event: World Travel Market
T World Travel market is an exhibition with a
comprehensive conference, seminar and events
programme .
S
O EXHIBITORS
H There are about 5000 exhibitors in the World Travel
M Market from across the world.
T Various product categories like Accommodation
,airlines , airports, business & financial services ,
destination management, tourism organizations, event
management services , ground handling, media/press,
travel agencies and so on.
S
O
H Geographical categories
M Sector categories like activity holidays, adventure
T travel, arctic adventures, art/painting holidays ,
business travel, medical tourism, luxury and incentive
travels.
S
O Promotional opportunities
H Attract attendees and gain brand exposure.
M Generate leads for the company
T Be seen as thought leader
Promote products
Generate publicity and PR
View all promotional opportunities
S
O SATTE
H SATTE stands as the internationally acclaimed travel
M and tourism destination across India.
T It is the undeniably most prestigious travel and tourism
exhibition in India.
Over the last two decades, it has successfully
showcased India tourism potential to the world by
bringing the global tourism market to India.
S
O
H The role of SATTE has always been to provide an
M effective marketing and advertisement tool portraying
T India as a global tourist destination through
promotional campaigns that project India as a whole.
SATTE is a leading event in South Asia, from every
aspect, including convenience and professionalism.
S
O OTM
H This is the leading travel show in Asia-Pacific.
M This is the largest and most international gathering of
T travel trade buyers and professionalism in India and
will provide a platform to meet face-to-face at OTM
and build long term business relations. The Indian
travel market is the second fastest growing outbound
travel market in the World.
S
O Types of events
H Leisure events
M Cultural events
T Organizational events
Personal events
S
O
H Leisure events- includes ghazals, music, dance,
M mimicry shows, music and other recreational and
T entertainment activities.
Involves higher cost and advanced infrastructure as
these events are generally telecasted on television.
S
O Cultural events
H Popular cultural events includes ceremonial, religious,
M art, social gallery show, heritage, theme parties,
T charitable shows.
India having rich in heritage and a strong cultural
background holds a variety of festivals throughout the
year.
S
O
H Organizational Events- includes trade biz, B2B, B2C
M shows, national and international seminars, training
T programs, incentive tours, executive meeting award
ceremony.
They provide great opportunities for exposure.
S
O
H Personal Events- The famous personal events include
M wedding ceremonies, birthday, marriage anniversary,
T annual picnics and other occasional functions.
Adding professional expertise to such occasion not
only make such events special but also relieves
families from the burden of handling responsibilities.
S Conference hall
O
H A conference hall, conference room, or meeting
M room is a room provided for singular events such as 
T business conferences and meetings.
It is commonly found at large hotels and 
convention centers though many other establishments,
including even hospitals, have one. Sometimes other
rooms are modified for large conferences such as 
arenas or concert halls. Aircraft have been fitted out
with conference rooms. Conference rooms can be
windowless for security purposes. An example of one
such room is in the Pentagon, known as the Tank.
S Things to keep in mind while choosing
O venue-
H 1. Is the space available on your selected dates?
M If so, can the venue provide you with rooms, AV
T equipment, and everything else you need on those
dates?
2. Is the venue accessible from the airport,
highways, or public transit?
Think about how your attendees will travel to the
conference. If most of them are coming from the
airport, ask if the venue offers a shuttle service. You
should also find out if ample parking is available.
S
O
H 3. Does the venue offer accommodations?
M If many of your attendees are from out of town, you
T may want to hold your conference at a hotel or a venue
that is walking distance to several hotels and
restaurants.
4. What kind of atmosphere does the venue offer?
While you can save money with an outdated venue,
your attendees may complain about conference's
"feel".
S
O
H 5. Is the venue large enough for your event?
M Attendees should have comfortable seating in all the
T sessions and space to relax between sessions.
6. Does the venue offer the right facilities?
You might need a theater, ballroom, meeting rooms for
breakout sessions, and space for exhibits. You may
also be interested in on-site restaurants, lounge areas
and outdoor space.
S
O
H 7. Does the venue meet your technical and business
M needs?
T Can the facility provide AV equipment, computers, and
wireless Internet? Some venues offer on-site business
centers with faxing, printing, and mailing services so
attendees can conduct business while they're away
from their offices.
8. Does the venue cater events?
If so, can the caterers provide vegan, diabetic, and
other dietary options?
S
O
H 9. Does the venue provide any freebies?
M Little things like complimentary stationary, shuttles to
T the airport, or beverage service can add up to big
savings and provide your attendees with a better
experience.
10. How much does the venue cost?
The venue should fall within your budget and offer
incentives to get your business. You should also be
aware of liability issues, payment terms and the fine
print.
S
O Conference Room Layouts
H Huddle Room Layout- Typically, a huddle room is
M designed with a small meeting table that can seat 4 to 6
T people comfortably. These compact spaces are ideal
for impromptu meetings and small-scale conference
calls that require privacy. Typically a rounded half
table is placed up against the wall to maximize space.
S
O
H Executive Office Layout- The typical C-suite office is
M centered around a large desk with a conference phone,
T computer, and other important tools. There may also
be couches in the room that are arranged around a
coffee table, which is the perfect place for a 
Bluetooth speakerphone.
S Boardroom Layout
O
H Generally, a boardroom is designed around a
M rectangular or oval table, with 6-24 chairs that face
T each other. It's not as large as a normal 
conference room, because it's catered for high-level
discussions or meetings with the Board of Directors.
The goal is group interaction.
S Conference Room Layout
O
H ike a boardroom, most conferencing spaces are
M designed with a long table and plenty of chairs.
T Usually, a conference room will also have a projector
or large TV on one side, with the chairs arranged so
that no one has their back to the screen. 
S
O Inter-related Venues
H 1. Bars, pubs, and clubs
M If you’re organising a party or live show, there are few better-

