Event Management Midterm Reviewer PDF

LESSON 1 - INCENTIVE - It is a reward event intended to showcase persons who meet or exceed EVENTS MANAGEMENT sales or production goals. It is also called...

LESSON 1 - INCENTIVE - It is a reward event intended to showcase persons who meet or exceed EVENTS MANAGEMENT sales or production goals. It is also called as Incentive Program. - It is one of the professional course - CONFERENCE - It is a participatory included in the curriculum for tourism meeting designed for discussion, fact- and hospitality program, even to some finding, problem-solving, and other business management related consultation. It is used by an organization program. to exchange views, convey a message, EVENTS open a debate, or give publicity to some area of opinion on a specific issue. - A function requiring public assembly or the purpose of celebration, education, No tradition, continuity, or periodicity is marketing and reunion. required to convene a conference. - The process that includes research, Compared to a congress, a conference is design, planning, coordinating, and smaller in scale. evaluation of events. - CONVENTION - It is a gathering of TYPES OF EVENTS (Based on purpose) individuals in which the planning activity of the attendees is to attend educational - Celebrate sessions, participate in - Commune meeting/discussions, socialize, or attend - Commerce other organized events. Conventions - Convene include exhibits. TYPES OF EVENTS (Based on Impact) Congress is the European term for - MEGA EVENT- It is the largest events that convention. can organize. Generally it targets the DEFINITION OF TERMS international market. - HALLMARK - It is designed to increase the - EXHIBITION - It display of products or appeal of a specific tourism destination or promotional material for purposes of region. public relations, sales, and/or marketing. - MAJOR EVENT- It attracts significant local It is an activity designed for suppliers of interest and large numbers of participants products, goods, and/or services to and generate revenues. demonstrate and promote to a certain - MINOR EVENT- It is where the most of market. It is the European term for event managers gain experience. exposition. DEFINITION OF TERMS - EXPOSITION - It is larger in scale than an - MEETINGS - It refers to the gathering of exhibition. It generally consists of a huge people for a common purpose such as public display of the goods and services of business, social, or religious purpose. a particular industry. Meetings do not include exhibits. It is considered the most in-demand and easy to organize form of business tourism under the MICE sector.  LESSON 2 RISE OF EXPERIENTIAL AND IMMERSIVE EVENTS TYPES OF MEETINGS - EXPERIENTIAL EVENTS - There is a - CORPORATE MEETINGS - Regular or growing demand for experiential and strategic meetings within a company to immersive events that offer unique and address internal issues, review engaging experiences performance, or plan future strategies. - LOCAL CULTURE - This trend includes - PROFESSIONAL AND INDUSTRY integrating local culture, heritage, and MEETINGS - Gatherings of professionals interactive elements into MICE events from a particular industry to discuss to create memorable and impactful trends, challenges, and opportunities. experiences. HISTORY OF MICE TOURISM - IMPACT - The Philippines, with its rich cultural and natural heritage, is well - 19TH CENTURY - The rapid positioned to capitalize on this trend. industrialization and urbanization of the 19th century led to the need for more DEI organized and formalized meetings. The - Diversity, Equity, and Inclusion (DEI) development of transportation and communication technologies facilitated the growth of business meetings and MICE TERMINOLOGY: A COMPREHENSIVE conferences. GUIDE - EARLY 20TH CENTURY - The early 20th century saw the emergence of - DELEGATE - A person who represents a international conferences and company or organization at a conventions, addressing global issues convention or event, often attending as such as trade, science, and diplomacy. a participant or speaker. The League of Nations, established in - CORPORATE EVENT - An event 1920, was a significant milestone in organized by a business, typically for international meetings. clients, employees, or stakeholders. - LATE 20TH CENTURY - The introduction Examples include product launches, of new technologies, such as fax seminars, and company celebrations. machines and personal computers, - PANEL DISCUSSION - A structured revolutionized event planning and format where a group of experts or management. The 1980s and 1990s saw thought leaders discuss a topic in front the emergence of specialized MICE of an audience, often followed by a agencies and the growth of convention Q&A session. centers. - FESTIVAL - A large public celebration, - EARLY 21ST CENTURY - The early 2000s often centered on culture, art, or a brought significant technological specific theme, featuring performances, advancements, including the rise of the exhibitions, and social activities. internet, mobile technology, and event - GALA - A formal event, often a management software. These fundraising or charity event, innovations transformed how events characterized by a dinner, were planned, marketed, and executed.  