Week 1-4 PDF: MICE Events and Conventions

Events are:  Organized occasions such as meetings, conventions, exhibitions, special events, gala dinners etc.  An event is the coming together of a number of people in one place, to confer or carry o...

Events are:  Organized occasions such as meetings, conventions, exhibitions, special events, gala dinners etc.  An event is the coming together of a number of people in one place, to confer or carry out a particular activity.  Events are a unique blend of management, programming, setting and people.  Events are temporary or transient occurrences.  Events are usually fixed and publicized. History Meetings in ancient times were discussions of communal interests. Primitive people gathered to discuss common interests such as hunting plans, war activities, peace negotiations and tribal celebrations. Later cities became the meeting places Rome, for example, had its Roman Forum and Comitium. In Europe, the history of conventions began with the Congress of Vienna in 1814-15. In the United States, Detroit established the first convention bureau, a government authority to promote and manage conventions, in 1896. This was followed by many other cities in the early 1900s after witnessing the benefits convention brought to the city. In 1902, the first formal incentive travel programme was set up by the National Cash Register (NCR), a U.S. company. The conventions industry began in the 1950s because of: An expansion in government organizations A growth in multinational corporations and agencies Developments in association interests, professional and pressure groups Changes in sales techniques, including the use of product launches and sales promotion meetings Need for in-company management training, continuing professional development and attendance at ad hoc or scheduled meetings;  Development of subject specialization, with conferences enabling an expert to pass on information to a large number of peripherally involved colleagues Sheffield Arena- 12,000 capacity in Great Britain National Arena Birmingham -13k capacity Wales Millennium Centre -19k capacity Europe and North America still play the leading role in the world convention and exhibition market in terms of number of events. But the convention and exhibition industry in Asia has shown stronger-than-average growth since the 1960s. However, there was very little convention activity in the 20th century until the 1950s due to the influence of the two World Wars. PICC – 3,500 capacity What is MICE? Meetings are typically held in hotel conference rooms or at convention centers. They are single-day events that bring together a group of professionals to address a key challenge or set goals for the organization. Incentives Incentives are travel rewards a company may provide in return for excellent professional performance from individual employees, groups or partners. A few days in a resort, hotel or popular hospitality venue at your company‟s expense does wonders for employee loyalty. Conferences Conferences take meetings to the next level and are designed for a large corporate group to share knowledge across several days. They often include not only key members of the organization, but also guest speakers and the general public. Exhibitions Exhibitions are essentially trade shows where an organization promotes its key products and services to the public. They are hyper-focused events that drum up business and help employees to network and build lasting professional relationships. The term MICE (Meetings, Incentives, Conventions and Exhibitions) represents a sector of tourism which includes business events and activities. Travelers attending MICE activities have a purpose beyond leisure tourism, and are in fact business travelers.  These business travelers are connected to different sectors of the tourism and hospitality industry through their MICE activities. KEY TRENDS IN MICE 1. SUSTAINABILITY 2. PERSONALIZATION 3. TECHNOLOGY 4. CATERING KEY PLAYERS OR COMPONENTS OF MICE 1. Clients (planners) These are the decision makers who hold different activities. Clients are mainly: – Associations –Non-profit professional, trade or industry organizations formed by their members – Corporations – Companies, entrepreneurial or business organizations – Event planners – Professional agents hired by organizations to plan their business activities 2. Suppliers These are the organizations and enterprises which provide services to MICE activities. Major suppliers include: – National Trade Organization – The organization that promotes trade for the country. – Convention and Visitors Bureau (CVB) The organization or government department that promotes MICE activities to attendees and clients while regulating and supporting MICE clients and other suppliers. Some countries, such as the United States, not only have CVBs at a national level but on provincial and municipal (city) levels.  