Event and Conference Management

(MTTM 606)

Handouts and References

Unam M. Pradhan

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1. INTRODUCTION

What is Event?

Event is something that happens at a given place and time. An event is

an occasion where a gathering of target audience meets to celebrate or
experience an occurrence, and organized to communicate and interact with
a purpose to achieve an objective. It is a dynamic plan involving a live
multimedia package organized with preconceived concept or idea. It is
further customized or modified to meet the client’s objectives in terms of
his reach and suitability. It influences the minds of a sharply defined target
audience gathered there by providing them with an enthralling, interactive,
touch-and-feel experience. Events are temporary and not a permanent
phase. They have a finite, publicized life. An event is a single run through
experience and cannot be repeated. The objective of the event is to
capture the customer’s attention.

Event has different connotations and meaning in different field as

follows:

 Probability theory
o an event is a set of outcomes
 Physics
o indicates a physical situation or occurrence
 Computer science
o action that is usually initiated outside the scope of
a program
o

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Categories of Events
 Organizational/corporate events e.g. commercial, political,
charitable, sales, product launch, expo.

Incentive, party, annual days, functions, picnic, meeting, seminar, conf,

talk program, mass meeting, ceremonial days, Product launch, annual
employee get together, morale building and motivation programs,
training ..all these come under purview of corporate events. Some of
these are often annual events that are driven by fixed annual budget to
motivate, enhance and reward staff colleague, clients, dealers and
consumers as the case may be to explore more business acumen.

 Social/Personal events e.g. weddings, birthdays, anniversaries.

Birthday Party, weddings anniversaries, club meets, society program are

few events that come under this category. The purpose is to celebrate or
just meet for variety of reasons.

 Sports event

Matches, derbies, marathons, tournaments, rallies and award ceremonies

related to a sport. The purpose of such event is to keep sports activities
alive, evoke national and international participation and encourage talent.
Apart from that, the euphoria created a generated through these events
is not only enthralling for the audience and participants but also for the
economy of the region/country as a whole.

 Cultural events e.g. ceremonial, religious, art, heritage, and

folklore.

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Dashin mela, teej festival, shivratri concert, lhosar party, bhaitika, new
year party, dandia, tharu dance, are under this category. The purpose is
to relieve and celebrate the festive season or a day and thereby bring
unity and diversity in the community

 Trade/business events.

Annual trade fairs, markets, sales, exhibitions/expositions, raffles,

shopping festivals, consumer trade show, exchange offers, barter,
interaction between dealers and consumers are under this categories.

 Educational events.

Conferences, seminars, workshops, training programs, convocation

ceremonies, alumni meets, are to impart knowledge and skills,
train and teach, acknowledge, felicitate and celebrate milestones
and achievements are some of the educational events.

 Leisure/entertainment events e.g. leisure sport, music, recreation.

Award ceremonies, model hunts, fashion shows, beauty pageant,

talents hunts, concerts, musical nights, cultural shows, theme
parties, film premiers, art exhibitions, ….to provide entertainments to
people are under this categories.

 Civic/government/political events

VIP visits, Rallies, party anniversaries, independence/republic day,

to bring about awareness, national integration, earn revenues,
invite national and international participation, attract and encourage

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tourism, build relations, election campaigns for promotion of
candidates.

 Hallmark events

Asian games, world cup soccer, Miss world/Universe beauty

pageants..to promote and encourage the country’s expertise in
various fields, represent country worldwide, project and build the
country’s reputation and image.

Promotion through EVENTS

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Types of events

Meeting

A meeting is a gathering of two or more people that has been convened for
the purpose of achieving a common goal through verbal interaction, such as
sharing information or reaching agreement

CONFERENCE AND CONVENTION INTRODUCTION

Definition
Conference and convention are used interchangeably many times in many
places. However, the specific meanings of the terms are different. Again,
the terms have meaning not exactly related to meeting industry. Some of
the meanings and definitions of the terms frequently used in the meeting
industry are as follows:

CONFERENCE
Normally conferences take place to disseminate information of a particular
broad theme where people (professional / academia) working on the area
present paper to the audience. Audiences are given chances to put up
queries to the presenter. Conference can be held from local to
international level.

