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Events Lesson 6 Industry Suppliers
Events Lesson 6 Industry Suppliers
EVENTS MANAGEMENT
Learning Objective
After this lesson, the learner is expected to identify the industry
suppliers and the services they provide.
Suppliers
1. Venues
2. Hotels
3. Food and Beverage (F&B) Suppliers/Caterers
4. Airlines
5. Airports
6. Ground Transportation (Car Rental, Coach, and Bus Service)
Ground Handlers (Travel Agencies, Tour Operators, Spouse
Programs)
7. Freight Forwarders
8. Booth Contractors
9. Audiovisual/Meeting Technologies Suppliers Security
10. Manpower Agencies
11. Photography, documentation, and transcription services
12. Advertising agencies, public relations (PR) companies,
printers, providers of corporate premiums, and other
promotional materials
Venues
Venues are facilities where MICE events are held. Venues may be free-
standing or attached to other properties, like hotel ballrooms or event
spaces located within shopping malls.
Hotels
If you are holding your event in a hotel, ask your hotel if they accept
exchange deals or if they provide free-of-charge (FOC) holding room/s,
accommodations, and/or meals for the secretariat, if you can make a
minimum number of room bookings. Hotels provide additional services
free of charge commensurate to the income and publicity that the event
brings. Assistance for room blocks for big international events can be
facilitated with the help of the Tourism Promotions Board. There are also
discounts for bulk booking.
Airlines
However, like any business deal, such requests will be evaluated by the
airline on the basis of the publicity mileage and business gain that the
event will generate for the airline company. If a particular event can
bring in significant benefits to the airline relative to the cost, it may
welcome the appointment as the official carrier and provide a
proportionate array of special services for the organizer and the
delegates.
Airports
Sampaguita leis or its variations are still a popular sign of welcome in the
Philippines. There are nonetheless a number of other creative gestures to
welcome guests at the airport. In Manila, "meet and greet" arrangements
are the easiest to arrange through travel agencies accredited by the
Ninoy Aquino International Airport (NAIA). While it is difficult (but not
impossible) to dedicate an immigration or customs counter exclusively
for delegates of a particular event, especially for group arrivals, one or
two of these counters may display the event logo to make the delegates
feel welcome. Airports may also hang event banners and streamers to
welcome delegates.
Transportation Suppliers
Ground Handlers
Ground handlers are travel agencies and tour operators which assist
event organizers for the tours and travel arrangement for event
participants.
Freight Forwarders
The freight forwarder's main role in MICE is to bring goods for the exhibit or
for use in a conference from their point of origin to the event venue in good
condition and in time for the event. These goods may range from preserved
butterflies to hovercrafts.
All goods entering the Philippines from a foreign country, even if they are
previously exported or brought out from the Philippines, are subject to
customs duties and taxes upon each entry into the country, except
otherwise indicated in the Tariff and Customs Code of the Philippines.
A waiver can also be made instead of making a cash bond deposit. For
example, if the foreign owner of the equipment has a local counterpart, the
local office must make a promissory note committing to pay the required
duties and taxes in the event that the equipment does not leave the
Philippines as promised.
On the other hand, goods leaving the Philippines for the same purpose and
with the same intention of bringing them back must be properly identified
as well. A certificate of identification must be accomplished and submitted
to the Bureau of Customs. This same certificate will serve as the basis upon
the goods' re-entry to make sure that they are the same goods that left the
country. Should the customs fail to match the goods with those in the
certificate, all items, not included in the certificate of identification, shall be
charged with the rightful duties and taxes.
So, to avoid problems, make sure that all items are properly identified and
all required arrival and departure documents are accomplished. Even if it is
the freight forwarder's duty to make sure everything is in order, it is still
advisable for the consignee or the owner to double-check. For in the end,
the consignee is still the one who will end up paying for all the charges.
Booth Contractors
The best booth space in trade fairs is an island booth, with all its facing
the aisles The booth must have a good design, theme, and clear
representation it showcasing. It must also be able to easily catch the
attention visitors and draw toward the booth. Exhibition contractors are
responsible for executing a booth design, matter how complicated it is.
Exhibitors may also ask the contractor to design the booth, but it the
exhibitor's responsibility to choose or produce the best design in order to
make the most out of its participation in the event.
Event organizers may assign an official booth contractor for each event.
The official booth contractor may in turn levy a certain fee, like a corkage
fee, on exhibitors who choose to use the services of other contractor/s
instead of the official one. The reasons assigning an official booth
contractor include easier coordination and economies of scale goods are
cheaper by the dozen). The booth contractor is the one who coordinates
with the venue coordinator or representative regarding electricity load
It is true that technology development has gone leaps and bounds in the
past three decades since the coming of the Internet age. This rendered a
number of good old equipment almost obsolete, like typewriters and
overhead projectors to give way to better ones, like computers, LCD
projector conference microphones, intelligent public address (PA)
systems, simultaneous interpretation systems, electronic voting systems,
and the like. However, there are still some who prefer using white board
and marker, flipcharts, and the traditional paper and pencil. A good
meeting planner should therefore be able to provide the materials with
which speakers and guests would be most comfortable.
Security
Manpower Agencies
Procurement
Steps in Procurement
1. Prepare a list of the things you need to buy and the reason why
you have to buy them. Describe the goods/services that you need
and write down the details. This is called the "Specifications" for
a product, or the "Terms of Reference" (TOR) and the "Scope of
Work" (SOW) for services. You may base these on online sources,
similar purchases made in the past, and reference quotations. It
would also help to research about the leading suppliers of a
particular product or service as well as market trends.
2. Prepare a Gantt chart or a schedule of procurement. The
schedule must indicate deadline for the specifications, the
quotations or bids, the delivery, and the payment.
3. Request for budget and have your list of items approved.
4. Prepare the criteria for selection. For example, the criteria for
event venue selection may include: (a) facility cleanliness and
maintenance, (b) ease of communication with the venue
coordinator, (c) availability of space, (d) availability of lighting and
equipment, and (e) quality of food and beverage. These five items
refer to the technical specifications, and the cost refers to the
financial offer. Some event organizers put more weight on the
technical qualities than on the cost.
5. Announce your requirement by sending out the RFQ or the ITB.
This is in a letter format indicating the specifications and/or the
TOR which you prepared earlier. It must also contain the
schedule, especially the deadline for submitting quotations and
the target date for delivery.
6. Evaluate the bids/quotations using the criteria you prepared.
7. Respond to all bidders. Turn down those bids that were not
chosen and sign a contract with the winner.
8. Make sure that deliveries are made on time and according to the
specifications/TOR.
9. Pay the supplier according to your agreed terms.
10. Evaluate the supplier and take note of the good performers so
that you can ask them to supply you again at your next event.
ACTIVITY TITLE:
“LESSON 6 DISCUSSION QUESTIONS”