EVENTS (MIDTERM)

ENVIRONMENTAL SCANNING MICE UNIT III

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.
• This lesson provides tools for scooping activities and explains the importance of this step in
events management.
STEP Zero
• The Organizational Structure In environmental scanning, the first thing to do is 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 access to, and how we can
address gaps. These are the three things to consider in scooping:
1. Man
2. Money
3. Machine
• No special event can be implemented without resources, such as funds to cover food and venue
rental, people to serve the guests, and machines or tools, such as light and sound systems. It is
therefore important to know how much of these resources are available for an event and how to
optimize them.
• From a classroom perspective, the first thing to do in events management is to create an
organizational structure, and that in selecting the chairperson or the event manager and creating
the working committees
• In practice, however, the organizational structure already exists in the beginning of the project.
• For example, in an events management company, the basic business structure with the manager
and staff is already in place; the same is true for corporations and associations and association
w/c have their own events departments.
• Nonetheless, this pre-existing organizational structure is subject to review to fit the
requirements of each project. Additional units may be created and additional manpower may be
employed or volunteers may be recruited should be bigger than what the present organizational
can handle
• In view of this state of “not-really-being-the-first-step” in the events management cycle this is
called Step Zero.

Why does the

organizational
structure look like this?
What will each committee
do? Planning- and consequently, organizing. Note that Step Zero is only recommended to address
the unique needs of an events management class for beginners, particularly the time constraints.
How then do events management companies survive with a lean workforce? To answer this let us
look at staffing and recruitment.
MAN: STAFFING AND RECRUITMENT
• Among the three types of resources mentioned (man, money, and machine), human resource is
the most difficult to utilize, yet it is most valuable resource of an events management company.
• Staffing is therefore another important function of an event manager. The process involves
recruitment, selection, assignment, and development of the organization’s human resource
requirements.
• Employment in events management can be classified into three types:
Permanent– when an employee performs activities that are usually necessary or desirable in the
usual business or trade of the employer. They enjoy the benefit of security of tenure provided by
the Philippine Constitution and cannot be terminated for causes other than those provided by law
and only after due process is given to them.
Volunteer– include OJT from universities and other non-paid staff who provide free assistance
to satisfy personal objectives.
Temporary- those hired on a contractual or per project basis
MONEY AND MACHINES: The Feasibility Study
• The concept paper gives the general purpose and direction for the event. A feasibility study
looks into whether an idea can be done or not, given the current situation and available resources.
1. Data Collection
1.1. Demand Information
Guide Questions:
Is the event needed or attractive?
By or to whom?
Why?
Who are potential sponsors, supporters and participants?
1.2. Supply Information Guide Questions
If we will stage the event who will provide us with our logistical requirements?
Will there be support from school, friends in the industry and others?
Are suitable venues available?
1.3. Competition Information Guide Questions
Are there similar events which have been staged in the pst and/or happening soon?
Is there indirect competition?
Are there alternative activities?
How will these affect or enhance your event?
1.4. School Rules Guide Questions:
What types of activities are allowed or not allowed in school?
What forms need to be submitted?
What is the procedure to process all the requirements?
2. Financial Analysis with Rough Estimates of Cost and Revenues
2.1. Financial Resources Guide Questions:
How much money is needed to stage the event?
What are the expense items and costs?
Where will the funds come from? Ticket sales? Sponsorships?
2.2. Other Resources Guide Questions
Will the class have access to a free or sponsored sound system, venue, printer and other event
requirements?
What other resources and equipment are needed?
3. SWOT Analysis
3.1. Strengths – positive factors within our control
3.2. Weaknesses – negative factors within our control
3.3. Opportunities – positive factors beyond our control
3.4. Threats – negative factors beyond our control
4. Conclusion and Recommendation
Answer the question: “Is the event feasible or not?”
5Ws and 1H Principle to Create an Event Plan
Why?
• 'Why' means, why you want to organize the event i.e. event objective.
• What do you want to get from the event? For eg: do you want to organize the event to enhance
your company's brand image, to increase company's sales, to promote your client's
products/services or to promote a social cause etc.
• Defining event objectives at the very start of event planning is very important as it gives you
the direction in which you should proceed to accomplish your objectives. Organizing an event
without clear objectives is a huge waste of both time and resources
What?
• 'What' means what you are going to do in the event i.e. what will be the:
Event Name-What will be the name of the event?
Food and Beverage Menu-It contains the list of food items and beverages you will serve during
the event to guests and target audience.
Event Profile-What the event is all about?
Guests Profile-Who will be your chief guest and other guests
Event Theme-Theme means subject.
Service Providers-Who will be your service providers? Any professional providing any type of
service in lieu of money is a service provider
Obligations-These are the compulsions on the guests
Type of Entry-Decide how will be the entry.
Favors-These are the gifts given to guests.
Entry fees-What will be the entry fees?
Event Highlights-These are those activities which you do to catch your taget audience and
media's attention.
Promotional Campaign-How you are going to promote your event, organizers, sponsors,
partners and clients pre-event, at-event and post event.
Program Menu-It is the list of various activities that will occur as a part of the event
Event Budget-To determine your event budget find out what will be the cost for producing and
marketing the event. To determine production cost, create a list of logistics used in the event and