Meaning and definitions directly related to the meeting industry

1. Confer: taking or giving advices and discussions
2. meeting for lectures and discussion: a meeting, sometimes lasting for
several days, in which people with a common interest participate in
discussions or listen to lectures to obtain information

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3. meeting for serious discussion: a meeting to discuss serious matters,
for example, policy or business
4. meeting of representatives of organization: a usually annual gathering
of local representatives of an organization, such as a political party,
trade union, or church, where policy matters and other issues are
discussed or decided • the Democratic Party Conference

Meaning and/or definitions directly not related to the meeting industry

Conferring of something: the conferring of something such as a degree or

honor on somebody

CONVENTION
Convention is more formal. Thus, many fraternal organizations, professional
societies, social organizations, convention is held in a fixed interval of time
as in the statue of the organizations, societies it is mandatory to do so.
As given above in no 3, it is somehow political. Nevertheless, in spite of
elections or selection of candidates, discussion can take place in the form
of conference.

Meaning and definitions directly related to the meeting industry

1. Gathering: a gathering of people who have a common interest or
profession • He’s attending an convention in Iowa.
2. A formal meeting of members, representatives, or delegates, as of a
political party, fraternal society, profession, or industry.
3. Meeting to select candidates: a meeting of delegates of a political
party for the purpose of selecting candidates, or the delegates
attending such a meeting • the Democratic and Republican
conventions • the convention roared as the president stepped to the
podium.

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4. formal agreement: an agreement between groups, especially an
international agreement slightly less formal than a treaty • under the
terms of the Geneva Convention

Meaning and definitions not directly related to the meeting industry

5. usual way of doing things: the customary way in which things are
done within a group
6. familiar device: a standard technique or well-used device, especially
in the arts • Her style does not follow the usual literary conventions.
7. General agreement on or acceptance of certain practices or
attitudes: By convention, north is at the top of most maps.

COLLOQUIUM
An informal meeting for the exchange of views.
An academic seminar on a broad field of study, usually led by a different
lecturer at each meeting.
A colloquium is a type of expository lecture. Typically, a colloquium talk is
a single lecture offered to a broader audience than the audience of a
seminar. Audience members are not expected to have detailed specialist
knowledge of the subject matter. Colloquia are often part of a series, but
generally the individual lectures are not related to one another.

WORKSHOP
It is similar to symposium. In this event, a particular them or problem is
discussion with the stakeholders. All of the participants are expected to
participate in solving the problem or recommending solutions. It is advisory
to present a issue in the form of background paper before initiating
discussion. To make all the participants work, it will be easy if all the
participants are grouped in various groups. Later on they can present their
ideas in a plenary so that all can give suggestions.

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SEMINAR
The term is used basically for imparting knowledge to the audience. It has
latent intention of learning. Used in academic and professional field. It is
also used for promotion of company, product etc. it is considered that the
speaker has a wide knowledge on the particular theme.

Meeting or series meetings of specialists who have different skills but have
specific common interest and have together for training or learning
purposes. The work schedule of a seminar is aimed at enriching the skills
of the participants

a small group of students, as in a university, engaged in advanced study

and original research under a member of the faculty and meeting regularly
to exchange information and hold discussions.

SYMPOSIUM
It is a conference at which a certain subject is discussed. Collection of
essays, etc. by several persons on a problem or subject. Meeting of a
number of experts in a particular field at which papers are presented by
specialists on particular subject and discussed with a view to making
recommendations or coming up with solution concerning the problems
under discussion.

Originally, the term symposium referred to a drinking party; the Greek verb
sympotein means "to drink together". The term has since come to refer to
any academic conference, irrespective of drinking.

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Man works hard to survive, and thus needs to
entertain himself. Events make these recreational
activities possible.

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2. PRE-EVENTS

2.1 Objectives

Any conference, conventions and the like event has its objective. At the end of the
program the participants or organizers would like to have some result. Thus, it has to be
very clear that one should know with what objective the program is going to be held as
further detailing of the program has to be accordingly. Some of the major reasons of
holding the conferences may be as follows:

Internal communication
(a) Part of a regular programme of information within a company, organisation or
community or mutual interest group.
(b) A special meeting to face an unexpected situation or to discuss new policies or
outside intervention.
(c) Sales or marketing conferences within a company.