T suited venues to hold it in than bars and clubs. That said, you

can also get a good deal if you hire them during the day.
Best suited for: parties, live music, comedy nights, and
tasting events.
2. Restaurants
You can book a private dining room or, if your event is big
enough, book out the entire restaurant.
Best suited for: dinner parties, birthdays, wedding
receptions, business meetings, and tasting events.
S
O
H 3. Hotels

M Many hotels come equipped with restaurants, bars, ballrooms,

conference rooms, and other event spaces, making them the ideal
T choice for many different types of events.
Best suited for: parties, dinner parties, tasting events, business
meetings, conferences, presentations, networking events, and wedding
receptions.
4. Conference centres
Although many conferences are held at hotels, 
purpose-built conference centres are also a popular choice. They have
all the AV equipment you need and often provide catering as well.
Best suited for: conferences (duh), business meetings, presentations,
and networking events.
S
O
H 5. Business centres
M There is a certain degree of overlap between business and
conference centres. Typically, business centres tend to be more
T concentrated around day-to-day activities such as meetings and
co-working.
Best suited for: business meetings, networking events, and
presentations.
6. Community centres
Local governments and organisations (such as churches) have 
space available for private hire. The venues might not always be
impressive, but it’s possible to get yourself a really good deal.
Best suited for: meetings and community events.
S
O
H 7. Sports clubs
M Local sports clubs, like golf, football, and rugby, might have

T extra space that they’re willing to hire out to private events

in order to generate additional income for their members.
Best suited for: sports-related events.
8. Art galleries
Art galleries are largely empty spaces so there’s room for the
art installations. This also leaves room to host events of all
kinds, and you might be able to negotiate a decent price.
Best suited for: workshops, artist meetups, and networking
events.
S
O
H 9. Academic venues
M Like sports clubs, academic institutions are eager to make some
extra cash. You’ll find that many schools and universities are
T happy to rent out part of their premises for private events.
Best suited for: writing workshops, networking events, and
presentations.
10. Stately homes
If you’re looking for a fancy venue that isn’t accessible to
everyone, then search for some stately homes to host your next
event in. They look amazing…but also come with a price tag.
Best suited for: wedding receptions, dinner parties, and
corporate retreats.
S
O
H 11. Stadiums and arenas

M If you’re organising a giant concert with thousands of attendees,

then stadiums and arenas are your best bet. However, you’ll also
T find that they offer smaller spaces for smaller events.
Best suited for: sports events, concerts, comedy shows, theatre
productions, and presentations.
12. Parks and fields
The great outdoors can be used for many different types of events
—and there is plenty of space to host them on. Get in touch with
your local council to see which parks or fields you can use.
Best suited for: markets, fairs, festivals, concerts, comedy shows,
and theatre productions.
S Roles and Functions of ICPB
O
H To promote India as a competent and credible MICE destination.
M To undertake a continuing programme of creating better
T awareness of the role and benefits of MICE in the context of
national objectives.
To collect, both from primary and secondary sources, relevant
information that could be used to develop a data bank and to
disseminate such information to the membership.
To undertake research for development for India’s MICE industry
and disseminate that information.
To undertake a continuing programme of marketing, through
media, for motivating national associations to bid for
conventions, etc.
S
O
H To encourage growth of professionalism in the MICE
M segments and evolve an industry code of ethics.
To provide necessary guidance and feedback to the central
T
government and advise state governments in the
development of infrastructure and facilities for MICE
segments.
To conduct seminars, group discussions, courses of study
and organize exchange of visits between Indian
organizations and relevant world associations/organizations.
To seek affiliations with world bodies with similar aims and
objectives.
S
O
H MICE (meeting, incentive travel, conferences and exhibition)
M industry has taken a huge shape these days. In today’s
globalized world it is a very important constituent of the
T tourism and travel industry. It is estimated that with an
almost 400,000 events a year its annual turnover is around 280
billion US dollars. Now today in the given blog the author
attempts to give a brief introduction to an organization which
had played a very important role in the overall development of
the MICE industry. Known as ICCA that is international
Congress and Convention  association it brings together all the
players which are into organization of business events and
taking care of related activities like transportation and
accommodation.
S
O
H It comprises of around 900 players from 86 countries and mainly

M includes players like PCOs (professional conference organizers),

Convention centers, hotels, meeting planners, airlines, logistic
T companies, resorts etc. (ICCA, 2010) It was founded in 1963 and
is head quartered in Amsterdam, Netherlands.
In ICCA member companies are divided into chapters and
sectors. All the companies coming  under a specific type of
business come under one specific sector where as
companies coming  from a  particular geographical area comes
under one chapter. The reason of dividing members into chapters
and sectors ensure better interfacing, networking and sharing of
knowledge between members with commonalities.