Events Management

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 MICE
With Event NCIII
(Meetings, Incentives, Conferences, Exhibition)
COURSE MODULE
EVELYN P. DIGNADICE, LPT, MBA
2020
1|P a ge ( PRO F.DI GN ADICE )

OVERVIEW
This module is a set of learning opportunities on Introduction to M.I.C.E. and

Event Management which are systematically organized around a well-defined topic. It
contains the element of instruction aligned with the approved format from the Module
Evaluator Committee headed by Dr Juan C. Birion and Dr Amelia Rosales.
This module will provide a collection of topics that will help you become
knowledgeable of what event management is and why M.I.C.E. categories as special
event segment influences the choices of venues, destinations and concepts. This
module will guide you plan, design, organize, market, execute and evaluate events that
will ensure that all will be carried out to satisfy the needs and wants of our future clients
not only locally but even internationally
This is a self-contained, self-pacing and you learners are allowed to progress at

your own rate. This module is aligned with the Outcomes-based approach prescribed
by the Commission on Higher Education (CHED). It is also anchored on the
competencies prescribed in the Event Management Services NCIII qualification by the
Technical Education and Skills Development Authority (TESDA).

TABLE OF CONTENTS
Overview …………....……………………………………………………………. 2
Table of Contents ……………………………………………………………… 3
Learning Guide …………………………………………………………………. 8
MODULE 1 (Midterm)
LESSON 1: Introduction to Events ………………………………………….. 16

Introduction ……………………………………………………………….. 16
Learning Objectives ……………………………………………………… 16
Lesson Proper ……………………………………………………………. 16
Definition of an Event …………………………………………….. 16
Definition of Special event ………………………………………. 16
Economic Significance …………………………………………… 16
Types of Events …………………………………………………... 16
Virtual events ……………………………………………………. . 21
Content-Driven Online Platforms ……………………………….. 21
Summary of the Lesson …………………………………………………. 21
Self-Progress Activity ……………………………………………………. 22
Supplementary Materials/Resources ………………………………….. 22
References ……………………………………………………………….. 22
LESSON 2: Introduction to Event Management ………………………….. 23

Introduction ………………………………………………………………. 23
Learning Objectives ……………………………………………………. 23
Lesson Proper …………………………………………………………… 23
Scope of Event Management …………………………………… 23
Phases of Event Management …………………………………. 23
Role of Secretariat ……………………………………………….. 23
Event Committees ……………………………………………….. 24
TESDA Event Management Services NCIII …………………… 25
Event Proposal Format ………………………………………….. 26
Summary of the Lesson ………………………………………………… 27
Self-Progress Activity ………………………………………………….. 28
Supplementary Materials/Resources …………………………………. 28
References ………………………………………………………………. 29
LESSON 3: Meetings, Incentives Travel, Conventions and Exhibition.. 30

Introduction ………………………………………………………………. 30
Learning Objectives …………………………………………………….. 30
Lesson Proper ………………………………………………………….. 30
History of M.I.C.E. ……………………………………………….. 30
Meetings ………………………………………………………….. 31
Incentives …………………………………………………………. 32
Convention ………………………………………………………... 33

Exhibition …………………………………………………………… 34
Type Exhibition…………………………………………………….. 34
Industry sectors directly involved in the MICE industry………… 35
Tourism Promotion Board………………………………………… 36
References ………………………………………………………………… 37
LESSON 4: Business Ethics and Protocols ………………………………… 38

Introduction ………………………………………………………………… 38
Learning Objectives ………………………………………………………. 38
Lesson Proper …………………………………………………………….. 38
The Competent Tourism Professionals …………………………. 38
Guide to Good Manners and Right Conducts ………………….. 39
Business Ethics …………………………………………………… 39
Business Relationships …………………………………………… 39
Protocols ……………………………………………………………. 40
Order Precedence …………………………………………………. 40
Proper Display of the Philippine Flag ……………………………. 41
Protocol Committee ……………………………………………….. 42
Summary of the Lesson ………………………………………………….. 42
Self-Progress Activity …………………………………………………….. 42
Supplementary Materials/Resources …………………………………… 43
References ………………………………………………………………… 43
LESSON 5: STAKEHOLDERS/ CONCEPT AND OBJECTIVES.……………. 44

Introduction ………………………………………………………………... 44
Lesson Proper …………………………………………………………….. 44
Stakeholders ……………………………………………………….. 44
Clients……………………………………………………………….. 44
Intermediaries………………………………………………………. 45
Sponsors……………………………………………………………. 45
Dealing with Sponsors……………………………………………. 46
Suppliers …………………………………………………………… 48
Delegates…………………………………………………………… 48
Concept Design……………………………………………………. 48
Scamper Technique……………………………………………….. 48
Setting Objectives…………………………………………………. 50
SMART Objectives………………………………………………… 51
Trends………………………………………………………………. 52
References ………………………………………………………………… 54
*** Formulation and Presentation of Chapter 1-3 of Individual Event Proposal
• Submission of Soft Copy

MODULE 2 (Finals)
LESSON 6: Destinations and Venues.……………………………………….. 56

Introduction ……………………………………………………………….. 56
Lesson Proper ……………………………………………………………. 56
Destinations ……………………………………………………….. 56
Top Event Destinations in the Philippines ……………………... 56
Venue………………………………………………………………. 57
Traditional Event venue………………………………………….. 58
Non-traditional event Venue…………………………………….. 59
Major Venues in the Philippines………………………………… 60
Top Convention Centers in the Philippines……………………. 60
Criteria in Choosing a Venue……………………………………. 61
Trends …………………………………………………………….. 62
Committees………………………………………………………... 63
References ………………………………………………………………. 64
LESSON 7: Contracts and Bids/ Project Management …………………... 65

Introduction ………………………………………………………………. 65
Lesson Proper……………………………………………………… 65
Contract ……………………………………………………………. 65
Memorandum of Agreement …………………………………….. 66
Bid…………………………………………………………………… 67
Riders………………………………………………………………. 67
Trends……………………………………………………………… 67
Project Management …………………………………………… 68
Project Scheduling………………………………………………… 68
Project Management tools……………………………………….. 68
Trends………………………………………………………………. 70
Self-Progress Activity ..…………………………………………………… 70
References ………………………………………………………………… 71
LESSON 8: Budget, Marketing Management, Sponsorship …….. 72

Introduction ……………………………………………………………….. 72
Lesson Proper ……………………………………………………………. 72
Bookkeeping………………………………………………………… 72
Revenues………………………………………… ………………. 73
Expenses …………………………………………………………. 73
Other Expenses……….. …………………………………………. 74

Income and Expenses Report…… ……………………………… 75
Committees………………………………………………………… 75
Marketing Management…………………………………………. 76
Marketing…………………………………………………………… 76
Marketing Mix……………………………………………………… 76
Promotions Media…………………………………………………. 77
Additional 3P’s ……………………………………………………. 80
Marketing Collaterals……………………………………………… 81
Committees…………………………………………………………. 82
Sponsorship……………………………………………………….. 83
Sponsorship Benefits……………………………………………… 85
Committee………………………………………………………….. 86
References ……………………………………………………………….. 88
LESSON 9: Program, Production and Staging ……..……..……………….. 89

Introduction ……………………………………………………………….. 89
Lesson Proper ……………………………………………………………. 89
Program……………………………………………………………. 89
Program Activities………………………………………………….. 89
Guest Arrangement………………………………………………… 90
Meetings and Conferences………………………………………... 90
Trade Shows………………………………………………………… 91
Program Flow……………………………………………………….. 92
Trends………………………………………………………………… 93
Committees………………………………………………………….. 93
Production and staging…………………………………………… 94
Logistics………………………………………………………………. 94
Physical Arrangement………………………………………………. 94
Top 10 factors Affecting Event Set-up……………………………. 94
Most Common Types of Seat Plans………………………………. 98
Committees………………………………………………………….. 103
Summary of the Lesson ………………………………………………...... 104
Self-Progress Activity ……………………………………………………… 104
References …………………………………………………………………. 105
LESSON 10: Security and Risk Management ………..……………………… 106

Introduction ………………………………………………………………… 106
Lesson Proper …………………………………………………………….. 106
Risk and hazard…………………………………………………….. 106
Potential Hazards…………………………………………………… 107
Risk Management…………………………………………………… 109
Crowds……………………………………………………………….. 110
Crowd Control……………………………………………………….. 111
Risk Planning……………………………………………………….. 112
Committees………………………………………………………….. 112

Supplementary Materials/Resources …………………………………... 113
References ………………………………………………………………… 113
About The Author ………………………………………………………………… 114

LEARNING GUIDE
WELCOME STUDENTS!
This course module is divided into two main section which represents the Module
1 Midterm Term and Module 2 Final Term of the semester and it has 10 Lessons. All
lessons are integrated with the TESDA Competencies requirements.
Each Lesson has the following:
• Course/Subject
• Introduction
• Learning Objectives
• Lesson Proper
• Self-Progress Activity
• Summary of the Lesson
• Supplementary Materials/Resources
• References
Overview
1. Course/Subject - this section shows the subject focus of the module. (e.g.
Introduction to Events)
2. Introduction – this section of the lesson will give you a brief description and
details about the course. It will provide you a glimpse of the topics that will be
discuss and an overview about the things that the learners will anticipate from
the beginning until the end of the lesson.
3. Learning Objectives – are brief statements that describe what the learners will
be expected to learn by the end of the lesson. It is focused in KSA or the
Knowledge, Skills, and Attitude.
4. Lesson Proper – this section shows the content of the lesson.
5. Self-Progress Activity – this is the assessment and evaluation section of your

lesson. This section will test you level of understanding about the lesson. It
comprises of Guided Question and Quiz Master. Guided Question focus on
short essay type of answer where you will be asked a certain question related
to the lesson. Quiz Master is more on multiple choice related to the lesson.
Each assessment or evaluation has its own Grading System or Rubrics where
you can see the level of grading per question on the lesson.
6. Summary of the Lesson – this section shows the consolidation of all-important

key indicators or terminologies or phrases in the lesson. This will give you more
emphasis on the main points of the lesson.

7. Supplementary Materials/Resources - this portion will give you the supporting
materials which directly linked to the lesson. It consists of series of links that you
can check online or reading materials to give you more detailed information
about the lesson.
8. Resources – this is the section of the lesson where you can see the sources of
all the lesson that was presented on the lesson.
This course module aims to establish the principles of conceptualizing, planning,

managing and evaluating meetings, and events and festivals management. Topics
include the significance of conventions and events in tourism, event design, project
managements, method and evaluation, physical requirements, organizing, promotion
and sponsorship. This is an integration course that applies all the principles of
conceptualization or management and foundation of tourism and hospitality courses. It
covers 2 Modules and 10 Lessons (5 Lessons for Module 1 and 5 Lessons for Module
2)
1ST WEEK
Learning Activities Time
Getting to know each other
Introduction about the University (Mission & Vision)
Introduction about the Program and Course 3 HOURS
Discussion of the Modular set-up
Rules in Online and Modular set-up
Grading System
2ND WEEK
Learning Objectives 10 Minutes
Lesson 1: Introduction to Events 2 Hours
Synthesis/Question and Answer 20 Minutes
Self-Progress Activity 30 Minutes
(not included the Asynchronous Activity/Self-Progress)

Total Session Time 3 HOURS
3RD WEEK
Lesson 2: Introduction to Event Management 2 Hours
4TH WEEK
Lesson 3: Meetings, Incentives Travel, 2 Hours

Conventions and Exhibitions
5TH WEEK
Lesson 4: Business Ethics and Protocols 2 Hours
10 | P a g e ( P R O F . D I G N A D I C E )
6TH-7TH WEEK
Lesson 5: Stakeholders, Concept and Objectives 4 Hours and 20 Minutes
Self-Progress Activity 1 Hour
8TH WEEK
Formulation of Chapter 1-3 of Individual Event Proposal 3 HOURS
Submission of Soft Copy as part of MIDTERM GRADE
9TH WEEK
MIDTERM EXAMINATION 3 HOURS
10TH WEEK
Lesson 6: Destinations and venues 2 Hours
11TH WEEK
Lesson 7: Contract and Bids/ Project 2 Hours

Management
12TH-13
TH
WEEK
Lesson 8: Budget, Marketing Management and 4 Hours and 20 Minutes

Sponsorship
Self-Progress Activity 1 Hour
14TH WEEK
Lesson 9: Program, Production and Staging 2 Hours
15TH WEEK
Lesson 10: Security and Risk Management 2 Hours
16th WEEK
Lesson 11: Finalizing Event Concept with the 2 Hours

Event Team
17thWEEK
TESDA ASSESSMENT 1 day
Event Management Services NCIII
18th WEEK
FINALS: Event Execution and Evaluation 1 day
Culminating Activity
To get the most from this MODULE, you need to do the following:
1. To start in the module, you have to start reading the course outline for course
orientation and the coverage of the module. These tell you what should know
and be able to do at the end of the module.
2. After reading the course outline, you have to start the Module 1 – Midterm Period
which composed of 5 Lessons.
3. Each lesson has the outline which was discussed at the first part of the outline.
You have the Learning Objectives, Introduction, Lesson Proper, Self-
Progress Activity, and References as major key points to focus on each
lesson.
4. There are lists of pre-tests before the lesson to assess your basic understanding
about the lesson. It’s like a brainstorming or ice breaker portion in face to face
set-up.
5. Read thoroughly the Lesson Proper as it shows the content of the lesson. The
content of the lesson is direct to the point and understandable as a learner.
6. Do the required Assessment and Evaluation at Self-Progress Test. There are
various exercises applicable for modular, synchronous and asynchronous set-
up. Consult the teacher for further elaboration. It is composed also of grading
system or the Rubrics where you can see how you will be assess based on
your outcome.
INTRODUCTION TO M.I.C.E.
WITH NCII
MODULE 1: MIDTERM
I.LESSON 1: Introduction to Events_____________________________
II.INTRODUCTION:
Do you know that there are thousands of events celebrated every year? These
include festivals, ceremonies, national days, religious occasions and sports activities.
On top of these are birthdays, anniversaries, weddings and business events hosted at
the same time. We seem to find endless reasons to celebrate.
III. LEARNING OBJECTIVES:

At the end of this lesson, you will be able to;
1. define an event
2. explain events based on size
3.identify the characteristics of events categorized under M.I.C.E. and
4. classify events according to content and purpose
IV. LESSON PROPER
An event is a general term indicating the coming together of a number of people

in one place, to confer or carry out a particular activity. Frequency can be on an ad hoc
basis or according to a set pattern. (International Congress and Convention
Association).
Special Events
A gathering of human beings, generally lasting from a few hours to a few days, and
designed to celebrate, honor about, or observe human endeavors. A unique moment in
time celebrated with ceremony and ritual to satisfy specific needs. (Goldblatt,2002)
Economic Significance of Events:
Tourism is a powerful economic force that brings in investment, creates jobs

and generates foreign exchange. To analyze the impact of tourism, a multiplier
is used as the basis for results.
TYPES OF EVENTS:
Events vary in size, contents and purpose making the industry extremely diverse.
As an event leader, it is important to distinguish the differences in terminology. This will
enable you to grasp the kind of event that your client would like to produce This way, you
can plan, manage and coordinate the event requirements well (Aastroff and Abbey, 1998)
1. EVENTS BASED ON SIZE
1.1 MEGA EVENTS

Mega events are the largest events generally targeted at international markets
(Van der Wagen, 2009).
These are events so large they affect whole economies and reverberance in the
global media (Allen, O'Toole, Harris and McDonnell, 2002).
These are also events expressly targeted at the international tourism market
and may be suitably described as mega by virtue of their size in terms of
attendance, target market, level of public financial involvement, political efforts,
extent of television coverage, construction of facilities, and impact on economic and
social fabric of the host community (Hall, 1992).
The World Cup Soccer and the Superbowl are two examples of mega events.
Some event professionals put the Olympic Games in a mega event category of its
own, called Olympic Tourism. This is due to the magnitude of the investment,
infrastructure and interest generated before, during and even after the Games.
1.2 HALLMARK EVENTS
Hallmark events are designed to increase the appeal of a specific tourism destination or
region (van der Wagen 2009).
• Carnival in Rio de Janeiro,
• The Royal Edinburgh Military Tattoo and the
• Rose Parade in New York
2. M.I.C.E.
M.I.C.E.is the fastest growing segment of the tourism industry. The acronym means
Meetings, Incentives, Conventions and Exhibitions.
2.1 MEETINGS
Meeting is a gathering of two or more people that has been convened for the
purpose of achieving a common goal through verbal interaction, such as sharing
information or reaching agreement.
2.2 INCENTIVES
The society of incentive and travel executive (SITE) define incentive travel as:
A global management tool that uses an exceptional travel experience to

motivate and/or recognize participants for increased levels for performance in support
of organizational goals
2.3 CONVENTIONS
A convention, in the sense of a meeting, is a gathering of individuals who meet

at an arranged place and time in order to discuss or engage in some common interest.
The most common conventions are based upon industry, profession, and fandom.
A conventions is also defined as a meeting with an exhibit. Its strength comes

from the combined attractions of having a multiple, simultaneous activities.
2.4 EXHIBITIONS
Event at which products, services or promotional materials are displayed to attendees

visiting exhibits on the show floor. These event focus primarily on business-to-business
relationships (Convention Industry Council).
3. EVENTS BASED ON PURPOSE and CONTENT
Events can be categorized based on purpose and content. These are either marketing
activities, festivals, fandom, sports competitions or those promoting and advocacy.
3.1 MARKETING EVENTS
A commerce-oriented event to facilitate bringing buyer and seller together or to

create awareness of a commercial product or service, scheduled alone or in
conjunction with other events (Silvers, 2004).
• An OPEN HOUSE features a new residential and/or commercial property for

sale or lease.
• A PRODUCT LAUNCH introduces a product or service to entice people to buy.