External communication by a company or organisation;

(a) Events to interest the outside public, by announcing new discoveries, new
developments within the organisation, etc.
(b) Attempts to secure cooperative action on specific projects or policies.
(c) For purposes of lobbying national or local government, nationalized industries, etc.
(d) Seeking good publicity by celebrating anniversaries or other landmarks or progress
such as opening new premises.

Scientific or technical meetings

Most scientific and technical bodies hold a regular program conferences, seminars and
meetings to review progress in particular specialty and to discuss new ideas and to
argue about new theories. These meetings can be held nationally and internationally.

Social responsibility

Numerous meetings take place every year designed for betterment of mankind. These are
usually public meetings organised by special interest groups. These include conferences
organized mainly by voluntary organizations.

International meetings

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Hundreds of important international meetings are convened e year by United Nations,
UNESCO, ILO, FAO, WHO and similar bodies. World-wide organisations like Rotary,
Lions Club meet yearly in different countries. Many academic institutions, professional
societies hold these meetings internationally at varying periodicity.

Commercial events

Many conferences are organised worldwide inspired by the wish of the organisers to
benefit financially from the event or to assist the success of other events.

Training

Associations and professional bodies periodically organize trainings to make the members
trained in a particular field.

Seeking solutions
Many organizations, projects working in a particular field face some problems on certain
issues. To get rid of such problems and to resolve the issue, workshops are organized
inviting the stakeholders. Such meeting events need separate arrangements in terms of
seating arrangement and meeting proceedings.

2.2 THE DESIRED AUDIENCE

The chosen objectives are closely related to the desired audience. Number and types of
audiences depends upon objective and meeting types. This may be a small clearly
identified group or a wide sector of the public. However good an event, it will only
succeed if the right audience is secured and therefore adequate publicity is essential.

Advance notice of the event should be given as early possible since many people plan
their schedules far ahead. Also if advance notice is given early there is less likelihood
of o conflicting events being organized during the same period, adjacent to it.

If the persons likely to be interested in the event can defined, the most effective way of
reaching this potential audience is by direct mail and through company publications. If,
however, the field of interest is rather wide, additional method publicity is through the
trade and technical press. Advertising such publications is often costly, but it is usually
possible to these journals to publish announcements of the event in editorial columns
without charge.

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Whatever possible promotional tools available, shall be used to reach the information
about the particular event so that the desired audience is secured.

2.3 VENUE AND LOCATION

CHOICE OF VENUE

Venue chosen should be compatible with types of program and audience. Comfort of
participants is of paramount importance while selecting any venue. Some points to be
considered while choosing location and venues are:

o Is the locality fixed, or restricted within narrow limits, or completely open?

o How many can be expected to attend to be accommodated in the venue?
o Is an accompanying exhibition planned to be accommodated in the venue itself?
o Common mode of transportation to be used by the participants is available and
suitable ?
o Is it desirable for all to stay at the same hotel and the venue can accommodate
them all?
o Will there be a substantial number of accompanying persons?
o Is the inclusion of an attractive social programme an essential element that can
be arranged in the venue?
o Is it policy to stage the event in an urban conurbation, in a secluded country
area from the point of view of security or other reason?
o Will an overseas venue be considered?
b
o Can the event be held off-peak, November-March, or is a date etween April-
October essential?

1. Conference rooms and exhibition area etc. –easy for participants to commute.

2. Conference centers, Convention halls, Hotels, Motels, Clubs, Colleges, Cinema hall,
Theater, Town halls, Boats.

3. Teleconferencing-limits choice of venue

VENUE NEGOTIATION

Literature published by hotels and conference centers is oft-inaccurate-in details

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such as size of rooms, numbers that can accommodated in various rooms,
catering facilities, quality bedrooms, etc. Thus, inspect the venue before
negotiating. There is no substitute for personal inspection potential venues. This
inspection should be very thorough and cover all potential problems.

Double booking is a constant threat. Even the best venues sometimes commit this
cardinal sin. To avoid this problem get every major detail agreed in writing at an
early date.

