MICE

Introduction 1949: the meetings, conventions, and Classification of Events MICE also offer the destination an
expositions industry were growing at a There are different criteria for the opportunity to upgrade facilities. A
Events create opportunities for people tremendous rate classification of events. The basic one major consideration is enhancing
to connect with an area, spend time classifies events as planned and destination image perceptions to
together, celebrate and experience the 1950’s: hotel chains such as Holiday unplanned. attract regional and global travelers
diversity of cultures, and foster Inn, Sheraton, Hilton, Marriott, and and investment.
creativity and innovation. Hyatt began soliciting convention • Sports
Events are an important part of what business to their hotels • Cultural Other termed “Business tourism” or
defines our lives and what defines “Executive travel”. This is a sector
• Arts
communities, nations, and cultures. 1960’s: although the industry grew, no within the hospitality industry aimed at
one specialized in convention • Political assembling groups of people within a
As the scope, size, and complexity of management • MICE common venue or setting for a
events have increased, event common purpose or set of objectives.
management has emerged as a 1970’s: the business of planning and Events offer a unique form of tourist
systematic way of planning, executing meetings began to undergo attraction, ranging in scale from small MICE COMPONENTS MEETING
organizing, and managing resources in changes (hotels, convention centers, community festivals, through to Common to all meetings is a transfer of
the creation and conduct of events. meeting planners) international trade fairs, and on to the knowledge, skills and experience as
largest of global sporting events, such well as the opportunity for people to
(Wrathall & Gee, 2011) The Role of CVB’s as the Olympic Games and the FIFA gather for debate and discussion.
They allow a community to come alive • A Convention Visitors Bureau is Football World Cup.
and provide an opportunity for a established as a not-for-profit and CATEGORY OF MEETING
destination to showcase its tourism controlled by a management board. One of the key differences between • Symposium
experience and increase economic events and traditional attractions is the
• It fulfills a strategic marketing role as • Seminars
activity. Events contribute significantly period of time over which they impact
the “official” voice of the destination • Forum
to community building, lifestyle and the host community or region. Events
they represent • Retreat
leisure enhancement, cultural are short-term by definition, often
• The CVB is formed and financed as lasting only one or two days, although • Clinics Lecture
development, tourism promotion,
partnerships between public and some larger events can last
increased visitation, volunteer
private sector bodies significantly longer (e.g. weeks for Depending on the purpose of the
participation, fundraising, and
economic development. Most example Kumbh mela in India) while meeting. It can be a standalone one or
Standard CVB Services fixed attractions tend to draw visitors form part of the convention or
importantly, events create a sense of
fun and vibrancy, resulting in a strong seasonally, or over an extended exhibition program. Meetings have
sense of community connectivity, period. been taking place since ancient times.
pride, and a sense of place. The Latin word “conventiculum” was
What is MICE? used to mean a coming together, an
The History, Development, and Mice an acronym for Meetings, assembly, or a place of meeting’.
Significance of the M.I.C.E. Industry Incentive Travel, Conventions and
For as long as there have been people, Exhibitions/Events INCENTIVES TRAVEL- Incentive
there have been events Development travels include leisure trips
of the M.I.C.E. Industry An increasingly sought-after and emphasizing pleasure and excitement
competitive high-yield tourism and which may appear to have little or
1896: a group of Detroit businessmen segment and has resulted in a growing no connection to business
acknowledged the significance of number of meetings, convention and
groups in the host city, and put up the event venues in Asia. CONVENTIONS- An event where the
first convention bureau to attract primary activity of the attendees is to
groups to Detroit; eventually other MICE have the opportunity of being attend educational sessions,
cities followed suit more sustainable for the destination participate in meetings/discussions,
1914: convention bureaus from the due to its lesser reliance on mass socialize, or attend other organized
different cities came together to form tourism appeal and a greater number events
the International Association of of visitors passing through borders.
