PLANNING AND APPROVAL

PROCESS
INTRODUCTION TO MICE AS APPLIED
IN HOSPITALITY
OBJECTIVES
1. Describe the role of MICE sponsor

2. Discuss the different steps in planning MICE

3. Explain the importance of goals and objectives in

planning MICE

4. Explain the importance of planning, scheduling and

budgeting.
  Association  Religious group

• Corporations
Sponsors of  Theater & art
group
• Trade Unions MICE

• Independent companies
who sponsor and operate  Social
trade shows organizations
 Association
Sponsors of Associations may sponsor
gatherings such as annual
MICE conventions, topical
conferences, world congresses,
and topical workshops &
seminars are held for the
benefit of the association’s
membership.
TYPES OF ASSOCIATION
GATHERINGS
1. Conventions
2. Board meeting
3. Committee meetings
4. Regional conferences
5. Training meetings
6. Educational seminars
 Association
Sponsors of Associations may sponsor
gatherings such as annual
MICE conventions, topical
conferences, world congresses,
and topical workshops &
seminars are held for the
benefit of the association’s
membership.
 Corporations

Sponsors of Corporations' meetings may be

designed to disseminate
MICE
information, solve problems,
train people, or plan for the
future.
TYPES OF CORPORATE
GATHERINGS
1. Stockholders meeting
2. Board meeting
3. Management meetings
4. Training meetings
5. Incentive trips
6. Sales training & product launches
7. Professional and technical training
 Corporations

Sponsors of Corporations' meetings may be

designed to disseminate
MICE
information, solve problems,
train people, or plan for the
future.
 Trade Unions
They exist to protect and
Sponsors of further the interests of their
MICE members by negotiating over
working conditions such as
wages.
 Independent companies who sponsor
and operate trade shows
Sponsors of
They may discuss your products in their
MICE meetings or conferences and do some
research into the solutions you provide.
You get the opportunity to sell more
products by getting your name in front
of the people that matter
Sponsors of Religious Groups
MICE
Sponsors of
Theater and art group
MICE
Sponsors of Social organizations
MICE
 PROCESS OF MICE PLANNING
1 2 3 4 5 6 7 8 9 10
G T D N F M F
A E O H
E S A
O R S G R R I O
A G I
I O M K R O
L E G T T U E I D
S T N B E I L T N
I I U A A I G
N N T T N &
& G G
D S I I G
G E O N SUB
C BEV.
D D E L N G &
O O
B T E F
P P & C P N
J O R C O R T U
P O T C M O R
E O
N
U G M M
C L
I N I
A C
R O
T A O T T C T
A T
T N R T T
I M I I
I A E O O
V O C E N R O
E N T S S N
S S S
 PROCESS OF MICE PLANNING

1. Establishing Goals and Objectives 2 3 4 5

• To meet with the sponsor of the event

• Educational experience for attendees, boosting the
morale of the attendees, solving a specific problem,
and entertaining the attendees and their families

• Specific, measurable, achievable, realistic, and

timed (SMART).
SPECIFIC
MEASURABLE
ACHIEVABLE
REALISTIC
TIMED
 PROCESS OF MICE PLANNING

1. Establishing Goals and Objectives 2 3 4 5

• To meet with the sponsor of the event

• Educational experience for attendees,
boosting the morale of the attendees,
solving a specific problem, and
entertaining the attendees and their
families

• Specific, measurable, achievable, realistic,

and timed (SMART).
 PROCESS OF MICE PLANNING

1 2. Targeting the population 3 4 5

• Determine who should attend

- The development of the exhibitor list
- Target audience
• The sponsoring organization must attract
exhibitors to their exhibition.
 PROCESS OF MICE PLANNING

1 2 3. Designing the Program 4 5

• Theme and the agenda of the meeting, convention and
exhibition
 Hospitality Programs/Spousal Programs
-
 The Design of Hospitality Programs
The survey will include the following areas:
1. Hobbies 9. Cooking lessons
2. Sports they enjoy 10. Craft activities
3. Ages of the participants 11. Movie
4. Gender of the participants
6. Guest speakers
7. Shopping trips
8. Demonstrations
 PROCESS OF MICE PLANNING

