CHAPTER 8

On-site Management
By Tinette S. Capistrano and Dexter R. Deyto

Learning Outcomes
At the end of this chapter, the students should be able to:

IDENTIFY
DISCUSS the risks and challenges
the phases of on-site that arise on-site.
operations.

DEVELOP
a plan for on-site
management.
 On-site Management

Introduction
No matter how thorough the planning
and preparations for an
theactualday of the event. On-site management event, organizers never relax on
is the most crucial phase of event
the months (or years) of planning and management.
preparations lead to the actual
theeventmust be on the alert for possible event. All working units of
challenges or emergencies. All team heads
theircommunication lines open for quick decision making must keep
or trouble shooting.
When event managers enter a venue, what is
usually handed over to them is an empty hall for
a conferenceor exhibition, or an empty stage for a concert
or show. Ingress or load-in must be
lannedso that all work is done in sequence and synchronized
among all units. On the eve of the
ingress,the on-site manager reminds the team heads and staff about
all the important details they
willbe working on.

The challenge for the on-site event team is to

make your guests experience a pleasantly unforgettableevent.

On-site Organizational Chart

The on-site organizational chart is a visual guide for all the teams involved in the event and
is usuallyposted in the command center or "war room." This also helps the on-site event manager
locatethe people responsible for certain areas and activities.The following are the "key people" in
eventmanagement.
On-site Event Team —the core group responsible for the overall planning, performance,
and execution of the event proper. This team may be a professionalevents company,
volunteer members of an organization or association, a team of company executives and
staff, an advertising or marketing team for activation projects, etc. Aside from preparing
the operations plan and assigning heads of the various subgroups, this team provides
guidance and direction should there be conflicts or confusion on certain policies and
directions. They empower, promote, and develop leaders who will handle the day-to-day
operations of the event from ingress to event proper and egress.
2. Subgroups or Committees — the groups responsible for specific areas of event
organizing. Following are some of the primary groups addressing specific tasks and areas
of responsibility:
a. Conference and Program Committee —handles floor managementand coordination
of speakers and hosts for all the meetings, sessions, as well as physical arrangement
requirements, stage and production set-up, food and beverage, language services, etc.
b. Exhibition Committee —covers exhibitor relations and display set-upt special activities,
and support services including booth stand build up/tear down, freight fomtardersand
logistics, opening and closing program, etc.
c. Secretariat Committee —acts as the communicationsand command center.They
handle all administrativefunctions, i.e., cash management and fund disbursement,
printing and photocopy, office supplies, kits, tokens, storagej photography and
video documentation, etc. They also take charge of coordinating with event VIPS,
dignitaries, sponsors, partners and endorsers, supporting government agencies, etc:

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A Guide to Management
Meetings, Incentives,
Conventions, Exhibitions and Events

d. Registration
Committee —handles set up and pack up of the registration area, queue
management, Information/Help
Desk, badge and kit distribution, etc.
e. Technical
Committee outsourcing and coordination of all audio-visual, electrical
and IT-related needs
of the event. They usually coordinate with facility administrators
and vendors, i.e., AV
suppliers, registration systems, wi-fi and internet providers, etc.
f. Transportation,
Accommodation, Socials,and Pre- and Post-event ToursCommittee
—coordinates shuttle
services for guests, schedules for pick-up/drop-off and social
functions, arranges optional
tours and leisure activities, and makes reservations.
g. Promotions and
Media Relations Committee — coordinates with PR and media
agencies and reporters for event promotions and on-site coverages.

Managing Director

Executive Assistant to
the Managing Director

Events Business
Unit Head

Project Marketi
Production

Project Marketing and Sponsorship

Manager PR Coordinator and Exhibitor Set-up Head Senior Art Production
Coordinator Director Head

Secretariat Set-up
Production
Coordinator
Coordinator

Registration
Head Production
Coordinator

Accounting
Representative

VIP and Media

Food

Sample On-site Organizational Chart

(ArtisteScape, Inc.)

