2024 Reviewer - Introduction To Mice Management PDF

HMC 210 – INTRODUCTION TO MICE MANAGEMENT Unit 1: Event Tourism EVENTS There is no single universally accepted definition of event The Accepted Practices Exchange Industry Glossary of TERMS (APEX, 2005) Defines an event as, ―An organized occasion such as a meeting, convention, exhibition, specia...

HMC 210 – INTRODUCTION TO MICE MANAGEMENT Unit 1: Event Tourism EVENTS There is no single universally accepted definition of event The Accepted Practices Exchange Industry Glossary of TERMS (APEX, 2005) Defines an event as, ―An organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. Goldblatt (2005) - Focuses on special events as ―a unique moment in time, celebrated with ceremony and ritual to satisfy specific needs Getz (2008) - notes that events are spatial (suggest 2 definition – event organizer and guest) - Temporal phenomena and that each is unique because of interactions among the setting, people, and management systems, including design elements and the program Bowdin (2006) – describe specific rituals, presentations, performances or celebrations that are consciously planned and created to mark special occasions and/or to achieve particular social, cultural or corporate goals and objectives Jago and Shaw (1998) - suggest six features of special events. According to them, special events should: 1. Attract tourists or tourism development 2. Be of limited duration 3. Be one-off or infrequent occurrence 4. Raise the awareness, image, or profile of a region 5. Offer a social experience 6. Be out of the ordinary III. CLASSIFICATION OF EVENTS (Different criteria for classification of events) Planned - they require setup, management, executives and certain length of time. Unplanned events are accidents, natural disasters and other similar, and they will not be taken into consideration in this unit. 1. Mega Event - Events with international appeal and true global reach - the largest and highest profile of all events - require the most significant and sophisticated infrastructure development, most expensive to host 2. Hallmark Events - events are so identified with the spirit and soul of a host community (dinagyang)  3. Major Event - large-scale event, with strong public interest and media coverage. Major events attract large numbers of visitors 4. Local Event - targeted mainly for local audiences and staged primarily for their social, fun and entertainment value - including engendering pride in the community, strengthening a feeling of belonging and creating a sense of place TYPES OF EVENTS CULTURAL CELEBRATIONS o Festivals o Carnivals o Commemorations o Religious events POLITICAL AND STATE o Summits o Royal occasions o Political events o VIP visits ARTS AND ENTERTAINMENT o Concerts o Award ceremonies BUSINESS AND TRADE o Meetings, conventions o Consumer and trade shows o Fairs, markets EDUCATIONAL AND SCIENTIFIC o Conferences o Seminars o Clinics SPORT COMPETITION o Amateur/professional o Spectator/participant RECREATIONAL o Sport or games for fun PRIVATE EVENTS o Weddings o Parties o Socials o Business events and tourism EVENTS THAT DRIVE INTERNATIONAL TOURISM IN LARGE NUMBERS CAN BE GROUPED INTO FOUR MAIN CATEGORIES: Niche Events – often with close links to the host destination, such events are relatively inexpensive to organize Participatory Sports Events - These are destination events which attract thousands of competitors from outside the host country Signature Cultural Events – events which gain an international reputation as must see and include,  International Sports Events - Such events can not only bring in large numbers of participants and spectators but also achieve large worldwide television coverage IV. BENEFITS OF EVENTS 1. Structural expansion of the visitor economy 2. Alignment of tourism with other strategies 3. Marketing and promotion 4. Environmental impacts V. THE MICE BUSINESS The term MICE (Meetings, Incentives, Conventions and Exhibitions) represents a sector of tourism which includes business events and activities Meetings bring people together in one place for the purposes of sharing information and discussing and solving problems Incentive travel is a management tool for rewarding and motivating sales representatives Conventions are gatherings of people with common objectives, organized to exchange ideas, views and information of common interest to the group Exhibitions are activities organized to show new products, services and information to people who have an interest in them VII. KEY PLAYERS OF THE SECTOR Hotels are the main suppliers of MICE and are the main beneficiaries as well. Transportation management covers routing, vehicle use, staff requirements, maps, signage and preparation Most of the time, a post-conference tour is organized after the convention for international attendees to visit the attractions in and near the host city UNIT 2: SECTOR OVERVIEW - Meeting A meeting can refer to an assembly of individuals for a specific purpose -Formal meetings take place at a set time and place. They run for a specific period and follow the agenda -organizational meeting includes shareholders and management. -Operational meetings are more frequent and include management and employees. Includes sales or staff meetings or ad hoc meetings to respond to an unplanned event What is the Conference? A conference is a type of meeting. It is formal in nature and can have many attendees. They focus on a particular theme and have many speakers who may present different perspectives on the same situation, an area of proficiency, or problem Different types of meetings and