Republic of the Philippines

City of Taguig
Taguig City University
Gen. Santos Avenue, Central Bicutan, Taguig City
COLLEGE OF HOSPITALITY AND TOURISM MANAGEMENT

INTRODUCTION TO M.I.C.E.
WITH NCIII

MODULE 2: FINALS

LESSON 7:
Contracts and Bids/ Project manaegement
LESSON 7: Contracts and Bids/ Project Management_____________________

II. INTRODUCTION:

The best way to prepare an event proposal is to meet with the stakeholders. Ask
questions to clarify the event concept, objectives and others details.
Project Management is about overseeing a series of activities directed towards
the accomplishment of an objective. A project, just like an event, involves resources –
time man, money and resources – that must be planned, coordinated and supervised to
ensure that the budgets, deadlines and standards are met.
It is always best to begin with an end in mind.

III. LEARNING OBJECTIVES:

At the end of the lesson,, you should able to:

1. Prepare an event contract
2. Discuss the different types of riders
3. Write a contract
4. Compare and contrast the techniques in managing projects
5. Work on your tasks a project management tools

V. LESSON PROPER

Contract
A contract is a legally-binding agreement between two parties, such as the wedding
planner, or the couple and their hired caterer. Event planners understand that they are
a critical component to staging a successful event by forcing the signing parties, in
writing, to an agreed-upon set of terms and conditions

• You should have the contract signed before starting to work on an event.
• Minimize you headaches by putting everything in writing.
• There should be modifications such as additional requirements, changes in
schedule and venues, reduction in number of attendees, new barter agreements,
make sure these are covered by an addendum signed by all parties .

What to include in a Contract

COVER LETTER
Event Title
Event Schedules
Event Venue

EVENT DETAILS
Format
Program Flow
Conference Program
List of Entertainers, Hosts, Musician and Ensemble

CONTRACT ARRANGEMENTS
Sponsorship Amount
Fees for Consultants, Suppliers, Catering
Riders
Commercial & Broadcast Rights
SCOPE OF RESPONSIBILITIES
Your Task
Task of your clients

BOOKING ARRANGEMENTS
Contract clauses such as minimum guaranteed numbers and stipulation for force
majeure
Reservations

PAYMENT SCHEDULE
Down payment (or requests for operating funds)
Methods of Payment (Cash, Cheque, Bank Deposits, Wire Transfers)

SIGNATURES
Signatories to the contract
Conforme of your client.

ADDENDUM ( SIGNED BY BOTH PARTNERS)

Previously agreed upon arrangements prior to contract signing
Changes to original arrangements
Riders

MOA
Figure 1 Memorandum of Agreement Sample

BID
• A bid is a formal offer to fulfill the conditions stipulated in a Request for Proposal
(RFP) from an organization. It details your capability to achieve event objectives
and fulfill the condition set forth in the RFP offered at an estimated cost to the
client.

Riders

 A rider is a set of requests or demands that a performer requires. These are

usually included in the contracts: although sometimes these are sent to the
organizers a couple of weeks before a performance. If there are non-
compliance with the riders, there can be delays. There may be charges billed to
the organizers. You may be liable to pay for the expenses incurred by the
celebrity if he decides to get the request done by his staff. At worst, there will
be a cancellation of the performance, citing breach of contract as the
justification.

HOSPITALITY RIDERS:
 The hospitality rider is a list of requests for the comfort of the special guests on
the day of the event and/or during rehearsals. Among the most common
requests are :
• Specific food
• Particular beverages ( Sometimes alcoholic )
• Towels
• Transportation and hotels
• A runner
• Complimentary tickets for friends, family and fans
• Security and/or locking rooms

TECHNICAL RIDERS:
 The technical rider details the light and sound specifications, staging and
requirements as well as dressing rooms and lounge areas. The following
examples. Contain detailed specifications :
 Specific lighting plots of equipment at the concert venue; house light
technicians; and rigging for the lighting system
 Recording equipment; sound desks with back-up; preferred
microphone
 An elevated area of the stage called risers specifically for the drummer

TOOL RIDER
• This refers to requirements for celebrities on tour. It is best to coordinate with the
road manager and/or personal assistant to find out the specific needs of the
artist.

TRENDS
• According to the U.S Federal ESIGN Act passed in 200, an electric signature is
an electric sound, symbol, or process, attached to or logically associated with a
contract or other record and executed or adopted by a person with the intent to
sign the record.

DIGITAL CERTIFICATES
 In response to glamour for a paperless society, digital certificates have take the
place of traditional printed certificates. These are “Encrypted and Archived” by
companies for access by the person who needs
MASSIVE OPEN ONLINE COURSES (MOOCs)
• Use the digital certificate providing authenticity with regards to a student’s
enrolment and completion o a subject

PROJECT MANAGEMENT

Project Scheduling:

This is used to manage activities that have to be completed. This involves the
following tasks:
 Identifying what activities have to be done
  Estimating how long each one will take
 Allocating resources for each activity
 Scheduling when the tasks will occur

Once your event is underway, you must continue to monitor the activities.
Effective project control requires a logical sequence of activities as well as the
interrelationships between tasks. It also needs a correct estimate of the resources
required for each activity.
You will need to know how a delay will affect your overall plan. Any discrepancy
or deviation from your original forecast may require some adjustments or a change in
your plan.

