MICE Module 234 PDF

**MODULE 2** **Key players in the MICE Industry and Their roles in the Tourism and Hospitality Industry** **Key players in MICE industry** **1. Associations-** it is an organization body that promotes and enhances a common interest activity or purpose. **Classification of associations:** **a. T...

**MODULE 2** **Key players in the MICE Industry and Their roles in the Tourism and Hospitality Industry** **Key players in MICE industry** **1. Associations-** it is an organization body that promotes and enhances a common interest activity or purpose. **Classification of associations:** **a. Trade associations-**The members are business agencies that have the same objective. **b. Professional associations**- are non-profit organization that are not business oriented. The three sections in the professional associations: - **First sector-** consists of the members with same interests such as the American Association of the Retired Person (AARP). - **Second Sector**- consist of scientific, engineering, and learned associations such as the council of the hotel, restaurant and Institutional Education (CHRIE). - **Third Sector-** is concerned with religious, charitable and public service such as American Heart Association. **2. Convention Centers**- it is a public agency whose aim is to host meeting and exhibits in a venue. It provides banquet, Food and Beverage and concession services. **3. Conference Center**- it is a specialized hospitality operation which aims to facilitate and support small to medium size meetings of 20 to 50 people. **4. Tour operators**- often create tour packages for the spouse, guests, or children of the attendees. **5. Trade shows and Expositions**- Trade shows, expositions, and scientific/ technical conference are terms that are used interchangeably in the MICE industry. **Key players in the trade show industry:** - **Trade show sponsor-** they are the trade or professional associations who use the trade show as an important part of their meetings or conventions to generate revenue. - **Exposition or show manager**- is responsible for all aspects of the trade show. - **Service contractors-** Are individuals responsible for providing all the services needed to run the facilities for trade show. - **6. Hotels**- it plays important role in MICE industry because they provide comfortable overnight accommodations for out-of-town guests for a meeting, convention, or trade show. **7. Convention and Visitors Bureaus**- It is a non-profitable organization designed to solicit visitors and conventions to a community. **THE MICE EVENT** **MODULE 3** **MICE PLANNER** \- Individuals or groups who sponsor meetings usually appoint a single individual or committee to coordinate the meeting. **Characteristics and Responsibilities of MICE Planners** **1. Organized 6. Prompt** **2. Efficient 7. Courteous** **3. Responsive 8. Hard working** **4. Attentive 9. Friendly** **5. Intelligent 10. Hospitable** **Responsibilities of MICE planners:** In general MICE planners are responsible for the following: **PRE- MEETING** **1. Plan the agenda of the meeting-** Before MICE planner can start planning the meeting, he or she must know why the meeting is being held. **2. Establish the objectives of the meeting-** the meeting agenda provides the basis for the establishment of objectives. The meeting objectives, in turn, will provide the groundwork for the budget, the site selection, and the site facility. **3. Predict the attendance**-it determines the success of a meeting or convention. **4. Set the budget of the meeting-** A working budget should be establish and used as guideline in making decisions. **Income for meeting, convention, or exposition could include the following:** a\. Registration fees b\. Exhibitor fees c\. Company or sponsoring organization money revenues d\. Advertising revenues e\. Revenues from the sale of educational materials f\. Event sponsor contributions g\. Registration Fee interest h\. Grants or contributions **Expenses for a meeting, convention or exposition could include the following:** 1\. Meeting planner fees 2\. Marketing Expenses 3\. Printing and copying expenses 4\. Mailing 5\. Shipping 6\. Support supplies such as office supplies 7\. Support staff 8\. Audio visual equipment 9\. Signage 10\. Speaker fees, honorarium, and expenses 11\. Mementos for guests and attendees 12\. tours 13\. Ground Transportation 14\. spousal programs 15\. Food and Beverage Events 16\. Gratuities 17\. Interpreter 18\. On- site personnel 19\. Rental fees for meeting and exposition space **5. Select the site of the meeting** **6. Select the meeting facility** **7. Select the hotel -**The success of a meeting, convention or exposition depends on the site and facilities chosen. **8. Negotiate contracts**- the person in charge should never sign the contract with facility unit after just one site visit. It is suggested that the MICE planner makes two visits to the site- one announced and UN announced. **9. Plan exhibition-** after the site has been selected the actual meeting, conference or exhibition can be planned. **10. Create a marketing plan** **11. Plan travel to and from the site** **12. Arrange ground transportation** **13. Organize shipping** **14. Organize audiovisual needs** **ON-SITE ACTIVITIES** 1\. Conduct pre-event briefing 2\. Prepare executive plan 3\. Move people in/out 4\. Troubleshoot 5\. Approve invoices **POST- MEETING ACTIVITIES** 1\. Debrief 2\. Evaluate 3\. Provide recognition and appreciation 4\. Arrange shipping 5\. Plan for next year **MODULE 4** **MICE MANAGEMENT** **Meaning of Management** The dictionary defines management as getting things done through effective people and efficient process. **Peter F. Ducke**r- he defines a manager as "one who has the task of creating a true whole that is larger than the sum of its parts; a productive entity that turns out more than the sum of the resources put into it." Good Management is the key to successful MICE Organization. The Practical implementation of sound organization and individual management principles and practices is vital to effectiveness. **Main function of Management** 1\. Organizing 2\. Planning 3\. Motivating 4\. Communicating 5\. Creating 6\. Controlling 7\. Problem solving **Organizing** is the process of determining the special activities to be accomplished toward the end objectives; the gathering of these activities into relevant structures and the allocation of the achievement of objectives through these activities to the appropriate groups or individuals. **There are several steps to follow in choosing an organizational structure for an event.