VMA GLOBAL COLLEGE AND TRAINING CENTERS INC.

Earl Carol St. Sum-ag,Bacolod City

COLLEGE OF HOSPITALITY AND BUSINESS MANAGEMENT

 MICE CONVENTION 2022
"The Philippine Hospitality and Tourism 2022: The Industry's Come Back

Executive Documentation Report

Organizing Committee and Designation

Committee Chairperson
Precelle Joy B. Yanga
Assistant Committee Chairperson
Jhon Ryan B. Tanguilig
Secretary Committee
Jhon Paul S. Boyles
Secretariat Committee
Cheryl Ortega
Marketing Committee
Kyle A. Montero
Adriano Mejica
Joreen Sa-onoy
Liaison/Communication Committee
Hazel Salo
Finance Committee
Jayhan Villajuan

Volume 1

MR. ABUNDIO H. SERFINO III

Adviser, Organizing Committee
College of Hospitality and Business Management

TABLE OF CONTENTS
 Acknowledgement -------------------------------------------------------------------- 5
Event Profile----------------------------------------------------------------------------- 6
Event profile
Event element
Hospitality Event Skill Olympics 2022
Budget Proposal------------------------------------------------------------------------- 7
Logistics---------------------------------------------------------------------------------- 8
Layout------------------------------------------------------------------------------------- 9
Decorations------------------------------------------------------------------------------- 10
Preparation of the event ---------------------------------------------------------------- 12
Implementation of Activity
Event Proper Procedure----------------------------------------------------------------- 15
Event Proper------------------------------------------------------------------------------ 16
Task Checklist
Appendices-------------------------------------------------------------------------------- 18
Event Site Layout
Event Poster------------------------------------------------------------------------------- 20
FINANCE--------------------------------------------------------------------------------- 21
Receipt Liquidation
Finance Copy of Expenses/Financial Report----------------------------------------- 24
Finance Copy of Expenses/Financial Report----------------------------------------- 25
M.I.C.E. Convention 2022 Liquidation Report-------------------------------------- 31
Proposal Letter--------------------------------------------------------------------------- 34
Equipment & venue request letter
Event Pictures with Narrative Report
Registration form------------------------------------------------------------------------- 41
Evaluation--------------------------------------------------------------------------------- 43
Certificate-------------------------------------------------------------------------------- -44
Registration Form (Attendance)-------------------------------------------------------- 47
Evaluation form
Gmail Account
QR Code----------------------------------------------------------------------------------- 48
Registration QR
FB page
Organizing Committee Learning Experience------------------------------------------ 49
 ACKNOWLEDGEMENT

 
 This year’s event has been a successful one with great experience and stories
to tell. It is an honor to be part of the community and work with reliable leaders. As a
gratitude and appreciation, recognizing their efforts to make this event possible is
given whole-heartedly.

A big thanks to the Organizing Committee for Meetings, Incentives,

Conferences and Exhibitions in making this event an opportunity for students to
bounce back from the effect of the pandemic.

  Mr. Abundio Serfino III, it is a pleasure to work with him and share brilliant
ideas that contributed to the success of this event. His exemplary knowledge paved
the way for the sailing boat to continue its voyage. He has shown his experience and
mastery in this field.

With all the efforts and support he has given, it made the team work progressively on
a higher scale.

Dr. Remedios Johanna S. Vargas, FRIBM VPAA, for her untiring support to the
whole CHBM Department.

Mr. Heries V. Trance, MBA-HRM CGSP CHBM Dean, for allowing the students
to showcase their skills and abilities despite the situation. His recommendations and
suggestions made this event even more exciting and engaging.

Mr. Edwin P. Benitez, MBA-HRM CHBM Program Head, for guiding and
supporting the team from preparations to the actual event.

CHBM Faculty and Staff, for the extending their hand and ideas they shared,
advices, guidance, and time to the Organizing Committee and the event.

