ICT-ED INSTITUTE OF SCIENCE AND TECHNOLOGY LIPA

2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas

(043) 757-4445 / (043) 757-5944

SHS DEPARTMENT
(S.Y. 2021-2022)

Learning Module
in

Prepared by:
Bb. Rachel P. De Vela

Checked and Approved by:

Angelika Tibayan Jojie R. De Ramos
Instructional Development Committee
Noted by:
Vina N. Mendoza
Directress for Academic Affairs

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 ICT-ED INSTITUTE OF SCIENCE AND TECHNOLOGY LIPA
2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

WEEK 7

Lesson 7: Who are the industry regulators?

Lesson Objective(s):

 Identify the roles of association as regulatory bodies;

 Identify the services provided by conventions and visitors bureaus;

 Identify the roles of the government in the events industry; and

 Explain why the industry needs regulators.

ASSOCIATION OF REGULATORY BODIES

- Some associations regulate the staging of some events in order to maintain

certain standards. They likewise do studies and train their members to improve
the service that the members deliver.

Union de Faire Internationals (UFI)

 Established on the late 1960’s, is an international network representing 248

members organizations- composed of 200 exhibition organizer and venue
owners and 48 associations of trade show partner from 74 countries.

 UFI accredits and helps promote shows staged by it’s members, as it

advocates the effectiveness of trade shows as a marketing tools.

Bureau of International Expositions (BIE)

 Governs the staging of world expositions ( Expos or World Fairs). It was

established by international convention signed in Paris on November 22,
1928

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2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

 The following goals are 1.) to oversee the calendar, bidding, selection, and
implementation of World Expositions. 2.) to establish a framework allowing
countries to cooperate under the best conditions as organizers of expositions
or as participants through national pavilions.

 The BIE REGULATES TWO TYPES OF EXPOSITIONS: 1.) Registered

Exhibitions which are commonly called Universal Expositions. 2.) Recognized
Exhibitions which are commonly called International or Specialized
Expositions, and are generally smaller than registered expos. Both types are
staged about five years apart from each other. To date, 154 members
countries have adhered to the BIE Convention.

CONVENTION AND VISITORS BUREAU

- Conventions and Visitors Bureaus (CVBS)- also known as conference

and/or tourism boards in many countries- are primarily non- profit, usually
memberships organizations representing a specific destination and assisting in
its strategic development. A destination promoted by a CVB can be a country, a
state, or a city.

- It is the CVB’s responsibility to marketing activities directed at international

associations, corporate executives, and events individual visitors:

- They can provide comprehensive, up-to-date, and unbiased information on

the destination they represent.

- CVB’s does not actually organize meetings and Conventions: It helps

meeting planner and visitors learn about the destinations and area attractions
and make the best possible use of all the service possible use of all the services
and facilities the destination has to offer. Depending on the size of the bureau
and the magnitude of an event.

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2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

Some services which CVBs can provide:

1. Assist in- but not fully take charge of- all areas of event preparation and
provide organizers with reference materials;

2. Establish room blocks at local hotels

3. Keep track of room counts as well as other meetings coming in the are; in
this way, they can help events organizers avoid conflicts with other events;

4. Help locate an event venue, check its availability and arrange for site
inspections or provide assistance in site inspections and familiarization tour;
moreover, as CVBs have firsthand familiarity with the hotel with meeting space in
the areas, they can help planner match properties to specific meeting
requirements and budgets;

5. Link event organizers with suppliers, like car rentals and tour operations;

6. Market the destination to attendees through tourism promotional materials;

they can provides shell brochures and shell poster with blank spaces on which to
overprint information about the event, thereby encouraging attendance;

7. Act as liaison between the event organizer and local officials which may
include assistance in securing special permits, street, closure, use of state-
owned parks, and/ or museums, etc.

8. Assist in obtaining special letters of endorsement and welcome message

from high- ranking government officials like the president of the Philippines and
Cabinet Members, and in some cases can bring officials to speak at an events;

9. Suggest about ways attendees can maximize their free time as well as in
developing spouse programs and pre-or-post-event tours; and

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2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

10. Assist in the development of and signing of a cooperation agreement or

contract between the local and the international associations which defines the
terms of the event and assistance in developing a workable arrangement
between the host association and a professional event organizer.