** 1\. Define the aims and objectives of the project 2\. Analyze the background situation in which the event has to be achieved 3\. List all the tasks to be undertaken 4 Group together all related tasks 5 Establish links between these groups of tasks 6\. Establish an understanding of respective roles for all those involved 7\. Identify possible communication lines between various groups **Planning** is the process of setting goals and deciding on the best approach to achieve them. Careful planning is essential to successful events. There are three types of plans which should be produced for an event. **1. Strategic plans** direct an organization toward its overall objectives and consider the major influences - political, economic, and environmental, etc. **2. Specific plans** are designed to achieve specific objectives such as budget estimates, resource production, and promotion plans. 3\. Administrative, organizational, and **structural plans** explain how the objectives will be achieved. **Motivating** In any demanding work situation, it is important to keep the staff motivated and interested Special effort is necessary to keep motivation high individual because events demand an extraordinary commitment from every concerned. Communicating Communication the giving, receiving or exchange of information so that the material communicated is completely understood by everyone concerned and that appropriate action follows (Watt, p. 59). Effective **communication** is necessary to produce good coordination and efficient Organization. **The following are the aims of communication:** 1\. To transmit a message 2\. To have the message accepted 3\. To guarantee understanding 4\. To attain correct action 5\. To give and receive information **Creating** is the ability to produce an original idea or thought through the use of imagination. **Controlling** is monitoring the performance of systems and resources. Control is a management function which checks whether what is supposed to happen is happening or is going to happen. **The following are the four stages of effective control:** 1\. Plan what you intend to do 2\. Measure what has been done 3\. Compare achievements with the blueprint 4\. Take action to correct anything that is not as it should be. **Problem-solving** is an important skill for people who are working on events. Problems will always exist. A positive, innovative thinker is needed to solve them. Problem-solving has different stages, namely: 1\. obtain the facts; 2\. specify the objectives; 3\. identify the problem; 4\. formulate alternative solutions; 5\. select the best solutions; 6\. put the selected solution into practice; 7\. continue making observations to make sure that the chosen solution works; and 8\. Select a new solution or adjust any corrective action or go back to step 1. **Other Management Concepts** There are other management concepts that are relevant to MICE management. These are decision-making, team building, delegation, leadership, staff appraisal and training, authority, responsibility of power, and crisis management. **Decision-making** is an important part of management in any kind of organization. **Decision making** involves the assessment and implementation of possible strategies. **Team building** is the ability of an organized group of people to work together. A good MICE manager should exert effort to build his or her team. **Delegation** means giving people something to do which they are capable of achieving. Delegation is an important management activity and is essential to the success of any event. **Delegation** is not dumping all the boring and difficult tasks on people. **Leadership** According to D.C. Watt, leadership is an interpersonal influence exercised in a situation and directed through the communication process toward the attainment of a specific goal or goals. **Staff Appraisal and Training** Staff appraisal is an evaluation of the accomplishment, strengths, and weakness of the employees in order to improve their performance and commitment to duty. **There are two kinds of training for event employees:** 1\. Desirable training, which improves personal skills such as decision-making and creativity 2\. Essential training, which makes sure that personnel are aware of legal requirements such as health and safety legislation and can perform word processing and computing tasks Staff training will help improve the quality of the event and enable it to be carried out more efficiently and effectively. **Authority, Responsibility, and Power** The management of the event must make it clear where the authority, responsibility, and power lie. **Crisis Management** In general, crises happen during an event. MICE planners must be skillful in managing crises. An efficient MICE manager must be able to control crises in an effective manner. **The following are different ways to control crises:** 1\. Examine the crisis in a pleasant way 2\. Re-assess the aims or goals 3\. Analyze the potential solution 4\. Study the effects of many solutions 5\. Choose the most appropriate courses of action 6\. Carry out the best activity 7\. Undertake follow-ups to prevent unnecessary reputation