There are companies that host a soft launch to gauge the reaction of the media
and/or potential customers. This is also used as a teaser for the public. A major
launch follow soon after:
3.2 FESTIVALS
❖ These are cultural celebrations, either secular or religious, created by and/or for
the public, scheduled alone or in conjunction with other events. Many festivals
include bringing buyer and seller together in festive atmosphere (Silvers, 2004).
❖ Festivals commemorate religious, culture, social and historical icons, traditions,
beliefs and customs.
❖ RELIGIOUS FIESTAS are event that commemorate feast days and
celebrations focusing on one’s faith. The calendar of religious festivals in the
Philippines are mostly fiestas in honor of a saint or a tradition. These include
Christmas, Holy Week, the Feast of the Black Nazarene in Quiapo, Manila , Ati-
Atihan in Kalibo, Aklan; the Sinulog in Cebu City; and the Dinagyang in Iloilo
City honouring the Sto. Niño (Child Jesus). On the other hand, Muslims observe
the Ramadan and the Eid ul-Fitr.
❖ CULTURAL EVENTS are celebrations that refer to the arts as well as to

national, regional, Ethnic or indigenous events that honor traditions. The arts
sector can be divided into two groups, namely performing and visual arts. The
former refers to live orchestra, ballet, musicals, stage plays, concerts and other
performances. While he latter includes painting, sculpture and installation
exhibits among others.
❖ SOCIAL EVENTS include weddings, birthdays, reunions, parties, graduation

and anniversaries which are social activities attended by families, friends, and/or
colleagues.
❖ HISTORICAL CELEBRATIONS are held in honour of a person or a momentous

event. Some examples of these are birth anniversaries of national heroes and
war memorials.
3.3 FANDOM
Fandom refers to “people who are fans of a fiction genre, or of a subgenre, who
have their own clubs, conventions and amateur magazines (fanzines).” This is a social
group that organizes events for their members only.
Members of a fandom can range from children to adults who belong to a

community of fans of a movie (Twilight series); book (Harry Potter series); comics
(Marvel); a television series (X-Files and Star Trek); or even basketball (Chicago Bulls,
Los Angeles Lakers or Barangay Ginebra).
3.4 SPORTS EVENTS
A spectator or participatory event involving recreational or competitive sport

activities, scheduled alon or in conjunction with other events (Silvers, 2004).
Aside from the Olympic Games, other major sports contents include the Tour de
France (cycling), The Grand Slam (tennis), World Series (baseball), the FIFA World
Cup (football), and the Monaco Grand Prix (racing). Boxing, chess, polo, sumo
wresting, bowling, dragon boat and martial arts contents also fall into this event
category.
3.5 ADVOCACY and PHILANTHROPY EVENTS
These are events created by or for a charitable or cause-related group for the
purpose of attracting revenue, support, and/or awareness, scheduled alone or in
conjunction with other events (Silvers, CSEP).
Medical-dental missions, fun runs and fund-raising gala event that aim to
provide free specialist services for the marginalized sector or to raise monies for a
specific cause are considered philanthropic events. Examples of advocacy events are
Buwan ng Wika and Heart Consciousness Week. These are aimed at encouraging
support and creating awareness for a particular issue.
Trivia
FIFA World Cup
Fédération International de Football Association (FIFA) World Cup is the world’s most
widely viewed single sporting event (Source: FIFA World Cup Station).
4. SPECIAL EVENT BASED on NATURAL PHENOMENA
There are event that focus on natural wonders, and flora and fauna. Some
examples are the Northern Lights (Scandinavia), Wildbeest Migration (Kenya), Killer
Whale Safari (Norway), Summer Solstice (Stonehenge, United Kingdom), and the
Cherry Blossom festival (Japan).
VIRTUAL EVENTS
Aside from the usual face-to-face interactions, there are innovations that have
resulted in newer methods of presenting, marketing and attending events. These are
the hybrid, virtual and online events.
The increasing popularity of virtual exhibits and online conferences are

complementing the traditional methods of exhibits and meetings.
Massive open online courses (MOOCs) allow for training to be delivered online.
Even interviews and meetings are being conducted using web-based technologies.
CONTENT-DRIVEN ONLINE PLATFORMS
Scott (2011) explains that “social media provides the way people share ideas,
content, thoughts, and relationship online.” Whit the proliferation of various platforms,
you can become the expert on anything. You can also curate information materials on
ideas you are passionate about.
Today, a presentation by anyone on anything can be available for everybody to

see. These may have been originally delivered in person to a live audience, then
recorded for upload in the internet.
This means that if you need an expert on a topic for presentation in your meeting
but that person is unavailable – you can simply upload his video during your event.
There are thousands, if not millions, of high-definition videos on various topics

that you can choose from to help you teach, positively influence, and/or excite you r
target audiences.
SUMMARY OF THE LESSON
Events are an assembly or reunion of people for private or public celebration, ritual
or remembrance. Tourism is a powerful economic force that brings in investment,
creates jobs and generates foreign exchange. To analyze the impact of tourism,
a multiplier is used as the basis for results. Events vary in size, contents and purpose
making the industry extremely diverse.
Aside from the usual face-to-face interactions, there are innovations that have
resulted in newer methods of presenting, marketing and attending events. These are
the hybrid, virtual and online events. As an event leader, it is important to distinguish
the differences in terminology. This will enable you to grasp the kind of event that your
client would like to produce.
SELF-PROGRESS ACTIVITY
1.Compare and contrast the type of events based on size.
2. What are the different types of events based on their content and purpose?
Make a compilation.
GRADING RUBRICS
SUPPLEMENTARY MATERIALS/RESOURCES
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
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
Demonstration teach others to do the task) to perform in his own) help) understand the lesson)
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)
1. Please watch:
https://www.youtube.com/watch?v=9l3WiwugNFE
https://www.youtube.com/watch?v=qqvN1ZrrKhc
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, TESD

I.LESSON 2: Introduction to Event Management_____________________
II.INTRODUCTION:
Event Management is more than just organizing a party or a bazaar. It goes

beyond creating event concepts; receiving deals exchange for products; selling tickets;
and printing invites.
III. LEARNING OBJECTIVES
At the end of this module, you will be able to;

1.discuss the scope of event management
2. Understand the role, responsibilities and tasks of the Secretariat
3. differentiate the basic and common competencies in the Event Management Services
NCIII under TESDA
4. explain the core competencies required in the Event Management Services NCIII under
TESDA
5. Discover the various career opportunities in the event industry
IV. LESSON PROPER
SCOPE OF THE EVENT MANAGEMENT:
• As an event leader, you are responsible for achieving the strategic, marketing
and financial objectives of your clients and their target audiences.
• It is important that the interest of your target audience, the sponsor and host
organizations are taken into serious consideration. Further, the success of an
event must be measurable.
PHASE OF EVENT MANAGEMENT:
 PRE-EVENT- refers to the activities that need to be done before the events
begins. This phase mainly focuses on planning all the specific details of an
event.
 EVENT PROPER- refers to the task and deliverables during the actual event.
This is the highlighted by coordinating, managing and overseeing all the
resources needed to successfully execute the event.
 POST- EVENT- refers to the evaluation of the event. This includes the
submission of financial statement, audit reports, survey results and other
documentation requirements.
ROLE OF THE SECRETARIAT
The SECRETARIAT is the main team heading all committees managing event
arrangements. It is the committee that lays the groundwork for the event. Its members
are responsible for the following:
 1. Finalizing the event concept
 2. Setting the objectives
 3. Enlisting the support of the stakeholders
 4.Creating the committees
 5.Detailing contact terms and conditions
 6.Overseeing the timetable for all deliverables
The Event Chairperson provides the leadership and the direction for the event. She
is the official spokesperson for the entire team.
EVENT COMMITTEES
 A successful event requires money, machine, man and other resources. Aside
from the role of the Secretariat, specific committees manage the numerous
event arrangement such as transportation, accommodation and airport
reception.
 Sample Organizational Chart for an International Convention
(Source:Philippine Congress Manual)
COMPOSITION OF AN EVENT TEAM
An event can never be successful without the event manager’s expertise and
leadership. Likewise, no matter how skillful an event manager is, he or she can never
be successful in executing all the details of a particular happening without the help of
the whole team.
In this light, below enumerates the team composition that may include any if not
all of them to ensure success of an event all the way from planning, designing,
organizing, marketing, executing and evaluating as enumerated by Wagen (2009).
• Venue managers
• Stage Managers
• Lighting, video and audio companies
• Decorators and florist
• Entertainers
• Employment agencies
• Rental companies
• Public relations and marketing consultants
• Security companies
• Catering companies
• Cleaning companies
• Ticketing companies Printers
(Source: Wagen, 2009,page12)
All of them play a vital role in the successs of an event. Careful planning and
staffing must be done to make sure that all aspect are manned well to avoid
inconveniences on the event proper.
TESDA EVENT MANAGEMENT SERVICE NC lll
COMPETENCIES:
 The Technical Education and Skills Development Authority (TESDA) National

Certificate lll in Event Management Service is composed of three competencies,
namely, Basics, Common and Core.
 Each level of competency is comprised of several units which may be taken

individually.
1. BASIC COMPETENCIES
1.1 Lead Workplace communication
1.2 Lead Small teams
1.3 Develop patience and practice negotiation
1.4 solve problems related to work
1.5 Use mathematical concepts
1.6 Use relevant technologies
2. COMMON COMPETENCIES
2.1Roster staff
2.2 Control and order stock
2.3 Train small
2.4 Establish and conduct business
3. CORE COMPETENCIES
The core competencies are divided into two: Event Planning Services and
Onsite Event Management Services.
3.1 Event Planning Services

 Plan and develop event proposal or bid
 Develop and event concept
 Develop event program
 Select event venue and site
 Develop and update event industry knowledge
3.2 Onsite Event Management Services

 Provide onsite event management services
 Manage contractors for indoor events
 Develop and update knowledge on protocol
TOP 10 KEY FEATURES:
#1 Aligned with the OUTCOMES-BASED approach prescribed by the

Commission on Higher Education (CHED)
#2 Anchored on the competencies prescribed in the

EVENT MANAGEMENT SERVICES NATIONAL CERTIFICATION
by the Technical Education and Skills Development Authority (TESDA)
#3 Divided into six main sections highlighting the key stages of

Event Management:
Event Leadership
Event Planning
Event Management
Event Marketing
Event Evaluation
With each chapter, learners hone their higher-order skills.
# 4 They develop critical thinking thru the DISCUSSION QUESTIONS.
# 5 The LEARNING ACTIVITIES enhance deep knowledge of the topics.
# 6 EVENT TASKS enable learners to immediate apply lessons learned.
# 7 Interwoven into the content are best practices, industry trends

and professional ethics
# 8 Learners are also encouraged to use online resources, software, and

mobile
applications to strengthen their mastery of digital literacies.
# 9 Designed to equip learners with real-world skills to help them succeed in

the industry.
Commission on Higher Education (CHED)
As an event leader, you are responsible for achieving the strategic, marketing
and financial objectives of your clients and their target audiences.It is important that
the interest of your target audience, the sponsor and host organizations are taken into
serious consideration. Further, the success of an event must be measurable.
There are three phases of event management. The pre-event refers to the
activities that need to be done before the events begins. This phase mainly focuses on
planning all the specific details of an event. The event proper refers to the task and
deliverables during the actual event. This is the highlighted by coordinating, managing
and overseeing all the resources needed to successfully execute the even. Post- event-
refers to the evaluation of the event. This includes the submission of financial
statement, audit reports, survey results and other documentation requirements.
An event can never be successful without the event manager’s expertise and
leadership. Likewise, no matter how skillful an event manager is, he or she can never
be successful in executing all the details of a particular happening without the help of
the whole team. In this light, the team composition that may include any if not all of
them to ensure success of an event all the way from planning, designing, organizing,
marketing, executing and evaluating.
1. Explain the qualifications expected from the Chairperson of the Secretariat

Committee.
2. Start envisioning the committees you need to create for your event. Using
the sample organizational chart, come up with your own structure.
3. Search for online training on a topic of your interest. This may be available
thru podcast, fb live, blogs and or other media. Attend the training and then
write a reflection on your experience focusing on how you can integrate this
method on your event.
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
1. Download TESDA Training Regulations and CBC.

2. Please watch:
file:///D:/my%20usb/EVENTS%20NCIII/Top%20Ten%20Tips%20for%20Planning%20an%20Ev
ent.pdf
REFERENCES



Publishing, Inc
Training Regulation and CBC on Events Management Services NC III, TESDA
Paceos, 2013, The Event Planning Manual
I.LESSON 3: Meetings, Incentives Travel, Conventions and Exhibitions_______
II. INTRODUCTION
Meetings, incentives, conferences and exhibitions is a type of tourism in which

large groups, usually planned well in advance, are brought together . It positively
affects other tourism sectors – transportation, entertainment, accommodation, food
and beverage, attractions, travel trade – due to the high-value spending potential of
delegates, exhibitors and host organizations. It generates multiple benefits to host
countries and regional economies.
At the end of this module, you will be able to;

1. discuss the history of M.I.C.E.
2. Understand how MICE relates to the tourism and hospitality industry
3. Understand the meaning of each sector of MICE 
4. Identify the types of meetings
5. Describe how sectors are involved in hosting MICE
6. Understand the role of the Tourism Promotions Board (TPB) in assisting event
organizers
IV. LESSON PROPER
HISTORY of MICE
The development of the Philippine convention industry became official

government policy in 1976, a milestone year that marked the establishment of
Southeast Asia’s first full-fledged convention center, the Philippine International
Convention Center (PICC); and the creation of the Philippine Convention Bureau
(PCB) as a government corporation dedicated to the promotion of Philippines as a
meetings and convention destination. That same year, the Philippines successfully
played host to the International Monetary Fund - World Bank Joint Conference that
signaled the entry of the Philippines into the world conventions market.
Since then, the Philippines has hosted some of the biggest and most important
international and regional meetings, conferences, conventions, congresses, and
events that have made its capital city, Manila, one of the acknowledged “Convention
Cities” of the world.
The Philippine Convention Bureau (PCB) was later reorganized in 1987 to

become the Philippine Convention and Visitors Corporation, now known as Tourism
Promotions Board (TPB), in response to market developments which embraced the
new, more specialized, and quality-oriented Incentive Travel Industry. In recent years,
the meetings, conventions, and incentive travel industry evolved into an even wider
representation of several specialized sector of tourism to encompass exhibition and
events. The convention industry now became known by the acronym: MICE, which
stands for Meetings, Incentives, Conventions and Exhibitions/Events.
As Asia’s pioneer in conventions, the Philippines can easily host an international

event with expertise and creative approaches. More importantly, though, it offers the
added incentive of discovering 7,107 island experiences: breathtaking natural wonders
that range from the golden sunset of Manila Bay to the virgin rain forests and
mysterious underground rivers of Palawan; from historic Intramuros and Vigan to the
graceful mosques and indigenous tribes of Muslim Mindanao; from golfing greens to
44,097 square meters of coral reef dive sites teeming with marine life; from
innumerable pristine white-sand beaches to the wonder that is the Banaue Rice
Terraces.
MICE events are events and activities that involve attendees who share a common
interest and gather in a place. The place for the gathering needs to be a venue
arranged before hand. The venue will provide space and facilities necessary to satisfy
the needs of those who attend the gathering.
We can further explain the gatherings by their different formats: M = Meetings

(Corporate) I = Incentives C = Conventions (Congress, Conferences and Confexes) E
= Exhibitions
The term MICE (Meetings, Incentives, Conventions and Exhibitions) represents

a sector of tourism which includes business events and activities.
Travellers attending MICE activities have a purpose beyond leisure tourism,

and are in fact business travellers.
These business travellers are connected to different sectors of the tourism and
hospitality industry through their MICE activities. (See Figure3:1) Think of business
travellers who travel to a city to attend an exhibition. They will need food, drinks,
shopping, entertainment, transport, accommodation and more.
Figure 3:1 Nature of MICE
MEETINGS:
➢ Meetings bring people together in one place for the purposes of sharing
information and discussing and solving problems.
➢ Meeting attendance can range from ten to thousands of people. During a
meeting, there will usually be food and beverage served.
➢ Meeting times vary depending on the meeting type.
➢ People attend meetings for education, training, decision-making, research,
sales, information exchange, networking, strategic planning, teambuilding
and problem solving.
TYPES OF MEETINGS:
Most of the time, meetings refer to corporate meetings which are held by companies in
the following ways:
❖ Board meetings – Meetings of the board of the directors of a corporation, usually

held annually
❖ Management Meetings – The managers from different regions of a corporation
meet when necessary to make decisions for the corporation
❖ Shareholder Meetings – Investors who own a share in a company meet quarterly
❖ Training Seminars – A company conducts these to train employees when
needed
❖ Meetings with partners, suppliers and clients – A gathering to discuss business
deals, usually held with little prior notice
❖ Product launches – Usually a meeting with clients, the public, and journalists
and reporters when new products are announced on the market
❖ Strategic planning – Managers meeting with employees to discuss the future of
the company
❖ Retreats – The entire company staff spends a day or two together to participate
in team-building activities, training seminars and strategic planning sessions
❖ Conference: - An event used by any organization to meet and exchange
views, convey a message, conduct a debate or give publicity to some area of
opinion on a specific issue.
❖ Congress - the regular coming together of large groups of individuals,
generally to discuss a particular subject. A Congress will often last several
days and have several simultaneous sessions.
❖ It is also the European term for convention (Convention Industry council)
INCENTIVE:
An incentive is a gift for a job well done. It is also motivational tool to encourage
employees to achieve business goals such as sales quota set by a company.
Incentives are not only vacations in exotic destinations, but include golf and casino
games, shopping, spa and massage treatments and/or concert tickets.
Incentives Travel
➢ A meeting event that is part of a program offered to participants to reward a

previous performance.
➢ Participants may include sales representatives, corporate staff dealers and
distributors
➢ Venues are usually hotels/ resorts near tourist attractions
People attend meetings, conferences, and exhibitions to learn something or

achieve a professional goal. In the case of incentive travel, however, the trip is the end
goal. The travelers have already achieved a particular end, and they’re being rewarded
with a trip. The trip is centered on a professional goal or identity, but it’s ultimately a
leisure event.
Because there are so many elements involved, organizers of MICE events have
to start working months or even years in advance. They have to communicate not only
with the companies that will be providing services as part of the trip but also with the
sponsoring organization.
Other types of MICE events may have multiple organizations involved in the
planning process. In the case of a conference, for instance, you might have an
association organizing the event and corporate or professional sponsors providing
funding and hosting events within the broader conference.
Incentive travel typically involves only one corporate sponsor, but there’s still a
lot of coordination required.
CONVENTION:
➢ Similar to meetings, conventions are gatherings of people with common

objectives, organized to exchange ideas, views and information of common
interest to the group.
➢ An organization, usually an association, will organize a convention each year
with a theme related to the organization’s topic.
➢ Those interested in registering for the convention can pay the association a
fee for all the sessions, discussions, food and beverage, dinners, and site
visits.
➢ In particular, conventions consist of a variety of events include congresses
(large-scale regular trade gatherings ), conferences (small scale gatherings
aimed at information sharing), confexes (conferences with small exhibition
attached), and one to one events (premium networking).
➢ All conventions can be organized into different levels: international, national,
regional.
The major differences between a meetings and conventions is that a convention:
❖ Is a large event often lasting for several days and involving a social programme
❖ Is organized by associations: o Professional and trade associations, e.g. the
Dentist Association o Voluntary associations and societies o Charities o Political
parties
❖ Usually conducted once a year
❖ Generates income for the association
❖ Considerable amount of time spent on site selection of the convention
EXHIBITION:
➢ Exhibitions are activities organized to show new products, services and

information to people who have an interest in them, such as potential
customers or buyers.
➢ The company showing their new products, the exhibitor, typically rents an
area from the organizer and sets up a booth to meet with potential buyers.
➢ The buyers or the public need an invitation or a ticket to be allowed into the
exhibition
TYPE OF EXHIBITIONS
❖ Public or Consumer Show