entertainment, and sometimes an ensure that the event runs smoothly. awards ceremony. They handle everything from venue - BREAKOUT SESSION - Smaller, focused selection to catering, and often work sessions during a larger event where closely with clients to meet their specific topics are discussed by smaller specific needs. groups. VENUE - PLENARY SESSION - A session in which all attendees of a conference or event - The venue is the location or site where participate, usually held to deliver an event, meeting, or conference takes keynote speeches or major place. The venue is a critical component presentations. of event planning and can range from hotels and conference centers to unique locations like museums or LOGISTICS-RELATED TERMINOLOGY: outdoor spaces. The choice of venue ENSURING SMOOTH OPERATIONS impacts the overall experience, - ON -SITE REGISTRATION - The process accessibility, and logistics. of attendees registering at the event REGISTRATION DESK venue upon arrival. - AV (AUDIO-VISUAL) EQUIPMENT - - STAFF - Provide a welcoming and Technology and equipment used in efficient check-in experience. events, such as projectors, - BADGES - Identify attendees and microphones, speakers, and screens for provide access to event areas. presentations or entertainment. - MATERIALS - Provide essential - CATERING - The provision of food and information and resources to beverage services during an event. This attendees. can include meals, snacks, and beverages for attendees. - FLOOR PLAN - A layout or map of the event space, often showing the arrangement of booths, seating, stages, and other key elements of the event. - LOAD-IN/LOAD-OUT INGRESS /EGRESS - The process of setting up and dismantling an event, including moving equipment, decorations, and other materials into and out of the venue. EVENT PLANNERS - Event planners are professionals responsible for organizing, coordinating, and executing all aspects of an event. Event planners manage logistics, coordinate with vendors, and  LESSON 3 - FORECASTING - Anticipating potential cost changes and planning for VENUE contingencies is essential for managing - The Heart of Your Event unexpected expenses. This involves considering factors like inflation, NETWORKING market fluctuations, and potential changes in attendee numbers. - STRUCTURED SESSIONS - Organize dedicated networking events, like meet- CONTINGENCY COMPPUTATION and-greets and roundtables, fostering - Steps for 10% Calculation: Example connections within specific industry sectors. Computations: - INFORMAL OPPORTUNITIES - Encourage interaction during breaks, meals, and social 1. Event Budget Example If your total event budget is $7,700, and you want to allocate gatherings, allowing attendees to connect 10% as a contingency fund: organically and build relationships. 2. Specific Line -I tem Example - NETWORKING PLATFORM - Utilize a mobile app or online platform to connect To calculate 10% of 7,000:7,000×0.10=7007, attendees, facilitating communication and 000 \times 0.10 = 7007, 000×0.10=700 exchange of contact information. So, 10% of 7,000 is 700. MANAGING COMMUNICATION WHAT IS 25% OF 7,000? - PRE-EVENT COMMUNICATION - Provide regular updates to attendees To calculate 25% of 7,000:7,000×0.25=1, about any changes or important 7507,000 \times 0.25 = 1, 7507, information related to the meeting. 000×0.25=1,750 Share pre-event materials, including So, 25% of 7,000 is 1,750. agendas, speaker bios, and preparatory documents. - POST-EVENT COMMUNICATION - Send thank you notes or emails to attendees, speakers, and partners to express appreciation and maintain positive relationships. Share event summaries and key takeaways to reinforce the meeting's value. STRATEGIC PLANNING - PRIORITIZATION - Allocating funds based on importance and necessity is crucial for maximizing the impact of the budget. This involves identifying essential expenses and allocating resources accordingly  LESSON 4 PROVISIONS FOR DIVERSITY, INCLUSIONS, ANDACCESSIBILITY SPONSORS OF MICE - Pre-registration to include options for - ASSOCIATIONS preferred personal noun. - CORPORATIONS - Clear guidelines on dress code, - TRADE UNIONS including but not limited to, - RELIGIOUS GROUPS preferences for traditional or - THEATER AND ARTS GROUP indigenous attire - SOCIAL ORGANIZATIONS - INDEPENDENT COMPANIES -who BUDGET Sponsor and operate Trade Unions - According to P.C. Dotson, a budget is an SMART estimate of income and expenses and a plan to adjust the anticipated expenses - SPECIFIC to