Convention and Visitor Bureaus EXHIBITIONS- Exhibitions can
generally be portrayed as to satisfy the needs of those who Incentive budget economy - How • Association or Voluntary
‘presentations of products and attend the gathering strong is the economy in the country in associations and societies
services to an invited audience with the which the sponsoring group is • Charities
object of inducing a sale or informing Basic Terms and Concepts in MICE headquartered? • Political parties
the visitors’
MEETINGS- Most of the time, Buying power - Strength of the • Usually conducted once a
Travelers attending MICE activities meetings refer to corporate meetings exchange rate in the countries being year
have a purpose beyond leisure tourism which are held by companies in the considered as the destination for the • Generates income for the
and are in fact, business travelers. following ways: trip association
These business travelers are Considerable amount of time spent on
• Board Meetings Political climate - Travel alert for
connected to different sectors of the site selection of the convention
destinations with political turmoil
tourism and hospitality industry • Management Meetings Safety and Security - Terrorist alert EXHIBITIONS- Exhibitions are
through their MICE activities • Shareholder Meetings levels after the 911 incident
activities organized to show new
• Training Seminars
Value - How do facilities and services products, services and information to
Think of business travelers who travel • Meetings with partners,
compare with other choices of people who have an interest in them,
to a city to attend an exhibition. They suppliers and clients
destination such as potential customers or buyers.
will need food, drinks, shopping, • Product launches
entertainment, transport, • Strategic planning Uniqueness of experience - Takes into Purpose:
accommodation and more. • Retreats consideration whether these
participants have experienced this • Get sales leads
Think of business travelers who travel INCENTIVES- Incentive travel is a type of trip before • New product introduction
to a city to attend an exhibition. They management tool for rewarding and • Build a network for influential
will need food, drinks, shopping, motivating sales representatives, CONVENTIONS- Like meetings,
contacts
entertainment, transport, dealers, distributors, production conventions are gatherings of people
with common objectives, organized to • Gather latest information
accommodation and more. workers, support staff, and in some
cases, customers. exchange ideas, views, and about the competitors or
Nature of MICE information of common interest to the • Build the company’s image
• Factors behind incentive group.
travel decisions: EXHIBITIONS
• Incentive budget economy The major difference between
• Buying Power meetings and conventions is that a • Depending on the size and
• Political Climate convention: type, exhibitions could be
• Safety and Security categorized into:
• Is a large event often lasting
• Value • For the public namely
for several days and involving
• Uniqueness of experience a social program
business-to-consumer (B2C):
• Trade shows (ex: Car shows)
The company rewards sales • Is organized by associations: • Fair (ex: Book Fairs)
representatives who reach sales Professional and trade • Exposition or Expo (ex: Food
targets by sending them on trips. associations, eg the dentists expo)
Usually, the incentive trip comes with
hotel stays, tour packages and An organization, usually an
planned activities such as dinners, Open only to business buyers namely
In general, MICE events are events association, will organize a convention
parties, and games. Basically, business-to-business (B2B):
and activities that involve attendees each year with a theme related to the
incentive travel does not have any
organization’s topic. Those interested • Trade show - e.g. Global
who share a common interest and business-related activity. The incentive Sources Gifts & Home
gather in a place. The place for the in registering for the convention can
travel market is mature in the U.S. and • Trade fair - e.g. Fashion
gathering needs to be a venue Europe, and is developing in Asia; pay the association a fee for all the
sessions, discussions, food and Access
arranged before and. The venue will especially in Singapore and Japan.
provide space and facilities necessary beverage, dinners, and site visits.
 • Trade expo - e.g. • Possibility of leisure tourism and knowledge sharing in business. Its mission is to
International Outdoor and • Access to new technology business networking play a significant role in
Tech Light Expo and upgrading of local travel possibility of leisure tourism developing the Philippines
services access to new technology into a leading exhibition and
• Local skilled employment and upgrading of local travel convention destination in
Events Management is a process. services local skilled Asia. It remains steadfast in
Tourism Promotions Board
employment. its efforts to raise the level of
(formerly Philippine Convention &
Visitors Corporation or PCVC) • International Congress and professionalism and
Convention Association- The operational standards in the
A non-stock, non-profit government global community for the industry through different
corporation attached to the meetings industry, enabling activities and programs.
