MICE Midterms Handout 1 PDF

**MICE Midterms Handout 1** **Event Manager** Event managers plan and organize promotional, business and social events. They\'re responsible for running a range of events, ensuring the target audience is engaged and the message of the event is marketed properly. Events play a huge part in the succ...

**MICE Midterms Handout 1** **Event Manager** Event managers plan and organize promotional, business and social events. They\'re responsible for running a range of events, ensuring the target audience is engaged and the message of the event is marketed properly. Events play a huge part in the success of a brand or an organization. **Responsibilities:** liaise with clients to find out their exact event requirements produce detailed proposals for events (including timelines, venues, suppliers, legal obligations, staffing and budgets) research venues, suppliers and contractors, then negotiate prices and hire manage and coordinate suppliers and all event logistics (for example, venue, catering, travel) liaise with sales and marketing teams to publicize and promote the event manage all pre-event planning, organizing guest speakers and delegate packs coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly and to budget manage a team of staff, giving full briefings organize facilities for car parking, traffic control, security, first aid, hospitality and the media make sure that insurance, legal, health and safety obligations are followed oversee the dismantling and removal of the event and clear the venue efficiently --- produce post-event evaluation to inform future events --- research opportunities for new clients and events **How To Become a Successful Event Organizer** [How To Organize a Successful Event ] In recent years, the competition in the event planning industry has increased due to the rising demands from the corporate and private sectors. However, you can always use your abilities, expertise and experience to thrive in such a competitive environment. Successful event organizers never fear the competition; instead, they focus on ways to improve their skills. With experience, you can polish your event management skills and gain the creativity required to prosper in this career. [Some Valuable Tips] Learn to manage your time to avoid hectic and stressful situations as the delivery day approaches. Schedule and coordinate with your delegates to deliver within the required time frame. Come up with a variety of ideas and implement them without requiring additional time. Try to deliver according to your client's requirements within the available resources. Implement event solutions instead of using conventional techniques to provide an efficient service to your client. [Resourcefulness ] Qualities such as resourcefulness are vital in achieving success as an event organizer. Clients usually seek event management solutions to increase the effectiveness of their events and marketing campaigns. The new professionals in this field should always exercise cost-effective and efficient ways of organizing events to attract the client's attention. This will help them increase their client-base to enjoy a successful career. [Maintain flexibility in your approach ] One of the most important qualities of successful event organizers is the flexibility in their approach to serving their clients. An [event planner and management expert] should understand the concept of the event before selecting and negotiating with venders. This understanding will help you mold your ideas to suit your client's requirements. You should adapt to the client's requirements, which are subject to change unpredictably. Your ability to accommodate these changes will increase your effectiveness, which is necessary to earn client satisfaction. [Passion and Dedication:] Passion and dedication can prove instrumental in achieving success as an event organizer. While managing an event, you often experience situations of intense stress and pressure that reduce your capabilities. With dedication and passion, you can come up with solutions to tackle such difficult situations. You should bring more creativity to your work with your enthusiasm. This will help you gather a wider client-base and excel in this industry. Time management, organization, flexibility, passion, resourcefulness and experience are vital ingredients for success in the competitive event management industry. You can easily fulfil your client's requirements if you have these qualities, no matter how hard it gets for you. If you are new to this field, you should consider the proven strategies that are practiced by popular event organizers. If you acquire these qualities, success will follow almost immediately. **EVENT TEAM** [Roles and Responsibilities] **1. Director, VP, or Head of Events** The big picture. The Director leads the event strategy, sets the vision, builds the team, allocates budget, and manages external or internal partnerships. **2. Event Coordinator** They oversee the entire event process, supervising the rest of the team to make sure no balls are dropped. The Coordinator(s) communicates regularly with the Director to make sure the day-today work is laddering up to the overall vision. **3. Marketing Lead** They are in charge of the strategy and execution of event communications online and offline, before, during, and after the event: save the dates and invitations, social media posts, website placements, paid ads, content, follow-up emails, etc. **4. Sales / Customer Lead** If your event involves prospects or customers, you need someone who can help you facilitate the relationship between the event team and the relationship owners. This person will not only help you get buy-in, but will also help arm the sales and customer teams with valuable event data and help track sales performance on event outreach. (Side note: in marketing, this role is usually done by the demand generation team). **5. Designer / Experiential Designer** Your designer is in charge of all of your event's visual components: from the landing page, emails, and social assets to on-site signage, decor, and branded swag. They work closely with the Marketing Lead on the creative development during your event's promotion phases. **6. On-Site Lead** Depending on the event, you will most likely need some extra bodies on-site to help run the door, check people in, and be on hand for any extra help. Your OnSite Lead is your go-to point person for anything related to what happens on the day of the event at the venue. This could be the same person, but you may also need a Production or Partnerships Lead. **7. Marketing / Event Operations or Technologist** You're collecting data at every stage of your event, but where is it going? This person is in charge of the entire marketing technology stack, and should ensure that all your event data is synced. **The Market for Events and The Event Stakeholders** **What is Event Marketing?** Event Marketing involves giving the event, product, or service a brand name and coming up with well-thought-out ways to spread the word about the brand and the event. It also includes the activities to do during the event to promote the company, product or service. **Classification of Events:** **1. Social Events** This segment is the typical prospect for life cycle events. It involves individuals and families. Sources of business for this segment are: Local civil registry Churches Bridal fairs Wedding suppliers o Referrals Previous client **2. Corporate Events** This segment is typical prospect for events to convene and events for commerce -- or commonly referred to as corporate events or company events. [This is the market for:] meetings seminars, Conference & conventions product launches Bazaars selling events sales promotion activities office parties incentive trips recreational activities **[2 Classifications of Corporate Events: ]** ✓ Companies & Business Establishment Companies and Business Establishments may have events as part of their operating calendar (as in the case of annual meetings or quarterly sales rallies), or in response to the demand of their products (for product launches and promotional activities) ✓ Association & Organization Associations are organizations of people that have a common interest or purpose **[3 Categories of Corporate Events:]** ✓ Trade Associations - made up of individuals and corporations that operate within an industry, or are bound by similar business concerns. ✓ Professional Association - formed by individuals in a common or affiliated professions ✓.Non-Profit Organizations - include social, military, educational, religious, and fraternal groups. **Events Stakeholders** Event Stakeholders are individuals and groups who have some forms of interest in the event. Such interest may be financial, emotional, political, social or any form of personal involvement in the event. **The Host** This is the group of people or person who is giving the event. The host may be the originator of the idea to gather people together for a particular occasion; the main celebrator; or the financing all the expenses for the event. The host is the client- the group or person whom you are to get direction from. The host is also a partner with whom the event manager works to ensure a successful event. **The Guest** These are people attending the event; they are variously called audience, participants, attendees, or visitors. **The Event Committee** This refers to the group involved in the planning and execution of an event. This can be an ad hoc group of the host's organization, a team of volunteers, the host's staff, plus, the event manager's own team. **The Financer** This is the money man - the one who foots the bill. - He or she may or may not be involved in the planning and execution of the event, but he/she is out to make sure that he/she gets a reasonable return on his/her investment. **The Suppliers** The event manager works with other companies that will bring the event concept into reality. These companies also stake their time, resources, and reputation on the event. **The External** These includes other external entities to the host or the event manager, but have financial, emotional, political, social or personal interest in the event.