Exhibition that is open to the public, usually requiring an entrance fee (Convention
Industry Council).
❖ Trade Show
This generally refers to exhibits than are not open to the public. It is considered a
business-to-business event where product are not sold directly during the exhibit.
An exhibition of products and/or services held for members of a common or related

industry (Convention Industry Council).
Trade show provide several advantages to exhibitors and sponsors. A trade show
provides participants with opportunities to:
❖ Initiate contacts with new customers

❖ Develop new trade leads
❖ Maintain and renew contacts with valued clients
❖ Launch new products and services thru live presentations and demonstrations
❖ Enhance corporate profile and image
• Combined Exhibitions
These are exhibits that are open to the trade the first couple of days. Two major
categories are the exposition and the fair.
• Exhibit Categories
Exhibitions can also be classified by the industry, date, host country and by the
organizer. Two categories are the exposition and the fair.
Trivia
THE EIFFEL TOWER and a GIANT FERRIS WHEEL
The French commissioned designer-engineer Gustave Eiffel to build a landmark for the Paris Exposition.
Now known as the Eiffel Tower, it also served to commemorate the centenary of the French Revolution.
Not to be outdone, the World’s Colombian Exposition in 1893 in Chicago showcased a Giant Ferris
Wheel as part of its main attraction (Source: The Great Exhibition, John R. Davis, 1999).
An EXPOSITION refers to a large-scale industry, regional exhibition scheduled

for a long period of time, often for several weeks in the same venue.
A FAIR is defined as occasional meeting of buyers and sellers specifically to

trade. The Center for International Trade Expositions and Missions (CITEM) organizes
local and international fairs and roadshows promote Philippine products and services.
These are categorized in five sectors, namely Costumer Goods, Industrial Goods and
Services, Food and Marine Sector; Information Technology (IT) IT-Enabled Services,
and Home and Lifestyle Fashion
Industry sectors directly involved in the MICE industry:
There are industry sectors directly involved in the MICE industry, such as hotel,
and transportation industries. These industries may benefit from MICE business by
offering their services and facilities to the planner and attendees of MICE events.
There are a range of participants in the event (i.e. convention and exhibition)
industry, including event organizers, venue operators, marketers and event attendees:
❖ Event organizers organise and run events for marketers and attendees.
This includes developing the event concept, sales and promotion to
potential marketers and attendees, operational planning and event
execution.
❖ Venue operators own and manage venues, and take bookings from event
organizers.
❖ Marketers include companies which exhibit products/services at events,

and event sponsors. Exhibitors use exhibitions to build and maintain
business relationships, generate sales opportunities through acquisition
of new customers, and to conduct sales. Event sponsors use conventions
and exhibitions for brand promotion.
❖ Attendees refer to convention and exhibition attendees. Convention

attendees mainly use conventions for networking and learning. Exhibition
attendees use exhibitions to source and evaluate the products and
services offered by marketers, networking and learning.
TOURISM PROMOTION BOARD:

 An attached agency of the Department of Tourism, the Tourism Promotions
Board (TPB) exists to market and promote the Philippines domestically and
internationally as a world-class tourism and MICE destination, in strategic
partnership with private and public stakeholders to deliver a unique high-value
experience for visitors, significantly contributing to increased arrivals, receipts
and investments to the country.
 Bid preparation
 Incentive Program Plan
 Liaison Services
 Site Inspection
 Attendance Promotion
 Promotional Material Support
MICE is the acronym for Meetings, Incentives, Conferences and Exhibitions,

Meeting Is a general term indicating the coming together of a number of people in one
place, to confer or carry out a particular activity. Meeting planners and other meeting
professionals may use the term “meeting” to denote an event booked at a hotel,
convention center or any other venue dedicated to such gatherings. People attend
meetings for education, training, decision-making, research, sales, information
exchange, networking, strategic planning, teambuilding and problem solving.
The term MICE (Meetings, Incentives, Conventions and Exhibitions) represents
a sector of tourism which includes business events and activities. Travellers attending
MICE activities have a purpose beyond leisure tourism, and are in fact business
travelers.
These business travellers are connected to different sectors of the tourism and
hospitality industry through their MICE activities.They will need food, drinks, shopping,
entertainment, transport, accommodation and more.
People attend meetings, conferences, and exhibitions to learn something or
achieve a professional goal. In the case of incentive travel, however, the trip is the end
goal. The travelers have already achieved a particular end, and they’re being rewarded
with a trip. The trip is centered on a professional goal or identity, but it’s ultimately a leisure
event.
1. Explain the difference between meetings, incentives, conventions and

exhibition.
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
1.Please watch:
https://theplanner.guru/2018/04/17/mice-definitions-what-is-mice/
REFERENCES:



Publishing, Inc
I.MODULE 4: Business Ethics and Protocols_____________________
II. INTRODUCTION:
Ethics is concerned with how we act. Ethics is also about decisions we make
based on universally accepted practices and princiiples.
Protocols is rooted on a clear understanding of human relationship. Protocol
provides a guide to universally accepted behavior. It is especially useful when
interacting with individuals and institutions from different cultures This ensures that
business discussions observes courteous behavior in an atmosphere of mutual
respect.
By the end of this lesson, you shall be able to:

1.Discuss the requirements to become a competent tourism professional
2.Demonstrate the principles of professional ethics guiding the event industry.
3.Explain how to do business globally
4.Discuss the importance of protocol
5.Understand the customs & traditions of other country
IV. LESSON PROPER
COMPETENT TOURISM PROFESSIONAL
• Based on the ASEAN Common Competency Standards For Tourism

Professional (ACCSTP), a worker must demonstrate the following to be
considered competent:
• Managing a range of different tasks
• Responding to contingencies or breakdowns
• Dealing with the responsibilities of the workplace
• Working with others
The ACCTSP further states that competency covers a three dimension, namely,
knowledge, skills, and attitudes.
• Knowledge- Identifies what person needs to know to perform the work in an

informal and effective manner.
• SKILLS- Describe the application of knowledge to situation where

understanding is converted into workplace outcome.
• ATTITUDE- Describe the founding reasons behind the need for certain
knowledge or skills are performed in a specified manner.
COMPETENT WORKER
Figure 2Competent Worker
GUIDE TO GOOD MANNERS AND RIGHT CONDUCT
• Good manners and right conduct will always be in fashion. it is an indication of

how well you were brought up at home.
• Good behavior can also translate into more revenues and reduced expenses
as you wide your network of international contacts.
BUSINESS ETHICS
• Business ethics is a process of responsible decision-making. it is knowing

what is right or wrong given in a specific situation. although different cultures
may have variations of what is allowed and what is not.
• When making a decision based on ethical standards, you must first determine
the facts and the issues involved.
• Greed, power, and myopia are the possible are the possible justification for
unethical behavior. you may agree or oppose other people’s opinion, but you
must determine the basis of their actions.
BUSINESS RELATIONSHIPS
• The M.I.C.E and special events industry gives you unlimited opportunities to
access your success in the industry and in any field, depends heavily on well
you get along with people coming from different backgrounds.
Guidelines for you attitude and behavior from PCMA and IAEM.
➢ Be prepared, considerate, realistic and factual
➢ Be cognizant of the value of everyone’s time
➢ Meet your deadlines and keep your promises
➢ Treat venues, facilities, vendors and service providers as partners rather than
subordinates.
➢ Understand the need for your event partners to make a reasonable profit
➢ Maintain a calm and courteous demeanor under pressure.
➢ Work diligently toward agreement and solutions that will be mutually beneficial
➢ Don’t criticize. seek solution.
➢ Make every effort to engage in respectful communication in every
circumstances.
➢ Approach working relationship as long term rather than one-time only.
➢ Share the glory.
PROTOCOL
Protocol is rooted on a clear understanding human relationship. Protocol also

provides a guide to universally accepted behavior. It is especially useful when
interacting with individual institutions from different cultures. This ensures that business
discussions observe courteous behavior in an atmosphere of mutual respect.
It is also the accepted & recognized system of international courtesy. It is the
basis to create order for people attending an event based on their seniority & rank.
Among the procedures discussed in The Handbook on Protocol and Social Graces
from the Department of Foreign Affairs are stict rules on the following:
• Titles & forms of address

• Order of introductions
• Dress codes
• Walking
• Airport arrangements
• State dinners & banquets
• Seat plans
• Meal preparations & food service
• military courtesies
• Specifications of the Philippine flag
ORDER OF PRECEDENCE
❖ It is used as the basis for hierarchy in formal events.

❖ It refers to the order of importance of one person from another.
❖ It is also used as a guide for ceremonial protocol.
PROPER DISPLAY OF THE PHILIPPINE NATIONAL FLAG:
❖ The Philippine flag is one of the most important symbols of the country.
❖ It is respected, thus, strict rules govern its proper display.
1. It flown from the flagpole.
2.If in a hanging position.
3.When displayed with flags of the other country

❖ When the National Flag is flown with flag/flags of other counties, the flags must
be of equal size & on separate staffs of the same height. The National Flag
shall be hoisted first & lowered last.
❖ If the National Flag is displayed indoors on a flagpole, It shall be placed at the
left of the observer as one enters the room or flat against the wall.
PROTOCOL COMMITTEE
The Protocol Committee is Tasked with the following responsibilities:

❖ Plans red carpet activities for main guests such as formal dinners and
meetings for other special guest
❖ Prepare Communications for delegates and guest
❖ Monitors replies to invites and special requests
❖ Trains personnel on proper decorum
❖ Coordinates with the hospitality committee for your specific requirements
Hospitality Committee
The Hospitality Committee is tasked with these responsibilities:

❖ Welcomes all guests
❖ Prepares the hospitality suite
❖ Puts welcome banner for headquarters hotel
❖ Meets planes, Trains and buses carrying delegates or guest
❖ Obtains information from the visitor bureau on shopping, attractions and
events
Business ethics is a process of responsible decision-making. it is knowing what is

right or wrong given in a specific situation. although different cultures may have variations
of what is allowed and what is not. When making a decision based on ethical standards,
you must first determine the facts and the issues involved.
Good manners and right conduct will always be in fashion. it is an indication of how
well you were brought up at home. Good behavior can also translate into more revenues
and reduced expenses as you wide your network of international contacts.
Protocol is rooted on a clear understanding human relationship. Protocol also
provides a guide to universally accepted behavior. It is especially useful when interacting
with individual institutions from different cultures. This ensures that business discussions
observe courteous behavior in an atmosphere of mutual respect.
It is also the accepted & recognized system of international courtesy. It is the basis
to create order for people attending an event based on their seniority & rank.
1. Explain the importance of having a good attitude.

2. Explain the reasons for protocol.
3. Why it is important to respect the national symbols representing the
Philippines.
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
1. Please watch:
https://www.youtube.com/watch?v=1jywU9YTXEc
https://www.youtube.com/watch?v=a6Et21JMmUs
REFERENCES:



Publishing, Inc
I.MODULE 5: Stakeholders, Concept And Objectives______________
II.INTRODUCTION:
The principal stakeholders play a major role in the planning, management,

implementation and audit of an event. As an event leader, you need to learn how to
balance the various requirements of each to ensure a seamless execution of your
event.
A good event begins with a good concept. But a successful event is a result of
a great concept, the right strategy combined with seamless execution.
By the end of this lesson, you shall be able to:
1.Discuss the role of each of the stakeholders in the success of an event

2.Explain the different types of organizers
3 Create innovative events
4.Discuss the reasons why events must have SMART objectives
5.Create SMARTER event objectives
IV. LESSON PROPER
STAKEHOLDERS
Hartmans and Desjardins (2008) define a business stakeholders as “ anyone who

will be affected by decisions made by the organization” . The stakeholders I an event
are the CLIENTS, INTERMEDIARIES, SPONSORS, PARTICIPANTS, THE MEDIA,
GOVERNMENT AGENCIES, and the ORGANIZER.
The essential primary event stakeholders are defined as: employees volunteers
sponsors suppliers spectators attendees and participants.
Secondary stakeholders are also important to the success and survival of
the event but do not have the same direct impact upon the event as
primary stakeholders.
CLIENTS
➢ Clients are the buyers who give the final approval to host event
THE MAIN CLIENTS
CORPORATIONS
Companies that hold regular events- training, seminars, product launches may
decide to establish an events team. The in-house organizers can get together on an
ad-hoc basis or permanently belong to a division tasked to run the corporate event
calendar.
NON-PROFIT ORGANIZATIONS
➢ They are often referred to as the SMERF market. (SOCIAL, MILITARY,
EDUCATION, RELIGIONS and FRATERNAL)
Examples of SMERF groups:
• Professional & Trade institutions
• Voluntary organizations
• Political parties
• Scientific organizations
• Labor unions & technical societies
PUBLIC SECTORS
➢ This represents a broad cross-section of buyers, from government institutions
and agencies, to local government units (LGU’s) who host civic events.
ORGANIZERS:
• They plan, manage, and execute events.
• They coordinate with product suppliers and service providers for a seamless
event.
• They conceptualize the event, rent venues, hire suppliers, execute the strategy,
and manage the risks to achieve the event objectives.
• They act as the liaison between event stakeholders.
INTERMEDIARIES
➢ Refers to Destination Management Companies (DMCs) and Convention and

Visitors Bureaus (CVBs) that act as a catalyst bringing together the buyers
and suppliers together for a unified program for a specific organization
(Gartrell, 1994)
1. DESTINATION MANAGEMENT COMPANIES (DMCs)

-act as the local experts for he destination.
2. CONVENTIONS AND VISITORS BUREAUS (CVBs)
-main role is to market a destination as an attractive venue for M.I.C.E. and
provide service support to both event planners and industry suppliers.
SPONSORS
Sponsorship refers to the partnership between the event organizer and the sponsor
organization for objectives that both parties will surely benefit from. Events like
wedding, debut, baptism and the likes may not need any sponsors unless the client will
provide a list of some.
➢ Most of the event in the industry are substantially subsidized by sponsorship.
To some sponsors, sponsors has the absolute control over the event, while some has
only part. This however, has an influence in the marketing and operational planning
since sponsors has something to say about the event since it is one of the funding
sources in staging an event.
Dealing with Sponsorship:
The following are significance of sponsorship:
• Additional cash or budget

• Provision of ‘value in kind’
• Provision for telecommunication expenses
• IT support
• Provision of physical items
• Added value to the event (credibility of the event)
To approach a potential sponsor for a particular event, some questions need to be
answered first to be ensure that we are at the right track:
• What benefits to the sponsors can get from sponsoring the event?
• Is the sponsorship exclusive or not?
• Are there no other sponsors of the same line of business so as to address
conflict of interest?
• How would the sponsor want his sponsorship be expose (all advertisement
efforts, half page, whole page, colored, etc.)?
The following are possible sponsors depending on the objectives of sponsorship that
an event team must be able to deal with:
• Individuals (politicians, artist, author, etc.)

• Private institutions or companies (Telecom, Food establishments, etc.)
• Industry associations (Hotel and Restaurant Association of the Philippines
[HRAP] and others)
• Educational institutions
• Government agencies (DOT, DOH, DENR, etc.)
To be taken into account to ensure sponsorship are the following reasons for
sponsoring an event:
• Image building
• Brand preference
• Sales
• Media exposure
The following shows an example of an agreement between the event organizer and
the sponsor:
SAMPLE OF EVENT SPONSORSHIP AGREEMENT
{Name of Company}, henceforth known as “Company,” and {Name}, henceforth known as

“Sponsor,” enter into this agreement freely and willingly on the {date} day of {month},
{year}.
The covenants of this agreement are as follows:
The Event
Sponsors agrees to provide sponsorship (details below) for {name and description of the
event covered by this agreement}, henceforth known as “Event.”
The Sponsorship
Sponsor agrees to provide Company with {amount of money, specific items, anything that
the Sponsor will be giving to the Company for this event} for event.
Credit
In exchange for this sponsorship, Company agrees to {provide Sponsor with credit in a
program, naming rights to something, etc}.
Delivery
Sponsor agrees that the item(s) listed above will be delivered to Company no later than
{date}, via {means by which the item(s) will be delivered to Company}.
Relationship
This agreement represents the only relationship between Company and Sponsor. No other
relationship between the two entities exists, implied or otherwise.
_____________________________
_____________________________
Sponsor Name Sponsor Signature
_____________________________
______________________________
Company Representative Name Company Representative
According to Grey & Skildum-Ried (2003) , sponsorship is a “way of creating
➢Signature
wealth to serve the public interest. It provides an opportunity for companies, individuals
and businesses to achieve their goals while raising critical funds for other
organizations.”
SUPPLIERS
• They provide support products and services to organizers.

• Also referred as a vendors.
• They include, but are not limited to: venues, destinations, graphic designers,
speakers, caterers, florists, and many more.
DELEGATES
• Referred to as attendees, exhibitors, and special guests in any event.