Event Profile

 
 As we face a much challenging Academic Year 2021-2022 in the New
Normal, students experienced a drastic change with it comes to skill-based programs
exposure. This year’s Foundation Week paved the way for students to be exposed
again in face-to-face basis. With the theme, “ONE AIM, ONE PURPOSE, ONE
MISSION”, the students were able to come up with a better solution to prepare,
perform, and present their wonderful creations with unity and pride. The primary goal
of the event was to showcase the outstanding skills of every student to different
categories of the competition. Moreover, the event highlighted the ideas of the CHBM
students from intangible concepts to tangible outcomes.

Events Specification

The event commenced on the 28th  of May, 2022. Before the actual date of the
event, a rehearsal was conducted on May 27, 2022 from 05:00PM to 09:00 PM. The
theme pivoted the common goal of this year’s Convention which is to work as one
and achieve success as one. This event is open to all the CHBM students and the other
school participants. The event centered its eye to the Hospitality Events. The annual
celebration opened its arms to the BSHM2 ALPHA,BRAVO and BSTM students
whom were involved in making this event a successful one supervised by Mr.
Abundio H. Serfino III.

Event Element

HOSPITALITY EVENTS SKILLS OLYMPICS 2022

The theme of the event is “The Philippine Hospitality and Tourism 2022: The
Industry’s Come Back”

Date and Time: May 28,2022 09:00am-05:00pm

Venue: VMA RSB GYM

Students from Vma, students/teachers from other schools, faculty and staff of
VMA Global College and Training Centers, Inc., are the audience of the event
The Organizing Committee Chairperson presented and submitted the budget
proposal on February 07, 2022. It was approved and handed on February 17, 2022
amounting ₱42,300.00.
Budget Proposal

Mr. Heries V. Trance CGSP, MBA-HRM

Dean of the College of Hospitality and Business Management
VMA Global College and Training Center, Inc.
Earl Carol St. Sum-ag, Bacolod City

Greetings!
As we approach the month of May, we have come up an ideas that the student
of Bachelor of Science in Hospitality Management 2 and Bachelor of Science in
Tourism Management 2 to organize an event in line with the subject in Mice.

In line with this, the Organizing Committee of MICE would like to present to you our
budget proposal for the following events of this year’s Convention with the theme
“The Philippines Hospitality and Tourism 2022:The Industry’s Come Back”.
We hope for your approval with regards to the suggested amounts for each events.
We are looking forward for your positive feedback.
Thank you and keep safe!

Respectfully yours,

PRECELLE JOY YANGA

Chairperson, Event convention

Noted by:

MR. ABUNDIO SERFINO III

Adviser

Logistics
LAY OUT
DECORATIONS
PREPARATION FOR THE EVENT
 IMPLEMENTATION OF ACTIVITY

ACTIVITY DESCRIPTION DATE TARGET PERSON PERSON IN

CHARGE

ASSIGNING FINALIZED 4/11/2022 ORG.COMMITTEE’S YANGA, PRECELL

TASKS/WORKS ON ACTIVITIES B.
EACH COMMITTEE MR.SERFINO

POSSIBLE 4/11/2022
SEARCH FOR SPEAKERS FAMOUS/POPULAR ORG. COMMITT
SPEAKERS

-EVENTS PROPOSAL EVENT AND 4/12/2022 MR. TRANCE YANGA,PRECELL

-BUDGET PROPOSAL BUDGET MR. SERFINO B.
-FINALIZATION OF PROPOSAL
PROPOSALS

EVENT LOGO KITS 4/12/2022 MR. TRANCE JHON RYAN

MR. SERFINO TANGUILIG

E-POSTER DIGITAL 4/12/2022 MR. TRANCE JHON RYAN

MARKETING MR. SERFINO TANGUILIG

SPONSORSHIP LETTER FOR SPONSORS 4/20/2022 SPONSORS YANGA PRECELL

TARGET SPONSORS PARTNERSHIP 4/20/2022 F&B INDUSTRY KYLE A. MONT

MICE CONVENTION OFFICIAL LOGO 4/20/2022 MR. SERFINO JHON RYAN TANG
2022 LOGO

SMX,SEDA,SUGARL MR. SERFINO

CALL AND, STONEHILL YANGA PRECELL
VENUE(OPTIONS) ASK CANVASS 4/20/2022
FOR QOUTATIONS

CREATE GMAIL COMMUNICATION 4/20/2022 SPEAKERS,VENUE, ORTEGA CHER

ACCOUNT SPONSORS
 CREATE EVENT FB INFORMATIONS 4/20/2022
PAGE

CREATE GOOGLE DOCUMENTS 4/20/2022

DRIVE

SENT SPONSORSHIP SPONSORS

LETTERS

SENT INVITATION INVITATION

LETTERS FOR LETTERS
SPEAKERS

CREATED LOGO
DESCRIPTION/ SITE DECORATION
BACKDROP

PROCESS ONLINE REGISTRATION

REGISTRATION FORM

-PRESENTATION OF ATTENDANCE,
CERTIFICATES RECOGNITION,
APPRECIATION

PROGRAMME EVENT
SCHEDULES

-BOOKING VENUES
FOR THE EVENTS AS
WELL AS THE TOOLS,
PROPERTY OFFICE
MATERIALS, AND
UPDATES
EQUIPMENTS TO BE
USED
COMMITTEE
-COMMITTEE FACE-
TO-FACE MEETING

E-POSTER APPROVAL FINALIZATION OF

E-POSTER
 FOLLOW UP SPONSORS,
SPEAKERS, SPONSORS, SPEAKERS
GUESTS,REQUESTS LETTERS

MENU PLANNING FOODS

-PLANNING OF SITE
LAYOUT

-FINALIZATION OF
SITE LAYOUT

-PRESENTATION AND
APPROVAL OF SITE
LAYOUT

-SENDING OF LETTER
OF REQUEST TO
NROTC UNIT

-UPDATES FOR
WORKING TABLES TO
BE USED BY THE
PARTICIPANTS
DURING THE EVENT

-BOOKING OF
SOUNDROOM AND MIS
TEAM TO ASSIST WITH
THE TECHNICALS
DURING THE EVENT.

PRESENTATION OF
TEASER VIDEO

-SUBMISSION OF
REQUEST FORMS AND
PASS-IN AND PASS-
OUT FORMS

-FINALIZATION OF
VENUES,
WORKPLACES,
MATERIALS,
EQUIPMENTS, EMCEES,
TECHNICALS,
 CERTIFICATES AND
PRIZES

-PREPARATION OF
STAGE DESIGN AND
SITE LAYOUT

-FINAL REHEARSALS
OF EMCEES AND
TECHNICAL TEAM

-PRINTING OF
CERTIFICATES

CREATE EVALUATION
FORM

EVENT PROPER PROCEDURE

07:30AM COMMITTEE CALL TIME

08:00AM PREPARATION FOR PARTICIPANTS/GUESTS

08:30AM -PREPARED THE CERTIFICATES,TOKENS/KITS

09:00 AM -START OF THE PROGRAM

9:00 AM-12:00 NN -ONGOING MORNING SEGMENT

12:00 NN- 5:00 PM -ONGOING AFTERNOON SEGMENT

Event Proper

Task Checklist

Organizing Committee Chairperson: Precelle Joy B. Yanga

 Initiate event goal and objective

 Establish Concrete Plan
 Promote and publicize the event
 Arrange tasks and responsibilities
 Establish connection with the entire committee and participants
 Coordinate with the school’s laboratory head
 Conceptualize with the team
 Manage the event flow from preparation to execution
 Conduct survey and evaluation of the event
 Coordination with Property Office
 Paperworks and documents
 Dissemination of informations
 Coordination with Speakers
 Proposal of documents

Assistant Chairperson: Jhon Rhyan Tanguilig

 Initiate Event Logo/Mice Con Official Logo 2022

 Initiate E-Poster
 Monitor online websites( Gmail, Fb Page,Contact Number, FB Account)
 Execute Backdrop
 Stage Design
 Disseminate Informations

Secretary Committee: Jhon Paul Boyles

 Paperworks and documents

 Provision of softcopy and hardcopy materials
 Distribution of printed materials
 Dissemination of instructions through documents
Secretariat Committee: Cheryl Ortega