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The Operations Plan

In order to have a smooth flow of coordination and communication amongst team members,
theremust be an operations plan in place with the following basic details:
a. event goals and objectives;
b. event concept and target audience or participants;
c. basic event information (dates, time, venue, floor plans, vicinity map, partners, sponsors,
expected volume of guests, attendees, social activities, etc.);
d. event program, topics, and speakers;
e. working team and organization chart, on-site responsibilities, designated areas of
assignment, duty hours, reporting and delegation authorities,contact details, etc.;
f. master list of all participants, exhibitors, sponsors, vendors, venue administrator,etc.;
g. venue floor plan, house rules, security plan, emergency and crisis management plan,
building and other technical specifications;
h. list of FAQs; and
operations/on-sitemanagement checklist.

Ingress
This crucial part of the event is
done on the eve of, or a day before
the event opening (depending on
the scale of the set-up). Normally,
ingress takes four to six hours for a
conference or convention and twelve
to twenty-four hours for a trade fair or
exhibition. The on-site manager needs
a team of capable and experienced
team leaders who will handle the
tasks enumerated below. All team
heads report onsite with copies of
-MSA-
their suppliers' contracts, checklists, Earty

and workflow charts of their areas of

responsibilities.

Venue Site Inspection

A thorough inspection of the
venue and its facilities must be made
by the event manager or venue team 39th ManilaInternationalBook Fair, PrimetradeAsia Inc.
head before actual ingress.
• Check the reading of the electrical meter of the venue if consumption will be charged to
the event.

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venue such as existing paint and

Check for cracks and other existing defects in the
scratches on the walls and floors.
and make them conduct site
For events covering large areas, assign sectoral heads to the Project Manager any
report
inspection for their sectors. Sectoral heads should
problem arising from their inspection.
form for the venue after fully and
• An event project manager should only sign the turnover
thoroughly inspecting the premises.

Security
ensures that the event is
This very important aspect of an event must not be overlooked as it
safe from threats.
security agency prior to
• Have a security meeting with the venue representative and
agency of the venue,
actual ingress. It is best to hire the services of an accredited security
area.
whether it will be a hotel, conference/convention center or exhibition
requests of
• Discuss all details of the ingress, set-up, the event format and program,
the meeting.
performers, celebrities, VIPs, and other important information during
Carefully plan contingencies with the security team such as traffic, crowd control,
emergencies, and possible risks.
• Hire the correct number of security for the event to ensure that all areas of the venue have
assigned security personnel.
• Hire special security to handle the VIPs and special celebrities. For special events with
highly confidential discussions, thoroughly check the background and accreditation of all
personnel who have to be present at the sessions.
• Discuss the chain of command and communicationplan for emergencies and possible
high risk situations.

For Exhibitions
Trade fairs and exhibitions are perennial crowd drawers. They can be the main event or the
supplementary event. The biggest challenge for managing exhibitions is setting up because of
the flow of people, equipment, and inventoryinto the venue at a limited time. It is importantto
synchronize all the activities in a grand plan and to communicate the plan to all the exhibitors.
• Brief exhibitors, contractors,and other suppliers on the procedures for ingress, set up,
exhibition, and egress at least two weeks before the event. The briefing will be conducted
by the on-site manager.

A sample rundown of the exhibitors' briefing is as follows:

Introduce team heads (booth structures, freight, logistics, electrical, storage, security,
communications) and contractors. Provide their contact details.
Run through the ingress schedule.
Review the guidelines for ingress and setup.
• Introduce the exhibitors to each other.

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Run through the program of

activities.
Review all exhibit guidelines.
Review guidelines for egress
and set up.
Discuss contingency plans.
Review possible emergency
scenarios.
Entertain questions from
exhibitors.
Assign an operations team
specifically for the exhibitors.
provide all pertinent forms to
exhibitors (gate passes, permits);
collate all forms in a handy
If signatures are needed on the
forms, make sure the signatory is present,
Make sure the exhibitors have copies
of the ingress schedule and guidelines.