then sum up there hiring/usage cost
When?
When you are going to organize the event (i.e. date and time)? Keep following things in mind
while selecting date and time for the event:
1) Select date and time according to target audience convenience and availability. For e.g.: don't
organize events during work days, examination days or festival times. The best time to organize
events is during weekends like Saturday or Sunday.
2) Make sure that your event's date and time, don't clash with other event's date and time
specially bigger event's date and time. For e.g.: it is not a good idea to organize your music
concert on a day when there is Bon Jovi concert.
3) Keep climatic conditions into mind while selecting date and time for your event. It can be
disastrous to organize event outdoor on a day when the weather is stormy or heavy rain is
expected. Here you can take help of your own experience if you are familiar with the climatic
conditions of the region where you intend to organize the event or you can take the help of the
meteorological department for the weather forecast. Find out how the weather will be on the day
of your event
Where?
Where you are going to organize the event (i.e. venue)? Check out the venue selection tips.
Who?
Who will be your organizers, sponsors, partners, clients and target audience? How many target
audience you are expecting to visit the event and why? You must have very good reason to this
'Why' as you will have to convince your prospective organizers and sponsors that why particular
number of people will attend the event.
How?
How exactly are you going to market and produce the event
PLANNING & APPROVAL PROCESS MICE UNIT III
STEP ONE : Plan
Planning is a process that involves setting the objectives and the means to achieve them.
The objective of event planning is to make sure that everybody involves knows:
1. What they responsible for?
2. When they start their tasks when they accomplish are must and must them
3. How are how much funds available they are and be sourced
4. What they must do in case something goes wrong.
Steps in Planning an Event
1. CONCEPT
Create an event concept. Come up with general objectives and project ideas by asking the
5 W and 1 H. There is no point in holding an event just for the sake of it. The cost and
energy required to stage the event only make sense if it is relevant.
Therefore the event organizer must establish the event purpose and relevance.
Is the project for profit?
Is it for publicity?
Is it for charity?
2. FEASIBILITY
Test the ideas by doing a feasibility study.
 3. TASKING
Create a “to-do” list
4. SCHEDULING
Create a timetable. Estimate the time needed to accomplish each task.
5. BUDGETING
Create a budget by identifying the revenue sources and expense items. Make a
conservative estimates.
6. APPROVAL
Secure the approval of school authorities
7. SITE SELECTION
Upon selecting a project , finalize the theme, date and venue. Do an ocular of potential
venues before deciding which one best fits your event.
8. MARKETING
Be creative in planning your revenue sources. Ticket sales are one of the options but it is
not only the source of revenue. Prepare your promotional materials and campaign for
sponsorship and attendance
9. RISK MANAGEMENT
Expect the worst. Identify all the threats and possible impediments to the event, note how
each can be mitigated, and if they do happen, what each of the team members should do.
Write a risk management plan and disseminate it to the members of the team
10. MONITORING AND EVALUATION
Plan on how you are going to monitor the performance of the team. Make room fro
improvements and adjustments. Hold coordination meetings regularly, make sure that
everyone is well-informed and feedback is communicated properly. After executing the
event, evaluate the results. Note areas for improvement to be included in the
narrative/terminal report.
IDENTIFY AND ASSIGN TASK
Ask everyone to write down as many specific tasks as they can think of. Then place the task
under each committee.
• Program
• Logistics
• Finance
• Marketing or Sponsorship
• Registration
• Promotion
• Documentation
Scheduling
• Estimate the time required to carry out each task. The basic procedure is to work back from
deadlines which are difficult to control.
• Start with the task immediately related to these deadlines. For each of these task, the committee
head must ask three key questions:
1. How long will it take?
2. What other tasks must be completed before this one can be started?
3. What other tasks can only be started after this task has been completed?
The Budget
An event budget is an estimation of the costs an event will incur based on plans made as well as
research. Whether you are planning a small event or a large sophisticated one, your corporate
event cannot exceed your budget.
Major Budget Items include:
1. Cost – the expenses or how much it will take to stage the event
2. Revenue – how much the event ears in gross receipts.
Revenue Includes:
Sponsorship
Exhibit space rental
Advertising space in souvenir program
Product presentations
Ticket sales
Seminar fees
Etc…
3. Break-even Point – the minimum point where revenues meets cost.
4. Cash Flow – the schedule of cash inflow and outflow.
Cash flow chart details when money promised by sponsors must be received at the latest in order
to cover certain cost or meet payment deadlines to suppliers. If poorly done, organizers will be
deemed to advance money from their own pocket to meet payment deadlines.
Finally, establish the price policies and ticket prices.
Securing Approval and Permits
Secure the approval of school authorities. Follow the Chain of Command. Adjust the details
according to the feedback on the presentation, make sure that you get the signature of approving
authorities on the final proposal for record purposes and to avoid future coordination problems.
Keep signed originals properly.
VENUE SELECTION AND LAYOUT MICE UNIT III
STEP TWO : Do
Step two refers to the things that must be done after securing approval to stage the event.
The event venue is a crucial factor for the success or failure of the event. There are various things
to consider when selecting the venue for your event.
Steps selecting the venue for an event
1. Understanding the event concept and how it influences the venue
Understand the events objective. The venue helps to achieve this.
Know the requirements of the event: target date, number of the target attendees, technical
requirements, food and beverages, etc.
2. Decide on the floor plan and /or the seating arrangement if the program requires guest to
be seated
 3. Gather information on venues used by similar events and other suitable venues in the area
where most attendees are coming from.

