TPMICE Chapter 4-6 (Reviewer) - Julao, Zyrex Stefanee I. PDF

JULAO, ZYREX STEFANEE I. CHAPTER 04 THE PROCESS OF MICE PLANNING SPONSORS OF MICE - In this context, the term "sponsors" I. GOALS AND OBJECTIVES refers to those who take an active role in - It should be established by the sponsor....

JULAO, ZYREX STEFANEE I. CHAPTER 04 THE PROCESS OF MICE PLANNING SPONSORS OF MICE - In this context, the term "sponsors" I. GOALS AND OBJECTIVES refers to those who take an active role in - It should be established by the sponsor. ensuring that the meeting or event is - It should be Specific, Measurable, necessary, effective, and aligned with Achievable, Realistic, and Timed broader objectives. (SMART). - They are responsible for determining whether or not there is a valid need for II. TARGETING THE POPULATION the meeting. - After determining the goals and objectives, those involved in the SPONSORS OF MICE CAN BE: planning stage must determine who ASSOCIATIONS should attend. TRADE UNIONS MICE PLANNING III. DESIGNING THE PROGRAM CORPORATIONS - The program design should include the INDEPENDENT COMPANIES theme and the agenda of the meeting, RELIGIOUS GROUPS convention, and exhibition. THEATER AND ARTS GROUPS - In the designing the theme, the planners SOCIAL ORGANIZATIONS should ensure that the theme should take into consideration the needs of the THE SPONSOR IS RESPONSIBLE FOR THE audience, the objectives of the event, FOLLOWING: and should provide continuity (Jeurgens, pp. 9-10). Assessing the Purpose - They evaluate whether the meeting or HOSPITALITY PROGRAMS/SPOUSAL event serves a specific goal, such as PROGRAMS education, networking, product launch, - These are designed to entertain the or business development. guests of the conference attendees. Approving the Budget These programs usually have an - Meeting sponsors decide if the event is extensive itinerary that keeps the worth the financial investment. participants busy. Setting Objectives - They establish clear objectives, like sales targets, knowledge-sharing, or DESIGN OF HOSPITALITY PROGRAMS market expansion. 1. The history of a group must be reviewed Evaluating the Audience carefully before planning a hospitality program. - They ensure that there is a targeted 2. The meeting planner and the host property and relevant audience for the meeting. should survey the participants to determine the Measuring ROI likes and dislikes of the group. - Sponsors determine how to measure 3. A list of the local sites and attractions as well the return on investment (ROI) for the as the services provided by the hotel should also event, ensuring the outcomes align with be included. the organization's goals. 4. The participants should be surveyed to find out whether or not they are interested in any of the suggested activities. JULAO, ZYREX STEFANEE I. ROOM SETUP AND LAYOUT CHILDREN’S PROGRAM - These are designed to entertain the 1. THEATER OR AUDITORIUM SETUP young guests of program participants. - The most functional seating arrangement especially when the IV. CREATING THE BUDGET meeting involves a large group of - According to P.C. Doston, a budget is an participants estimate of income and expenses and a - It involves placing chairs in rows, either plan to adjust the anticipated expenses straight or in semicircle. to the expected income. - This setup is suitable for lecture-type meetings. FIXED EXPENSES - Chairs should be placed 4 to 6 inches - in MICE (Meetings, Incentives, apart with approximately 2 1⁄2 feet from Conferences, and Exhibitions) these are the back of one chair to the chair behind costs that remain constant regardless of it the size or number of participants in an - event. VARIABLE EXPENSES - in MICE (Meetings, Incentives, Conferences, and Exhibitions) are costs that fluctuate based on the number of participants or the scale of the event. - 2. SCHOOLROOM OR CLASSROOM SETUP REGISTRATION FEES - It is conducive to participants taking - The most constant source of income for notes, reading materials, or working on conferences. It must be developed to projects. support the activities. - It is suitable for small lectures and workshops where note-taking is V. SITE SELECTION required. - It is a significant activity of the - Its advantages are it uses a large sponsoring organization. amount of space per person, and it is - The site is very important for the good for note-taking. success of the event. Convenience and - Its disadvantage is it has poor visibility cost are very important in site selection. from the back of the room SITE SELECTION CHECKLIST The checklist includes the following areas: Sleeping rooms Meeting and exhibition space, Transportation (airport and ground) Food and beverage Recreation (on-site and local attractions) Services - JULAO, ZYREX STEFANEE I. 3. HOLLOW SQUARE, U-SHAPE, AND THE - A contract is a legal document that HERRINGBONE LAYOUT explains the responsibilities of the - These setups are suitable for board concerned parties. meetings, management meetings, and small group discussions. - The main advantage is they encourage VII. FORMULATING COMMITTEES discussions and interaction among - It is essential in sponsoring a meeting, participants. convention, or exhibition. Each - The disadvantage is the use of committee must have its own aims. audiovisuals may be difficult. - Each committee should have a chairman. VIII. MARKETING AND PROMOTION - Know the number of break- even attendance - Establish a marketing plan Establish a timetable - Carry out the program Appraise the program IX. HIRING SUBCONTRACTORS - The planner should determine how to - 4. BANQUET OR ROUND TABLE LAYOUT transport the participants to the host city - This layout is suitable for banquets, where the meeting is to be held. seminars, and round table discussions - The planner should determine how