ForConference
Setting up for a conference can be done
three hours or twelve hours before the event,
depending on the number of expected guests, the length of the
program,and the stage set-up.
Thefollowing are some concerns of the on-site manager
who is in charge of the ingress.
Make sure the contracted set-up schedule is sufficient
to allow the speakers and
entertainers to rehearse and to check their technical requirements.
All cables must have protective covering to avoid accidents.
The technical booth must be located where the assigned crew can
clearly see what is
happening onstage.
All speakers' materials must be reviewed at the projection screens to ensure
that they are
visible from all corners of the venue.
Do a technical run before the show starts. Lights and sounds must be cued
and
sequenced for each performer and speaker.
Assign a person in charge of the speakers' needs. Ensure that the holding area and
lectern
have stocked beverages and snacks if speakers are expected to wait for their turn in
the
program.
Wi-fi connection must be available to everyone in the conference. If you are renting
this
service, make sure you have the correct bandwidth.
Buffet tables should be adequate for all the delegates. Do a time and motion study
for
food service when you do your food tasting.
The Registration area must be centrally located and visible to all delegates but away
from
the stage to avoid distractions. Complete kits and registration forms should be available.
Have separate registration counters for walk-in delegates and pre-registered delegates.
• Adequate signages detailing the registration process must be visible to all delegates.

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Conventions, Exhibitionsand Events

Permits
Permits and licenses vary depending on the locale of the event. The event organizer must
secure them in advance and have copies availableon-site in case they are requiredby local
authorities. Some examples of permits are:
• LGU event permit
• Import and export permits for exhibit goods
• Fire Inspection permit
Food and Sanitation Inspection permit
• Heavy Equipment (required by venue if exhibits exceed floor load capacity) permit
Security/PNP (required only if the event has display of firearms and ammunitions) permit
As early as possible, assign someone (usuallyan experienced logistics supplier) to find out from
the venue representative and local government unit where the permits and licenses are secured and
to secure all the needed permits. Some events require more permits than others.

Suppliers/Service Contractors
Entry and exit areas for suppliers and service contractors must be clearly marked. They must
also be wearing appropriate uniforms and prescribed event IDs that clearly identify the company
they represent.
The caterer should be able to provide food, equipment,and wait staff for the number
of people expected. If there is a likelihoodof overflowof guests, the caterermustbe
informed by the F&B team head as soon as this possibility is noted.
The staff of contractors (especially those who will be dealing with guests and speakers)
must be briefed on special conditions of the event such as proper decorum and conduct,
program protocols, and restricted areas.
• Freight forwarders should have the proper equipment on site when moving cargo from
the loading bay to the booths. If equipment breaks down, they should be able to provide
back-up to ensure that work continues and the ingress schedule is met.
• For exhibitions, contractors are hired to provide the booths and other display structures.
The contractors must be conscious of the scheduled time provided to set up so as not to
delay the loading in of the exhibitors. The contracts for these contractors should include
penalties for set up delays.

Communications
A pre-production meeting of all operationalteams must be held prior to ingress and set up
to clarify all questions and concerns. The meeting will be presided by the project managerwho
must discuss all important details of the event, from the ingress to set up and the event proper and
ingress. Contingency plans for any emergency must also be reviewed.
• Have an on-site communications hub. This is composed of the secretariat, a representative
from the contractorsand the venue. The communicationshub must be knownto all

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operating teams to ensure that

pertinentinformationcan be relayed to the decision-
makers.
Assigned people here should know
about all procedures and rules of the event and can
communicate them clearly to those who
need assistance. The chain of command must be
in place especially during ingress when
everything is still in disarray.
Adequate security personnel should be stationed
in different areas to avoid pilferage of
items during set up.
• Directional signs showing the flow of ingress
should be prominently displayed. Most of
the time, exhibitors and suppliers hire a third party contractor
to move in their display
structures. They may be unfamiliar with procedures taken up at the briefing.