conferences. MEETINGS: -Decision-Making Meetings A problem is put forward and the attendees will consider the solutions and resolve the issue. -Consulting meetings - Where members meet to discuss planned policy reforms or other changes within the organization. -Informing meetings Where members meet and the chairperson imparts particular information or decisions they have made. CONFERENCES: -symposium is a conference that focuses on academic or scientific information. They often associate it with entertainment. -workshop is a more practical based conference where they take a hands-on approach and attendees get to take part and receive first-hand coaching. -seminar can be educational oriented lectures or presentations on a particular topic. There can be multiple speakers but often only one. They are commercial in nature. INCENTIVE TRAVEL is the reward element of an incentive, recognition, or loyalty program, which takes the form of an all- expenses paid trip with a program of scheduled events and activities Incentive programs Incentive, recognition, and loyalty programs (from here on referred to as just 'incentive programs') are used by companies motivation Incentive Trips/Awards - To fulfill the award, the company will use some form of event/meeting. planner to co-ordinate the trip and design the itinerary, including all travel arrangements, accommodation, receptions, dinners, activities, excursions, entertainment, and special events. ➤ TYPES OF INCENTIVE PROGRAMS SALES INCENTIVES Incentives are a very effective way to drive sales. An incentive program might be aimed at a company's employees i.e. the sales team, or its distributors / re-sellers REWARDS AND RECOGNITION Whereas incentive programs aim to inspire or influencesomeone's efforts, the purpose of rewards and recognition programs are to reinforce certain behaviors EMPLOYEE MOTIVATION Group travel is often used for employee motivation; to engage people, change attitudes, build morale, and embed new values. CUSTOMER LOYALTY Another variation of an incentive program is when group travel is used to reward customer loyalty and repeat business INCENTIVE TRAVEL PROGRAM it's a program of events and activities over several days or even a week INCENTIVE PROGRAM The 'incentive program' might start up to a year in advance, often it's unveiled at the end of the current program-perhaps at an awards dinner on the final evening-in order to build excitement. -CONVENTION in the sense of a meeting, is a gathering of individuals who meet at an arranged place and time in order to discuss or engage in some common interest (Types of convention) 1. Trade conventions Typically focus on a particular industry or industry segment, and feature keynote speakers, vendor displays, and other information and activities of interest to the event organizers and attendees. 2. Professional conventions Focus on issues of concern along with advancements relatedto the profession. Such conventions are generally organized by societies or communities dedicated to promotion of the topic of interest 3. Fan conventions Usually feature displays, shows, and sales based on pop culture and quest celebrities  4. Anime conventions Center around Japanese pop culture, particularly anime & manga. 5. Comic book conventions Large entertainment expos, like Wizard World and Comic Con San Diego, focus on special guests, autograph signings, giveaways, vendor rooms, and big industry announcements 6. Science fiction conventions -come in a couple of varieties. The first, and most common, is the smaller literature focused event that centers around authors of sci-fi and fantasy novels 7. Furry conventions Bring together people interested in anthropomorphism and furry fandom. Fans meet and participate in panels focusing on anthropomorphic art, crafts, music, and literature. 8. Gaming conventions Come in two forms: those focused on board and tabletop games and those focused on videogames. Some are giant expos with 100s of gaming companies attending, while others are smaller tournament events. 9. Literature conventions Are often sci-fi conventions that focus more on writers, novels, and literature than costuming or other things (even if they have quite a bit of those too). They usually have authors as guests. 10. Horror conventions are usually for fans of the horror genre and may include film festivals, makeup expos, etc ➤ What is Exhibition mean? A traditional exhibition is a large-scale event that uses a variety of media and means to promote products, corporate image and establish good public relations What is the Difference Between Exposition and Exhibition? The general scale of an expo is large and worldwide. For an exhibition, it is small and most of the time is regional targeting. Expo It refers the expo to an exhibition with a large scale. It features a wide range of contents and numerous exhibitors and visitors. Exhibition The traditional exhibition is a routine public relations activity that conveys information through on-site exhibitions and demonstrations ➤ Types of Exhibitions We can divide the exhibition into two categories: trade and consumer. 1. Trade-oriented exhibitions are exhibitions for industries such as manufacturing and commerce. The main purpose of the exhibition is to exchange information and negotiate a trade. 2. Consumer-oriented exhibitions are exhibitions for the public. These types of exhibitions basically display consumer goods for direct sales According to the nature of the exhibition We can divide the exhibition into two categories: comprehensive exhibition and professional exhibition. 