1 2 3 4. Budget 5
• According to P.C. Dotson, a budget is an estimate of
income and expenses
 Fixed expenses - are not dependent on the number of
attendees.
Examples: administrative fees, postage and printing, advertising and
promotion, staff travel, speaker fees, and contracts with certain suppliers such as
audiovisual firms
 Variable Expenses- are those that fluctuate depending
on the number of attendees .
Examples: food and beverage, hospitability programs, exhibition expenses,
guest rooms, gratuities, registration materials, printed materials such as programs,
proceedings and hand-outs, support personnel, and evaluation materials.
 PROCESS OF MICE PLANNING

1 2 3 4 5. Site Selection
• Convenience and cost are very important in site selection
• The MICE planner must determine the aims of the meeting,
convention, and exhibition.
• The MICE planner should bring checklist during site
selection
- sleeping room - food & beverage
- meeting & exhibition space - recreation
- transportation - services
• The MICE planner should determine when reviewing the
sleeping rooms:
- available rooms - security of rooms
- types of rooms - quality of lightning for reading
- quality of furnishings - corridors
- accessibility for handicapped - adequacy of work surfaces
ROOM SETUP
AND LAYOUT
 Theater or auditorium setup

the meeting involves a large group

of participants
this setup is suitable for
lecture type meetings
ROOM SETUP
AND LAYOUT
Schoolroom or Classroom setup

- it is conductive to participants
taking notes, reading materials, or
working on projects.
- It is suitable for small lectures
and workshops where note-taking
is required
ROOM SETUP
AND LAYOUT
 Hollow square, U-Shape, and
the herringbone layout

these setups are suitable for board

meetings, management meetings,
and small group discussion
ROOM SETUP
AND LAYOUT
 Banquet or round table layout

this layout is suitable for banquets,

seminars, and roundtable discussions
- it can be used when meetings break up
into smaller discussion groups without
participants having to exchange rooms,
and it can accommodate food and
beverage service comfortably
 PROCESS OF MICE PLANNING

5. Site Selection 6 7 8 9

• Convenience and cost are very important in site selection

• The MICE planner must determine the aims of the meeting,
convention, and exhibition.
• The MICE planner should bring checklist during site
selection
- sleeping room - food & beverage
- meeting & exhibition space - recreation
- transportation - services
• The MICE planner should determine when reviewing the
sleeping rooms:
- available rooms - security of rooms
- types of rooms - quality of lightning for reading
- quality of furnishings - corridors
- accessibility for handicapped - adequacy of work surfaces
 PROCESS OF MICE PLANNING

6. Negotiation and Contracts 7 8 9 10

 The negotiation of price and services

Examples:
• sleeping rooms
• Function space
• safety
• security
• accessibility
• food and beverage
• renovation and constructions
• contingencies
• restrictions and cancellations
 A contract is written and signed after the negotiations
 PROCESS OF MICE PLANNING

6 7. Formulating Committees 8 9 10

 Essential in sponsoring a meeting, convention, or

exhibition

 A professional association is the sponsor of the conference

• plan
• organize
• operate

 Each committee should have a chairman

 PROCESS OF MICE PLANNING

6 7 8. Marketing and Promotion 9 10

plan
The following should be determined in order to
ensure a successful conference:

1. Know the number of break-even attendances

2. Establish a marketing plan
3. Establish a timetable
4. Carry out the program
5. Appraise the program
 PROCESS OF MICE PLANNING

6 7 8 9. Hiring Sub-contractors — 10
Technical Transportation
• The planner should determine how to transport the
participants where the meeting is to be held

• The planner should determine how to transport them

from one place to another.

• The planner should determine how to transfer the exhibit

materials, office supplies, and registration materials to
the site.

• The MICE planner should examine all possible means of

transportation (airport, shuttles, taxis, city buses, and car
rentals)
 PROCESS OF MICE PLANNING

6 7 8 9. Hiring Sub-contractors — 10
Technical Transportation
• Ground services operator is a company or a person in a
destination that provides local transportation and other travel
needs
• The MICE planner should give special care to attendees: -
older attendees, traveling with children, and handicapped attendees .