Signages
These are needed in many aspects of the event, whether in emphasizing an event element or in
furthermaximizing the event experience.
• Venue Signages — Convention centers and other event venues should have various
signages and marquees to provide guests and attendees proper informationand ease of
wayfinding. It also helps improve overall guest experience. Event managers must check if
the signs are in order and properly visible to guests during the event.
• For Guest Information—Graphic display signs in strategic, visible locations are used to
indicate general information, house rules, and facility amenities, ie., toilets, smoking
lounges, Information desks/counters, guest assistance, clinics, food concessionaires,
parking, elevators, and escalators, etc.
• For Promotions and Entertainment—Large format and LED monitors can keep guests
and attendees informed and entertained at all times in between sessions or during breaks;
these may also be used for announcements, emergency notifications,weather bulletins,
and traffic conditions around the venue vicinity. Some facilities even generate revenues
from these digital displays from advertisers and sponsors.
• Venue Way Finders —Way finding solutions are important and a necessary tool especially
in large facilities for the convenience of guests and attendees to navigate to specific
events or rooms, or meet colleagues in lounges and dining areas, and more importantly
for emergency situations. This helps eliminate confusion and results in a delightful
experience because the guests are better informed, Some signs may even be in multiple
languages to cover as wide an audience as possible.
• Location Maps and Kiosks —Location maps or interactive touch screen kiosks are a
common sight in many venues and large facilities to inform guests of all the available
rooms and concessionaires vis-å-vis one's current location. These may also be required by
safety auditors to identify emergency exits and exit routes in case of evacuation.

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The Event Proper

aisle

39th Manila International Book Fair, Primetrade Asia Inc.

Registration
Prior to the opening, the event manager should check if the entire venue is ready to receive
their guests. A registration table and team should be set up at the entrance to properly receive
guests. All registration materials—identificationbadges, sign up sheets, guest kits (if available),
media kits, and VIP tokens—should be within reach.

Opening Ceremonies
Whetherthe event is a meeting, exhibition,or conference,an opening program is usually
prepared. The opening program is also used as a public relationstool to generate awarenessfor
the event. Organizers, sponsors, VIP guests, exhibitors, and the media are usually invited to grace
the opening.

Basic Event Elements to Secure

The project manager should check the following:
Clean Surroundings —The venue should be clear of all debris from ingress. The team head
or on-site operations manager must personally inspect all public areas for litter.
• Functioning Equipment —All equipment used for the opening ceremonies should be
working—the sound system should be crisp and clear, audio video material should
be working smoothly.All cables in use should be properly taped or set aside to avoid
untoward incidents that will hamper the flow of the program and the safety of the visitors.
• Adequate Food and Beverage —If food is to be served, the food should be in place prior
to the opening, especially if there is a single access to the venue. It is quite distracting to
see service movement when the program has begun.

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Adequate Props and Decor - The event manager

should assign a team member to
prepare flowers and ribbons for the opening ceremonies.
The flowers should be placed
securely in vases beside the entrance. If the event opening ceremony is a curtain-draw
type of opening, the string and the pulley should also be easy to operate and secure.
A team member should test the mechanism to ensure that it will not fall when released
by the guests of honor. It is advisable to put simple decorations in the opening area that
may be caught in the photographs to be taken. It adds to the total visual appeal of the
Ceremony.
ets and Corsages —It is customary to provide leis for the male guests of honor and
corsages or bouquets for the female guests of honor.These should be laid out on a side
table along with the ceremonial scissors for easy access.
Emcee —The emcee should come at least one hour beforethe programfor a proper
briefing. The event manager should provide the emcee with a script at least a day before
the program along with a brief outline of the event highlights. The emcee must also be
informed of the dress code. Make sure that the emcee pronouncesthe names of the
guests correctly.
• Documentation —A photographer and video crew must be contracted to document the
event. Social media applications like Facebook and Instagramnow allow live coverage of
events to heighten immediate awareness of and interest in the event. An in-house team or
an outside contractor can be assigned to handle the documentation.Spot interviewswith
the guests of honor and the sponsors to announce the opening can be shared with the
public.