Some states only have tourism boards to handle CVB responsibilities. – Airlines – Provides transportation services for attendees of MICE activities. – Cruise lines – Provides transportation services, accommodation and venues for attendees of MICE activities – Venues – Provides spaces where MICE activities can be held, such as: Convention and Exhibition Centers, built specifically for MICE activities Hotel Ballrooms, Conference Rooms or Meeting Rooms Alternatives venues include universities, castles and heritage homes – Restaurants – Provides food and beverage for MICE activities and at times can even be used as venues – Accommodations –Hotels, motels and hostels where housing is provided for attendees during MICE activities – Professional Convention Organizers (PCO) help international conventions clients take care of the professional: planning, organizing and management of conventions, including bank account set-up, delivery and site selection – Destination Management Companies – Takes care of MICE clients when they reach their destination cities – Entertainment – Includes performers, venues and performance, which can be part of the programme of MICE activities – Technical specialists – Supports MICE activities by providing professional technology or equipment set-up and operating services, e.g. audio/visual or lighting – Intermediaries – Agencies working as middlemen to book various services, e.g. tour or travel agencies 3. Other Players – Government organizations – Public organizations, agencies and departments at different levels that provide funding and ideas for various MICE activities: Federal (national)  State (provincial) Local (municipal) – Convention industry associations – Organizations whose members are from the industry, including clients and suppliers, for example: ICCA – International Convention and Congress Association PCMA – Professional Conference Management Association MPI – Meeting Professional Institute – Commercial sponsors – Companies who provide funding or resources for the MICE activities in return for promoting their brand and products WHAT IS MEETING? Meetings bring people together in one place for the purposes of sharing information and discussing and solving problems. Meeting attendance can range from ten to thousands of people. During a meeting, there will usually be food and beverage served. Meeting times vary depending on the meeting type. TYPES OF MEETNG 1. Association Meeting, which are usually of a practical or technical nature and are related to individual trade association, professional societies or academic institutions. 2. Government Meeting, which the governors from all over the world are participated. For example UNWTO, UN, UNECA, and IMF conference 3. Corporate Meeting, which are held by companies in the following ways: – Board meetings – Meetings of the board of the directors of a corporation, usually held annually – Management Meetings – The managers from different regions of a corporation meet when necessary to make decisions for the corporation – Shareholder Meetings – Investors who own a share in a company meet quarterly – Training Seminars – A company conducts these to train employees when needed  – Meetings with partners, suppliers and clients – A gathering to discuss business deals, usually held with little prior notice – Product launches – Usually a meeting with clients, the public, and journalists and reporters when new products are announced on the market – Strategic planning – Managers meeting with employees to discuss the future of the company – Retreats – The entire company staff spends a day or two together to participate in team-building activities, training seminars and strategic planning sessions INCENTIVES Is a management tool for rewarding and motivating: – sales representatives, – dealers, – distributors, – production workers, – support staff, and – in some cases, customers. Usually, will last three days, with: – hotel stays, – tour packages and – planned activities such as dinners, parties and games. Its market is mature in the U.S. and Europe, and is developing in Asia; especially in Singapore and Japan. Factors Behind Incentive Travel Decisions Incentive budget economy – How strong is the economy in the country in which the sponsoring group is headquartered? Buying power – Strength of the exchange rate in the countries being considered as the destination for the trip  Political climate – Terrorist alert levels after the 911 incident Value - How do facilities and services compare with other choices of destination Uniqueness of experience – Takes into consideration whether these participants have experienced this type of trip before CONVENTION Q: What is a convention, and what are its key components and planning considerations? A: A convention is a gathering of individuals who come together at a predetermined time and place to discuss or engage in a common interest. Conventions can be organized around various themes, including industry, profession, and fandom. Here are some key components and planning considerations for conventions: 1. Components of a Convention:  Planners and Groups: Convention planners, such as corporate, association, and independent meeting planners, play a crucial role in organizing conventions.  Host Facilities: These venues provide the necessary space, lodging, meeting rooms, and food services for convention attendees.  Services: Various service providers support conventions, including transportation companies, attractions, tour guide companies, and entertainers.  