• The MICE planner should consider the service attitude of

individuals who will be interacting with the attendees.

• The MICE planner should examine the ability of the host city
and property to provide services and facilities for leisure time
activities.
• GOLF, FREE TIME, TENNIS and TOURS
 PROCESS OF MICE PLANNING

6 7 8 9 10. Food and Beverage Functions

The sponsor is responsible for the following:

1. Ascertain the number of food and beverage
functions needed for the conference
2. Ascertain the kind of food and beverage functions
needed for the conference
3. Guide on the cuisine
4. Determine the number of attendees
5. Establish a system for record-keeping
 PROCESS OF MICE PLANNING

6 7 8 9 10. Food and Beverage Functions

Several ways of providing food and drink to the participants:

1. Breakfast
2. Lunch
3. Dinner
4. Refreshment breaks
5. Reception
6. Hospitality suites
7. Theme parties
8. Late-night supers
9. Recreational activities
ON-SITE
MANAGEMENT
Involves overseeing every aspect of
the meeting from the time of the
registration table opens until the last
guests departs.
For large meetings that lasts several
days, one person cannot attend every
activity.
The planner and sponsor should have
a good working relationship with the
site staff and suppliers to be sure that
every activity is on the scheduled
time
A meeting has to be evaluated in
order to ascertain weather the goals
that were established during the
conceptualization phase were
realized.
INFORMAL METHOD – the smaller
meetings can be evaluated.
FOCUS GROUP – may give suggestions
for improvement
FORMAL METHODS
• Questionnaires – short and easy to
understand
ON-SITE
MANAGEMENT
Involves overseeing every aspect of
the meeting from the time of the
registration table opens until the last
guests departs.
For large meetings that lasts several
days, one person cannot attend every
activity.
The planner and sponsor should have
a good working relationship with the
site staff and suppliers to be sure that
every activity is on the scheduled
time
A meeting has to be evaluated in
order to ascertain weather the goals
that were established during the
conceptualization phase were
realized.
INFORMAL METHOD – the smaller
meetings can be evaluated.
FOCUS GROUP – may give suggestions
for improvement
FORMAL METHODS
• Questionnaires – short and easy to
understand
ON-SITE
MANAGEMENT
Involves overseeing every aspect of
the meeting from the time of the
registration table opens until the last
guests departs.
For large meetings that lasts several
days, one person cannot attend every
activity.
The planner and sponsor should have
a good working relationship with the
site staff and suppliers to be sure that
every activity is on the scheduled
time
A meeting has to be evaluated in
order to ascertain weather the goals
that were established during the
conceptualization phase were
realized.
INFORMAL METHOD – the smaller
meetings can be evaluated.
FOCUS GROUP – may give suggestions
for improvement
FORMAL METHODS
• Questionnaires – short and easy to
understand
ON-SITE
MANAGEMENT
Involves overseeing every aspect of
the meeting from the time of the
registration table opens until the last
guests departs.
For large meetings that lasts several
days, one person cannot attend every
activity.
The planner and sponsor should have
a good working relationship with the
site staff and suppliers to be sure that
every activity is on the scheduled
time
EVALUATION
A meeting has to be evaluated in
order to ascertain weather the goals
that were established during the
conceptualization phase were
realized.
INFORMAL METHOD – the smaller
meetings can be evaluated.
FOCUS GROUP – may give suggestions
for improvement
FORMAL METHODS
• Questionnaires – short and easy to
understand
ON-SITE
MANAGEMENT
Involves overseeing every aspect of
the meeting from the time of the
registration table opens until the last
guests departs.
For large meetings that lasts several
days, one person cannot attend every
activity.
The planner and sponsor should have
a good working relationship with the
site staff and suppliers to be sure that
every activity is on the scheduled
time
EVALUATION
A meeting has to be evaluated in
order to ascertain weather the goals
that were established during the
conceptualization phase were
realized.
INFORMAL METHOD – the smaller
meetings can be evaluated.
FOCUS GROUP – may give suggestions
for improvement
FORMAL METHODS
• Questionnaires – short and easy to
understand