 Search for possible sponsors

 Disseminate Informations
 Paperworks and Documents

Marketing Committee(assitant,designer): Kyle Montero/Adriano Mejica/Joreen Sa-onoy

 Sponsors In Charge
 Disseminate Informations
 Paperworks and Documents
 Follow Ups
 Create Event Lay out
 Create Teaser Video
 Sourcing Materials for Tokens/Kit
 Create Garlands and Id’s

Liaison/Communication Committee: Hazel Salo

 Disseminate Informations
 Paperworks and Documents
 Food and Equipments In Charge
 Food Sourcing
 Stage Design
 Coordinate with Property Office
 Coordinate with the Laboratory Head

Finance Committee: Jayhan Villajuan

 Budget planning
 Sourcing of materials
 Speakers Fee
 Amount allotment
 Execute Budget

Appendices
Event Site Layout

Event Poster
 FINANCE

RECEI PT LIQUIDATION
Finance Copy of Expenses/Financial Report
Finance Copy of Expenses/Financial Report
MICE CONVENTION 2022

LIQUIDATION REPORT
PROPOSAL LETTER

May 04,2022
DR. RAUL C. ALVAREZ JR.
Director, CHED RO 6
Commission on Higher Education Region VI
Magsaysay Village, La Paz Iloilo City

THRU:

DR. EFREN S. SUCALDITO

Education Supervisor II
Commission on Higher Education
Region IV, Western Visayas

RE: CONVENTION PROPOSAL

Dear Mr. Alvarez:

Greetings in the name of our Lord Jesus Christ!

We, the second year students of VMA Global College and Training Centers Inc.
Taking up Bachelor of Science in Hospitality and Tourism Management are currently
working on organizing a whole day convention as part of the requirements for the
subject, Introduction to M.I.C.E. as applied to Hospitality (Meetings, Incentives,
Conventions, and Exhibitions)
In line with this, we are humbly requesting for an endorsement to reify a Tourism
and Hospitality Management with the theme; “The Philippine Hospitality and
Tourism Industry 2022: The Industry’s Come Back” on May 28,2022 at Vma Global
College located in Bacolod City from 09:00AM -04:00PM.
To further discuss the details and relevance of this convention, attached herewith
is the project proposal for your reference.
Your positive response regarding this matter is highly appreciated. Thank you and
God speed!

Sincerely,

MS.PRECELLE JOY B. YANGA MR. ABUNDIO H. SERFINO III

Zhairperson, MICE Convention Adviser

MR. HERIES V. TRANCE, MBA-HRM DR. REMEDIOS JOHANNA S. VARGAS

Dean BSHM/BSTM Dept. Vice-President for Academic Affairs

DR. ELIZABETH O.SALABAS

President

Equipment and Venue Request Letter

Event Pictures with Narrative Report
Registration Form
Evaluation
 Evaluating the participants’ experiences during the event is necessary for it will help
in distinguishing what part of the event worked well, and what can be improve.

The steps in conducting the evaluation during the first Virtual MICE Convention of
the CHBM department of VMA Global College and Training Centers Inc. Are; first, we
have created an evaluation form using the Jot Form which consists of series of questions
which is relevant to the event that is answerable by Not Satisfied, Slightly Satisfied, Satisfied
and Excellent. We also allotted spaces for the lessons they have learned during the event,
and the participants’ feedbacks.

Resume/Portfolio of Participants
Cetificates
Registration Form (Attendance)

Evaluation Form
The Evaluation forms was distributed after the event. The committee were instructed to
send the link to the class mayors of CHBM to be filled-out by the participants. There are
121 total of responses gathered. Majority of the respondents were completely satisfied with
the Hybrid M.I.C.E Convention 2022

Rate from 1 to 4 ( 1 as the lowest and 4 as the highest)

Gmail Account

How satisfied were you with the event/activity/program?