Department of Tourism (DOT), tasked its members to generate and (www.paceos.com )
with promoting the country as an ideal maintain significant
tourism, convention, and incentive competitive advantage WHAT ARE STAKEHOLDERS?
travel destination • International Association of
Exhibitions and Events- The • A stakeholder is anyone with
Its Conventions and Incentive Travel
Unit (CIT) in particular provides largest international an interest in a business.
comprehensive information, association for individuals • Stakeholders are individuals,
assistance, and guidance to meeting with business interests in the groups, or organizations that are
planners and incentive travel exhibition and event industry, affected by the activity of the
organizers who seek an ideal venue for with the mission to promote business.
their meetings and incentive groups the unique value of
Types of events exhibitions and events that Who are the stakeholders?
Coordinates all activities surrounding bring buyers and suppliers
Events can be classified according together. • Stakeholders will vary on
meetings and conventions including
to the following: each project that you undertake
marketing the destination, providing • Society of Incentives and
information about possible host but for an event, they could be:
1. According to purpose – Travel Executives- A
facilities, coordinating familiarization • Event organizers
The C’s of events worldwide organization of
tours for interested meeting planners, • Employees and volunteers
• Celebrate business professionals
and acting as liaison between the • Service and contract
dedicated to the recognition
• Commune providers (e.g. catering,
group and suppliers and development of
• Convene In addition, it offers its experience and motivational and merchandise, amusement
• Commerce expertise through the following wide performance improvement structures, and equipment)
2. According to the number • Emergency services (e.g. SA
range of services: strategies of which travel is a
of participants Ambulance Service, SA Police,
-Bid Preparation key component.
-Incentive Program Planning Metropolitan Fire Service, State
3. According to frequency • Philippine Association of
-Liaison Services Emergency Service, Country Fire
4. According to impact Convention on-
-Site Inspection Service, etc.)
stock/Exhibition Organizers
-Attendance Promotion • Local council security
BENEFITS AND CHALLENGES OF and Suppliers, Inc.
-Promotional Material Support services and transport services
MICE (PACEOS)- Established in (e.g. Department of Transport,
• Regional and International 1981 as a, non-profit
Leading Industry Organizations Energy and Infrastructure (DTEI))
exposure through an organization which boasts of • Regulators (e.g. Safe Work
enhanced tourist destination • Convention Industry Council- 40 member organizations, all SA, Office of the Technical
image. Regional and International of which are leading Regulator (OTR))
• Exchange of ideas and exposure through an professional event,
• Media members of the public
knowledge sharing enhanced tourist destination exhibition, and convention who attend the event
image. Exchange of ideas organizers and their partners
• Business networking
PEOPLE INVOLVED IN • Friendly ▪ Responsible for procurement 5. Security Manager
ORGANIZING AN EVENT • Hospitable management and resource ▪Responsible for formulating,
• The number of people management. preparing and implem enting the
involved in organizing an event Responsibilities Of Event Planners ▪ Formulates, prepares and security plan and strategies. i.e. how to
depends upon the size and scale implements risk management protect delegates, guests, service
of the event. While organizing a In Pre-Meeting Activities plan (risks related to event providers, organizers, sponsors,
small party may require only one 1. Plan the Agenda of The planning and production). partners, clients, target audience,
or two people, organizing a very Meeting goods and merchandise, etc.
large event like The Olympics may 2. Establish the Objectives of 2 Event Coordinator ▪Procurement management and
require several thousand people. The Meeting ● They are responsible for resource management.
3. Predict the Attendance coordinating with all event ▪Formulates, prepares and implements
Players 4. Set the Budget of The professionals and ensuring that the risk management plan. (risks
1. Association Meeting business operations are efficient related to security like stampede, brawl
2. Convention Centers 5. Select the Site of The and effective. etc.)
3. Conference Centers Meeting
4. Corporate Meeting Planners 6. Select the Hotel 3. Information Manager 6. Infrastructure Manager
5. Independent Meeting 7. Select the Meeting Facility ● Manages the information ▪Procurement management and
Planners 8. Negotiate Contracts acquired through different sources. resource management.