• They can also include members of the media, government officials, heads of
corporations, and members of the diplomatic corps.
CONCEPT DESIGN
o I marketing, you begin with product conceptualization before you move
into product development. We will take the same route to create
concepts for your events
o To reduce your anxiety about concept design, there are three
techniques that help you come up with event ideas, namely,
SCAMPER, Building Blocks and Research.
SCAMPER TECHNIQUE
 Developed by Bob Eberle, SCAMPER is an acronym that spells out seven

ways to create a new idea. Each of the letters represents a verb to help you
think of new ideas.
 The letter S for SUBTITLE; C is COMBINE; A is ADAPT; M is MODIFY; P is
PUT TO ANOTHER; E is ELIMINATE; and R is for REVERSE. These can help
jumpstart your creativity. You can also use to create a new event by working
around its title as illustrated in the examples.
 Aside from application in event management, SCAMPER is a problem-solving
technique used marketing, industrial design, publishing, animation and other
creative industries.
 Let us see how SCAMPER can help you. For example, if the original concept is
the Food and Beverage Show, you can use SCAMPER to create these new
ideas.
SUBSTITUTE - To use S, you substitute books to food. You can also delimit the event
to a specific geographic region. Doing this, the Food and Beverage Show becomes
Southeast Asia’s International Book Fair.
COMBINE - If it C that you would like to try, combine the words seminar and exhibit
together. Maintaining the food and beverage content, then your new idea becomes the
Food and Beverage Seminar and Exhibition.
ADAPT - For A, you simply adapt the idea for another theme such as toys and gifts.
You now have the Toys and Gifts Show.
MODIFY - To use M, you can modify the original concept by limiting it to a specific
group of people maybe to chefs. With a little twist, the food and beverage event
becomes the Chefs on Parade.
PUT TO ANOTHER USE - Why not make the original food show into a contest. You
can further narrow it down to a very specific type of challenge. Your new concept
becomes the Inter-University Fruit and Vegetable Carving Competition.
ELIMINATE - You can eliminate an entire industry. From food and beverage, you
exclude food. Choose the wine industry and turn it into a formal event. With these
changes, your event becomes the Annual Wine Tasting Black Tie Show.
REVERSE - To use R, you simply change the order of words. Even better, aside from
reversing the order, select synonyms that are more descriptive of your event.
BUILDING BLOCKS:
➢ SCAMPER focuses on a title; while the Building Blocks method emphasizes
the content of your event. With SCAMPER, you have seven verbs with which
to use. Building Blocks provide you with two nouns – Vertical and Horizontal
– to help you expand or contract the scope of your event.
➢ Think of Building Blocks as actual wooden toy blocks you put one on top of
another to create a tall building (Vertical) or laying them across a room to
look like a long highway (Horizontal). Either way, these create new
concepts.
VERTICAL The vertical techniques is useful when creating events with specialized
products and services targeting a specific market, function or industry.
 for, example, expand the Food and Beverage Show to include the latest
hotel, restaurant and catering equipment and supplies. It may have a
formal table setting competition among hospitality students and a
seminar on 10-minutes for busy executives. Make it interactive. Invite the
attendees to bring their antique cookware, with the winner receiving a
new set from a sponsor.

HORIZONTAL On the other hand, the Horizontal technique is applicable when you
want to cover a wide variety of products, services and industries.
 The Food and Beverage Show can be limited to products and services
that have health and wellness attributes. Thus, you can have a workshop
teaching cooking methods for delicious vegetarian recipes. An exhibit of
nutritious snacks and organic ingredients will complement your seminars.
RESEARCH - Scan magazines and google words related to the event you have in
mind. The internet offers a database of almost every imaginable topic. Use it to look
for event concepts as well as to fine-tune an idea. Attend events to get more ideas.
Ask around. Take notes.
SETTING OBJECTIVES
 To improve you with direction, change your goals into objectives.
 Understand that event objectives come from two points of view.
 One is from the clients and the other is from the organizers.
 The participants include the exhibitors, sponsors, partner-organizations,
resource speakers, contractors/suppliers, and beneficiaries.
 Aside from the event managers, organizers can encompass the host, venue,
and the community.
TYPES OF OBJECTIVES
 According to Thompson, Strickland and Gamble (2022), there are two main
types of objectives namely, Strategic and Financial.
1. STRATEGIC - These objectives focus on improving “competitive vitality
and future business position.
2. FINANCIAL – These are directed towards improving financial
performances.
GOALS VERSUS OBJECTIVES
There are basic differences between a goals and an objectives:
• Goals are broad Objectives are narrow

• Goals are general intentions Objectives are precise
• Goals are Intangible Objectives are Tangible
• Goals are Abstract Objectives are concrete
• Goals cannot be validated Objectives can be validated
Some of the more common event goals, are;
• To generate Revenues
• To increase profit
• To create or increase awareness (For a product,service,oranizational)
• To introduce a new product,service or organizational
• To develop new customer
• To conduct competitive intelligence
• To generate leads
• To seek out new distibutors,dealer or members
• To test the market
• To enhance company image and reputation
• To build brand equity
• To create long term relationship
• To raise funds
• To generate memberships
• To conduct training
➢ However, the preceding examples are generic goals. You need more than
generalizations to make your concept work. It is also critical that you decide
on specifics before you begin to choose a strategy to implement your ideas.
SMART OBJECTIVES
 The acronym SMART refers to five adjectives to fine-tune your event

objectives. These are SPECIFIC, MEASURABLE, ATTAINABLE, REALISTIC
and TIME-BOUND.
– What will be achieved and how?
–how do we measure our success? Will it be in sales or

profits?
 Will the basis for success include number of people in
attendance?
 Is an award a required result from the event?
– Are these enough resources?
- is it concept feasible?
– Are the tasks achievable within the timetable?
Some examples of SMART event objectives are:

• Bring in xx more exhibitors to join the forthcoming celebrity bazaar in
December 20xx.
• Sign up a company to sponsor xx round-trip coach tickets, Singapore-Manila-
Singapore for speakers flying I for the Tourism and Hospitality Conference at a
five-star in Metro Manila.
• Increase sales by xx percent by participating in two major trade shows this
year.
• Motivate sales staff to meet personal and company sales targets thru an
annual incentive program to an ASEAN destination.
SMARTER OBJECTIVES
 Smart refers to objectives of your clients. What would happen if add two more
adjectives that represent your personal objectives and those of the target
audiences?
 From SMART *Specific, Measurable, Attainable Realistic, Time-bound), your
objectives become SMARTER with the addition of two objectives, Exiting and
Rewarding. These incorporate your personal objectives as well as those of the
participants or the audience.
EXCITING
–today’s audience is more demanding. They are seeking for a total event
experience. they want to see, hear, touch, taste and smell. They are looking to
interact, participate and become part of the event. There is no difference in audience
expectations for a formal conference, a month long exposition or a cowboy-themed
birthday party.
REWARDING
– Whatever gift you choose to reward yourself, make it something special but
not necessarily expensive.
-Smart small.
- Maybe a one-hour break from work, a coffee latte, or a new book.
-It can also be a trip to an exotic destination or an overnight stay I a 5-star
hotel. Find out what works for you.
-See what keeps you motivated
-Decide on what gifts you would like to receive.
- Event management can be less stressful if you know that, aside from your
clients and their audiences, you deserve-and will get- a reward.
TRENDS
1. CUSTOMIZED ACTIVITIES – There is a growing interest in activities that
allow participants to pick and choose. For example, in a teambuilding event,
attendees are gravitating towards creative, not necessarily collaborated
activities such as cooking classes, golf lessons and poetry readings.
2. INNOVATIVE CONCEPTS – Concepts such as anime, online gaming contest,
indie film festival have entered mass consciousness.
 Here are some events that revolutionized the industry:
• Dog fashion shows
• Hackathon
• Robot Olympics
• International pyro musical contest
• Online game battles
• Luciano Pavorotti, tenor, sang alongside international Irish rock
band, U2 in a sold-out concert.
• 60 piece All Filipino Orchectra, dressed in jeans performing a
repertoire of classical pop and rock music in malls
• 3,951 athletes from 46 countries participating in the Paralympic
Games
• Film presentations with live actors requiring the audience to
participate in the re-enactment of the movie.
Stakeholders are anyone who will be affected by decisions made by the

organization. The stakeholders I an event are the clients, intermediaries, sponsors,
participants, the media, government agencies, and the organizer.
The essential primary event stakeholders are defined as: employees volunteers
sponsors suppliers spectators attendees and participants. Secondary stakeholders are
also important to the success and survival of the event but do not have the same
direct impact upon the event as primary stakeholders.
I marketing, you begin with product conceptualization before you move into product
development. We will take the same route to create concepts for your events. To reduce
your anxiety about concept design, there are three techniques that help you come up with
event ideas, namely, SCAMPER, Building Blocks and Research.
Setting objectives to improve you with direction, change your goals into objectives.
Understand that event objectives come from two points of view. One is from the clients
and the other is from the organizers. The participants include the exhibitors, sponsors,
partner-organizations, resource speakers, contractors/suppliers, and beneficiaries.
Aside from the event managers, organizers can encompass the host, venue, and the
community.
Smart refers to objectives of your clients. What would happen if add two more
adjectives that represent your personal objectives and those of the target audiences?
From SMART *Specific, Measurable, Attainable Realistic, Time-bound), your objectives
become SMARTER with the addition of two objectives, Exiting and Rewarding. These
incorporate your personal objectives as well as those of the participants or the audience
1. Who would you consider the most important stakeholder in any event? Explain
your answer.
2. Design your event concept using SCAMPER technique.
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
1. Please watch:
https://www.youtube.com/watch?v=vqnIEtlp9d8
https://www.youtube.com/watch?v=I-XjdcpfXoI
REFERENCES


Publishing, Inc
INTRODUCTION TO M.I.C.E.
WITH NCIII
MODULE 2: FINALS
I.MODULE 6: Destinations and Venues__________________________________
II. INTRODUCTION:
Carefully choose a destination and venue based on your specific
requirements. Aside from the location of the destination, there are other criteria you
must also consider. Always on top of the mind when selecting venue shall be the
purpose of the event, accessibility and affordability. Of course, special mention is the
preference of the client. One thing that an event organizer needs to consider is that
location, site or venue is perfect for the event.

At the end of the lesson, you should able to:
1. Enumerate and explain things to consider in selecting a venue.
2. .Differentiate an event destination from an event venue
3. Explain the criteria when choosing an event destination and venue
V. LESSON PROPER
DESTINATIONS
 Place where tourists intend to spend their time away from home. This
geographic unit visited by tourists may be self-contained center, a village or a
city, or a region or an island or a country.
Hereunder are some considerations when selecting a venue for a particular

event;
• The event title
• Purpose of the event
• Event Flow
• Number of attendees/ participants
• Background of attendees/ paticipants
• Image required for the theme
• Facilities/ services to be provided
• Accessibility
• Affordability
• Availability (package including set up, rehearsals and the likes)
TOP EVENT DESTINATIONS IN THE PHILIPPINES
 With 7,107 islands in the Philippines it is imperative to focus on destinations that

can best meet ( and exceed the needs if event organizers. The top ten
destinations are as follows:
1. Metro Manila
VENUE
 Venues are locations where events are taking place. The definition of an event
venue can be as endless as the stars in the sky; thus, when selecting the
perfect venue for that important event, the sky is the limit. An event venue in simple
terms is the location hosting an event
The following will help you be guided in selecting venue for an event:
• Tourism organizations
• Internet sources
• Convention bureaus
• Trade journals/magazines
• Venue publications
Once you have chosen a particular venue, it is important to visit it and do

necessary checking or inspection to ensure that the objectives of the event will be met
and that participants will be comfortable enough. The following shall be inspected:
• Parking space for the participants
• Stairways/Hallways and other public areas
• Entrances
• Exits
• Area for registration
• Ventilation
• Rest rooms
• Other logistics
Once you have checked the venue and it fits to the requirements of the event,
the next thing to do is to confirm venue requirements.
TRADITIONAL EVENT VENUE
1. Purpose-Built Venues
These are venues designed to host conferences and exhibitions for hundreds,
even thousands of visitors.
2. Academic Venues
Universities and colleges have facilities that may be used for various events
3. CIVIC VENUES
Include cultural centers, retreat house and country clubs that are available for
rent.
4. ATTRACTIONS
An attraction is referred to as the main reason for visit. Attraction are either man-
made or natural. Natural attraction refer to landscape, seascape, beaches, and
other geographical features of the destination that can host events.
5. CONCERT HALLS AND CULTURAL CENTERS
These can be used for a variety of events. Venues in Las Vegas provide facilities
for both musicals and conferences. The royal opera house has been converted for wine tasting,
receptions and formal dinners.
NON-TRADITIONAL EVENT VENUE
➢ Increasing number of stakeholders are choosing unusual locations for their

events.
1. CRUISE SHIPS
➢ These have facilities for meetings, accommodations, meals and recreation. An

event on a cruise ship provide fun, entertainment and amenities normally
found in a resort or a hotel.
2. CASINOS
➢ Also known as integrated resorts, have facilities for musicals and conferences.
3. SHOPPING MALLS
➢ Malls have a built-in traffic for events. Aside from restaurants and boutiques,
malls events encourage visitors to linger and watch events.
MAJOR VENUES IN THE PHILIPPINES
There are several world-class venues capable different types of events. Aside from
those listed below, are upcoming venues expected to be completed by 2025.
1. ASEANA City
2. Blue Leaf Filipinas
3. Cebu International Convention Center
4. Circuit Makati
5. City of Dreams Manila Resort Complex
6. Fontana Leisure Parks Convention Center (Pampanga)
7. Kia Theater
8. Mall of Asia Arena
9. Marriott Grand Ballroom
10. Mega Trade Hall (SM Megamall)
11. Newport Performing Arts Theater
12. Philippine Arena (Bulacan)
13. Philippine International Convention Center (PICC)
14. Plaza del Norte Convention Center (Laoag, Ilocos Norte)
15. Samsung Hall
16. SMART Araneta Coliseum
17. SMX Convention (Davao)
18. SMX Convention Center (SM Mall of Asia and Global Bonifacio City)
19. Solaire Resort and Casino
20. World Trade Center
TOP CONVENTION CENTERS IN THE PHILIPPINES
 The Philippines has hosted several high profile events. Among the preferred
venues are the Philippine Convention Center , and World trade center.
1. PHILIPPINE INTERNATIONAL CONVENTION CENTER (PICC)
 Designed by Leandro V. Locsin Filipino National Artist in Architecture , The

PICC Complex formally opened on September 5,1976 . Located at the Cultural
Center of the Philippines (CCP). Complex, Roxas Boulevard Manila , the PICC
is Asia’s first convention center .
 PICC has hosted prestigious events, such as the Asia Pacific, Economic
Cooperation (APEC) , Summit , World Law Conference , World Congress of
Anaesthesiologist ,and the 74th Annual World Dental Congress.
2. SMX CONVENTION CENTER

➢ Envisioned to be the “New Convention Destination in Asia” the SMX
Convention Center is part of the sprawling Mall of Asia Complex in Pasay City
, Metro Manila.
3. WORLD TRADE CENTER (WTC)
 World Trade Center Metro Manila is located at Gil Puyat Avenue Extension Cor.
Diosdado Macapagal Boulevard Manila. With a total floor area of 10,810 square
meters, the WTC has 8,300 square meters of exhibition space.
4. CEBU INTERNATIONAL CONVENTION CENTER(CICC)
 The Cebu International Convention (CICC) was built by the Cebu Provincial
Government in time for the 12th Asean Summit in January 2007 and the 2 nd East
Asia Summit . Located in Mandaue City in Cebu, the CICC , has three stories
with gross floor are 28,000 square meters.
CRITERIA IN CHOOSING A VENUE
 You can use the National Accommodation Standards for hotels, resorts and
apartment
 hotels to choose a venue for your event. These Accreditation Standards, based
on the Five Star Rating, covers the following:
ACCREDITATION STANDARD FOR HOTELS AND RESORTS
 Dimension 1: Arrival and Departure
 Dimension 2: Public Areas
 Dimension 3: Bedroom
 Dimension 4: Bathroom
 Dimension 5: Food and Beverage
 Dimension 6: Amenities and Service
 Dimension 7 : Business Practices
ACCREDITATION STANDARDS FOR APARTMENT HOTELS

 Dimension 1: Arrival and Departure
 Dimension 2: Public Area
 Dimension 3: Bedroom
 Dimension 4: Bathroom
 Dimension 5: Lounge/Sitting Area
 Dimension 6: Kitchen Area
 Dimension 7: Amenities Services
 Dimension 8: Business Practices
TRENDS
These are the trends affecting destinations and venues.
UNUSUAL VENUES
 There is an increasing move towads using alternative event locations. The 2014
meeting of US President Barak Obama and India’s Prime Minister Narendra
Modi was held at the open lawns in New Delhi, India.
EMERGING DESTINATIONS
 In Trends Influencing Tourism ro 2020: Implication for Tourism Management,
Grigolli presented the UNWTO forecasts in the rise of new destinations. These
destinations are China, Vietnam, the Middle East, North Africa, East Europe
and Latin America. Aside from these, the so-called economic powerhouses of
Asia- China, Korea, Taiwan, India and Malaysia- are quickly becoming the
“emerging origin markets” for tourism.
ACCESSIBILITY OPTIONS
 Venues are required to provide facilities and equipment for Persons with
Disability (PWDs). Thses requirements are embodied in Republic Act 7277
(Magna Carta for Disabled Persons),
GLOBAL DESTINATION SUSTAINABILITY (GDS) INDEX
 Launched in March 2016, the GDS-Index “evaluates the sustainability
performance of cities and bureaus in four key areas, namely,
1. city environmental strategy and infrastructure,
2. city social sustainability performance,
3. industry supplier support (restaurants, hotels and convention centers); and
4. convention bureau strategy and initiatives.
 The GDS-Index envisions to “ have 100 cities collaborating to promote the
sustainability growth of international meeting destinations, highlighting best
practices and responsible business tourism by 2020.”
COMMITTEES
 The Committees tasked to oversee details regarding destinations and venues

are the Tours and Transport and the Accommodations Committees.
TOURS AND TRANSPORTATION COMMITTEES
 The Tours and Transportation Committee is tasked with the following

responsibilities.
1. Books travel arrangements for speakers, delegates special guests and the
organizers.
2. Books airport transfers.
3. Coordinates with travel and tour operators.
4. Ensure the safety and security of all delegates.
5. Arranges incentive trips.
ACCOMMODATIONS COMMITTEE
 The Accommodations Committee is tasked with the Following responsibilities:

1. Books hotel rooms
2. Negotiates rates, attrition and cancellation terms
3. Sells the rooms to delegates
4. Conduct site visits
5. Reviews delegate invoices.
Always on top of the mind when selecting venue shall be the purpose of the
event, accessibility and affordability. Of course, special mention is the preference of
the client. One thing that an event organizer needs to consider is that location, site or
venue is perfect for the event.
Place where tourists intend to spend their time away from home. This
geographic unit visited by tourists may be self-contained center, a village or a city, or
a region or an island or a country.
Venues are locations where events are taking place. The definition of an event
venue can be as endless as the stars in the sky; thus, when selecting the perfect venue for
that important event, the sky is the limit. An event venue in simple terms is the location hosting
an event
A. Guide Questions (Short Essay) 30 POINTS

Direction:
Choose 3 Questions Only
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
1. Please watch:
https://www.youtube.com/watch?v=zqdx4QTs73U
https://www.eventmanagerblog.com/360-degree-event-destination
REFERENCES


Publishing, Inc
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.
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
2. 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
3. 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.
4. 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.
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
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
Expectations
PASS FAIL
Expectations
/ Project
answer)
1. Please watch.
https://www.youtube.com/watch?v=Bsycq2CbZ8I
https://www.youtube.com/watch?v=2_CSyNhfJYo
REFERENCES


Publishing, Inc
LESSON 8: Budget, Marketing Management, Sponsorship__________________
II. INTRODUCTION:
A budget is an estimate of the income and expense for a specific period of time.
You would like to avoid unnecessary expenses. You would like to be able sleep soundly
knowing you have done everything possible to get value for your money.
Philip Kotler defines marketing management as the “art and science of choosing
target markets and getting, keeping, and growing customers through creating, delivering,
and communicating superior customer value.” Just like any product and service, an event
requires a marketing strategy in order to achieve its objectives.
A sponsorship refers to a financial and/or non-monetary investment in exchange
for the right to market products and services to a specific audience.