Beware of booking events in unfinished hotels or centers -Events beyond human

control tan cause delay in completion. If bookings are made far ahead, get firm
estimates for charges that will be made for accommodation, meeting rooms,
catering, etc.

It is always advisable to rely on the past experience while negotiating. Bargaining is

common practice in many of the hotels and conference venues.

There is no business like show business

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2.4 Minimum Physical Requirements in Venue
The physical requirements of a meeting venue are:

Space and Seating

This will depend on the shape of the room and number of participants. In most
cases, however, the number of participants can only guessed. It is -always wise
to book rooms larger than you expect to need. It is comparatively easy to
"shrink" a room with plants o screens but nobody has yet found a way of
"stretching" one.
'
Sound reinforcement. Adequate modern microphones for use of platform and
audience.

Lighting.
Suitable lighting is essential. Lighting must be controllable within the room and
by two or more circuits.

Ventilation and Heating. Comfortable environment is essential. Not too hot—or too
cold-or too draughty.

Noise. External noises should be excluded when doors and windows are closed.
Entrance doors should be silent" and self closing. Sometimes even flooring with
parquet laid can make noises.

Power. Ample sockets with fused plugs.

Signposting. Direction signs from main entrance to registration area and

auditoria should be large and clear.

Liaison with venue management. Easy and quick contact with the Venue
management is essential. A technician should be in constant attendance to
monitor microphones, lighting and audio-visual system.

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Registration area. Must be outside the conference auditorium and large enough_
to cope with largest number of delegates.

Organizers Office. A separate well equipped office is needed for the organizer.

Parking. Parking facility is of ample requirement for holding any large

conferences

Services requirements in venue

Other services required in the venues are: Cloak room, toilets/restrooms,
Telephones, Internet, Catering. Must be adequate to meet the requirements of
the particular event without undue delays.

PA systems
Audio-visual aids, television monitors, overhead projectors, flip boards, etc
should be available and the rooms should be high enough for their satisfactory
use.

Audio visual equipment - audio

Microphone (Podium, Table, Floor Podium)

Lapel Microphone (Wired)

Wireless Microphone (VHF or UHF Hand Held or Lapel)

4 Channel Mic Mixer

6 Channel Mic/ Line Mixer

CD Player

Cassette Player or Recorder

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Audio visual equipment - video

28" TV & VCR C/W Skirted Cart

20" TV & VCR c/w Skirted Cart

13" TV/VCR Combo Unit

VCR VHS Player

VHS Camcorder with tripod

LCD Video Projector c/w VCR, Cart & Mixer Patched to House PA

Audio visual equipment - screens

Foot Tripod Screen

8 Foot Tripod Screen

10 Foot Roll Screen

12 Foot Roll Screen

6' x 8' Fast Fold Screen c/w Dress Skirt

(Front or Rear Projection)

71/2' x 10' Fast Fold Screen c/w Dress Skirt

(Front or Rear Projection)

9' x 12' Fast Fold Screen c/w Dress Skirt

(Front or Rear Projection)

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10' x10' Fast Fold Screen c/w Dress Skirt
(Front or Rear Projection)

Audio visual equipment - computer projections

LCD Data Projector - SVGA (600 x 800)

LCD Data Projector - XGA (1024 x 768)

14" Computer Monitor c/w Skirted Stand

17" Computer Monitor c/w Skirted Stand

21" Computer Monitor c/w Skirted Stand

29" Computer Monitor c/w Skirted Stand

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2.5 Suitable time

In choosing the date of the event, external influences such as Bank Holidays,
religious festivals and school holidays may have an effect on the size of the
attendance. In general, off-peak dates may mean easier travel, lower fares and
cheaper hotel accommodation. This is not to suggest that these considerations
should be the main factors determining the choice of dates but they are worth
bearing in mind if the dates are not pre-determined. While in general one tries
to avoid clashing with other events, it may be good policy to choose a time to
coincide with other complementary functions. Above all, do not clash with
conferences or exhibitions that are likely to attract the same audience.

2.6 SECURITY

While security is talked about, it is the security of exhibits and the people
(participants and delegates).