6. Tour Operators 9. Plan Exhibition ● Responsible for the ▪Responsible for setting up and
7. Tradeshows and Exposition 10. Prepare Exhibitor documentation of all business dismantling the infrastructure for the
8. Hotels Correspondence and Packet operations carried out pre-event, at- whole event like:
9. Convention and Visitor 11. Create a Marketing Plan event, and post-event. ▪Construction of boundary walls,
Bureaus 12. Plan Travel to And from The ●Maintains database of service entrance and exit gates, driveways,
10. Incentive Travel Site providers, delegates, guests, walkways and parking lots
13. Arrange Ground organizers, sponsors, partners, clients, ▪Construction of AC/Non AC hangers/
• AS THE MEETINGS AND Transportation target audience, media people, and halls, seating arrangement, stage
CONVENTION INDUSTRY 14. Organize Shipping various govt. departments’ officials. design/ set up.
CONTINUES TO BECOME 15. Organize Audio-visual Needs ●Formulates, prepares, and ▪Construction of green rooms, staff
MORE PROFESSIONAL, MORE implements the risk management plan. rooms, storage rooms, power rooms,
SOPHISTICATED, AND MORE On-Site Meeting Activities (risks related to information toilets, sewage systems, stalls,
GLOBAL, THERE IS A NEED 1. Conduct Pre-event Briefing management like loss of data). counters, booths and kiosks.
FOR INDUSTRY 2. Prepare and Execute Plan ▪Responsible for setting up electricity,
PROFESSIONALS TO ACQUIRE 3. Move People in And Out 4. Logistic Manager water and phone connections.
THE BEST EDUCATION AND 4. Troubleshoot ▪Responsible for custom clearances ▪Responsible for conservancy (i.e.
TRAINING IN ORDER TO 5. Approve Invoices and other clearances. cleanliness).
BECOME GLOBALLY ▪Responsible for warehousing of cargo
COMPETITIVE. Post Meeting Activities ▪Cargo insurance Successful corporate event planning
1. De-brief ▪Expected to move goods and takes more than just a great agenda
Characteristics Of an Event 2. Evaluate merchandise from one destination to and a high-quality venue. Preparation
Planner 3. Provide Recognition the other in the most efficient manner. and multiple people in varying roles
• Organized 4. Arrange Shipping ▪Responsible for procurement must all participate in order to deliver
• Efficient 5. Plan for The Next management and resource an executive-worthy event. Key
• Responsive management. stakeholders must be involved
• Attentive Responsibilities of People Involved ▪Formulates, prepares, and throughout the process; support staff
• Intelligent in Event Planning implements the risk management plan. must have clear directions, and the
• Prompt 1. Event Manager/Event Planner (risks related to logistic management point person running it all must work
• Courteous ▪ Responsible for planning and like cargo theft, etc.) closely with the entire team to bring it
• Hardworking producing the whole event. all together.
 project? Are you hoping to attract 50 fancier? Establishing the costs upfront 5. Create An Event Master Plan
MEETING TECHNOLOGY guests, or 500? will help you determine which one you •Creating your event master plan will
Technology has a significant impact on •Setting a goal with quantifiable can afford. allow you to ensure every aspect
the meetings, conventions and metrics of success will make it easier •Staff: This category might often be remains on track, as well as making it
exhibition industry. It strongly for your team to ensure that you reach forgotten, but it’s key to account for the easier to coordinate with volunteers
influences meetings in many different them. transportation and lodging costs of and event committee members.
areas. your staff, especially if you’re headed Your event master plan should
Technology enhances meeting 2.Organize Your Team out of town. Even budgeting staff time encompass all aspects of the event,
presentations using overhead •Any event takes a concerted team (what would they be spending time on including:
projectors, three- dimensional image effort to handle all the details. Consider if they weren’t working on this event?) •Venue, logistics, & and catering
projection and computerized meetings identifying one key Event Manager or can help you decide whether that extra management (contracts, permits,
The industry has overcome the fear of Event Chair as well as individual meeting is worth it. insurance, etc.)