3. Comprehensive exhibition refers to exhibitions that cover the whole industry or several industries. It's also called horizontal exhibitions, such as industrial exhibitions and light industry exhibitions. 4. A professional exhibition Is an exhibition that shows a certain industry or even a certain product, such as a watch exhibition 5. Exhibit according to the exhibition time There are some exhibitions that held regularly and irregularly. For a regular exhibition, some may be held four times a year, twice a year, once a year, once every two years, and so on. While for irregular exhibitions, they are held according to needs and conditions. They can be categorized into Long-term and short-term. Long-term exhibitions can be held for three months, half a year, or even permanent. While short-term exhibitions generally do not exceed one month. In developed countries, professional trade fairs are generally held for three days. 6. Exhibition venue can be either indoor or outdoor. Indoor venues are often used to display exhibitions of conventional products. Most of the common one would be textile exhibitions and electronic exhibitions. Outdoor venues are often used to display oversized and overweight products. Such as air show and mining equipment exhibition. Exhibitions held in rotation in several places are called road shows. (Most of the exhibitions are held in dedicated exhibition venues). UNIT 3. INDUSTRY SECTORS INVOLVED A. Hotel 1. Meeting Spaces: Hotels provide a variety of meeting spaces, ranging from small boardrooms to large conference halls. 2. Incentives: Hotels often partner with businesses to offer incentive travel packages 3. Conferences: Hotels with dedicated conference facilities offer event planning and management services. They provide logistical support, technical assistance, and catering services to ensure the success of conferences 4. Exhibitions/Events: Many hotels have spacious ballrooms and exhibition areas that can be transformed to host trade shows, product launches, weddings, gala dinners, and other special events 5. Catering Services: Hotels typically have in-house catering teams that can design menus for MICE events. They cater to diverse culinary preferences, dietary restrictions, and cultural requirements 6. Technology and AV Support: Hotels invest in state-of-the-art audio-visual equipment, including projectors, screens, sound systems, and video conferencing facilities 7. Accommodations: To accommodate event attendees, hotels often offer special room rates for MICE groups 8. Event Planning: Many hotels have dedicated event planning teams that work closely with event organizers to coordinate logistics, create timelines, and ensure that all details 9. Recreation and Leisure: In addition to event facilities, hotels provide recreational amenities such as fitness centers, spas, swimming pools, restaurants, and bars 10. Location: The location of a hotel is a critical factor for MICE events. Proximity to transportation hubs, business districts, tourist attractions, and airports can influence the choice of a hotel for hosting events (Transportation) Airport Transfers: Many MICE events involve participants traveling from different locations, often by air. Local Transportation: Within the event destination, attendees may need transportation to move between their hotels, the event venue, and various off-site locations Venue Access: The event venue itself must have adequate transportation infrastructure, including parking facilities, taxi stands, and accessible public transportation options. Event Transfers: Some MICE events include off-site activities or excursions, such as tours or team- building activities. Organizers must arrange transportation to and from these activities to ensure that attendees can participate seamlessly. Traffic Management: Large-scale events can lead to increased traffic congestion in the host city. Accessibility: Transportation options should be accessible to all attendees, including those with disabilities Information and Communication: Providing attendees with clear information about transportation options is crucial. Safety and Security: Safety is a top priority for MICE events. Organizers should ensure that transportation services adhere to safety standards, and they should have contingency plans in case of emergencies Sustainability: In recent years, there has been a growing emphasis on sustainability in MICE events. Organizers are encouraged to consider eco-friendly transportation options, such as electric shuttles or promoting public transportation use to reduce the carbon footprint of the event. Budget Considerations: Transportation can be a significant expense in the overall budget for MICE events. Organizers must balance the need for convenience and efficiency with cost effectiveness. ATTRACTIONS: Attractions are the places, activities, events, or experiences that draw tourists to a specific destination. They serve as the primary reasons for tourists 1. Natural Attractions: These are features created by nature and include landscapes, geological formations, wildlife, and scenic vistas Example: The Amazon Rainforest 2. Cultural Attractions: Cultural attractions showcase a destination's heritage, history, art, and traditions. They offer insights into the local culture and provide opportunities for cultural enrichment Example: The Colosseum in Rome 3. Entertainment Attractions: These include theme parks, theaters, sports events, and other venues designed to provide entertainment and enjoyment to visitors Example: Disneyland Resort in Anaheim, California 4. Adventure Attractions: Adventure attractions offer thrilling and adventurous experiences, often involving physical challenges or outdoor activities. Example: Machu Picchu in Peru is both a cultural and adventure attraction 5. Culinary Attractions: Culinary attractions revolve around food and dining experiences, allowing tourists to savor local and international cuisines. Example: Tsukiji Fish Market in Tokyo, Japan 6. Events and Festivals: These are special occasions, celebrations, or gatherings that showcase a destination's culture, traditions, and entertainment Example: Carnival in Rio de Janeiro, Brazil SUPPORTING INFRASTRUCTURE refers to the essential facilities, services, and logistical elements necessary to accommodate tourists and facilitate their access to and enjoyment of attractions within a destination. 