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HPC8 midterm

MICE planners are responsible for coordinating meetings and events, requiring characteristics such as organization, efficiency, and hospitality. Their responsibilities span pre-meeting activities like planning agendas and budgets, on-site activities like troubleshooting, and post-meeting evaluations. The planning process involves establishing goals, selecting sites, negotiating contracts, and ensuring a memorable event experience through themes and venue selection.

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4 views4 pages

HPC8 midterm

MICE planners are responsible for coordinating meetings and events, requiring characteristics such as organization, efficiency, and hospitality. Their responsibilities span pre-meeting activities like planning agendas and budgets, on-site activities like troubleshooting, and post-meeting evaluations. The planning process involves establishing goals, selecting sites, negotiating contracts, and ensuring a memorable event experience through themes and venue selection.

Uploaded by

kororo mapalad
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Chapter 4

MEANING OF MICE PLANNER-Individuals or groups who sponsor meetings usually appoint a single
individual or committee to coordinate the meeting. The person coordinating the meeting is called
several names
- MICE planner, meeting planner, meeting manager, coordinator, meeting director and
professional congress organizer (PCO)

CHARACTERISTICS RESPONSIBILITIES MICE PLANNERS


The following are the 10 person
1.Organized 6. Intelligent
2.Efficient 7. Courteous
3.Responsive 8. Hardworking
4.Attentive 9. Friendly
5. Prompt 10. Hospitable

RESPONSIBILITIES OF MICE PLANNERS


PRE-MEETING ACTIVITIES:
1. Plan the agenda of the meeting.
2. Establish the objectives of the meeting.
3. Predict the attendance.
4. Set the budget of the meeting.
5. Select the site of the meeting
6. Select the meeting facility.
7. Select the hotel,
8. Negotiate contracts
9. Plan exhibition
10. Prepare the exhibitor correspondence and packet.
11. Create a marketing plan
12. Plan travel to and from the site.
13. Arrange ground transportation
14. Organize shipping.
15. Organize audiovisual needs

ON- SITE ACTIVITIES POST-MEETING ACTIVITIES:


1. Conduct pre-event briefing 1.Debrief
2. Prepare executive plan 2. Evaluate
3. Move people in/out 3. Provide recognition and appreciation
4. Troubleshoot 4. Arrange shipping
5. Approve invoices 5. Plan for next year

Chapter 5
Sponsors of MICE
1. Associations
2.Corporations
3.Trade Unions
4.Independent companies who sponsor and operate
trade shows.
5.Religious groups
6.Theater and arts groups
7.Social organizations
THE PROCESS OF MICE PLANNING
There are several steps to be followed in the process of MICE Planning These are the following:
1. Establishing goals and objectives
2.Targeting the population
3.Designing the program
4.Creating a budget
5.Selecting a site
6.Negotiating contracts
7.Formulating committees
8.Establishing a marketing and promotional plan
9.Hiring subcontractors
10. designing food and beverage functions
Goals and Objective- The goals and objectives 0f MICE should be established by the sponsor. One
of the first responsibilities of MICE planner is to meet with the sponsor of the event in order to know
the reason for holding the meeting . MICE objectives should be SMART.
Targeting the Population-After determining the goals and objectives , those involved in the planning
stage of the meeting and exhibition must determine who should attend.
Designing the Program-The program design is the structuring, balancing and pacing of the program
by combining major topics and sub-topics , passive and active sessions and serious and fun
presentations to provide professional and personal growth, and networking opportunities for
participants.
Budget-A budget is an estimate of income and expenses and a plan to adjust
the anticipated expenses to the expected income.
•A budget include fixed expenses, variables expenses and sources of revenue.
Site Selection-The site selection process is a significant activity of the sponsoring organization. The
site is very important for the success of the event. Convenience and cost are very important in site
selection.In site selection, the planner must first determine the aims of the meeting. convention and
exhibition.
Negotiations and Contracts-Negotiations are held between the representative of the host property
and the sponsoring organization.A contract is written and signed after the negotiation have concluded.
A contract is legal document that explains the responsibilities of the concerned parties
Formulating Committees-The formulation of committees is essential in sponsoring a
meeting.convention. or exhibition. each committee must have its own aims.
Marketing and Promotion
The following should be determined in order to ensure a successful conference
1. Know the number of break-even attendance
2.Establish a marketing plan
3.establish a timetable
4.Carry out the program
5.Appraise the program
Hiring Sub-contractors-Because a large part of its budget is allotted to transportation. There are two
issues that need to be considered. First, the planner should determine how to transport the
participants to the host city where the meeting is to be held. Second, the planner should determine
how to transport them from one place to another with the host city.
Food and Beverage Functions-The food and beverage functions must harmonize with the program
design and budget for the meeting, convention and exhibition.
1. ascertain the number of f&B functions needed for conference.
2. Ascertain the kind of f&b functions needed for conference.
3. Guide on the cuisine.
4. Determine the number of attendees,
5. Establish a system for record-keeping
Chapter 6
EVENT FORMAT
✓The event objectives and message may also be delivered well by a theme.
✓An event theme makes the message more understandable, more memorable and more endearing.
✓A theme enhances the experience, and puts an element of fun into the event.