being replaced by technology and is Chairpersons for subcommittees, such •Marketing: Whether you decide to •Speakers and presenters (identifying,
now allowing improved technology to as: promote your event through Facebook confirming, logistics & management)
enhance and enrich the business. •venue management. or go old-school by putting flyers up all •Activities and entertainment
•speakers. over town, •Publicity and promotion (online & off-
The Process of Planning a Meeting, •entertainment. •Software: If you’re not already paying line, such as web page & online
Convention and Exhibition •publicity. for any kind of event management promotion; events calendars; printed
1. Establishing Goals and Objectives •sponsors. software, consider incorporating it into programs; media relations; signage;
2. Targeting the Population •and volunteer management. your event planning. social media, etc.)
3. Designing the Program Assigning individual roles to team •A/V: From projectors to Wi-Fi to •Registration (online sign-up, payment,
4. Creating A Budget members creates a system of speakers, this category encompasses and tracking; on-site sign-in, etc.)
5. Selecting A Site accountability, as well as preventing a wide variety of costs. •Sponsor and partner management
6. Negotiating Contracts tasks from falling to the wayside. •Miscellaneous: Even the best- •Volunteer management and
7. Formulating Committees planned event will have some responsibilities
8. Establishing A Marketing and 3. Establish Your Budget additional costs come up. Accounting While planning your event, consider
Promotion Plan •Establishing your event’s budget is for them in your budget will ensure also creating a detailed timeline, so
9. Hiring Subcontractors one of the most important parts of you’re not caught unawares. that everything moves smoothly.
10. Designing Food and Beverage planning an event. Include when any permits or insurance
Functions Some of the critical expenses you 4.Set The Date policies need to be submitted, when
need to include in your budget are: •The date might already be pre-set for registration ends, and a detailed
•Venue: This cost should encompass a recurring event, but if this is a new timeline of the day.
HOW TO MANAGE AN EVENT? the rental as well as any insurance you event, be sure to consider the following
1. Develop Your Event Goal need to purchase. before firming up your date: 6.Book Your Venue
And Objectives •Food and Drink: This field is pretty •Give yourself enough time. Some things to consider when picking
•The very first step in planning your self-explanatory. However, remember •Ideally, you should have 4-6 months a venue for your event are:
event is to establish a tangible goal that the amount you can afford here to plan, if not more (depending on the •Accessibility. Does the venue have
and objectives. might also dictate the number of tickets nature of your event) accessible entrances and elevators?
•Why are you organizing this event, you’re able to sell. •Be aware of statutory and religious Are there all-gender washrooms? Will
and what do you hope to achieve? •Entertainment: This field can be holidays you have space for interpreters? This
•If you know your organization’s key customized however you need it to be •Avoid school holiday time periods and many other factors go into
goals before planning, you can ensure — whether it’s allocated for speakers, (winter, spring, and summer holidays) choosing a space that all participants
that every part of your event is a DJ, or even a talking pig, make sure •Check dates with key participants – will feel comfortable in.
optimized for success. you have wiggle room for travel and speakers, presenters, VIP guests, etc. •Size. An event for 50 people will need
•Are you trying to raise awareness for accommodation costs as well as any •Once you’ve set the date (and have a very different space than one for 500.
a cause, or collect a predetermined compensation. already outlined your budget), you can
amount of donations for your next •Décor: Will you be going with a DIY start booking any external staff (such
mason-jar theme or one that’s a little as caterers) you need right away.
Additionally, consider whether or not recognition of your event in all your 10. Determine Day-Of Processes •What was attendee feedback like?
you’ll need separate rooms for publicity and promo items (such as t- •To ensure you’re prepared for Some one-off comments can be
breakout sessions or the like. shirts, water bottles, bags, and more). anything, prepare an agenda that will written off, but if there are some points
•Parking. Is there a parking lot, or is it walk you through the whole day from that come up several times whether
easy to access via public transit? 8. Identify And Establish setup to cleanup. Including every positive or negative, they’re worth
•Insurance. Will you need to purchase Partnerships & Sponsors detail, no matter how small, will help taking into consideration.