Strict security is a main consideration when VIPs are present or other people
who might conceivably attract the unwelcome attention of one of terrorist
groups. It is, nevertheless, an aspect of conference planning that deserves more
attention than it often receives.

When selecting a venue, the security aspect should be borne in mind if there is
special need for it. In an extreme case, a country hotel that can be isolated
may be the best choice. Normally venue that is used regularly for meetings is
likely to be satisfactory.

It is wise to enquire about access to the locality whether it is easy for

members of the public to intrude on proceedings.

Another aspect is the monitoring of access to the conference hall. Usually, one
or more stewards guard the door and only admit badge wearers or those who
can establish their right to attend. The aim should be maximum control with
minimum fuss.

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In the USA, it is sometimes the custom to use armed security guards for this
purpose and the effect is not a happy one.

Apart from security, the question is of, fire precautions should be scrutinized. If
you are relying on the police or other official sources protection for your
exhibition or conference it is necessary to ensure that this security will operate
the whole time it is required. If an exhibition opens at 9 am on a Monday
morning it is quite likely that the official protection will commence at 8 am on
Monday morning whereas it should have been operative several days earlier
during the build-up period when large quantities of valuable exhibits require
protection.

An international meeting on safety and security of conferences was held in

London in October 1988.

2.7 PROMOTION/PUBLICITY
Promotion /publicity is mainly needed to secure the audience. The more the
publicity the more the targeted audience will know about the event. In many
cases the desired audiences can not take part in the program just because of
lack of information about the program. On the other hand the organizer misses
the desired audience. However good an event, it will only succeed if the right
audience is secured and therefore adequate publicity is essential.

Similarly, the publicity is equally important to attract sponsorship. The interested

companies shall have the information about the program so that they come
forward to sponsor the program. The sponsoring companies or organization
always look for the mileage they get by sponsoring the program. They always
would like to have maximum benefits from the program. More targeted visitors
are needed for the benefits of the sponsoring companies or organizations. Thus,
promotion/publicity is needed for that purposes.

Advance notice of the event should be given as early possible since many
people plan their schedules far ahead. Also, if advance notice is given early
there is less likelihood of other conflicting events being organized during the
same period or adjacent to it.

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Media for publicity/promotion
Print media
National dailies are the good place to put advertisements of the program. It is
rather costly to put the advertisement in the front and is further costly if the
matter is in four colour. Normally the unit of the cost is per column cm.

Radio
Local radio / FM can help in giving publicity about the subject and about
leading dignitaries and major speakers. Depending the time of airing the matter,
cost varies. Similarly, number of words is also unit for charging.

Internet
Internet has becoming a powerful tool for disseminating the information about
the program. The desired audience can be made informed to visit the website

for further details about the program.

Emails
Direct emails to the targeted audience have been very cost effective yet
economical and fast reaching tool. All the information about the program can be
sent to the target group with much cheaper price. For this, addresses of the
desired audience are necessary.

Postal service
If the persons likely to be interested in the event can be defined, one of the
most effective ways of reaching this potential audience is by direct mail. One
way of reducing the clerical work involved is to print the name (or title) and
address on each letter and to use window envelopes.

Miking
In small towns, this tool can be employed to disseminate the information about
the program effectively. However, the time of crowd on the road has to be
identified.

Press meet

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Prior to the commencement of the program, it would be a good idea to hold a
press meet. On that meet, all the details about the program can be
disseminated so that the press will publish the information on various media
and the information is reached to the public and the target group. The
preparation and distribution of press notices advance and on the eve of a
meeting is worth considering.
If the press is invited, suitable arrangements should be made for their
reception and assistance. Television and national or local radio stations may
also be interested to send representatives. They will expect to receive a press
pass to attend and to receive copies of all documentation. Press and
broadcasting arrangements should be made in good time—not at the last
minute. Many conference centres are exceptionally well equipped for direct
transmission. It is unlikely that all the press representatives can be invited to
the conference banquet or similar function. It is usual to restrict invitations to

a select few.