Communications and Protocols

To avoid confusion among team heads, contractors, guests, and staff, the chain of command
must be clear to everyone and consistent instructionsmust be given to all concerned, All personnel
must be in their assigned stations during the whole event. When team members need to leave their
assigned Station, they must inform their team leader.

Managing Conflicts among Team Members

The high pressure environment of events may cause some irritation and disagreements among
teÅm members. As much as possible, these must be resolved quickly with decisive action on the
of the disagreement. Here are some ways to handle these situations:
• Understandthe root of the problem or the reason for the behavior of the persons involved
in the conflict; take them for a quick break away from the conflict zone. Listen to each
person's explanation and withhold judgment until all versions of the incident have been
presented.
Review the team's mission and goals, the operations plan, and promote inclusion and
diversity among members. Review the respective roles of each of the persons in conflict and
determine what actions each should take to resolve the problem.
Promote more interaction among all team members. Find out if an uncooperative colleague
has specific skills that you can tap and assign him or her to tasks that need his or her skills.

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Dealing with Guest or Visitor Complaints

their complaints as this will
I. Listen calmly to what your guests are saying. Avoid challenging
upset.
not help to defuse the tension and the guests may get more
your attention.
2. Thank your guests for sharing their concerns and raising them to
complaints and make a Written
3. Acknowledge what they say. Get the specific details of their
report.
in to what they want.
4. Offer support or a compromise solution; whenever possible, give
offer an alternativeaction, or give a simple
this is not possible due to serious repercussions,
token or gift.
happy and contented. Ask
5. Respond by offering simple solutions that will make your guests
your superiors for some concessions to the guests' requests.
response to
6. Communicate clearly to ensure that the guests understand your explanation or
this in a polite and
their complaints. If you are unable to accommodate their requests, say
non-demeaning way.
7. Apologize with gratitude. Thank the customersfor giving you the chance to work out a
good
solution with them. For many customers, a sincere effort goes a long way and leaves a
impression.
8. Follow up by contactingthe guest after 24 to 48 hours to show that your companyor
organization genuinely cares about their welfare. This may be done through written notes
sent to their email address or through a personal call.
9. Move on and learn from the incident and share this with other team members. Preparea
standard action plan for the incident. If the incident is recurring, determine the cause and
initiate changes or remedies. If their complaints are handled well, guests are encouraged
to retum and bring their friends and family. They can also share their positive event
experiences with others.

X.
On-site Crisis Checklist
1. When conducting site visits, and selecting your event venue and location, consider the likely
crisis situations which can occur in your event.
2. Evaluate each potential crisis in terms of location, area, city, or country. Understand the
culture and approach to risk and crisis management of the city or country. Keep abreast of
all current events especially terrorist activities or political upheavals.
3. Review and understand the venue's technical systems and procedures relating to fire, life
safety, security, and IT infrastructure.
4. Clearly define the roles and responsibilities of the crisis management teamA
5. Develop communications and reporting procedures using all communication lines available
on-site. Prepare for all contingencies and backup in case one or more communication lines
fail.
6. Plan logistics and resources to mitigate the assessed crisis situations that might req a
specific immediate course of action or response.

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 On-site Management

7. Conduct a crisis management

team scenario training exercise and drill before your
event.
8. prepare media statements in
advance and brief your PR team about
your event.
9. Review recovery guidelines and
capabilities specific to the venue and location.
10. Assess business continuity plans and strategies.