Project Management Tools:

Gantt charts, timelines and file sharing are some of the tools you can use to
facilitate your event tasks.

1.GANTT CHART
A Gantt chart is a bar chart that lists the tasks against a specific schedule. The
tasks are listed on the left side and the time frame is on the horizontal axis. It is a tool
that helps you see what tasks have to be done and when they should be completed.
There are tasks that you will have to work on simultaneously. Some can take place
independently from each other. But there are instances where one task cannot begin
until another has been completed.
You can list the tasks you need to do on monthly or weekly basis. As your event
schedule nears, you may decide to prepare a daily activity list.
MILESTONES mark the completion of a task. DELIVERABLE refer to the
tangible results expected by your clients and other stakeholders. These can include
financial statements, post-event reports, marketing collaterals, analysis of customer
satisfaction surveys and even original receipts.

Table 1. Gantt Chart

 1. TIMELINE :
A timeline is a general guidelines of what needs to be done and when. The
bigger then event, the longer time you may need to prepare. Here is an actual event
timeline you can refer to:

Table 2: Event Timeline

2. FILE SHARING AND COLLABORATION TOOLS:

It is quick convenient and accessible. Aside from reducing, if not totally removing,
your need for the hard copy, these allow you to work simultaneously and seamlessly.

3. KANBAN BOARDS
A Kanban board is a visual tool showing tasks and your progress. When posted
for all team member to see, it becomes a status report, reminders of deadline of
deliverables, and the bottlenecks or issues that need to be resolved.
You can use either use a whiteboard and sticky notes smartphone apps to do
this. An innovative and fun Kanban board would be a drawing instead of matrix. A fun-
raiser once used the “palo sebo” or “climbing a greased bamboo contest” as the
embodiment of their financial goals.
Trends
PROJECT MANAGEMENT SOFTWARE AND SMARTPHONE
You can choose from either fully online tools or those which provide an offline mode.
There are several free versions that have the option to upgrade.
FREE DOWNLOADABLE GUIDES
You can download free guides from convention centers and hotels offering event
management services. These are free to use, whether you will booking an event
reservation in their hotel or not.

SUMMARY OF THE LESSON

A contract is a legally-binding agreement or document that explicitly lays out the

terms and conditions of between two parties. You should have the contract signed
before starting to work on an event.
A bid is a formal offer to fulfill the conditions stipulated in a Request for Proposal
(RFP) from an organization. It details your capability to achieve event objectives and
fulfill the condition set forth in the RFP offered at an estimated cost to the client.
Project Management is about overseeing a series of activities directed towards
the accomplishment of an objective. A project, just like an event, involves resources –
time man, money and resources – that must be planned, coordinated and supervised to
ensure that the budgets, deadlines and standards are met

SELF-PROGRESS ACTIVITY

1. Find out more about project management tools that you can use in your personal life.
It can be as simple as a list of to do’s with their deadlines; or as sophisticated as a tool
synchronizing your study/works and personal tasks. Try these tool for a week and write
a reflection about your experience.
2. Explain the advantages of using project management tools for your event.

GRADING RUBRICS
PASS FAIL
Exceed Expectations Meets Expectations Somewhat Meets Below Expectations
Expectations
1. Class Engages other students; Provides meaningful Only asks questions in the Does not participate in
Participation Encourages more insights; responds to other discussion forum; Only discussion forum
participation students engages with the instructor
PASS FAIL
Exceed Expectations Meets Expectations Somewhat Meets Below Expectations
Expectations
 Initiates discussions to link Keeps discussions active Tries to dominate discussion Is argumentative and off-topic
lessons to the workplace forum
2. Weekly Demonstrates a mastery of Demonstrates an Submits a completed Does not understand the
Written the concepts understanding of the assignment with conceptual concepts presented
Assignment concepts errors
/ Project
3. Essay Essay responses are well Essay responses include Essay responses include the Essay responses provided are
thought-out and presented all elements in the main point but do not include all simplistic
in a compelling fashion questions elements
4. Laboratory Exceeded the objectives of Met the objective of the Met a few of the objectives of Did not meet the objectives of
Observation the task or lesson (can task or lesson (know how the task or lesson (still need the task or lesson (don’t
/ teach others to do the task) to perform in his own) help) understand the lesson)
Demonstration
5. Oral Answer question with Answer the question with Responses to the question but Did not answer the question
Question mastery of the concepts understanding do not include all the elements (don’t give correct or relevant
answer)

SUPPLEMENTARY MATERIALS/RESOURCES

1. Please watch.
a. What To Include In Your Event Legal Contracts

https://www.youtube.com/watch?v=Bsycq2CbZ8I

b. https://procurement-notices.undp.org/view_file.cfm?doc_id=201628

REFERENCES
Astroff and Abbey, (!998) Convention management and Services. Educational
Institute of the American Hotel & Motel Association

Disimulacion, M.A. (2016). Event Mgt. for Tourism, Sport, Business and MICE. Books
Atbp.Publishing Corp.

Goldblatt, J. (2002). Special Events: Twenty-First Century Global Event Management

John Wiley & Sons Pblication

Salvador,G.A. (2016). Event Management: Envision. Execute. Evaluate. C & E

Publishing, Inc

Training Regulation and CBC on Events Management Services NC III, TESDA

Paceos, 2013, The Event Planning Manual