Apart from the obvious requirement of a press room and reserved seating for
the press in the meeting room, it will be desirable to hold briefing sessions if
the subject is technical or scientific. One method is for the speakers to meet
the press at the end of each day and to explain any technical points and
answer questions. In a large conference, one person should be delegated to
look after the press and to help them cover all aspects of the meeting.

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Personnel networking
Personnel networking play a vital role in disseminating the information about the
program. Contacts in the social organizations, professional societies, working
office, academic institutions etc. can be utilized in publicizing the program.
Sometimes personnel influence can play an instrumental role in securing desired
audience.

Co-organizers
If trade associations or professional bodies are likely to be interested in the
subject, they will usually consent to inform members through their newsletters
which are a regular form of communication between an organisation and its
members. In some instances the organisation will even send out copies of the
brochure to all its members, but a small charge may be requested for this
service.

Editorial publicity
it is usually possible to popular journals to publish announcements of the event
in editorial columns without charge. Magazines, Journals, weekly tabloids can be
made use of for making publicity of the meeting events through the coverage in
the editorials. Editorial is the widely read column in any such publications. The
editorials can be made cover certain aspects of the conference in such a way
that the readers have information about the event

News letter
Through newsletters which are a regular form of communication between an
organization and its members, publicity can be made. With larger conferences,
a daily newsletter, which can including updating of the list of participants,
together with advance programme changes, can be useful. This of course needs
single-minded devotion of at least one man or woman and good distribution
scheme.

Television

Advertisement in the television in the form slide or some comical form, can be
very strong and powerful tool for publicity. It also depends upon when the
publicity has to be made from the point of view of media service.

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Displays / Hooding Board

With the permission of authority, hoarding boards can be used. However, it is

not that cheap as compared to others. The boards normally are rented ones for
a year. It is operated by the media agencies.

Publications (Brochures, Pamphlets)

The initial brochure should be as clear and informative as possible. It should be

sent out with an accompanying letter, as this is likely to avoid its being
discarded unread. If a leaflet about a seminar is sent out without an
accompanying letter it is likely to get no further than the post room or
secretary. If the letter gives a name or title, it is much more likely to be read
by an executive who might wish to participate or send members of staff.

Banners/danglers
On the cross roads and main roads, banners and danglers can be put so that

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the public and passerby can have a look at them. Permission may have to be
taken from the local authority to put the danglers on public posts. Size and
contents of the danglers and banners vary according to the location.

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 THE PROGRAMME

Items
Gift items, ‘T-shirts’, caps etc can be used to create mood of the program. This
can also be used as to who distribute the items

2.8 FOOD AND BEVERAGE

The conference sessions will provide plenty of refreshment for the mind and
intellect. Participants will, however, also expect bodily sustenance in the form of
food and drink. The provision of appropriate catering is an important part of any
event and particularly so if the event lasts several days.

When selecting a venue, care should be taken to ensure that appropriate catering
and trained staff will be available at the right price. This will also affect the timing
of the overall conference programme. Policy decisions have to be taken on the
price level of food to be provided. Timing is very important and it is essential to
have assurance that the caterers can provide quick service as well as good food.

Meal planning shall be done according to the program proceedings. Some

programs need breakfast, Lunch Tea and Dinner, but it is not necessary to provide
the participants with all. Some conferences do not provide luncheon for
participants, expecting them to make their own arrangements. This is not to be
recommended as they may be late in returning and also the luncheon periods are
very valuable for informal discussion.

Care is necessary in choosing the menus for the various meals. There should be
variety and by all means allow the chef to display his creative skill but care must
be taken to avoid problems with participants who may be vegetarian or have
religious objections to certain foods. This question should be discussed with the
banqueting manager when selecting menus. If the event lasts more than one day,
it is wise to ensure that the menu is different for each meal.

Monotony has to be broken by various means. Changing menu, venue,

arrangement of seats, music can break monotony. Changing table clothes,
decoration, serving system, utensils, timing can also contribute in breaking the

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monotony.

Wine, red or white, is usually offered at luncheon in western society. It is not

necessary to be too liberal in this respect as more than one or two glasses of
wine may induce sleep at the afternoon session. Whether the luncheon service is
by buffet or waiter service it is necessary to keep to time. Most caterers will
request 1.5 hours for serving a three course meal but it should be possible to
improve on this. If there is to be a guest speaker at the luncheon it is reasonable
to allow a longer time for the break, say two hours.