After studying this lesson, you will be able to:
1. discuss the various sources of event revenues
2. analyze event expenses
3. prepare an event budget
4. prepare simplified financial statements
5. discuss the marketing mix
6. discuss the importance of branding
7. Define sponsorship
8. Differentiate the types of benefits sponsors are looking for
9 . Prepare sponsorship packages
V. LESSON PROPER
➢ If you are working with corporations and associations, they may already have
prepared the event budget ahead of time. You will have to work around their
forecasts. Changes may require a litany of reasons justifying the corrections
for board approval, but it is always worth a try. Otherwise, you have to be
creative. Reduce some, add a few or better yet, delete low priority items.
➢ If you are starting from scratch, it is best to include every possible expense
item on your list. You will also have to match these with the right suppliers who
can give you the best rates for your logistical requirements.
Key Terms You Need To Know
BOOKEEPING
➢ It is the process of recording business transactions in chronological order. The
records forms part of the accounting information system.
ACCOUNTING
➢ It refers to the information system that includes the recording, classifying,
summarizing, analysis and interpretation of the business performance at a
specific period in time.
FINANCE
➢ Finance is the art and science managing money. Financial Management is
about sources and uses of funds. You may not be too savvy with numbers.
➢ You may not even like mathematics. However, as a professional event
manager, you need to understand the concepts of revenues and expense as
well as three financial statements, namely, Income Statement, Balance Sheet
and Statement of Cash Flow.
INCOME
➢ Income refers to what remains after expense and taxes are deducted from the
revenues.
Revenues
➢ These represent monies you receive in exchange for products and/or services.
The formula for computing revenue is:
Revenue=Unit Price x Number of Units
Here are your possible sources of revenues are as follows:

• Sponsorships
• Donations
• Barters
• Ad placements in your event collaterals
• Ticket sales
• Exhibit booth rentals
Expenses
➢ Expenses refer to fees you need to pay and the costs of running the event. You
can negotiate the amounts to get discounts and preferred rates. There are two
main types of expenses, namely, fixed and variable.
FIXED EXPENSES
➢ These are expenses that remain constant irrespective of changes in quantity.
Quantity can refer to the number of delegates, booths, function rooms and meals.
For example, your office rental will be the same whether the concert tickets you
are selling have been sold-out or not. In another scenario, administrative
employees’ salaries (commissioned-based personnel excluded) will be the same
whether or not they fill-up the convention center with booths or not.
Here are some examples of fixed expenses:

• Audio visual equipment
• Speakers
• Insurance
• Personnel salaries
• Transportation
• Entertainment
VARIABLE EXPENSES
➢ These are expenses that vary with changes in quantity.
➢ For example, you will have to pay more commissions (to salespersons or
ticket outlets) if they sell more concert tickets, unless you have negotiated for
fixed salaries.
➢ For an exhibit, you will have to pay more rental fees to exhibit contractors if
you ask them to set up more booths for your event.
Here are some examples of variable expenses:

• Additional site rental fees • Advertisements
• Communications costs
• Electrical, gas and water charges
• Room rates
• Rehearsal costs
• Decor
• Shipping, handling and drayage
• Food and beverage
• Gifts and tokens • Gasoline
• Printing of invites and collaterals • Office supplies
OTHER EXPENSES
Aside from the fixed and variable expenses, the other expenses are taxes,
service charges, gratuities, and attrition contingency funds.
• Taxes
Quotations for meals and rooms usually have a notation “plus tax and gratuities” or
“plus tax and fees”. These are quoted in percentages rather than in Peso amounts and
can be subject to negotiation with the venue management.
• Service Charges and Surcharges

SERVICE CHARGES are billed by facilities and service providers to offset labor costs
and/or equipment maintenance; while SURCHARGES are imposed to cover extra-
ordinary incidents such as the rising fuel prices.
• Gratuities
These are defined as favors or gifts, usually in the form of money, given in return for
good service. It is computed at 15-20% of the total cost of service. It is not a common
practice in the Philippines, but these should be budgeted in addition to service charges.
• Attrition Contingency Fund

This refers to a clause in the contract requiring a “minimum guaranteed number” to
ensure that a hotel earns the expected revenue from the meeting in the terms of rooms
and/or food service revenue in case the event falls below expected numbers. For
example, if you reserved 100 rooms for your event and only 80 of those rooms were
used, the venue (usually a hotel) can invoke the attrition clause and bill you for the 20
rooms that remained unused.
Income and Expense Report
➢ Financial statements give you the status of your financial activities at a certain
point in time. There are three types of financial statements, namely, balance
sheet, income statements, and the statement of cash flow.
BALANCE SHEET
➢ The Balance Sheet shows assets, liabilities and capital of business or an event
at a specific date. The assets of a company must equal the sum of its liabilities
and equity.
The formula is: Assets=Liabilities + Stockholder’s (Owner’s) Equity
INCOME STATEMENT
➢ An Income Statement shows the profitability on an organization at a specific
time. It reports the revenues and expenses as well as the net income (or net
loss) on the period stated.
➢ A company reports NET INCOME if its revenues are higher than its expenses.
On the other hand, NET LOSS means that its expenses exceeded its
revenues.
➢
STATEMENT OF CASH FLOW
➢ The Statement of Cash Flow reports the changes in cash and cash position
due to operating, investing and financing activities.
TIP
Ask for Advice and Assistance
You can always ask a Certified Public Accountant (CPA) for accounting and financial
advice and assistance.
Committees
The finance Committee works with the Audit Team and the Secretariat with regards
financial decisions.
FINANCIAL COMMITTEE
The Finance Committee is tasked with the flowing responsibilities:
• Develops a comprehensive budget, based on input from each committee
• Works with other committee in developing objectives
• Determines appropriate ticket prices and/or other fees
• Pays all bill and expenses in timely manner and receives all revenues
• Maintains accurate financial records
• Prepare final accounting after the event, determining net funds raised
AUDIT COMMITTEE
The Audit Committee is responsible to these tasks:
• Evaluates the accuracy of the records.
• Acts as the “check and balance” for the transactions
• Monitors compliance with payments
• Reviews vendor contracts.
3. Plot quotation for your event requirements using tabular/matrix format. Make sure
you have at least three different suppliers for each requirements to get the best price.
Have the following details for each supplier before making a decision:
• Logical requirements
• Name of company/supplier
• Contact details
• Terms and conditions
• Price
5. Keep your income-expense summary updated. Submit latest report.
Marketing Management
Marketing
According to Kotler (2010), “marketing’s task is to provide real value to targeted
customers, motivate purchase, fulfill consumer needs, and never fool the customer or
endanger the company’s image. Creating customer value and satisfaction are at the
heart of hospitality and travel industry marketing.” For event marketing, this means
aligning your concept with the intended audience, sponsors and service providers.
Scot (2011) states that the rules of marketing has changed specially because
of the internet. The new paradigm highlights the following:
• Marketing has a tool for engagement and communication
• The need to focus on online audiences
• People prefer authentic messages
• Advertising is not synonymous with marketing
• Public relations activities must consider interests of the stakeholders
MARKETING MIX
➢ The Marketing Mix is the use of the 4Ps-Product, Price, Place and
Promotions – to achieve your event objectives.
PRODUCT
➢ This refers to the customer value or the perceived benefits provided to meet
needs and wants, quality of service received and the value of money delivered
assessed against the competition. (Middleton, 2001).
The product in an event includes one or more of the following:
• Event concept and theme
• Products and services displayed at an exhibit
• Conference sessions
• The brand name, reputation and image of the organizer
• Benefits of participating, attending and/or sponsoring an event
• Success rate of the event
PRICE
➢ It is “the amount given up an exchange to acquire a good or service.”
(McDaniel, 1998). For an event, the price can mean any of the following:
❖ Entrance fees for an exhibit
❖ Registration fees for a conference
❖ Membership dues for an association
❖ Tickets to a concert
❖ Exhibit booth space
PLACE
➢ The place “refers to the location of all the points of sale that provide
prospective customers with access to tourist product.” (Middleton, 2001). This
refers to the destination and facility where the actual event will take place; the
lay-out the booths in an exhibit; and the attractions within the vicinity of the
event venue.
➢ Place also refers to the method how target audiences can be reached. Is there
an online registration for interested delegates? Are the seminar materials
available at the event website? Can an exhibitor request for electrical
assistance thru a call center? It is possible to book airport transfers on the
internet?
➢ It incorporates the methods of selling tickets. Are this available thru a ticket
outlet such as Ticketworld and Ticketnet? Do you have commissioned or
salaried salespersons talk to sell bulk tickets, sponsorships and booths?
PROMOTION
➢ These refer to a “form of communication that informs, persuades, and reminds
potential buyers of a product in order to influence their opinion or elicit a
response” (McDaniel, 1998).
➢ Promotions encompass all forms of two-way, interactive techniques to reach

the target market and help achieve event goals. You have a variety of methods
to choose from, depending on your objectives, budget, target market,
positioning and brand.
TRADITIONAL PROMOTIONAL MIX

The promotional mix is composed of several methods:
1. Advertising
This is any form of paid communication in which the event and sponsors is identified.
This include print advertising, television commercials, outdoor signages (billboard,
tarpaulin, island signs), radio jingles, posters, flyers, brochures.
2. Public Relations
This is used to “evaluate public attitudes, identifies areas within the organization (or
event) that may be interested in, and executes a program of action to earn public
understanding and acceptances.”
3. Sales Promotions
This is a short-term technique to stimulate interest. Examples of these are free invites
to a trade show; trial software downloadable from an event website; and discounts on
products and services.
4. Personal Selling
This refers to face-to-face contact between buyer and seller. This is a common
technique in direct selling companies selling encyclopedias and cosmetics.
Any one discussing the merits of his products and services are using personal
selling. An assertive salesperson is using the “hard-sell” style. On the other hand,
someone gently influencing a person to buy is using the “soft-sell” technique.
5. Publicity
This refers to “public information about the event” (Solomon and Stuart, 1997). Among
the most common forms of publicity are press and photo releases, blogs, yahoo
groups, word-of-mouth.
PROMOTIONS MEDIA
❖ Getting the right message across potential audiences requires a media
plan. It deals with choosing the best combination of media based on your
budget and your objectives.
1. Print
❖ Print publication include magazines, broadsheets, tabloids, trade journals,
newsletters, directories and newsletters. They are distributed either locally
(specific areas such as Metro Manila, Metro Cebu and Davao); or regionally
(Luzon, Visayas and Mindanao); internationally (to overseas Filipino
communities, in the airlines, other countries). Sometimes the circulation covers
local and international geographic areas.
What you need to Know

• Target readers
• Circulation
• Demographics and readers
• Number of subscriptions
• Retail distribution
• Advertising rates and discounts
• Special rates for advertorials, inserts and covers
• Size of placements
• Editorial calendar (themes and its schedules)
• List of regular advertisers
• Deadlines for submission of mechanical requirements
• Online version, if any
2. Broadcast
❖ This refers to television and radio programs. Television advertisements usually
charge a high fee than the print media.
What You Need to Know

• Demographics of viewers and/or listeners
• Advertising rates for 30-minutes and 15-seconds spots
• Promotional advertising rates
• Creative requirements
• Deadlines
3. Outdoor
This includes billboards, tarpaulin and island signs

• Available locations
• Demographics
• Advertising rates per month
• Set-up and tear-down costs
4. Direct Mail
• Number of target respondents vis-à-vis number of mail to be send out
• Costs of design, lay-out and printing
• Mailing and/or delivery rates
• Available personnel to respond to inquiries
5. Ambient Media
This includes advertising in airport trolleys, aerial banners, balloon displays, bus
tickets, petrol pumps, airline tickets wallets and visitor attraction tickets.
6. Social Media
Social media provides the tools to communicate directly with your audience. Unlike
other publicity and promotions techniques, social media empowers anyone to write,
comment, curate, and post messages, videos and pictures.
Here are examples of social media tools
• Social networking sites
• Social bookmarking sites
• Mobile applications
• Email and other messaging programs
• Blogs
• Videos
• Photo sharing sites
• Websites
• Chat rooms, forums and discussion boards
Additional 3Ps: Process, People and Physical Evidence
Do you know that an event is categorized as a service? A service is intangible

unlike a product that you hold, taste, hear or smell. It does carry any inventory. Unsold
seats in an airplane cannot be locked in a warehouse for the future. This makes the
consumption of a service instantaneously.
It also requires that the recipient of the service be within range. For example,
when you order pizza delivery thru the internet, you are not physically present in the
fast food restaurant. But the pizza can only be consumed (and enjoyed) if you receive
it upon its delivery.
Why is coffee more expensive in a hotel? Simply because you are paying for
the ambiance, the music, and the service, even if it is the same brand you drink at
home. It is also assumed that you order coffee in the hotel, you agree to paying more
for one cup.
Moreover, service cannot be duplicated the way a product is manufactured to
its detailed specifications. Since service is given by an individual, there may be
differences in the manner of its delivery. For example, we are known to be among the
most hospitable, cheerful people on the planet. Given the same work, Filipinos are
world-renowned for their graciousness and ready smile.
To address these, we add three more Ps (People, Process and Physical
Evidence) to our event marketing mix. This expanded version of the marketing mix was
originally devised by Booms and Bitner in the 1980s.
Although there may be overlaps between these three and the traditional 4Ps,
the additional components are useful in the M.I.C.E., which is characterized by high
levels of interaction; a complex service delivery process; and a physical environment
that directly affects the experience of the event.
PEOPLE
This refers to the visitors, the employees and the host community.
The visitors are delegates, sponsors and other individuals simultaneously

resent at the event. Their interaction will influence the satisfaction or his
disappointment at the activity.
Employees include front-line members with visitor contact; non-contact

employees who provide support; and industry suppliers represented by their personnel.
The host community refers to the residents of the event destination. They may
have limited or no direct interaction with the event, but their hostile or friendly
disposition can enhance or spoil the visitor’s experience.
PROCESS
➢ People move thru a series of encounters from the moment they leave their
residences on their way to an event. But what makes it even challenging is
that some of these processes are not within the control of the organizers.
➢ For example, a delayed hotel check-in can be perceived as a reflection of the
organizer’s inefficiency. Traffic en route to a venue is seen as a waste of time.
PHYSICAL EVIDENCE
This routed in the five senses of sight, sound, smell, touch and taste. The words
ambiance, interactivity, infirmity, and thematic are adjectives that defined a well-
designed event. This is not just about the building, but the translation of the event as
an intangible product into a total environment that can be experienced.
Marketing Collaterals
These are information materials aimed at helping achieve marketing and sales
objectives. They incorporate important elements of branding providing a coherent,
consistent and clear massage about the product or service.
These may be used for print (advertisements, reports, album covers); outdoor
(billboards and island signs); presentations; merchandise (toys, gifts, shirts); and the
internet (websites, blogs).
Here are some collaterals for your reference:

• Advertorials • Mailing Labels
• Billboards • Merchandise
• Brochures • Note Pads
• Business Cards • Plaques
• Certificates • Posters
• Coupons • Presentations
• Directional • Press Kits
• Envelopes • QR Codes
• Event Reports • Sales Forms
• Exhibitors Handbook • Satisfaction Survey Forms
• Fax Cover Sheet • Signages
• Flyers • Social Media
• Gifts • Stickers
• Identification Cards • Thank You Letters
• Invites • Tickets
• Letterheads
Trends
MARKETING CHALLENGES
➢ Today, it is imperative for marketing to use integrate technologies, including

internet and mobile applications, to reach an ever-evolving demographic of
exhibitors, partners, sponsors and delegates.
➢ Interactivity, convergence and social media have become important elements

in the creation of products and promotional packages.
➢ In a cosplay (costume play) event, participants will come dressed in their

favourite character, complete with the appropriate accessories. Some will be
competing for prizes, but most attendees are simply displaying their passion
for cosplay.
➢ How about an awards night where all winners are largely based on text and
online votes? There used to be elite groups of expert who judge what is good
and what is bad. Today, some competitions are won bay votes of the
audience.
Committees
The committees tasked to undertaking these functions are the Marketing,
Publicity, Invitations and Ticket Sales, among others. They report directly to the
Secretariat and work alongside other teams.
MARKETING COMMITTEE
The Marketing Committee is tasked with the following responsibilities:
• Oversees all Marketing subcommittees, such Publicity, Promotions,
Sponsorships, and Ticket Sales
• Reviews all advertising and promotion options
• Develops a promotion plan that creates excitements for the event
• Designs all graphics and artwork for the event
• Oversees printing of all promotional materials
• Designs and places all media advertising
• Develops all signage that is needed for the event including sponsor
recognition
• Secures a photographers and videographers for the event
• Develops all programs and catalogs for the event
• Select, orders and purchases all event souvenirs
• Determines methods of distribution and/or sales methods
• Oversees design, printing and media placement consultants, if any
PUBLICITY COMMITTEE
It is tasked with the following responsibilities:
• Prepares all press releases and media information and interact with the
media
• Develops a comprehensive media list
• Develops press packages
• Encourage local media coverage of event
• Writes and distributes press and photo releases and public service
announcements
• Contacts media for feature stories, interviews and photo opportunities
• Contacts key media personalities and guests
• Sends follow-up press releases after the successful completion of the event
INVITATION AND TICKET SALES COMMITTEE

It is tasked with the following responsibilities:
• Update invitation list, if necessary. Secure additional list if necessary
• Determines best method for delivery of invitations and tickets
• Oversees the design, printing and distributions of invitations
• Oversees the design, printing and distributions of tickets
• Determines policy for payment and reimbursements of tickets, if necessary
• Determines deadlines for ticket sales
• Determines sales method for tickets
• Implements ticket sales and distribution
• Determines ticket distribution controls
• Issues tickets and collects sales money
SPONSORSHIP
EIG, a leading sponsorship research and education organization, defines
sponsorship as
A cash and/or in-kind fee paid to a property (typically sports, entertainment,
non-profit event or organization) in return for access to the exclusive commercial
potential associated with that property.
Successful Sponsorship Campaigns
➢ Sponsors are either individuals or corporations who help fund an event.