separate insurance? What are their •You might want to consider: you feel like you have it all under •How did our team perform? You can
liability rules? •Seeking corporate sponsors to fund a control! use your event as a great feedback
•AV. If your event needs speakers and portion of the event. This can range generator for everyone else who
microphones, make sure it’s easy to from national organizations that might Example of Event timeline (on the helped you with it – as well as
set them up in the space that’s want to sponsor a dinner, offer a door day): earmarking volunteers for particular
available. The same goes for wifi prize or a key silent auction item, to 5:00: Drop off silent auction items at tasks in the future.
access (and cellphone connection!), or local businesses that might be able to the venue (Diana) 6:15: AV setup •How did our marketing do? Which
any other technological needs your provide goods or services, such as (Terry, Diana) activities provided the most ROI?
event has. flowers for the tables, gift bag items, 7:00: Have quick volunteer Whether it was creating an event on
•Costs. How much of a deposit is the etc. coordination meeting (Terry + Facebook or talking to the local press,
venue asking for? Will there be •Partnering with community volunteers) 7:30: Attendees begin determining which one performed best
additional costs? How much will you organizations who might be able to arriving will help you decide which route to take
get back if you (heaven forbid) need to offer a venue and/or assistance with 8:00: Hors d’oeuvres served next time.
cancel? organizing or staffing an event. 8:30: Speaker 1 takes the stage
•If you’re looking for businesses to 8:45: Break Development of event proposals and
7. Brand Your Event sponsor your event, keep in mind that 9:00: Speaker 2 takes the stage 10:00: bids at this level requires the
•If you want your event to stand out, they’ll be more likely to do so if they Awards presented (Diana) application of business writing as well
you need to choose a timely and can see the clear benefit to them. If 10:30: Mingling, silent auction bidding as document and bid presentation
compelling theme that sets you apart you’ve had sponsors in the past who finishes 11:00: Start clearing tables skills, combined with sound knowledge
from your competition. This means that are willing to speak up on your behalf, 11:30: Bar closes of the event management process and
you need to come up with a dynamic so much the better – but if not, be 12:00 Event ends; all guests must the context for the staging of a given
overall theme and you need to take prepared to craft a compelling case for leave event. The potential clients will need to
great care with the actual name since support when you initially reach out. supply a proposal and quotation for
it can be a key attention-getter, Post event review their function before they commit to
especially in online media. 9. Create A Publicity Plan •How will you determine if your event is booking it and paying a deposit. In this
•Brainstorm names: When you are • Even with the most amazing speaker a success? Do you measure success module, the readers will be familiar
brainstorming the event name, think or entertainment line-up, you need by the number of registrants or with how to write an event planning
about: publicity to get people in the door. attendees, or is it dependent on you proposal, the steps in bidding process,
•How is your event different from other Event promotion starts with the initial breaking even or raising a target and factors to be considered in
events in your sector? notice or page on your website, notes amount in donations? developing a costing.
•What are you hoping to convey in your newsletter or email to save the •Once you’ve gotten back your
through this event? date, and then builds to include online attendee survey and talked to your Factors to Consider When
•What are the main components of and offline publicity, media relations staff, a few questions to ask yourself Developing a Costing
your event? and ongoing outreach to encourage are:
•Create a tagline: Once you’ve come registration. •How did we perform against the Follow house policies – every venue
up with a name, also try to craft a •Some components you might want to forecast? This can be your attendee has its own protocols for determining
tagline – a short, memorable branding include in your plan are: number forecast, your budget, or any the final cost for a function.
slogan that describes the event. •Web page announcement other prediction you made about the Make sure everything is charged for- It
•Design a logo: The final step will be •Social media event. If you ended up on target, great! is essential that all charges which can
having a logo created to represent your •Email blasts But if not, review what you could do be legitimately charged for are
event. A logo can be an effective •Press and media connections better for next time. included in the quotation.