THE GOVERNMENT’S ROLE IN EVENTS INDUSTRY

World Bank (1991) defined Governance as the exercise of political authority

and the use of institutional resources to manage society’s problems and affairs,
Government plays important roles in the event industry such as;

1. Development of needed infrastructure, particularly relating to access;

2. Peace and order;

3. Creation of polices and Incentives; and

4. Destination management services.

Its is only the government which can efficiently develop road, bridges, long
and commuter train lines, ports and airports, which are infrastructure necessary
to bring events attendees to the venue. Government agencies like the Philippines
National Police maintain peace and order, while the Department of tourism
promotes the Philippines as a MICE destination. The Government also creates
policies and Incentives to encourage organizers to hold bog events at a particular
country or city.

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 ICT-ED INSTITUTE OF SCIENCE AND TECHNOLOGY LIPA
2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

NAME: ________________________________ SECTION: _________________

WEEK 7

ACTIVITY No. 7: Who are the industry regulators?

Directions: Visit www.tpb.gov.ph/mice-main/services and compare the services

offered by the Tourism Promotions Board with those of other convention
bureaus. What are the similarities and differences?

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 ICT-ED INSTITUTE OF SCIENCE AND TECHNOLOGY LIPA
2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

Lesson 8. Environmental Scanning

Lesson Objective(s):

 Define scoping or environmental scanning;

 Outline the environmental scanning process for an event;

 Perform scoping activities for the class event; and

 Explain the importance of environmental scanning.

Scoping or environmental scanning is the first step in every planning

function, not only for events management. Scoping refers to the process of
looking around you and finding out what you have and what is lacking.

STEP ZERO: THE ORGANIZATIONAL STRUCTURE

- the first thing to do is to look inward. We must first understand who the
members of our own organization are and what their strengths and weaknesses
are, what resources are available or what we have to access to, and how we can
address the gaps. There are three things to consider in scoping:

Man Money Machine

In view of this state of “not-being-the-first-step” in the events management cycle,

let us call this Step Zero. Here is an example of a simple organizational structure
for classroom use:

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2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

Chairman

Program Logistics Finance Marketing Registration

MAN: STAFFING AND RECRUITMENT

Among the three types of resources mentioned, human resource is the most
difficult to utilize, yet it is the most valuable resource of an events management
company.

Employment in event management can be classified into three:

1. Permanent employees - this group requires an intensive selection process, a

well though-out compensation package, and a skill development plan.
Because they hold the institutional knowledge and contacts, they are
valuable employees for the company.

2. Volunteers - include OJTs from universities and other non-paid staff who
provide free assistance to satisfy personal objectives.

3. Temporary hires - those hired on a contractual or per project basis, directly or

through a manpower employment agency. It is essential to have a carefully
planned strategy as to the orientation and training.

MONEY AND MACHINES: FEASIBILITY STUDY

The feasibility study looks into whether an idea can be done or not, given the
current situation and available resources.

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2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

FEASIBILITY STUDY FORMAT

TITLE

Tentative Date and Venue

I. Executive Summary

In one or two paragraphs, summarize the contents of the feasibility study.

Highlight the 5Ws and 1H - related information. End it with the conclusion and
recommendations. Underline whether the event is feasible or not.

II. Introduction

Gives a broad sense of the project idea and brief background information on
the host city and/or the university.

III. Objectives of the Event, Theme and Scope

This section must provide the answer to the 5Ws and 1H questions.

IV. Demand Analysis

This section describes similar past events and historical attendance, market
characteristics, potential alliances/sponsors, marketing channels, pricing,
possible revenue sources, opportunities, trends, etc.

V. Competition

Provides information on similar events and alternative activities which can

replace the event, hence, affecting profit/attendance.

VI. Implementation

Provides information on availability of resources (i.e., possible locations’

capacity and availability, manpower, technical requirements, tentative schedule,
time constraints, etc.)

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2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

VII. Financial Analysis

Provides rough estimates of cost and revenue.

VIII. SWOT Analysis

This section discusses the strength, weaknesses, opportunities and threat for
the event.

IX. Conclusion and Recommendations

Contains declarative statement of whether or not the event is feasible, and

the recommendations to address SWOT.

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 ICT-ED INSTITUTE OF SCIENCE AND TECHNOLOGY LIPA
2/F Mercedes Bldg. P. Torres St. Lipa City, Batangas
(043) 757-4445 / (043) 757-5944

NAME: ________________________________ SECTION: _________________

ACTIVITY No. 8: Environmental Scanning

DIRECTION: Select an event concept and draw a diagram that illustrates the staffing
process and organization for your event.

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