Sometimes the contributions are philanthropic, but usually the main goals of
the sponsor are to maximize exposure and generate a favorable return on
their investment. It is to your advantage if you can show prospective sponsors
that your event matches their strategic and marketing objectives.
➢ Sponsors can bring prestige to an event. Their participation is a clear signal
that your event provides value for money, which encourages more companies
to join.
Dr. Joe Goldblatt, CSEP, says that

Sponsorship becomes more valuable if the event organization is able to offer
precise targeting that matches the marketing objectives of the prospective sponsor.
The growth in sponsorship is due primarily to the need of advertisers to find alternative
marketing channels to inform, persuade, promote and sell their products and services.
Be knowledgeable about your event. Take time to answer the 5Ws, What,
Who, When, Where and Why. Ensure that all details match.
WHAT?
• What is the event concept?
• What are the event objectives?
• What do you need from sponsors?
• What are the benefits you will offer your partners?
• What kind of experience can your audience look forward to?
• What makes it different from other events?
• What types of products and services do you want sponsors to fund?
• What are your corporate social responsibility initiatives during the event, if
any?
WHO?
• Who is your target audience?
• Who are the stakeholders?
• Aside from their primary target markets, who are your sponsor’s
intermediaries and internal costumers?
WHEN?
• When will the event take place this year?
• When will it happen again?
WHERE?
• Where will it take place?
WHY?
• Why should sponsors invest in your event?
• Why should your target market invest time, effort and money to attend your
event?
Prepare details about event implementation. Sponsors will want to know how you
plan to execute your ideas. They may sometimes give their ideas as well. Keep in
mind that an event is collaborative work.
Table 8.1. Generic List of Products, Services and Equipment Available for
Sponsorships
PRODUCTS SERVICES EQUIPMENT
Event bag Printing: Souvenir Program, Audio-Visual Equipment
Brochures, Flyers, Tarpaulin,
Billboard, Island Signs and
Other Marketing Collaterals
Event Badge/IDs Internet Cafe Mobile Phones
Lanyard Catering: Lunch, Dinner, Laptops and Computer
Cocktails, AM/PM Coffee Accessories
Breaks for VIPs and/or all
Attendees
Conference Pen Keynote Session, Plenary Two-way Radios
and Paper
Pens Airfare, Land Transportation, Registration Equipment
Incentive tours and Suppliers
Balloons, Flowers, Advertising and Publicity Printer, Scanner, Fax
Ceremonial Spray, Placements: Television and and Photocopying
Bouquets Radio Advertisements, Plugs, Machines
Jingles, Magazine and
Newspaper Supplements
Tokens for VIPs Venue
Photocopying, Scanning and
Fax Services
Entertainment, Photography,
Web Design
Sponsorship Benefits
• You can expect to find other organizations vying to get their attention and their
financial support, especially if your potential sponsor is will-know company.
• Prepare a list of attractive benefits for sponsors. Be as detailed as you can.
Sponsors are keep on how they can gain from their investment. It is futile to
discuss sponsorships if the packages do not appeal to potential financiers.
• Instead of worrying about what sponsors can give you, focus on what you and
your event will do for them.
• Use information you have gathered during research. Looking for sponsors is
similar to business matches where there are buyers and sellers. As you have
already earned, an event has multiple stakeholders, each one with his own
agenda.
• Be guided of you can give your sponsors, not by what they offer you. Make
sure your offer is aligned with their corporate objectives.
• Be flexible and allow revisions in your packages, especially for key sponsors.
You might be surprised with the support you receive once you do your
homework well.
Committee
SPONSORSHIP COMMITTEE
➢ The Sponsorship Committee will develop plans for soliciting individual and
corporate sponsors for the event. The Committee also coordinates with the
Secretariat and the Marketing Committee.
Specific Tasks and Responsibilities

• Develops a comprehensive list of sponsorship opportunities
• Coordinates this effort with the other committee chair people
• Develops a comprehensive list of potential sponsors
• Solicits individuals and businesses to establish sponsorship relationship based
on the goals and criteria of the sponsorship plan
• Communicates the sponsorship status to the Finance Chairperson at regular
intervals
• Maintains an accurate list of event supporters to ensure that everyone receives
the proper recognition and acknowledgement in collaterals
A budget is an estimate of the income and expense for a specific period of time.
You would like to avoid unnecessary expenses. You would like to be able sleep
soundly knowing you have done everything possible to get value for your money.
According to Kotler (2010), “marketing’s task is to provide real value to targeted
customers, motivate purchase, fulfill consumer needs, and never fool the customer or
endanger the company’s image. Creating customer value and satisfaction are at the
heart of hospitality and travel industry marketing.” For event marketing, this means
aligning your concept with the intended audience, sponsors and service providers.
Sponsors are either individuals or corporations who help fund an event.
Sometimes the contributions are philanthrophic, but usually the main goals of the
sponsor are to maximize exposure and generate a favourable return on their
investment. It is to your advantage if you can show prospective sponsors that your
event matches their strategic and marketing objectives.
Sponsors can bring prestige to an event. Their participation is a clear signal

that your event provides value for money, which encourages more companies to join.
1.Plot quotation for your event requirements using tabular/matrix format. Make sure
you have at least three different suppliers for each requirements to get the best price.
Have the following details for each supplier before making a decision:
• Logical requirements
• Name of company/supplier
• Contact details
• Terms and conditions
• Price
2. Enumerate possible add-on expenses when using an outdoor venue.
3. Summarize the key points of the 4Ps of marketing
4. How does the online media promote an event? Give specific examples of events
using the social media and social networking sites.
6, Explain the role sponsorships play in the success of an event.
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
https://blog.bizzabo.com/event-marketing-guide
https://helloendless.com/how-to-create-your-event-budget/
https://learn.g2.com/types-event-marketing
REFERENCES :



Publishing, Inc
1.LESSON 9: Program, Production and Staging___________________
II. INRODUCTIONS
A program documents the activities planned for a specific event. It details the
number of minutes (or hours) you are allocating for each activity as well as the person
responsible for it. The content, style and pacing of the program should match your
event concept, theme and objectives.
The Encyclopedia Britannica defines logistics as the organized movement of
materials and people. The term was first associated with the military but gradually
spread to cover business activities
Different committees has its specific vital role for the success of every event.
The Program and the Documentation Committees are tasked with preparing the
program and assisting delegates and guests. The Product, Décor and Entertainment
Committees are primarily responsible for the staging and production tasks. They work
alongside other teams and report directly to the Secretariat. The Banquet Committee
determines all food and beverage needs, works with the caterer and handles all table
seating and service requirements for the event.
III. LEARNING OBJECTIVES::
After studying this lessons, you will be able to;

1. Design an event program
2. Identify the logistics needed
3. Handle guest arrangements
4. Discuss the important elements of an effective floor plan
5. Recommend seating arrangements for specific purposes
6. Identify technical requirements for your event
Program
Program Activities
➢ A Program follow a chronological sequence of activities. These can include,
but is not limited to the processional, presentation of colors to the plenary
sessions, intermission, to the closing ceremony, recessional and the
cocktails.
➢ It can become more challenging when activities are simultaneous and are
taking place in separate locations. These happens when delegates attend
smaller groups referred to as break-out sessions. Another scenario would
be when guests can choose from several recreational options such as
shopping, networking with colleagues, or playing golf.
Here are the tasks you need to accomplish to prepare your program:
• Agenda • Theme and Motif

• Objectives • Special Guests, Resource
• Activities Speakers and VIPs
• Venue • Audience
• Invites • Rehearsals
• Publicity and Promotions • Timekeeper
• Set-Up • Documentation
• Program flow • Contingency Plans “latecomers”
• Script and “no-shows
Guests Arrangements
➢ The selection of a speaker can make or break your event. A resource person
can be a multi-awarded, doctorate degree holder but he may be a boring
speaker. It is best to closely match the speaker’s credentials with his assigned
topic and the expected audience.
Table 9.1 Checklist for Guest Arrangements

TASKS DEADLINE NOTES
Recommend of speakers and VIPs
Send invite contract to speaker
Receive copy of signed contract
Request for biography, curriculum vitae,
photo and audio-visual requirements
Advance percentage of speaker’s fee, if
required
Book audio-visual equipment
Book flight and hotel accommodation
Send itinerary and information
regarding flight details, airport transfers,
hotel accommodation reservations and
agenda
Travel and event information sent
Follow-up copies of handouts for
distribution
Discuss and negotiate selling products
at the event
Is the evaluation form complete?
Meeting and Conferences

There are types of activities designed for conferences and meetings. Some of
these are keynote speech; the plenary session; general session; break-out sessions
and the panel discussion.
KEYNOTE SPEECH
This refers to the principal underlying theme of a large idea hence the topic of
that a keynote speaker addresses usually relates to the reason or purpose behind a
meeting.
A Keynote Speech opens and/or close a conference. An opening keynote
speech sets the tone, theme and message of the event. While a closing keynote
speech is used to end a conference on a high note. Given by a featured speaker, the
speech is usually attended by all conference delegates.
PLENARY SESSIONS
These are often concurrent sessions that focus on issues important to an industry
sector or a particular aspect of a practice applicable to all industries. Mini-plenary
sessions are usually open to all registrants.
A Plenary Speaker is usually an industry practitioner or someone who belongs
to the host organization or industry. In contrast a professional speaker or expert
outside of the host organization or the industry is called a Marquee Speaker.
GENERAL SESSION
It is a meeting hosted in conjunction with a convention or conference that is
open to all conference attendees.
BREAKOUT SESSION
This is a meeting focused on a specific topic. Often breakout sessions are offered
simultaneously in different meeting rooms and delegates which sessions that wish to
attend.
PANEL DISCUSSION
A panel discussion is managed by a moderator who facilitate discussion with
industry experts, guest speakers and reactors.
BREAKS
Coffee breaks allow your delegates to network with their colleagues. You can
have “flowing coffee” available throughout conference or serve snacks during the
session. Rest room breaks are also appreciated by the audience.
SOCIALS
Gala dinners, cocktails, and fellowship activities usually deign or end an
event. These are more opportunities for delegates to talk business.
GUIDED TOURS AND OTHER SPECIAL EVENTS

➢ A special event, as differentiated from the main activity, is something that
adds and color and excitement to the main event. Special events include
entertainment numbers, fireworks display, arts and crafts displays, fashion
shows, museum tours, team-building activities, and parades.
➢ Guided tour are design to fit the theme, agenda and requests of the
delegates. These can include factory visits, networking opportunities, and
tours to attractions.
Trade Shows
➢ Trade shows highlight product and services, thus, the focus is to showcase
these to the intended audiences. Ribbon-cutting ceremonies are usually
brief, but creative, to allow more time to delegates to view the exhibit.
Exhibit Set-Up will be discussed in chart 15.
➢ Trade shows showcase products based on specific criteria to avoid clutter.
Pavilions are common for high-end trade show aimed at volume and trade
buyers only.
For example, for a jewelry trade show, you can plot exhibitors based on the
following:
• Country of origin
• Gems
• Luxury
• Designer
• Heirlooms
Program Flow
You must estimate the time that each activity will take, including the time
intervals. These will take into consideration the logics of introductions, entrance of
the guest speakers, change in audio-visual equipment and stage set-up. All these
must be incorporated into your final program.
The program flow dictates the chronological order of activities. Here are
several examples detailing the usual sequence followed for each:
1. Parade of Prayer
2. Invocation
3. Philippine National Anthem
4. Welcome Message
5. Oath of Sportsmanship
6. Lighting of the Torch
7. Declaration of Official Opening of the Game
8. Ceremonial Toss
9. Game Proper
10. Elimination Rounds
11. Semi-Final Rounds
12. Finals
13. Awarding Ceremonies
14. School Hymn
FOR RIBBON-CUTTING CEREMONIES

1. Opening Ceremonies
2. Invocation
3. National Anthem
4. Welcome Remarks
5. Introduction of Guest Speaker
6. Keynote Speech
7. Ribbon-Cutting
8. Tour of the Exhibits
9. Dinner/Cocktails
10. Closing Ceremonies
FOR GRADUATION CEREMONIES

1. Processional
2. The National Anthem and Alma Mater
3. Greetings from the Board of Trustees
4. Introduction of Graduating Class Representative
5. Student Speaker
6. The Commencement Address
7. Presentation of Candidate for the Honorary Degree
8. Conferring of the Honorary Degree
9. Presentation of Candidates for the Undergraduate degrees
10. Presentation of Graduates for the Graduate Degrees
11. Conferring of Degrees
12. Welcome to the Alumni
13. Recessional
Trends
FUNCTIONAL GIFTS
Gone are the days when a printed glossy brochure was enough. Today,
“technology-related, usable ecologically-friendly and reusable gifts” are most
appreciated.
Recent studies reveal that the most sought after gifts are power banks; USB
chargers; rechargeable lights and torches; recycle paper notebooks; bamboo; seed or
plants; and reusable water bottles.
BRIEF AND ENTERTAINING

The move towards the “short but meaningful” program is getting more interest.
Its appeal lies in content-driven activities that do not waste so much time.
PAPERLESS
Smartphone apps and downloadable invites, programs and digital certificates
are becoming more popular.
DIGITAL ACCESS TO THE EVENT

You must look into the possibility of live streaming your event for people who
cannot be physically present. This can be used for resource speakers who are located
in another region of the world who cannot be at your event but would be interested to
be part of it.
COMMITTEES
The Program and the Documentation Committees are tasked with preparing
the program and assisting delegates and guests. They report directly to the Secretariat
and work alongside other teams.
PROGRAM COMMITTEE
The Program Committee is tasked with these responsibilities:
• Decides on the content, style and pace of the program
• Selects, invites, and coordinates resource speakers and moderators
• Sources out speaker requirements
• Oversees speaker presentations onsite
DOCUMENTATION COMMITTEE
The Documentation Committee is tasked with these responsibilities:
• Takes videos and photos of the event from the beginning to end
• Readies images to be uploaded to social networking and social media sites
• Assists the publicity committee in identifying personalities in the photos and
videos
• Archives all images and videos
• Venue for each
• Committee/s and persons responsible
• Resources needed
• Other details
Production and Staging
Logistics
➢ Logistics refers to the movement of people, machine, equipment, money and
other resources to ensure the success of an event.
➢ Logistics brings together what is needed from the planning to the post-event
stage. Details are important when planning for your logistical needs. An item
such as ballpoint pen may seem insignificant, but these are critical importance
when your event requires contract signing. A pair of scissors may be
overlooked in a long list of requirements, but it get top priority when you have
ribbon-cutting ceremonies.
Physical Arrangements
Physical arrangement refer how the furniture and fixtures, audio-visual
systems, special effects, stage, seats and other equipment and suppliers are put
together to maximize use of space in the appropriate setting for an event to achieve
event objectives.
TOP 10 FACTORS AFFECTING EVENT SET-UP

These are the major factors you have to consider when finalizing the physical
arrangements:
1. Expected Number of People

Make the best estimate based on experience or similar events. You may add ten
percent (10%) to the total number of guests to allow for unexpected arrivals.
2. Purpose of the Event

Conference attendees need a square or rectangular writing surface. But round
tables result in a more elegant place setting arrangement.
Some concert producers, especially for rock and pop shows, usually reserve seats
for patrons; while general admission audiences have no seats and expect to Tenors
(Luciano Pavarotti, Placido Domingo and Jose Carreras) held near the Eiffel Tower
provided seats to match the more formal ambiance.
3. Theme and Motif

The theme is the main idea that ties all the event details. Motif refers to the
execution of the idea. An event theme can focus on an era such as 50s, medieval to
futuristic. It can also be based on a character, a movie or a book such as event based on
Disney or Marvel heroes, Harry Potter or Twilight.
For example, the theme for a Christmas party is retro. Attire would be brightly
colored long-sleeves and bell-bottom jeans. Music selection should include songs by
Fleetwood Mac; Eagles; Bee Gees; and Barry Manilow. A disco ball is a must.
4. Program Activities
Dinner with dancing will require a dance floor. Awarding ceremonies with song and
dance numbers will need a bigger stage. Product launches have large screens for
presentations. Bingo games need rectangular tables and a board flashing the number-
letter combinations. Concerts require rigging for lights, camera and sound equipment as
well as creative stage set-ups.
Entertainment, parades, contests, fireworks display and award ceremonies are
special events that add glitter, glamour and fun to your event. However, these require
additional space that can either be in the same venue or in another location.
A 60-piece symphony orchestra performing light classics, jazz and modern music
will more than double your space requirement. Moreover, orchestras have specific
seating arrangements, detailed sound and lighting equipment, music stands and storage
space.
Pyrotechnics need an area away from the audience for safety and security
reasons. Chocolate sculpture and fruit and vegetable carving competitions are provides
with areas for preparation and display. Judge preview and record their scores before the
audience is allowed to entry.
5. Technical Equipment
Laptops, wide screens, lights and sound systems, need space. The capacities of
a function room are measured based on the maximum numbers of seats so be sure to
factor in measurements for audio-visual equipment, food stations and the stage. Discuss
the specifications of your audio-visual (A/V) requirements with your suppliers to ensure
that you have the exact equipment on hand.
Here are some of the most common A/V equipment for M.I.C.E.
An EASEL, is a tripod stand used for holding signs, displays; while a FLIPCHART
is a tripod stand with a pad paper. A WHITEBOARD in white, smooth surface for writing.
The HEADPHONE is a device consisting of one or two electro-acoustic receivers

attached to a headband for private listening to audio sources, sometimes called an
earphone.
A HEADSET is a headphone with a built in microphone on an adjustable boom.
LIQUID CRYSTAL DISPLAY (LCD) PROJECTOR is hooked up to a computer,
laptop or netbook using a cable. It is ideal for presentations to a larger group of people.
An OVERHEAD PROJECTOR which uses light and transparencies to project

images or writing onto a screen.
A TABLE TOP PODIUM is a lectern that sit on top of a table. You can attach a
microphone to the podium.
A MICROPHONE is a device that coverts sound into electrical signals usable by

other pieces of audio equipment.
Musical performances have a specific technical requirements. These can include
instruments; mixers; sound monitors; speaker; and musical stands.
6. Catering
The choice of meal service will also affect your floor plan. A full discussion on food
service, menu planning, banquet service.
Menu Planning
Event organizer must much the food and beverage with the event theme,
ambiance and the guests. Caterers should understand the specific requirements for
each event as well. Further, it is very important that we respect the meal preferences
of clients and guests.
The must be able to take a meeting planner’s vision of the function (needs,
wishes, purpose of the function, and budget) and develop an event that can be
delivered effectively and efficiently (Shock and Stefanelli, (2009).
Types of Food Service