EventSignages
Here are various signs that may be used to draw attention
to an ongoing event:
Outdoor Signs/Displays - event billboards and posters, marquees, branded banners, lamp
post banners, flags, blimps, and giant balloons are commonlydeployed to announce
ongoing and upcoming shows and events.
Indoor Signs/Displays and Lobby and Hallway Signs - booth panel boards and stanchion
posters, backdrop banners, hanging banners, retractable banner stands, easel stands,
podium signs/logos, directional floor graphics, glass panel stickers and decals, and stage
backdrop LED display
Trade Show Signs —pop-up graphic panels display, trade show floor map with names
of exhibiting companies and booth/stand numbers (Exhibitors' Directory), media/news
bulletin board and message pin board
Registration Counter Signs - with basic event information: event dates and time, hall or
room assignments, entry details, ticket information, registration mechanics, designated
delegate type queueing stations, badge and kit pick up station, etc.
Video Wall — Event managers often rent video walls. Nowadays, major LED display
promote
providers support their favorite event companies with ex-deal partnershipsto
displays to enhance
their brands to a captured audience. Event organizers utilize these
their sponsors' advertising mileage.
printedsignages
•Pigital Bulletin Boards —Although it is still commonpracticeto use
adapted by venues and event organizers
like those mentioned earlier, a recent trend
broadcast informationon the event and
is the use of digital bulletin boards which can and
boards, announcements,news,
its program. Through the use of digital bulletin
Changes can be made easily in real time
information can be displayed on any screen. be controlled.
duration of all announcementscan
for regular announcements. The display
displays, allowing informationto reachthe
Announcements can be deployed to different
appropriate audience.
 Profess:onal Event Management
A Gill(ie to N"eettngsv (envenl [ nod [vents

Documentation should be
professionals that
Below is a checklist of documents commonly used by event
available on-site.
Use
Checklist of Documents Commonly On-site
by Event Professionals that Should be Available
1. Event program
2. Daily schedule Of activities
3. Room assignments
and egress)
4. Manpower detail and daily work schedule (from ingress, event proper,
assignments, their mobile contact
5. List Of event team heads and members and their committee
radios
details, and radio call signs for those who use short-frequencychannel
6. A master list of all contact details of the venue administrator
event managers an
7. Site inspection checklist prior to accepting the handover of the venue,
condition of the facility that is
venue administrators normally do a walk-through to determine the
being leased for the event.
contacts
8. A list of all sponsors and event partners including media networks and PR
misunderstandings during th
9. Venue contract must be readily available in case of any disputes or
venue administrator
actual event proper; the document should include agreed concessions with
and/or Sales/Events personnel.
security
10. Job orders for ad hoc personnel not included in the lease/venue contract—additional
housekeeping, engineering support, electricians,AV technicians, etc.
and stan
11. Vendor contracts -- purchase orders and contracts with all suppliers for the event—booth
and beverage
contractors, logistics companies, transport companies, manpower agencies, food
caterers, printing suppliers, hotel and room accommodations, etc.
12. Emergency and crisis management plan - every venue must have an emergency and crisi
management plan, This is to assure the events team that venues have done regular drills and
have passed government-required safety regulations forthe smooth evacuation of all guests and
attendees in case the need arises. This is especially importantfor large-scale events with ove
1,000 attendees 'and is a requirement of most MNCs and consulate offices.
13, Security plan shows security deployment in all building access areas; also helps to prevent
gatecrashers to ticketed events. This should include house rules for entry of the public to the
building premises; prescribed attire and ID tags for the event; rules for the entry of firearms, foo
and drink; crowd control, etc.
14. Traffic management plan —is especially important for venues in busy commercial districts or centra
business districts to manage traffic caused by the entry and exit of big crowds and the loading and
off-loading of trucks and container vans delivering goods to and from the venue.
15. Event evaluation questionnaire —Most event professionals hand out to their guests, attendees, or
exhibitors a detailed questionnaireto get feedback and to assess and determine improvemen
for the next event. The findings from these questionnaires are discussed during the post-event
assessment.