to - The advantages are it can be used transport them from one place to when meetings break up into smaller another within the host city. discussion groups without participants having to exchange rooms, and it can X. FOOD AND BEVERAGE FUNCTIONS accommodate food and beverage - The food and beverage functions must services comfortably. harmonize with the program design and - The disadvantages are it uses a large budget for the meeting, convention, and amount of space per person, and the exhibition. use of audiovisuals may be difficult. According to C. Price, a guarantee is the minimum number of meals to be served and will have to be paid for. The area to be considered in food and beverage is record-keeping. The most common methods are head - count, ticket count, plate count, and food consumed. VI. NEGOTIATION AND CONTRACTS - Negotiations are held between the representative of the host property and the sponsoring organization. JULAO, ZYREX STEFANEE I. ON-SITE MANAGEMENT 4. Group together all related tasks; - Pre-convention meetings should include 5. Establish links between these groups of each department that has specific tasks; responsibilities during the meeting. 6. Establish an understanding of - The planner must also monitor the respective roles for all those involved; on-site attendance. and - The planner should also conduct a 7. Identify possible communication lines post-conference meeting to evaluate the between various groups. meeting – its strengths and weaknesses. II. PLANNING - It is the process of setting goals and EVALUATION deciding on the best approach to Several ways of evaluation: achieve them. - Formal methods – questionnaires or surveys STRATEGIC PLAN - Informal methods – comment cards and - directs an organization toward its overall informal conversations objectives and considers the major - Focus group influences - political, economic, environmental, etc. CHAPTER 05: MICE MANAGEMENT SPECIFIC PLAN MANAGEMENT - is designed to achieve specific - Is getting things done through effective objectives such as budget estimates, people and efficient processes resource production, and promotion plans. MANAGER ADMINISTRATIVE, ORGANIZATIONAL, and - is a professional responsible for STRUCTURAL organizing and overseeing events - Explain how the objectives will be achieved MAIN FUNCTIONS OF MANAGEMENT III. MOTIVATING I. ORGANIZING - The MICE leader should know how to - It is the process of determining the motivate his or her employees. special activities to be accomplished - Good examples of motivation are public toward the end objectives; the gathering recognition, giving small rewards, and of these activities into relevant free t-shirts. structures and the allocation of the IV. COMMUNICATING achievement of objectives through these - Communication is giving, receiving, or activities to the appropriate groups or exchange of information so that the individuals. material communicated is completely Several Steps to Follow in Choosing an understood by everyone concerned and Organizational Structure that appropriate action follows. 1. Define the aims and objectives of the project; IMPORTANCE OF COMMUNICATION 2. Analyze the background situation in To transmit a message which the event has to be achieved; To have the message accepted 3. List all the tasks to be undertaken; To guarantee understanding JULAO, ZYREX STEFANEE I. To attain correct action VII. PROBLEM SOLVING To give and receive information - Problems will always exist. A positive, innovative thinker is needed to solve SEVERAL METHODS OF COMMUNICATION them. VERBAL COMMUNICATION - It is important but should not be STEPS IN PROBLEM SOLVING overused. Obtain the facts; NON-VERBAL COMMUNICATION Specify the objectives; - It consists of body gestures, facial Identify the problem; expression, eye contact, and personal Formulate alternative solutions; appearance. Select the best solutions; WRITTEN COMMUNICATION Put the selected solution into practice; It is most common in MICE management. Continue making observations to make VISUAL COMMUNICATION sure that the chosen solution works; and - eg. videos are used for product Select a new solution or adjust any promotion and staff training; an effective corrective action or go back to step logo communicates a message and helps in the success of an event. OTHER MANAGEMENT CONCEPTS ELECTRONIC COMMUNICATION A. Decision-making - It is the most modern method of Decision making involves the assessment and communication. implementation of possible strategies - Examples are computers, email, Internet, fax, and mobile phones. B. Team Building V. CREATING - A good MICE manager should exert It is the ability to produce an original idea or effort to build his or her team. thought through the use of imagination. - Unity of purpose and cooperation are necessary to attain success in MICE VI. CONTROLLING management. - It is monitoring the performance of C. Delegation systems and resources. - Delegation means giving people - Control is a management function which something to do which they are capable checks whether what is supposed to of achieving. happen is happening or is going to - Delegation is designed to attain success happen. by using everyone’s time, expertise, and effort to the best advantage. D. Leadership IMPORTANCE OF CONTROLLING - Leadership is an interpersonal influence - Plan what you intend to do exercised in a situation and directed - Measure what has been done through the communication process - Compare achievements with the toward the attainment of a specific goal blueprint or goals. - Take action to correct anything that is E. Staff Appraisal and Training not as it should be - Staff appraisal is an evaluation of the accomplishment, strengths, and weaknesses of the employees in order JULAO, ZYREX STEFANEE I. to improve their