Your choice of meal service will speed up or slow down the time for meals.
Buffet needs food stations strategically located around the room; while sit-down meals
require more waiters.
❖ PLATED SERVICE means that guest will be seated and their meals will be
served.
❖ BUFFET requires the guests to choose meals from tables. Waiters usually
assist guests by serving food portions and drinks. Managed buffet means that
waiters will serve portions of each dish of each guest.
❖ A la CARTE allows guests to choose their own dish from a menu.
❖ LIMITED á la CARTE offers guests fewer choices. However, they have the
option of requesting from a method of cooking a specific dish.
❖ FRENCH SERVICE is a formal type of meal service. Food is brought from the
kitchen to the table.
❖ AMERICAN SERVICE is a pre-plated service where the food is placed on the
guest’s plate in the kitchen and it is brought to the table.
❖ RUSSIAN SERVICE focuses on display and presentation. Food is portioned
and carved by the waiters in full view of the guests.
CATERING COMMITTEE
The Banquet Committee determines all food and beverage needs, works with the
caterer and handles all table seating and service requirements for the event. It is
tasked with these responsibilities:
• Develop menu and beverage needs
• Works with caterer in developing menu and service needs
• Negotiates catering fees and service
• Plans food and beverage service areas and needs
• Ensures alcohol policies and regulations are followed, permits obtained, etc.
• Plans bar service if necessary
• Develops table seating plan and table decoration needs. Coordinates with the
production and/or decor committee.
• Determines food service and table seating requirements
• Develops place setting chart and name plates, if appropriate
• Determines timing of food and beverage service
• Arranges for table bussing and table/kitchen clean-up
7. Stage
Event STAGE set-ups may be simple or elaborate. Conferences normally have a
podium onstage with the Philippine flag, the flag of your client (if they do have one), a
backdrop and floral arrangements.
The ORCHESTRA PIT is the lowered area in front of a stage where an orchestra
accompanies the performers onstage.
In ballet performances and live musicales, the musicians and the conductor
usually perform at the orchestra pit. However, the conductor faces the stage to ensure
that the music and he performers are on sync. The musicians on the other hand, face the
conductor and have their backs to the onstage performance.
Depending on the event concept, you may choose the traditional setting or opt for
a fresh approach. For example, for the Philharmonic in Jeans Concert Series, the main
performers for the event.
The BACKSTAGE AREA is for the performers and event staff. This is a lounge
where they can relax, have meals and dress up. This can also serve as the storage for
clothes and some equipment. Allot enough space to fit in your requirements.
8. Registration
Visitor registration may be offsite and/or onsite.
OFFSITE means registration online or in any mode not located on the venue. If
you wants to offer pre-registration online, you will need to incorporate these into your
website.
Would you also include payments made over the internet? Are your form easy to
fill up? Do you have team who can troubleshoot any possible problems?
ONSITE refers to registration at the actual venue. To avoid crowding and

inefficiencies, choose a registration set-up that falls within your budgets that still fulfills
your objectives.
Could you afford self-service online counters?
Do prefer volunteers and staff to man the registration booths?
How many counters do you need?
Do your forms have enough space for visitors to fill in their answers?
How do you reduce queuing during peak hours?
Aside from handling the entry of delegates, decide if your registration will double
as the customer service counter. The registration counter is where most people ask for
directions and additional event information. Visitors also tend to look for their colleagues,
ask for public address system (paging) and leave documents at this area.
Make sure you train your staff to politely respond to inquiries from visitors,
delegates, exhibitors, the media and the general public. Have clear policies but empower
your staff so that visitors get immediate answers to their queries. If you expect hundreds
of visitors and expect payment to be made on the days of the event, you will have to
prepare for the influx. You can have separate counters for pre-registered delegates,
exhibitors, media and the general public.
9. Choice of Venue and Signages

Form follows function. Function follows form. For unusual venues such as a cruise
ship, you will have to configure your floor plan based on the space.
Filipinos call it the comfort room; while Americans prefer the rest room. The names
we use may be different, but our need to quickly find what are we looking for is consistent
across cultures.
Signages can help us find our way. They can be posted on the walls, hanging from
the ceiling or rigged to a beam. The placement of signages will depend upon the venue,
facilities, as well as the information that need to be available.
10. Seat Plan

Do you know that round tables use up more space that rectangular or square
tables, but allow for a cozier setting? Square tables allow for more interaction, while
rectangular table seat more people.
If there are few seats in a large function room, the delegates will think that your
event is not well-attend. But if the seats are placed too near each other, the delegates
will think that you are on a tight budget. Choose the most appropriate seat plan to
maximize the use space while achieving event objectives.
If you plan to change the seating arrangements, give the venue manager enough
time to make the changes. As much as possible, do not request for these changes after
the skirting and the table setting.
MOST COMMON TYPES OF SEAT PLANS
Here are the most common types of seat plans. Aside from function room and set-
up, also included are the seat arrangements for a cruise ship; and a sports arena
To facilitate discussion, the following legend is used:
Seat Plan Legend
Chair Rectangular Table Round Table Stage
1. FOR LARGE GROUPS
1.1 Classroom Style

Description: Have rows of table with chairs
Usually have 2-3 people per table
Ideal for: Seminars
Advantage: Provides tables for writing
Provide space for laptops and bags
Disadvantage: Space can be tight between seats
May require internet cabling and/or power sources
1.2 Chevron Style

Description: Variation of the classroom, with two sides placed at an angle
Ideal for: Seminars, Break-out Sessions
Advantage: Optimizes view for participants
Provides table for writing, laptops and bags
Disadvantage: Reduces room capacity
1.3 Theatre Style

Description: Line up rows of chairs with provisions for space aisles
Has a stage in front for the presentations
Ideal for: Keynote and plenary sessions
Advantage: Allows for maximization number of seats in a room
Disadvantage: No writing surface
May be uncomfortable if seats are too near each other
1.4 Crescent Round or Dinner Theatre Style
Description: Round tables with seats facing the stage and occupying only ½ to ¾ of
the table
Ideal for: Dinner theatre shows, Break-out Sessions and events
featuring entertainment and/or motivational speakers.
Advantage: Provide space between tables
Disadvantage: Reduces the capacity
1.5 Banquet Style

Description: Round tables that seat 10-12 people per table.
Request for a set-up good for 6-8 people per table to provide more space
Set up several managed buffer stations to speed up meal service
Ideal for: Dinner events, Gala, Breakfast and Lunch Breaks
Advantage: Allows group interaction at each table
Disadvantage: Eats up a lot of space
Reduces mobility of attendees
Requirements more waiters to speed up meal service
2. FOR SMALL GROUPS

Small group setups are ideal for planning and strategy meetings, focus groups,
information sharing, status reports and introduction of new ideas.
2.1 Boardroom
Description: Suggests formality and hierarchy
Can substitute oval table instead of rectangular one
Ideal for: Groups between 6 and 15 people
Beyond 15, the other attendees feel left out, lose interest and form their own
group
Advantage: Everybody can see everyone else
Disadvantage: Too stiff
2.2 U-Shape
Description: Arrangement of tables and seats form a “U” facing from the room where the
speaker will lead a discussion. The audio-visual equipment is placed in the
center of the “U” and a screen next to the speaker.
Ideal for: Interactive discussions
Advantage: Encourages collaboration
Can be set-up with or without speaker table
Center area useful for simulations and role plays
Disadvantage: Center area uses up space
2.3 Perpendicular
Description: Seats can be on either outside or inside of tables.
Ideal for: Workshops
Advantage: Seats can be on either outside or inside of the tables
Facilitator can quickly check attendees’ activities
Easy exchange between presenter and audience
Center usable for exhibits or demos
Disadvantage: Wastes space in the center
2.4 Semi-Circle
Description: Can be full circle
Role of facilitator is minimal
Ideal for: Highly emotional sessions
Advantage: Encourages a sense of group and bonding
Can be set-up with or without tables
Disadvantage: Can be too intimidating
2.5 Hallow Square

Description: For meetings where hierarchy is not an issue
Ideal for: Excellent for facilitator led meetings such as brainstorming sessions that
allow participants to contribute to the discussion
Advantage: Encourages the sense of group and bonding
Can be set-up with or without tables
Encourages interaction among participants
Disadvantage: Awkward to use any visuals
2.6 Cocktail/Reception
Description: Uses several high boy tables (represented by the circles) spread across
the room.
Seats are not provided
Rectangular or square tables are reserved for banquet and bar services.
Could add a sofa to allow seating
Ideal for: Small venue
Advantage: Maximizes capacity
Disadvantage: Attendees may tire easily and have difficulty eating and drinking
TIP
Rehearsals
Entertainment activities must be rehearsed before the actual event. Technical rehearsals
involve the guest performers – practicing with light, sound and camera technicians. There
are instances when resource persons rehearse their speeches to get a feel of the stage.
During general rehearsals, performers may be required to come in full costume while
going through the sequences of their act.
Trends
VIDEO CONFERENCE
Remote participation is made possible via online technologies that combine video with
audio.
360° CONTENT RECORDING

Live content recording to take place providing streaming opportunities for increased
mileage and exposure. “This allows for live action content, filmed in 360° to be viewed in
2D and 3D…with a special equipment, users can interact with a simulated world in a
physical way.”
ENTERTAINMENT
New Bands
Not only can they entertain with their brand of music, they may also be the solution
to your budget constraints.
Photo Booths
The Filipino loves taking pictures and “selfies,” thus, its continued popularity. It is
also a fun way to use free time.
Nostalgia
If there are aligned with your event theme, you can have ‘toys” like jukeboxes for
attendees to interact with.
Committee
➢ The Product, Décor and Entertainment Committees are primarily responsible for
the staging and production tasks. They work alongside other teams and report
directly to the Secretariat.
PRODUCTION COMMITTEE
The Product Committee will provide for the planning, ingress, production and egress
of the event. This committee makes all operational decisions regarding the product of the
event and oversees all activities. It is tasked with these responsibilities:
• Determines the event concept including, theme, location, date and time
• Negotiates price with event facility and/or activity. This may include ticket price,
entry fees, insurance requirements, etc.
• Determines overall layout for the facility (working closely catering, decorations an
auction committees)
• Works closely with the venue and facility management
• Creates a times schedule of the event that anticipates the detailed time frame for
each activity/element of the production
• Coordinates ingress and egress
• Sources for best suppliers
• Recommends appropriate entertainment for the event
• Arranges for rental and barrowed equipment
• Negotiates prices and fees with rental companies and supply vendors
• Arranges for set-up and take down the equipment
• Arranges for the return of rental and barrowed equipment and supplies
DECORATIONS COMMITTEE
The Decorations Committee creates the atmosphere and ambiance for the event. It is
tasked with the following responsibilities:
• Prepares decorations (flower vases, candle, entry way pieces, stage decorations,
center pieces, etc.)
• Plans decorations and equipment needs of the event.
ENTERTAINMENT COMMITTEE
The Entertainment Committee plans the entertainment during the event including
selection of talent and all production and technical requirements. It is tasked with the
following responsibilities:
• Plans the entertainment during the event including selection of talent
• Determines entertainer technical requirements: stage, sound, lights, load in/out,
dressing rooms, food and beverages needs etc.
A Program follow a chronological sequence of activities. These can include, but

is not limited to the processional, presentation of colors to the plenary sessions,
intermission, to the closing ceremony, recessional and the cocktails. Aside from
function room and set-up, also included are the seat arrangements for a cruise ship;
and a sports arena.
Physical arrangement refer how the furniture and fixtures, audio-visual
systems, special effects, stage, seats and other equipment and suppliers are put
together to maximize use of space in the appropriate setting for an event to achieve
event objectives.
1. Prepare your event program with the following details:

• Program Flow
• Date and Time for each activity
• Duration of each activity
2.. Prepare a floor plan for your event incorporating the placement of all physical
arrangements and other event requirements
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
https://bmlblackbird.com/event-staging/
https://www.socialtables.com/blog/meeting-event-design/room-layouts/
https://www.allseated.com/tutorials/
REFERENCES



Publishing, Inc
I.MODULE 10: SECURITY AND RISK MANAGEMENT
II.INTRODUCTION
A risk management plan is an essential aspect of planning any event. A risk
management plan identifies all the potential risks that may arise from holding an event
and then lists the steps event organizers will take to reduce or mitigate identified risks.
Risk management means making sure that no one gets hurt and that no property is
damaged at the event and avoiding law suits. Even the simplest reception or speaking
event presents some potential risk.

After studying this lesson, you will be able to:
1. Recognize the potential risk of an event.
2. Compare and contrast a physical from a psychological crowd
3. Prepare a risk plan
V. LESSON PROPER
Risk and hazard
HAZARD - is anything that can cause potential harm on the other hand
RISK - is the possibility that a hazard can cause harm
RISK MANAGEMENT
 Making sure that no one gets hurt

 No property is damaged at the event
 Avoiding lawsuits
TYPICAL HEALTH AND SAFETY HAZARDS

 Animals/Insects  Installation/Rigging
 Activities  Noise Level
 Car Parks  Pedestrian and Vehicles
 Communications  Power/Utility Lines
 Crowd Capacity  Slips and Trips
 Decorations  Special Effects
 Electricity  Temporary Structures
 Equipment  Terrain/Topography
 Fire  Terrorism
 Food and Water  Violence and Crime
 Contamination  Water/Drowning
 Ingress/Egress  Weather
SAFEGUARDS
▪ Communication Systems
▪ Crowd Management
▪ Emergency Services
▪ Incident Procedures
▪ Safety Lighting
▪ Situation Personnel
▪ Transportation Management
▪ Venue and Site Design
▪ Waste Management
PROTECTION PRIORITY
1. People
2. Property
3. Reputation
4. Revenues
AN EVENT'S ASSETS ARE:

• People
• Equipment
• Finances
POTENTIAL HAZARDS:
1. Human
➢ This refers to the type and size of crowd expected, level of crowd
participation, public safety and security and traffic management. This also
includes the use of alcohol and illegal substances as well as health
emergencies.
2. Technical
➢ This includes mechanical utilities such as gas and electricity, equipment,
experiments, stage and even costume malfunction.
3. Natural
➢ This refers to the physical location and site conditions such the terrain, slope
and areas.
4. Environmental
➢ This includes sudden changes in weather conditions; natural catastrophes;
fire; the presence of animals; and flora that can cause allergic reactions.
5. Financial
➢ This refers to the possibility of zero income, low revenues, minimal
sponsorships and slow ticket sales.
6. Image
➢ This is about the impact of the event and the reputation of the sponsors and
the organizers.
7. Other Issues
➢ The safety of food and drinking water is of utmost importance to avoid food
poisoning and other diseases
HAZARD RELATED TO TEMPORARY STRUCTURES
RUBBISH - Accumulation of rubbish and debris under a structure and unsightly,

unhealthy and can constitute a fire hazard.
SLIPS - Frequently plywood ramps are used to access temporary or permanent

structures and a change of level may be involved .
TRIPS - metal threads can become bent or disported, and should not be used if
observed to be in poor condition
UNNECESSARY FIXTURES - after a structure has been erected and inspected, it

is not unusual for others to affix items to it. Typically signage, advertising banner,
flags, bunting, and canopies are used.
PONDING - surface water should not be allowed to a accumulate at the base of

temporary structures in areas where the ground could soften
UNEVEN GROUND - structures built on uneven, sloping or undulating ground
usually need adjustment to make up level
BARRIERS
SHARP EDGES > Many steel structures specially new barriers can have sharp edge usually
form the galvanizing process this can be hazardous and in the case of barriers, are often at
face level for small children.
FINGER TRAPS > Gaps in line of barrier, particularly on undulating ground, can be taped or
wrapped to eliminate it.
RISK MANAGEMENT
Risk management is the act of reducing or eliminating risks associated with

involvement in any event. For event planners, risk can run the whole event from less
serious to catastrophic: Equipment or power failure. Medical emergencies. Sponsor
withdrawal.
EVENT RISK AND OPPORTUNITY ANALYSIS:
Source: EMBOK, Silvers 2008
CROWDS:
➢ Managing crowds require an understanding of how people behave.
➢ Can become unruly when emotions run high
TWO MAJOR CATEGORIES OF CROWD
1. PHYSICAL CROWD
This characterized by the density of contact but shows no significant group
behavior. Also referred to as the conventional or casual crowd, the members
come and go and act independently from each other. Festival visitors and mall
shoppers are examples of a physical crowd.
2. PSYCHOLOGICAL CROWD
It is an assembly of people who share a common bond and respond
emotionally to the same stimuli. Sports, political party rallies, live concerts and
parades draw psychological crowds. Riots and other disturbances are
extreme examples
Two types of psychological crowds:

1. Sightseers - converge for a specific purpose. They are usually cooperative
and may even be tasked to assist in maintaining order,
2. Expressive Crowds – are emotionally involved and may become agitated
when approached improperly. Generally. They want to have a good time
while at the event/ They may cheer, jeer, dance, jump or express their point
of view.
Mobs – are hostile, aggressive crowds who are prone to lose their sense of law, order
and respect for each other.
CROWD CONTROL
Barriers act as physical and psychological demarcation designating specific
areas crowd. Some of these are as follows:
Stanchions – an upright bar, post, frame forming a support or barrier
Barricades – an improvised barrier erected across a street to prevent or delay the

movement of opposing forces.
Fences – upright structure, typically of wood or wire, enclosing an area of ground to

mark a boundary
Clearance bars – it effectively warns drivers against accidental collisions
Concrete bollards – is a sturdy, short, vertical post to prevent cars going on to some
part of a road.
RISK PLANNING
PCMA Recommends Four Key Steps In Risk Planning.