How satisfied were you with the objectives of the said event/program/activity?
How satisfied were you with the organizer’s presentation of skills and preparedness of this
event/activity/program?
How satisfied were you with the hybrid Convention?
How satisfied were you with the dissemination of information/communication to join the
said program/activity?
What were your key take-aways from the said event/progran/activity
Any overall feedback for the event?
QR CODES

REGISTRATION FORM QR CODE:

EVALUATION FORM QR CODE:

FB PAGE QR CODE:
Organizing Committee Learning Experience

To successfully run any event, you need to be able to do about 50 things

at once. This multi-tasking prowess is one of the key skills for event
management, required for both smooth planning and flawless execution
of an event. The best planners have foolproof systems and step-by-step
checklists. Working in events requires the ability to focus on the big
picture while keeping track of all the little details. To avoid burnout, get
comfortable delegating some of your more time-consuming tasks. And if
things don’t go according to plan, don’t be afraid to switch to Plan B.
Communicate in a way that is respectful to everyone and doesn’t put
anyone down. Accept criticism and be open to new ideas.it’s important to
really love what you do. Genuine passion helps you overcome bumps in
the road and stay cool when all seems lost. It also leads to bursts
of creativity and productivity, as opposed to just trying to get through the
day. Things like time management can be learned, but you can’t teach
passion. 

-Yanga,Precelle Joy
B.

Things that I have learned during the event is that, we need to work
together and be flexible at all means so that the work flow will be well
managed, in order and smoothly done. The proper delegation of task must
be applied ahead of time and has been endorsed to every committee’s
ahead prior to the event and meetings and conceptualization of the flow
must be practiced on the future one. The event might have technicalities
yet it was successfully achieved through the help of the participating
sections and, committee’s and the department.

-Jhon Rhyan Tanguilig

First I would like to say thank you to Sir von to give me an opportunity to
be one of the organizing committee family, in this event all we need is
patience and commitment to make the work easier and fast. Event a lot of
bad things we encountered. But still we are fight to make this event
successful.
-Jhon Paul Boyles
It is a great honor and previlige to be part of the event organizer
committee. An opportunity to learn new things and experiences that could
enhance our skills and knowledge in managing more events in the future.
Im so proud to each and everyone to had a chance to organize an event
that turned out well. It is not easy and we faced a lot of challenges and
misunderstandings but we are able to face it and unite to make the event
possible. We shared time, effort and with the help of our instructor to
make the event happen as we all unite and build new friendship. I think it
is the most important part of the learnings on how we can get along with
others.
-Cheryl Ortega

Before anything else I would like to congratulate my fellow organizer for

the successful event and job well done that we did last last Saturday.
Being one of the organizing team is very challenging especially in
marketing, even we encounter rejection and other things we still move
forward to make the event successful. I just want to thank sir von who
push us into this and to my fellow organizer even we encounter trial and
error still we did an amazing event, cheers to us.

-Kyle Montero

The event was very successful during that wonderful day. It was very
nerve racking and hot especially all of us wearing formal attire but then
again we gained knowledge and a little bit of wisdom from organizing
this big event. Very tiring but worth it in the end and keep in mind this is
only the tip of the iceberg more challenges await us ahead.

-Adriano Mejica

I am out of words to explain how privileged and honored I am to be part

of this event and have this MICE subject. where I've experienced this big
responsibility and be able to fulfill my part and it teaches me also how to
be flexible and resourceful. Those sleepless night and exhausted days of
preparation are worth it and makes us unite as a team together with our
instructor. The speakers of this event also tough and inspired me and I
believe not only me but all of my fellow classmates. Hoping to
experience this kind of event again or to be an organizer again and not
only in the school in God's will
-Hazel Salo
Making a perfect convention takes a lot of patience and dedication. There
are numerous tasks to be completed during the preparation stage. For the
processing, you must return to school. It takes a lot of our time and
money, but it's all worth it in the end. The harworks and sacrifices had all
been paid for. Because of the presenters who are truly skilled and
respected in their chosen industry, I've learned a lot at our convention.
They became my motivation to succeed in my studies.

-Jayhan Villajuan

As part of mice committee I said that the event is very successful ,even
though there's a moment of struggle but still fight and never give up , as
marketing designer I learned on how to make my own design like making
garlands and DIY personal kit.
-Joreen Sa-onoy