4. Prepare the request for proposal (RFP)

A Request For Proposal (RFP) is a solicitation by an organization to potential suppliers.

The buyer is interested in the procurement of services and asks prospective vendors to
submit business proposals on a timely basis. The requirements comprehensive and fair
manner. are all the same in order to evaluate responses in a comprehensive and fair
manner.
5. Prepare a
site inspection
list together
with RFP, you
should have
prepared a
list of criteria to
evaluate the
proposal
you receive.
When the
proposal are in, do an ocular of the venues that have submitted a proposal.
Ocular means site inspection or visit to see if the venue indeed satisfies the criteria
Criteria for Evaluating a MICE Venue
Cost– a common factor in decision–making. The venue to be selected must be within the budget
of the organizer. Its payment terms must also match the schedule and cash flow of the event.
Convenience– encompasses the availability on the target date, accessibility, proximity to other
support services, suitability of space to the type of event, and its safety features. It is an
important factor to consider when selecting the event venue
Charm– the appeal of a venue or is commonly known as the “X” factor, it is the thing that
attendees will keep talking about after the event is over. It can be manifested in the cultural value
of the venue. It can also include the brand of the venue. It can likewise be the charm that appeals
aesthetically to the attendees.
6. After the ocular, evaluate the proposal fairly and make sure you respond to all those who
submitted a proposal, whether they are accepted or not. You may make a tentative
booking upon determining the winning venue, but wait for the final approval on the event
before you finalize the booking and make the down payment.
Registration and Secretariat
Event registration is the process by which an event planner organizes attendance to an experience
for one or more attendees. The event registration process can be as simple as a paper list that the
event planner uses to record details about attendees, or a more advanced event registration
system that gives attendees multiple ticket options, collects detailed information about the
attendee, processes payments, scans and validates registrations or tickets at the door,
communicates with attendees automatically and tracks attendance.
Event organizers should choose a event registration process that fits the needs of each event, and
can help them achieve their goals.
Registration is at the heart of meetings and events. It’s is
how event professionals secure attendees and thus how
you secure potential revenue. In addition, registration
acts as the first impression your attendees will have about
your meeting or event and may impact their event
satisfaction. As a result, you need to ensure your event
registration process is as efficient and user-friendly as
possible.
Types of Registration
1. Event Registration Form for General Attendees
Gathering your general audience’s preferences as early as possible will help you account
for the majority of necessary accommodations and increase the chance of a high
satisfaction rate. You will need to collect their name, contact info, lodging needs,
transportation needs, special accommodations, dietary restrictions, and activity
preferences.