1. Accommodation:  2. Transportation 3. Hospitality Services: These encompass restaurants, cafes, bars, room service, and catering services that provide dining and refreshment options for tourists. 4. Tourism Information Centers: Information centers and websites provide tourists with maps, brochures, guidance, and information about local attractions, events, and services. 5. Tour Operators and Guides: Tour operators and guides organize and lead tours, excursions, and activities that allow tourists to explore attractions with knowledgeable assistance 6. Infrastructure for Accessibility: This includes features like ramps, elevators, signage, and accessible transportation options designed to accommodate individuals with disabilities 7. Security and Safety: Infrastructure for safety includes emergency services, law enforcement, medical facilities, and other measures to ensure the well-being of tourist 8. Visitor Facilities: These include restrooms, visitor centers, picnic areas, and amenities at attractions to enhance the comfort and convenience of tourists during their visit. MICE infrastructure refers to the specialized facilities, services, and amenities designed to support the Meetings, Incentives, Conferences, and Exhibitions/Events (MICE) industry. It encompasses venues, convention centers, hotels, technology, transportation, and other essential elements that facilitate the hosting of successful MICE events Elaboration on Significance: 1. Capacity and Versatility: MICE infrastructure provides ample space and versatile layouts to accommodate a wide range of events, from intimate board meetings to largescale international conferences 2. Technology Integration: Advanced audiovisual equipment, high-speed internet connectivity, and digital infrastructure are crucial in the modern MICE industry 3. Accessibility and Location: Strategic locations near transportation hubs, airports, and major cities are vital for attracting both domestic and international attendees 4. Accommodation: On-site or nearby hotels and accommodations simplify the logistics for attendees, allowing them to stay close to the event venue 5. Hospitality Services: Catering, banquet services, and dining options ensure that event participants are well-fed and satisfied during the event. 6. Logistical Support: MICE infrastructure often includes dedicated event planning and logistics teams that assist organizers in coordinating various aspects of the event, from booth setup to transportation arrangements. 7. Aesthetic and Comfort: Well-designed and aesthetically pleasing spaces contribute to a positive and professional atmosphere, enhancing the overall experience for attendees and exhibitors 8. Sustainability: Many modern MICE facilities focus on sustainability by implementing eco-friendly practices, such as energy-efficient lighting, waste reduction, and sustainable sourcing of materials 9. Economic Impact: MICE infrastructure can have a significant economic impact on the host city or region by attracting visitors, boosting local businesses, and generating revenue through events and tourism. Clients are individuals, organizations, or entities that engage in a business relationship with a company or service provider Unit 4. Your Role as a Manager of Event A. An event manager, also known as an event coordinator or planner, is a professional responsible for overseeing and managing various aspects of events, such as conferences, weddings, corporate meetings, trade shows, parties, and other special gatherings. Planning and Conceptualization: 1. Planning and Conceptualization: Event managers begin by working closely with their clients or stakeholders to understand the purpose and vision of the event. They help conceptualize the event's theme, goals, and objectives, considering factors like the target audience, budget, and timeline. 2. Budget Management: One of the crucial aspects of event management is budgeting. Event managers create and manage budgets to allocate funds effectively for various aspects of the event, such as venue rental, catering, decorations, entertainment, and marketing 3. Venue Selection and Setup: Event managers research and recommend suitable venues based on the event's requirements and budget. 4. Vendor Coordination: Event managers work with a network of vendors, including caterers, florists, audiovisual technicians, and photographers. 5. Logistics and Timeline Management: Event managers create detailed event timelines and logistics plans 6. Marketing and Promotion: Depending on the event's nature, event managers may be responsible for marketing and promoting it to attract attendees 7. Risk Management: Event managers identify potential risks and develop contingency plans to address them 8. On-Site Management: On the day of the event, event managers oversee all aspects of its execution. 