the expected income. Overall budget - MEASURABLE figures are usually provided by the - ACHIEVABLE sponsoring organization, but specific - RELEVANT guidelines are normally obtained from - TIME BASED previous conferences, meetings, or PLENARY SESSIONS exhibitions budgets. - A budget includes fixed expenses, - These are often concurrent sessions variable expenses, and sources of that focus on issues important to an revenue. industry sector or a particular aspect of practice applicable to all industries. FIXED EXPENSES - Plenary Speaker is usually an industry practitioner or someone who belongs - Are not dependent on the number of to the host organization or industry. attendees. Examples of fixed expenses BREAKOUT SESSIONS are administrative fees, postage and printing, advertising and promotion, - This is a meeting focused on specific staff travel, speaker gees, and contracts topic. Often breakout sessions are with certain suppliers such as offered simultaneously in different audiovisual firms. meeting rooms and delegates decide which session that he/she wish to EXAMPLES attend. - Audio-visual equipments PANEL DISCUSSION - Rehearsal and performance fees - Décor - A panel discussion is managed by a - Insurance moderator who facilitates discussion - Salaries and Wages with industry experts, guest speakers, and the reactors. VARIABLE EXPENSES EXAMPLES - Venue rental fees - Monthly internet expense - Meals - Gifts and Token - Gasoline Expense - Office Supplies GRATUITIES - These are tips, usually in the form of money, given in return for good service. CONTRACT - A contract is written and signed after the negotiations have concluded. A contract is legal document that explains the responsibilities of the concerned parties. FORMULATING COMMITTEES - Event Manager/Director - Assistant Event Manager - Digital Committee - Technical Committee - Secretariat  LESSON 5 THEATER OR AUDITORIUM SET UP - It is the most functional setting arrangement especially when the DEVELOPING ENGAGING EVENT THEMES meeting involves a large group of participants. It involves placing chairs in - COHESION - Themes ensure that all rows, either straight or in a semicircle. aspects of the event, from decor to - This setup is suitable for lecture type activities, align with a central idea, meetings. The main advantage is it can creating a seamless and immersive accommodate large groups of experience. participants. - ENGAGEMENT - A well-chosen theme can captivate attendees' interest, SCHOOLROOM OR CLASSROOM SET-UP enhance their experience, and make - It is conductive to participants taking the event more memorable. notes, reading materials, or working on - BRANDING AND MESSAGING - Themes projects. It is suitable for small lectures help convey the event's objectives and and workshops where note-taking is messages, reinforcing the purpose of required. Its advantages are it uses a the gathering and the brand's identity. large amount of space per person, and it is good for note-taking. Its DESIGNING IMPACTFUL EVENT disadvantage is it has poor visibility ENVIRONMENTS from the back of the room. - SPACE PLANNING - Effective layout and HOLLOW SQUARE, U-SHAPE, AND THE zoning ensure smooth attendee flow HERRINGBONE LAYOUT and support the event's activities, from - These setups are suitable for board registration to sessions and networking. meetings, management meeting, and - VISUAL DESIGN - Carefully chosen small group discussions. The main colors, decor, and branding elements advantage is they encourage create a visually appealing environment discussions and interaction among that aligns with the event's theme. participants. The disadvantages are - SENSORY ELEMENTS - Lighting, sound, they use a large amount of space per and even scent can be used to reinforce person, and the use of audiovisuals may theme and create a specific ambiance be difficult. that enhances the attendee experience. BANQUET OR ROUND TABLE LAYOUT PICC - This layout is suitable for banquets, - Philippine International Convention seminars, and round table discussions. Center The advantages are it can be used when CCP meetings break up in to smaller discussion groups without participants - Cultural Center of the Philippines having to exchange rooms, and it can WTCMM accommodate food and beverage service comfortably. The disadvantages - World Trade Center Metro Manila  are it uses a large amount of space per person, and the use of audiovisuals may be difficult. FOOD AND BEVERAGE FUNCTIONS - The area to be considered in food and beverage is record- keeping. There are many ways of ascertaining the number of people served at food and beverage functions. - The food and beverage functions must harmonize with the program design and budget for the meeting, convention, and exhibition. MENU PLANNING - Event planners or organizers must match the food and beverage selection with the event theme, ambiance, and the guest.