performance and INSTITUTE OF MARKETING commitment of duty. Marketing is a management process responsible - Staff training helps to improve the for identifying, anticipating, and satisfying quality of the event and enable it to be customer requirements - profitability. carried out more efficiently and effectively. PHILIP KOTLER Marketing is a social and managerial process Two Kinds of Training for Event Employees by which individuals or groups obtain what Desirable training they need and want through creating and - improves personal skills such as exchanging product value with others. decision making and creativity ROBERT LEWIS Essential training Marketing is communicating to and giving - Makes sure that personnel are aware of target market customers what they want, when legal requirements. they want it, where they want it, and a price they are willing and able to pay. F. AUTHORITY, RESPONSIBILITY, and The basic principle in marketing is that POWER the customer is very important. - It is important that every individual Everything must be done to satisfy the knows where he or she stands so that customer. he or she will not be tempted to underplay or overplay his or her role. CUSTOMER CARE - For every decision, someone must take - It is an essential element of MICE responsibility, and everyone must know marketing. who that person is. - The needs of event customers must be given special attention G. CRISIS MANAGEMENT Different Ways to Control Crises IMPORTANT FACTORS OF MARKETING Examine the crisis in a pleasant way Re-assess the aims or goals LOCATION Analyze the potential solution - Environmental factors such as traffic Study the effects of many solutions and scenery as well as the Choose the most appropriate courses of attractiveness and accessibility of the action location should be considered. Carry out the best activity Undertake follow-ups to prevent SOCIAL FACTORS unnecessary reputation - The attitude of people to what is appropriate might be affected by the CHAPTER 06: MARKETING MICE attitude of friends and colleagues. MARKETING CULTURAL INFLUENCES - Different groups in society with different DICTIONARY ethnic origins and social classes will Marketing is an integrated process of producing, see events in different ways. distributing, and selling goods and services. JULAO, ZYREX STEFANEE I. FASHION - During certain historical periods, certain types of events will be popular and will attract many participants. POLITICAL FACTORS - Local and central government will support events that fit with their beliefs. ECONOMIC FACTORS - Assess how much money is available at a corporate and individual level, consider the exchange rates and similar economic factors. PHILOSOPHY - The beliefs and attitudes of groups, individuals, and other agencies will affect the range of events that are provided. MARKETING CONCEPTS MARKET RESEARCH It is the objective gathering, recording, and analyzing of all facts relating to the provision of services for the appropriate consumer. MARKETING MIX Market research can help decrease the - It is a combination of factors to get the risk of failure. correct balance for an enterprise It is also helpful in planning an - Place, Product, Price, Promotion effective marketing strategy OTHER P’s PEOPLE - They are very important in producing a gooda event. Proper customer care, teamwork, well-trained, and competent staff are major marketing tools. PACKAGING - It is the method of presenting events. It may be presented once or as part of a season or festival. JULAO, ZYREX STEFANEE I. PARTNERSHIP PRESS CONFERENCE - It is the support of others which is very - It can be a very effective way of getting beneficial to the success of an event. important press coverage and briefing PROGRAMMING several journalists at the same time. - It is the way an event is scheduled. It is PHOTO OPPORTUNITIES an important marketing tool - Photographs can attract much attention. - They often create greater awareness of PROMOTION the event and help to satisfy the desire - It is the method of bringing the product of the sponsor for publicity to the attention of the public and RELEVANT MEDIA prospective participants. It deals with - National, regional, and provincial media the image and presentation of the should be targeted. product. - A promotional competition, a discount Aims to achieve (AIDA) system for large attendance, and other ATTENTION types of incentives can be utilized to DESIRE attract customers INTEREST PUBLIC RELATIONS ACTION - Effective public relations can be achieved by influencing people through Promotion: influential individuals. LOGO - This can be done by obtaining the - A suitable logo is a vital part of a public support of well-known experts in the image. relevant field or by getting the - An appropriate logo should: endorsement of a celebrity Reflect the event SELLING Pass on what it is about - Everyone in the team is a sales Be attractive and eye catching representative. Portray an event image - Some of the direct financial sales which Give relevant messages can greatly a contribute to the income of Be colorful the events are the merchandising, souvenir sales, franchising, and trading ADVERTISING - It is essential for the success of an EVENT PRESENTATION event. Two Aspects of Event Presentation - It is expensive, but despite its cost, 1. Promotional Presentation - for sponsors, successful advertising is very valuable. spectators, media, and participants. Effective advertising is necessary to 2. Event presentation - can range from an encourage people to attend. attractive documentary, high-cost multimedia, or MEDIA RELATIONS AND PUBLICITY audiovisual production - The publicity campaign should be undertaken together with the advertising campaign. - The campaign should be done for several months until the beginning of the event.