9. Guest Experience: Event managers prioritize the guest experience, ensuring that attendees have a seamless and enjoyable time. 10.Post-Event Evaluation: After the event, event managers conduct evaluations to assess its success B.Managing Event - Team Managing an event team is a crucial aspect of an event manager's role. Event teams consist of various professionals and staff members who collaborate to plan, organize, and execute a successful event. Effective team management ensures that everyone works cohesively toward a common goal, delivering a seamless and memorable event Here's an expanded explanation of how event managers manage their event teams: 1. Team Assembly: Event managers begin by assembling a team of skilled professionals who can contribute to different aspects of the event. 2. Roles and Responsibilities: Each team member is assigned specific roles and responsibilities based on their expertise and experience 3. Communication: Effective communication is vital in event management. Event managers establish open lines of communication within the team, ensuring that members are well-informed about project updates, timelines, and any changes in plans. 4. Regular Meetings: Event managers schedule regular team meetings to discuss progress, challenges, and strategies. 5. Team Motivation and Morale: Event managers foster a positive working environment by recognizing and appreciating team members' contributions 6. Conflict Resolution: In a dynamic event planning environment, conflicts may arise. Event managers are responsible for addressing conflicts promptly and professionally. 7. Resource Allocation: Event managers allocate resources effectively, ensuring that team members have the tools, materials, and information they need to perform their roles efficiently 8. Timeline Management: Event managers work closely with the team to develop and manage timelines and deadlines for various tasks 9. Training and Development: Depending on the team's composition and the complexity of the event, event managers may provide training or guidance to team members to enhance their skills or knowledge related to event planning and execution. 10. Delegation: Event managers delegate tasks based on team members' strengths and expertise. Delegation helps distribute the workload evenly and allows team members to focus on areas where they can make the most significant impact 11. Feedback and Evaluation: After the event, event managers gather feedback from the team members about their experiences and performance 12. Recognition and Appreciation: Event managers acknowledge the team's hard work and contributions, both publicly and privately C. IDENTIFYING THE PLAYERS IN EVENT MANAGEMENT Identifying the key players in event management is essential for understanding the roles and responsibilities within the industry Event manager/coordinator - is the central figure in event management. They oversee all aspects of the event, from initial planning to execution and evaluation Client or Event Host: The client or event host is the individual or organization for whom the event is being organized Event Planners: Event planners assist the event manager in developing and executing the event Marketing and Promotion Specialists: Marketing professionals play a crucial role in promoting the event to the target audience. Venue managers oversee the event space, ensuring it meets the event's requirements and is set up appropriately Caterers and food service providers are responsible for the menu, food preparation, and service during the event. Entertainment and Performers: Entertainment specialists coordinate performers, musicians, DJs, and other entertainment acts to engage and entertain event attendees. Their role is to enhance the overall experience of the event. Technical and Audiovisual Experts: Technical professionals handle audiovisual equipment, lighting, sound systems, and technical setups necessary for presentations, performances, and other event components Event Staff and Volunteers: Event staff includes ushers, security personnel, registration attendants, and other on-site support. Volunteers may also assist with various tasks, contributing to the smooth flow of the event. Decorators and designers focus on the visual aspects of the event. They create the event's theme, select decorations, and design the overall ambiance to align with the client's vision Photographers and Videographers: These professionals capture the event through photos and videos, preserving memories and promotional material for future use. Transportation and Logistics Experts: For large-scale events, transportation and logistics experts manage guest transportation, parking, and the movement of materials and equipment to and from the venue. Legal and Compliance Experts: Legal professionals assist with contracts, permits, and compliance with local regulations to ensure the event is conducted legally and without any legal issues. Sponsors and Partners: Sponsors and partners may be involved in events, providing financial support, resources, or promotional assistance in exchange for visibility and exposure at the event. Guests and Attendees: Event attendees play a crucial role in the success of an event by participating in activities, networking, and contributing to the overall atmosphere. D. KNOWING THE INDUSTRY AND COMPETITORS Knowing the industry and your competitors is essential for the success of any business or organization, including event management. Here's an expanded explanation of why it's crucial and how to go about it: Market Research: Competitor Analysis: Client Insights: SWOT Analysis: Networking Innovation and Differentiation Continuous Monitoring