KEY QUESTION TO ANSWER ARE:


•How will the event be executed so that objectives would be achieved?
•What activities are necessary to give the
audience a delightful and memorabel experience

THREE SOURCES OF THEMES


(GOLDBLATT, 2002)
1.The destination or the locale – pick out the location of the event that will pursue or suit your
theme.
2.Popular culture – many events get inspiration from movies, songs, or television shows.
3.Historical and current events – themes can also be gleaned from history, like wars, discoveries,
explorations,etc., and even other vents that hit the headlines.

VENUE
✓If the venue has not yet been decided, select a venue that will best house your chosen event format,
and also help achieve the event objectives. Are there limitations to the choice of venue? What are
these?
✓Do not forget that the venue must be appealing and accessible to the target audience.
To Do: What type of venue will best help you achieve your event objectives?

CONSIDER EVENT OBJECTIVES, THE AUDIENCE AND FORMAT


✓Who are expected to attend?
✓How many are you expecting?
✓What are the objectives, tone , theme and the image that you wish to
convey?
✓Will it be indoor or outdoor?
✓Is the location easy to get to and from?
✓Are there any special transportation issues?
✓What type of ambience do you want to create?
✓Is the venue cost within your budget

DECIDE ON TWO OR THREE VENUE THAT GENERALLY FALL WITHIN THE CRITERIA YOU
✓Inquire if the venue is available on your chosen date and time.
✓Discuss set-up and strikedown time (ingress and egress)
✓Clarify what the policies are regarding food and beverage service.
✓Check policies on bringing in audio-visual equipment.
THE EXPERIENCE : This is what the audience came for and what
they will remember.

5 ELEMENTS OF THE EVENT EXPERIENCE


1.The style of the invitation and the way the guests are invited create perceptions about the event.
2.Registration – how will participants sign up or confirm attendance to the event? What will happen
when they arrive at the event?Decide on having either a pre-event or on-site registration or offer both.
3.Atmosphere – what will be the overall look and feel of the event? How will this be executed thru
décor, room lay-out, lights & sounds, tablescapes, and event smell?
4. Program of Activities – this is your plan as to what will happen during the event
✓Program structure and running order
✓Breakout sessions (if necessary)
✓Timings of each detail
✓Help required
✓Audio-visual and staging equipment
5. Treats – complete the event experience with extra treats for the participants.
Food & Beverages; Pocket events or companion activities; gifts and giveaways

WAYS TO ARRANGE AND ORGANIZE SPACE


1.Centralized
2.Linear
3.Radial
4. Clustered
5. Grid

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