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16. this is outsourced with ä supplier who covers all, th

proceedings, the crowd, activities, room set-ups, exhibits, signs, advertising materials, and even
the social functions. Copies are usually requested by major sponsors for their own documentation
and evaluation purposes.
17. Documentation of all the session talks and speeches delivered A common practice is for the
organizer to request the speakers for a copy of their presentation materialsbefore the sessions. Bue
more often than not, speakers do not want them preempted so they submit the materials after the
talk. Organizers then share the online site link from where the participants may want to download
the materials with the consent of the speakers.
18. Souvenir program and exhibitors' directory/catalogue— printed materials that are given to
delegates as part of their attendance/participationor sold to public. These may also be used as
additional mileageufoysyepy_yppnsors.

Egress and Evaluation

As with the ingress, dismantling of displays and exit of
structures and inventories must be done in sequence.

The event is over. People are tired and eager to go home. The on-site events team has to
ensurethat the sequence of taking down structures and loading them out into the vehicles is strictly
followedto avoid accidents and delays. For big events, the on-site team is replaced by the post-
event team.

Egress Guidelines
The post-event team must issue a reminderto the exhibitors on the sequence of loading-
out.
Security must still be on alertto guard against theft which is usually rampant at the end of
the event.
Copies of all permits must be on hand to avoid delays in loading-out.
For events that are on road tour, keeping to the schedule is crucial because equipment
and other structuresare moving onto the next leg of the tour. The post-event team must
coordinate closely with the logistics contractor.
For venues that have back to back events,(loading-outis done within a regulated
duration.The post-eventteam should be able to manage time well lest they incur
penalties for extensions and delays.

A Post-event or Terminal Report is usually prepared by the appointed events manager or the
Organizing Committeeof an Associationand is submittedto the event owners as part of their
termination of engagement and as their reference for future events.
 Professional Event Management
A Guide to Meetings, Incentives, Events
Conventions, Exhibitions and

Technology Assisted Online Event Management Systems

the market that assist event
There are quite a number of event management software systems in
some examples:
planners and organizers with complete end-to-end event solutions. Below are
software that covers registration
Etouches (www.etouches.com)—a global event management
surveys, task assignment, and
event and venue sourcing, marketing, website development,
scheduling, among others.
that helps you organize
EventsAir (www.eventsair.com) —a turnkey event software system
agenda, venues, travel, catering, speakers, audio-visual requirement, entertainment,
schedules, event personnel, and more.
Ungerboeck Software International (www.ungerboeck.com) — a cloud-based event
management software and exhibition management system built to manage events businesses
from end-to-end. It also has a venue management system that SMX Convention Center and
SM MOA Arena use for their event booking calendar and CRM.
Cvent Enterprise Solutions (www.cvent.com)—a leading provider of event management
technology offering integrated solutions for venue sourcing, registration, event management,
check-in, badging, mobile guides, RFID attendancetracking, lead capture, event feedback,
metrics, and analytics.

These are just a handful of the many MICE technology products available in the markettoday.
Since meetings and events vary widely in terms of scope and what technology is needed, there is
no "one size fits all" solution. Choosing the right technology will bring significant cost benefits, time
savings, and customer service but choosing the wrong one can be very costly. Most software providers
offer their system in modules and one can choose according to what is needed.

01 02
Make an inventory Determine which
of what you are specific technology
currently using product and vendor
and what works can help solve the
and what needs problem you are
improvement. having.

Prepare a vendor
After making the
evaluationand
Some simple steps final selection
selection worksheet
06 and narrow down in choosing the right and purchase,
software technol prepare for full 03
to a few that meets
your requirement* may be follow? implementation and
eyalgation timeline.

Send vendors Set up and conduct full

your Request for uct demonstration or a
Information (RFI) or web demo; some vendors
Request for Proposal may even allow one week t
(RFP). one month actual product
usage for user testing.

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