2. Event Registration Form for Speakers

The last thing an event organizer needs is logistical trouble with the guests your
participants are coming to see, so ensuring that your speakers make it to the event
smoothly and receive quality accommodations is a top priority.

You will likely need to assemble some details about your speakers beyond their basic
information lodging/transportation needs. and For example, it can be important to know
certain presentation preferences, availability for rehearsal sessions, or their moderation
needs.

3. Event Registration Form for Exhibitors

Offering event exhibitors a valuable experience with the best possible setup for
generating leads isn’t always easy. If your event has exhibitors, you’ll need to stay on top
of their information and preferences to maximize their investment and keep them
satisfied.

Some items you’ll want to include in the exhibitor registration form are company
information, product and service information, and booth preferences, so you can be
prepared to set them up for success
4. Event Registration Form for
Sponsors
If you have sponsors for your event, it’s
important to gather all of the necessary
information upfront to be able to offer them great opportunities for brand exposure and a
strong ROI. The sponsor registration form is a great time to collect things like the
sponsor’s company website and description, their activity preferences, guest information,
etc.

5. Event Registration Form for VIPs

It goes without saying that curating a top tier experience for your event’s VIPs is
necessary. The first step in doing this is to make sure you’ve gathered all of the details
required to ensure they will have a VIP experience. So during registration, you’ll want to
ask about their flight arrival departure times, information about their additional guests,
food preferences, etc.

6. Event Registration Form for Virtual Attendees

If you will be selling virtual tickets to generate
additional revenue, as many events plan to do in
2022, it will be necessary to gather specific
information for those attendees joining virtually as they register. You’ll definitely need to
know what time zone they’ll be joining from and whether they have any accessibility
requirements.
 With a remote audience, you may also consider facilitating some networking sessions
using virtual tools like Whova’s Round Table or Speed Networking features. Registration
is a good time to find out if virtual attendees are interested to participate!

Stage Design
Stage design goes by many names in the theater community, including stage design, production
design, scenic design, and scenography.
While these names hint at a diverse number of tasks and responsibilities, stage design is
essentially the profession and process of planning and creating the scenery for each location in a
performance's action.
This is not done as a solo project by one individual, but as a collaborative effort between the
scenographer, also called the set designer or stage designer, who is responsible for the completed
stage designs, the director, and other key people responsible for planning the action, lighting,
costumes, set construction, and set placement.
Things to consider when planning a stage set
An outstanding stage can really bring an event to life. A stage is the focal point of an event, so it
should reflect your theme and purpose, and should be eye catching enough to maintain your
guests’ attention. There are several things to consider when planning a stage set.
Practicality
Staging is all about using space wisely to create a focal point, to
express brand messaging and to enhance performances or
speeches. There are a few basic rules for making a stage
functional. It needs to be easy to navigate for the people using it
think of how your entertainers and speakers will get on and off
the stage during your event. In order to ensure the smooth
running of stage performances and appearances, make sure to
create a simple layout and have a clear entry and exit point. It’s also important to consider the
positioning of the stage. Remember, it will need to be viewable from every section of the event
space to maximise the experience for all guests
Budget
The stage is the section of your event space that will be viewed the most by your attendees
throughout your event, so it’s important to make it memorable and engaging. Your stage set
should be given enough consideration and budget to make it spectacular.
Customisation
Think outside the box. A stage doesn’t have to be a rectangle fixture on one side of your event
space. It could be a round structure in the middle of the room. It could be an aisle running
directly through the seating plan. The more unique your stage design is, the more likely it will
wow your guests and create an event to remember.
Branding
As the focal point of your event, your stage can be used as a branding mechanism. Include the
right colours, lighting and decor to reflect your branding so that you can build awareness for
your business and make areal impact on your guests.
Technology
Your stage set should have a layout that can accommodate your lighting fixtures, your screens
and the event’s entertainers and speakers. It should be positioned so that your audio can fill the
event space without anything obstructing it. Consider all viewpoints if setting up a screen and
use lighting strategically to convey your branding and to wow your guests.