EVENTS

MANAGEMENT
EVENTS
•Refers to the things happen around us.
TWO KINDS OF EVENTS
1. ORDINARY EVENTS – that occur naturally in our
environment and in our daily lives.
2. SPECIAL EVENTS – during which some people
gather together for a purpose; some people
need to travel to participate, while some spend a
lot of time and resources planning for the event
and making sure that everything unfolds as
expected.
EXAMPLES OF ORDINARY EVENTS
Birthday
Valentine’s day
Wedding
Anniversary
Anything occur NATURALLY in our
environment
EXAMPLES OF SPECIAL EVENTS
Concerts
Conventions
Festivals
Motorized events
Political rallies
Special sporting events
Spontaneous events(unplanned event of local officials)
ELEMENTS OF A SPECIAL EVENT
5Ws and 1H
1. What event are we organizing?
2. Why are we organizing the event?
3. Who are expected to attend and to organize the
event? How many attendees and organizers?
4. Where is it going to be held?
5. When is it going to cost?
ELEMENTS OF AN EVENT ARE:
1. Type and title of event;
2. Purpose for holding the event;
3. Participants of the event and the roles they play (i.e.,
organizer, attendees, etc.)
4. Place or venue where the event is going to take place;
5. Date and time of the event;
6. Resources
Planning events properly can help achieve the event’s
purpose. Proper event planning means paying attention to
the details in the abovementioned elements.
After answering the 5Ws and 1H questions, you have
effectively made a concept paper for an event. What needs
to be done is thresh out the details. Contingency is one of
the important elements that must be included in the plan.
CONTINGENCY refers to a “Plan B” to address unforeseen
or unexpected circumstances. Note that if one of the
elements is missing, it would be difficult to plan, stage and
evaluate the event later. There are still a lot of things to
learn about event management.
TYPES OF SPECIAL EVENTS:
1. PERSONAL EVENTS – organized by and
for friends and family to celebrate life’s
important milestones. These affairs include
shower parties, birthday parties, baptism,
weddings, achievement blowouts, reunion,
anniversaries and funeral.
TYPES OF SPECIAL EVENTS:
2. CORPORATE EVENTS – organized to
improve the productivity and profitability
of companies and contribute to the
achievement of corporate goals. These
include product launchings, sales rallies
and trade shows.
TYPES OF SPECIAL EVENTS:
3. COMMUNITY EVENTS – gatherings of the members of a
community and their guests to commemorate historical
and/or religious events, promote arts, and culture, and
strengthen social bonds. Examples such are festivals,
school or church events, art exhibits and local sporting
events. There are also big international events, which
unite the world as one big community. Examples of these
are World Youth Day celebrations, the World Expo and the
Olympics.
MICE (Meetings, Incentives, Conventions
and Exhibitions)
MEETING – a general term that refers to the gathering of
people to discuss a set agenda or do a particular activity. It
can be called on a hoc basis (as needed) or following a set
pattern such as an annual stockholder’s meeting. Meeting
do not include exhibits.
CONGRESS – the regular gathering of people who belong to
religious, cultural, professional, or other associative groups.
A congress is often staged to shed light ion a particular
subject, question or issue.
MICE (Meetings, Incentives, Conventions
and Exhibitions)
INCENTIVE – a tool encourage employees to
increase sales or provide solutions. Incentive
travel therefore means using travel as a
reward for accomplishments such as
reaching a sales quota, winning a
competition, and the like.
MICE (Meetings, Incentives, Conventions
and Exhibitions)
CONVENTION – a term convention, which is used interchangeably
with congress, refers to a large national or international meeting.
However, unlike a congress, a convention is usually held to
commemorate an event or milestone for the host organization;
thus, it is usually held with regular intervals and each staging is
given a theme.
CONFERENCE – scholarly gathering to exchange views and
consequently, to convey a message, open a debate, or give
publicity to some opinions on specific issues, such as climate
change. Most conferences are for “study” purposes.
MICE (Meetings, Incentives, Conventions
and Exhibitions)
EXHIBITION – an exhibition
showcases new products, services,
information, or promotional materials
mounted for the purpose of public
relations, sales and marketing.
EXHIBITION SHOWCASES
1. COSTUMER SHOW – a showcase of products that are
offered to the public, mostly for the purpose of direct sales
or promotion to end users.
2. TRADE SHOW – for commerce at a bigger scale. It brings
together industry players, targeting similar markets. It is
intended to provide a venue for sales leads, contacts with
influencers and suppliers, networking, gathering competitor
intelligence and building an image to the customer.
TERMINOLOGIES RELATED TO
EXHIBITIONS:
1. EXHIBITION MANAGER – the head
organizer or promoter of an exhibition.
2. EXHIBITOR – the company or business
person who rents the booth space from the
exhibition manager to showcase the
exhibitor’s products and for other
purposes.
TERMINOLOGIES RELATED TO
EXHIBITIONS:
3. BOOTH CONTRACTOR – subsides a huge empty exhibit space
into smaller spaces which the exhibitors are going to rent;
contractor also provides temporary facilities to exhibitors, such
as the shell or walling for the booth, carpet, table, chairs,
signage, lighting, and power source – for a free.
4. RAW EXHIBITION SPACE – a “raw space” or floor with rough
markings just to indicate boundaries and size of your rented
space in the exhibition hall. An exhibitor may design the raw
space in any ways as long as no venue house rule is violated.
TERMINOLOGIES RELATED TO
EXHIBITIONS:
5. SHELL EXHIBITION SPACE– an exhibition space
with an enclosure called “shell”. The shell gives
booths a uniform look and somehow, makes the
ambiance common in all trade shows.
6. EXHIBITORS MANUAL– a book of instructions and
information for exhibitors regarding the exhibit
venue and services offered by the official booth
contractor.
Criteria for Evaluating a MICE Venue
1. COST – a common factor in decision-making, not only for event venues. The
venue to be selected must be within the budget of the organizer. Its
payment terms must also match the schedule and cash flow of the event.
2. CONVENIENCE – encompasses the availability on the target date,
accessibility, proximity to other support services, suitability of space to the
type of event, and its safety features. It is an important factors to consider
when selecting the event venue.
3. 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. It can
also include the brand of the venue, such as international resort or hotel
chains. It can likewise be the charm appeals aesthetically to the attendees.