branding tool – offering immediate •Printed materials
Only include services and products the technical IT, lighting experts, and suppliers, especially for events slated step is to enter into negotiations with
client has requested – The quotation security 5-10 years from the time of bidding. venue managers to get the best
should only cover the items that have Bands and Entertainers – common in Selecting the Venue possible deal that you can. Although
been confirmed with the client weddings and parties Step 1: Analyze the event’s need for venue managers will have standard
Accommodation- discounted rates a venue prices you should not think there is no
are normally provided in large •Do we need an indoor or outdoor chance of bargaining the price down,
functions venue? or alternatively, bargaining for extra
Double check your figures Special Request – These could be •What audience capacity does the services. If it proves to be difficult to get
•In house charges endless if it is needed in a specific event require? a reduced hourly rate, you may be able
•Goods and services to be provided by function •How long do we need the venue for, to get some free time or use of
external providers Steps in Bidding including setup and takedown? additional personnel at a reduced price
•Confirming house policy regarding •Is it necessary to select a venue with e.g., security.
charging third party suppliers Before the Bid Presentation good public transport access?
•Arithmetic calculations Step 5: Make a Booking and Confirm
•Including any discounts that may The bid paper itself contains all the Step 2: Investigate the possible When you have selected which venue
apply terms of the proposal such as the venue. is the best for your event, it is time to
services to be provided by the host, the •Contacting government agencies who make a booking. Although the venue
Identify and Explain Every Charge cost the unique selling point. The major may maintain and publish a database will take a booking over the phone, it is
parts of a bid include the following: of sporting, cultural, and educational likely that you will be sent within a few
1.The number of accommodation •Formal letter of invitation/proposal to venues, days a contract that states:
rooms included in the quotation and host the event •Consulting industry peak bodies that • Facilities booked
type of room and in- room facilities. •Package details for hosting represent organizations in the sport • Dates and times booked
2.Where the 3-course meal is offered requirements and recreation industry and the • Payments required e.g.,
3.Where wine is being provided as part •Endorsement from concerned entertainment industry,
deposit of final payments
of the catering government agencies •Searching on Internet website
• Other contractual obligations
4.Where refreshments are being •Information and promotional materials •Contacting schools, colleges and
e.g., cleaning
provided on arrival or during breaks universities individually
exactly what will be provided. Presenting the Bid •Telephoning the venue and asking for • Your contact details
5.If extra security is being charged for After drawing up the bid proposal, it is assistance After you have signed and returned the
then presented to the committee in •Event Managers should create their contract together with the cheque
Types of Functions Costs charge of the event, the board of own database deposit, you should never assume that
directors or at the general assembly of your booking is safe and forget about it
Whilst there is an endless amount of an international organization. Do follow Step 3: Make Site Visits until the last week before the event. It
expense items that can be associated up after the presentation. •Once some possible venues have is well worth your while to keep lines of
with a function, there are the number of been identified, it is important to make communication open with the venue
standard categories under which these After the Presentation a site visit. manager and to keep checking that
expenses will commonly fall under. Upon winning the bid, draw a contract •The purpose a site visit is to determine your booking is safe.
Room and facility hire – normally or a memorandum of agreement the suitability of the venue.
Step 6: Make further site visits
standard expenses with any function defining the areas of responsibilities • Dimensions
that is included in large package deals between the bid proponent (i.e. The The purpose of making further site
• Environment
such as meeting package. local association) and the international visits is to assure yourself that nothing
• Facilities has changed, or at least that any
Decorations – basic items such as organization: or upon the bid, evaluate
candles and flowers through to re-bidding possibilities and revise the • Position changes that do occur will not affect
elaborate themes. Food and Beverage bid. • Cost your event.
including “on arrival” and during The proponent may seek the
function as well as refreshments. assistance of a CVB or tour operator to Step 4: Agree on Price and Terms
Specialist staff – translators, securing advance rates from hotels, Once you have identified some
airlines, transport operators and other possibly suitable venues, your next
Lists of Sources /Potential Event •Transportation – chauffeurs,
locations limousines, private cars or buses for
There are endless possible event tours
locations which include: •Clowns and animals
•Hotel
•Resorts
•Restaurants
•Private Homes
•Schools, Universities and other
educational providers
•Meetings rooms
•Banquet rooms
•Convention halls
•Exhibition centers
•Wedding reception centers
•Nature areas including water, zoos,
parks wineries
•Transportation vehicles – including
planes, yachts, cars, buses
•Festivals
•Sporting venues
•Government buildings and civic
centers
•Museums

Types of External Providers