1.Forming a risk team
2.Conduct risk assessment
3.Estimate risk analysis
4.Prepare risk plan
Committee
➢ The security committee is generally assisted by guards at the venue and the
police force, if necessary.
➢ The security Committee reports directly to the secretariat and work
alongside other committees.
SECURITY COMMITTEE
This committee is tasked with these responsibilities:
•Prepare a risk management plan in coordination with the pertinent groups.
•Designs a communication plan
•Communicates any possible problem
•Works with external teams in responding to an issue •Prepares an incident
report
A risk management plan is an essential aspect of planning any event. A risk

management plan identifies all the potential risks that may arise from holding an event
and then lists the steps event organizers will take to reduce or mitigate identified risks.
For event planners, risk can run the whole event from less serious to catastrophic:
Equipment or power failure. Medical emergencies. Sponsor withdrawal.
Managing crowds require an understanding of how people behave.Can
become unruly when emotions run high. The security committee is generally assisted
by guards at the venue and the police force, if necessary. The security Committee
reports directly to the secretariat and work alongside other committees.
1. Enumerate potential risks and hazards in your event. Discuss ways to eliminate or
reduce the possible harm these can cause.
GRADING RUBRICS
PASS FAIL
Expectations
PASS FAIL
Expectations
/ Project
answer)
https://www.moreland.vic.gov.au/arts-and-festivals/community-events-guide/events-guide-
contents/events-permits-risk-management.htm
REFERENCES



Publishing, Inc
ABOUT THE AUTHOR
EVELYN. P. DIGNADICE LPT, MBA

Block 17, Lot 27 Pinagsama Village Phase 1,
Brgy. Pinagsama, Taguig City, 1630
evelynpdignadice@gmail.com
09257274446
Office Name and Address : Taguig City University

Gen. Santos Ave. Central Bicutan Taguig City
Department : College of Hospitality and Tourism Management
Academic Rank : Assistant Professor 1
Date and Place of Birth : February 19, 1962, Sta. Cruz Manila
Academic Experience : 7years
Educational Attainment
Master’s Degree : Master in Business Administration (MBA)
July 6, 2017
Thesis Title : The Effect of ARCA South Development As Perceived By

Selected Micro-Business Entrepreneurs in Barangay South
Signal, Taguig City
Post Baccalaureate Degree: Extended Education Services (EES- Earned 18 units)

College of Education, Taguig City University
April 4, 2016
Baccalaureate Degree: Bachelor of Science in Hotel and Restaurant Management

(BSHRM) Philippine Women’s University, Taft Avenue,Manila
March 26,1983
Secondary : Pasay City East High School

Rodriguez St., Malibay, Pasay City
S.Y. 1974-1978
Elementary : Taytay Elementary School

Rawis, Virac, Catanduanes
S.Y. 1968-1974
Administrative Experiences:
Coordinator: Community Extension and Services:
College of Hospitality and Tourism Management, TCU
January 2016 – Present
Dean’s Secretary: College of Hospitality and Tourism Management

January 14, 2013 – December 2015
General Manager: Malacañang Employees Cooperative

Malacañang Compound, manila
November 2012 – January 10, 2013
Administrative Assistant: Dr. Ofelia M. Carague

Vice Pres. for Academic Affairs
Dean - College of Business Management
Aug. 2012- Nov. 2012
Professional Licenses and Certification:

Professional Teacher (Secondary)
Rating: 75.2%
Taken: Sept. 25, 2015, Manila
Career Service Examination Professional Level

Rating: 82.82%
Taken: JULY 26,1992, Manila
Certificate Number: 09-0012658
Issued by the Civil Service Commission
Trainer’s Methodology (TM) Level I

Certificate Number:TMC-15130201000159
Issued by Technical Education and Skills Development Authority
Issued on January 14, 2016
TESDA National Trainers TVET Certificate:
• Events Management Services NCIII

Certificate Number: 161513161300013
• Housekeeping NC III (Supervisory)
• Deliver Training Session (Trainer)
Certificate Number:TMC-15130201000149
• Conduct Competency Assessment (Assessor)
Certificate Number: TMC-15130200000154
TESDA National Certificates:

• Food and Beverage Services NCII
• Front Office Services NCII
• Events Management Services NC III
• Housekeeping NC III
• Barista NC II
• Cookery NC II
• Housekeeping NCII
Award and Recognitions:

• Outstanding Faculty Award 2016 University Level
Achievements:
• Certificate of Achievement demonstrated the competency in

Plan Training Sessions (TM Level 1), Muntinlupa City
Certificate Number TM1-PTS-2015-00019
Conduct Competency Assessment (TM Level 1), Muntinlupa City
Certificate Number TM1-CCA-2015-00019
Maintain Training Facilities (TM Level 1), Muntinlupa City
Certificate Number TM1-MTF-2015-00019
Supervise Work-Based Training (TM Level1), Muntinlupa City
Certificate Number TM1- SWT – 2015-00019
Facilitate Learning Session (TM Level1), Muntinlupa City
Certificate Number TM1-FLS-2015-00019
National Paper Presentation:

• Paper Presenter: National Conference on Multidisciplinary Research,, Philippine
Educators Network for Training, Research and Development Inc. (PENTRAD) in
Collaboration with the Polytechnic University of the Philippines and the Taguig City
University,TLC Lakeshore Tent, Taguig City, October 21, 2017
Research Paper: “The Effect of ARCA South Development as Perceived by Selected
Micro-Business Entrepreneur at Barangay South Signal, Taguig City.”
Local Paper Presentation:

• Tracer Study: College of Hospitality and Tourism Management Graduate 2012-2014.
Taguig City University Auditorium, September 16, 2014
Membership in Professional Organizations:

MEMBER, Council Of Hotel and Restaurant Educators of the Philippines (COHREP)
2012-Present
MEMBER, Association of Administrators in Hospitality, Hotel and Restaurant

Management Educational Institutions (AAHRMEI) 2013-Present
MEMBER, Philippine Association of Researchers for Tourism and Hospitality

Inc. (PARTH) 2019- Present
MEMBER: Asia Pacific Institute for Events Management. (APIEM) 2019 to Present
MEMBER: Asia-Pacific Consortium of Researchers and Educators, Inc. (APCORE) 2019-

Present
CORPORATE SECRETARY, MEMBER: Home Economics and Technology Teachers’
Organizations of the Philippines Inc. (HETTOP) 2017- Present
Trainings/Conferences/Workshops and Seminars Attended:

• 1st COHREP International Annual Convention, Research Forum and Seminar
Mercure Hotel, Nua Dusa, Bali Indonesia.
January 30, 2020 to February 1, 2020
• 1st National Convention of HETTOP. Grand Men Sing Hotel, Davao City
September26 – 28, 2019
• NEMPRED, Inc University Research And Publication Training/Workshop-Writes
shop, September 4, 2019
• Research Write shop TCU-OVPREP. January 9, 2019
• HETTOP 2nd National Training & Seminar: Enhancing Quality Of Teaching Home
Economics & Technology Geared Towards ASEAN Integration. Cebu Business Hotel,
Cebu City.
September 20-22, 2018
• Activated Lower Bicutan Emergency Response Team (ALERT): “Basic First Aid
Procedures and Training” . Taguig City University, July 25-26, 2018
• Mutya Publishing House, Inc. :”Textbook Writing and the Copyright law”. Taguig City
University,
June 7, 2018
• Association of Local Colleges and Universities (ALCU) National Convention:
”Redefining the Role of LUC’s in the World of Higher Education today and the Future”.
The Legend Villas, Mandaluyong City,
April 23, 2018
• TCU Strategic Planning 2018: “Sustaining TCU Roadmap Towards Academic
Excellence Through Accreditation”. Eagle Point Resort, Mabini, Anilao, Batangas. April
11-13, 2018
• City Government of Taguig HRMO Seminar /Workshop: “Policy Lectures (A Re-
Orientation). Taguig Business Center, SM AURA Tower, BGC, Fort Bonifacio, City of
Taguig. March 21, 2018
• TCU Lecture Series: “The Winning Attitude for Success” with Mr. Francis J. Kong.
February 13, 2018
• Home Economics and Technology Teachers Organization of the Philippines
(HETTOP) Inc. Regional Officers Oath Taking. Benguet State University, La Trinidad,
Benguet. February 4-5, 2018
• Taguig City University Re-Orientation and Workshop: Localizing GAD (Gender and
Development) Taguig City University, February 15, 2018
• Taguig City University HR: Re-Orientation for the Teaching Personnel for Academic
Year 2017-2018, January 11, 2018
• Association of Local Colleges and Universities Commission on Accreditation
(ALCUCOA)Training Capability: “Career Planning and Development”,
November 24, 2017
• Department of Science and Technology, Food and Nutrition Research Institute:
Bringing-In Resources for Employees’ Agenda on Kalusugan (BREAK)
September 29, 2017
• Baketech Solution, Basic Baking Seminar 101: “Learn the Basics of Proper Baking”
September 19, 2018
• FORUM: “Tourism Impacts and Sustainability” with Prof. Reil G. Cruz. Taguig City
University, August 29, 2018
• TCU-HRMO Faculty and Staff Development Program (PartII): “Peak-Performance and
Excellent Services”. August 24, 2017
• Taguig City University HR: Orientation for the Teaching Personnel for Academic Year
2017-2018, August 09, 2017
• TCU-CETCS Microsoft Publisher 2010 Training/Seminar: Empowering Individuals
through Information Technology”. August 2-3, 2017
• TCU-CETCS Microsoft Powerpoint Training/Seminar: Empowering Individuals
Through Information Technology”. August 2-3, 2017
• TCU-CETCS Basic Autocad Applications Training/Seminar: Empowering Individuals
through Information Technology”. August 2-3, 2017
• TCU-HRMO Faculty and Staff Development Program “Peak-Performance and
Excellent Services”. July 18, 2017
• CHTM Faculty Development Program: “Table of Specification Workshop”. July
17,2017
• Asia Pacific Institute for Events Management:”Workshop on Developing Events
Management Curriculum to an International Standards”. Imus Institute of Science and
Technology, Imus City, Cavite. February 6, 2017
• TCU-CAS: “Research Capability Building Program Lecture Series”.
January 9-13,2017
• Vikings: Dine and Learn. April 22, 2016
• TGI Fridays “Bar Exposure Program”. TGIFridays Glorietta, August 29, 2016
• Summer Research Capability Building Seminar: “Nurturing a Vibrant Culture of
Research and Inquiry Toward Scholarship and Intellectual Productivity” TCU,
May 26-27, 2016
• TCU-CHTM: Seminar/Workshop: ”International Trends in Making Pastries and Cakes”
October 2016
• Hotel and Restaurant Chef Association of the Philippines: “The 4 th Chef Bert Francisco
culinary Cup” World Trade Center, September 5, 2015
• Magsaysay Center for Hospitality and Culinary Arts: “Cruise and Hospitality Careers
Convention 2015”. SMX Convention Center, August 29, 2015
• TCU-BFHRMO: Seminar/Workshop on preparation of Project Activity Proposal,
Monthly Accomplishment report, IPCR and Annual Budget Proposals.
June 11, 2015
• Simbayanan ni Maria Multi-Purpose Cooperative: 2nd Simbayanan Entrepreneurship
symposium” October 13, 2014
• Enderun Colleges and Yeungnam University: Seminar on Sustainability Community
Development (SCD) Enderun Colleges, May 24, 2014
Extension Activities and Events Services:

• EVENT COMMITTEE MEMBER. CHTM Lecture Series 2018. “Envisioning the
Future Today Through Hospitality Academic Research”. TCU Auditorium. December
3, 2018
• PANELIST. Feasibility Study-Final Oral Defense.”Setting the Grassroots for the Next
Generation of Hospitality and Tourism Entrpreneurs Through the Growing Hospitality
Business Ventures.”TCU, November 22, 2018
• PANELIST.Thesis Final Defense. TCU, November 6,9,14,15, 2018
• ADVISER. Research entitled “Level of Events Management Service Competencies of
Selected Event Manager in Taguig City; An Assessment”. TCU, November 12, 2018.
• TIME MANAGEMENT & STRESS MANAGEMENT. IBM Corporate Service Corps
Community Service. TCU, October 20, 2018.
• ORGANIZER/FACILITATOR, Home Economics and Technology Teachers’
Organization of the Philippines (HETTOP), Inc. 2ND National Seminar Workshop.
Cebu Business Hotel, Cebu City, September 20-22, 2018
• FACILITATOR/ MEMBER: National Conference on Multidisciplinary Research,,
Philippine Educators Network for Training, Research and Development Inc.
(PENTRAD) in Collaboration with the Polytechnic University of the Philippines and
the Taguig City University: 6th Metro and South Universities and Colleges (MSUC)
National Research Congress, July 7, 2018
• PRESENTER, TCU Strategic Planning 2018: “Sustaining TCU Roadmap Towards
Academic Excellence Through Accreditation”. Eagle Point Resort, Mabini, Anilao
Batangas, April 13, 2018.
• Brigada Eskwela 18. “Pagkakaisa Para sa Handa, LIgtas at Matatag na Paaralan
Tungo sa Magandang Kinabukasan.” Kapt. Eddie T. Reyes Integrated School.
May28-June 2, 2018
• RESOURCE SPEAKER, DepEd-TAPAT and City Government of Taguig: “Social
Etiquette and Personality Enhancement Seminar”. Sen. Renato “Companero”
Cayetano Memorial Science and Technology High SSchool, City of Taguig. March12-
14 and 20-24, 2018
• EVENT VOLUNTEER. 2018 Phl. Restaurant, Café & Bar Expo and 2018 Phil. Coffee
Championships. World Trade Center,Pasay City. March 2-4, 2018
• ORGANIZER, CHTM Community Extension Service: Nestle Wellness Kitchen
Cooking Demo”, Barangay Lower Bicutan, December 7, 2017
• ORGANIZER/FACILITATOR, Home Economics and Technology Teachers’
Organization of the Philippines (HETTOP), Inc. 2ND National Seminar
Workshop:”Enriching Quality of Teaching Home Economics and Technology Geared
Toward ASEAN Integration”. Tarlac State University, Lucinda Campus, Tarlac City,
September 21-23, 2017
• FACILITATOR, Allegro Beverage 11 th Philippine Grand Barista Cup, World Trade
Center, September 15, 2017
• FACILITATOR, Philippine Coffee Championship, National Latte art Pre-Qualifier
Competition. SMX Convention Center, July 22-23, 2017
• PANELIST, HRM- CHTM Final Presentation and Oral Defense of Thesis. TCU, Nov.
8, 2017
• FACILITATOR, Philippine Coffee Championship, National Latte art Pre-Qualifier
Competition. SMX Convention Center, March 2-4, 2017
• PPC Secretary, Maria Reyna ng mga Apostoles Parish, February 20, 2017
• ORGANIZER, Community Extension. Livelihood Program: Cooking
• Demonstration, Barangay Bagumbayan, Taguig City
• Guest Speaker, 2nd Moving Up and Recognition Day,Family Life Learning Academy,
Inc.Bahay Pangarap,Sampaloc IV Dasmariñas City,Cavite
• Volunteer, Brigada Eskwela, Upper Bicutan Elementary School,
The above data is true and correct to the best of my ability.
EVELYN P. DIGNADICE, LPT, MBA

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Republic of the Philippines

EVELYN P. DIGNADICE, LPT, MBA

1|P a ge ( PRO F.DI GN ADICE )

This module is a set of learning opportunities on Introduction to M.I.C.E. and

This is a self-contained, self-pacing and you learners are allowed to progress at

2|P a ge ( PRO F.DI GN ADICE )

LESSON 1: Introduction to Events ………………………………………….. 16

LESSON 2: Introduction to Event Management ………………………….. 23

LESSON 3: Meetings, Incentives Travel, Conventions and Exhibition.. 30

3|P a ge ( PRO F.DI GN ADICE )

LESSON 4: Business Ethics and Protocols ………………………………… 38

LESSON 5: STAKEHOLDERS/ CONCEPT AND OBJECTIVES.……………. 44

*** Formulation and Presentation of Chapter 1-3 of Individual Event Proposal

• Submission of Soft Copy

4|P a ge ( PRO F.DI GN ADICE )

LESSON 6: Destinations and Venues.……………………………………….. 56

LESSON 7: Contracts and Bids/ Project Management …………………... 65

LESSON 8: Budget, Marketing Management, Sponsorship …….. 72

5|P a ge ( PRO F.DI GN ADICE )

LESSON 9: Program, Production and Staging ……..……..……………….. 89

LESSON 10: Security and Risk Management ………..……………………… 106

6|P a ge ( PRO F.DI GN ADICE )

About The Author ………………………………………………………………… 114

7|P a ge ( PRO F.DI GN ADICE )

4. Lesson Proper – this section shows the content of the lesson.

5. Self-Progress Activity – this is the assessment and evaluation section of your

6. Summary of the Lesson – this section shows the consolidation of all-important

8|P a ge ( PRO F.DI GN ADICE )

This course module aims to establish the principles of conceptualizing, planning,

Learning Activities Time

Getting to know each other

Introduction about the University (Mission & Vision)

Introduction about the Program and Course 3 HOURS

Discussion of the Modular set-up

Rules in Online and Modular set-up

Learning Activities Time

Learning Objectives 10 Minutes

Lesson 1: Introduction to Events 2 Hours

Synthesis/Question and Answer 20 Minutes

Self-Progress Activity 30 Minutes

(not included the Asynchronous Activity/Self-Progress)

9|P a ge ( PRO F.DI GN ADICE )

Learning Activities Time

Learning Objectives 10 Minutes

Lesson 2: Introduction to Event Management 2 Hours

Synthesis/Question and Answer 20 Minutes

Self-Progress Activity 30 Minutes

(not included the Asynchronous Activity/Self-Progress)

Total Session Time 3 HOURS

Learning Activities Time

Learning Objectives 10 Minutes

Lesson 3: Meetings, Incentives Travel, 2 Hours

Synthesis/Question and Answer 20 Minutes

Self-Progress Activity 30 Minutes

(not included the Asynchronous Activity/Self-Progress)

Total Session Time 3 HOURS

Learning Activities Time

Learning Objectives 10 Minutes

Lesson 4: Business Ethics and Protocols 2 Hours

Synthesis/Question and Answer 20 Minutes

(not included the Asynchronous Activity/Self-Progress)

Total Session Time 3 HOURS

Learning Activities Time