Exhibitors: These individuals or companies participate in conventions to showcase products, services, and innovations related to the convention's theme. 2. Planning Considerations:  Purpose and Budget: Clearly define the convention's purpose and establish a budget for the event.  Location and Lodging: Select an appropriate venue and arrange lodging options, considering the convenience of attendees.  Content: Plan the convention's content, which may include vendor displays, presentations, keynote speakers, and social activities.  Logistics: Ensure logistical aspects such as transportation, catering, technical infrastructure, and security are well-organized.   Marketing and Promotion: Create marketing materials, invitations, and brochures to attract attendees and sponsors.  Schedule: Develop a detailed program schedule with the order of activities, list of speakers, and breaks.  Volunteers: Assign and train volunteers to assist attendees during the convention.  Supplies and Materials: Arrange for necessary supplies, name tags, and seating arrangements.  Budget Management: Continuously track and manage the budget throughout the planning process. Q: How do conferences differ from conventions, and what are the types of conferences and their planning considerations? A: Conferences are similar to conventions but have distinct characteristics. Here's a breakdown of conferences and their planning considerations: Difference between Conventions and Conferences: Conventions are broader gatherings focused on various interests, while conferences are more structured, often with a specific purpose. Conferences typically involve shorter meetings and a formal setting where attendees engage in discussions and knowledge sharing. Types of Conferences: 1. Symposium: A casual gathering with refreshments and entertainment. 2. Seminar: Educational events focused on discussing a particular topic and gaining new knowledge or skills. 3. Workshop: Hands-on experiences with demonstrations and limited speaker presentations. 4. Round-table Conference: Small, peer-focused gatherings to exchange thoughts and opinions, often on political or commercial topics. Planning Considerations for Conferences:  Purpose and Goals: Clearly define the conference's objectives and what attendees should gain from it.  Location and Venue: Choose an appropriate location and venue that aligns with the conference's theme.  Content: Plan the conference's content, including topics, speakers, and interactive sessions.   Technology and Audiovisual Needs: Ensure the venue has the necessary technology for presentations and discussions.  Registration and Attendee Management: Set up registration processes and manage attendee information.  Marketing and Promotion: Promote the conference to attract the target audience.  Program Schedule: Create a detailed schedule with sessions, breaks, and networking opportunities.  Speaker and Presenter Coordination: Confirm the availability and readiness of speakers and presenters.  Supplies and Materials: Arrange necessary materials, badges, and presentation equipment.  Budget: Develop and manage a budget to cover expenses and revenue.  Evaluation: Collect feedback from attendees to assess the conference's success and make improvements. Q: What are the major trends in the convention industry, and how do they impact event planning? A: The convention industry is evolving, influenced by several major trends that impact event planning. Here are some of these trends: 1. Human-Centered Tech: Advancements in technology, such as AI, augmented reality, and IoT, are shaping conventions, offering attendees interactive and personalized experiences. Event planners need to incorporate tech-enabled solutions into their events to enhance engagement. 2. Live Events: Despite the rise of digital alternatives, live events continue to attract attendees. Event planners should focus on creating hybrid events that combine the precision of digital tools with the personal touch of in-person experiences. 3. Event Strategists: Event organizers are shifting from traditional planners to event strategists who leverage data and technology to create attendee-centric experiences. This requires a deep understanding of attendee needs and preferences. 4. Personalization: Attendees expect personalized experiences at conventions. Event planners should use data to tailor content, recommendations, and interactions to each attendee's preferences.  5. Trust and Ethics: With the increasing importance of data in event planning, trust and ethics in handling attendee data become critical. Event planners must prioritize data security and transparency to gain attendee trust. 6. Brand Impact: Brands play a significant role in conventions. Attendees are drawn to brands that align with their values, creating opportunities for event sponsors to make a positive impact. 7. Sustainability: Sustainability is no longer a trend but a necessity. Event planners should focus on eco-friendly practices, reduce unnecessary travel, and explore virtual event options to reduce the carbon footprint. These trends emphasize the importance of technology, data-driven decision-making, personalization, and sustainability in event planning, making it essential for event organizers to adapt and innovate in response to changing attendee expectations.