2.9 FUNCTION
Functions play only a supporting role in conferences, nevertheless the success or
otherwise of an event is often dictated by the adequacy of catering and the
enjoyment of the various functions arranged.

Receptions
Receptions need careful planning and important point is to ensure that the
formality or otherwise matches the occasion. The rooms selected for the reception
should be of the right size and environment, and if the chairman is to receive the
guests then suitable arrangements should made for this. It is also necessary to
ensure that cloaks, facilities are available and that there are adequate direction
and staff available to direct guests.
Technical tours
The tour is especially of the interest of the participants. It can be organized during
the conference as part of it. If the program is of long duration, it is arranged in
the middle of the program. If the program is of short duration, such programs are
kept at the end of the program.

Social Functions
The decision to have social functions depend on the type of event, but if they are
decided upon then planning should be as meticulous as that for the rest of
programme. Social programs are designed and organized according to the taste
and age group of the participants. Number of participants shall be confirmed

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beforehand. The functions provide the participants with sufficient opportunity to
have informal discussion.

Social welfare programs.

This can be in the form of social welfare programs.

Accompanying Persons Programme.

When a conference attracts considerable number of wives, husbands or friends
accompanying delegates, it is usual to organize a special programme, and should
be selected to meet the likely wishes of the majority those who will be taking part.
The timing is important if there are special functions in the evening, eg. a banquet
or reception. There are many organisations who will undertake arrangement of
visits and trips of this kind. It is desirable that there should be some hosts
accompanying each visit.

Culture programs
It is a common practice to organize a culture program at the end of the program.
It is more meaningful if the participants and delegates are from foreign countries
as the participants are always eager to know about the culture and tradition of the
host country.

2.10 PUBLICATION and PRINT

Documentation
The nature and the comprehensiveness of the conference documentation
distinguish between an amateur and professional approach. It will not usually
cost more to have really well designed and coordinated documentation but it
requires thought and proper planning.

In an international conference, or any other large event, it is desirable to decide

at a very early stage the color scheme an overall design which will be adopted,
firstly to publicize the event and then to maintain a "family" style throughout.
The parent organization may have its own logo and this can be adapted to

30
produce a new striking design which will publicize the forthcoming conference
while at the same time emphasizing its connection with its sponsor.

"family" style

Announcement
Even when the event in question is a regular meeting, held annually or every
2, 3 or 4 years, it will be necessary to alert members - and others to the

31
timing and location of the forthcoming conference and to arouse their interest
and desire to attend. In case of international conference which takes even a
year’s preparation time, it is necessary to give preliminary information about the
program particularly to the paper presenter. This helps the organizer to finalize
venue etc.

Brochures
Once the feedback and response from the participants is received, them
preparation for detail work can be initiated. Once of them is to print brochure. It
is also equally important to make the program know to the stakeholders.
Information shall be disseminated to the sponsors as well. For this sake,
brochures containing all the information regarding the time, venue, objective,
fee, target group etc. shall be printed and distributed in time.

32
33
Program detail or Handbook
This will usually start with a message from the patron, invitation from the
chairman of the conference etc. . These obvious and so are some suitable
photographs but the important part of the booklet is the basic facts that are vital
to the persons intending to participate. The book contains room basically contains
the program details with all the session plans and relevant information especially
for foreign delegates.

Souvenir
This document contains all the best wishes from the well wishers. It also
contains brief description of the program. It also contains advertisement from the
exhibitors and sponsor. The document is distributed to all the participants.
Abstract
This document contains the summary i.e. abstract of the papers to be presented
in the conference. The abstract also contains brief profile of the paper
presenters. It has various sections in it.

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35
36
Banners and Backdrops
Banners are placed in various places in the venue from main gates to the
conference halls to indicate or direct the visitors, participants about the venue
details, where the program will take place. It is also to welcome the guests with
welcome and farewell signs. Backdrop is a kind of banner which is kept at the
main stage of the conference hall. The backdrop contains the theme of the
program along with organizer and/or co-organizer along with sponsors if there is
any.

(Pls refer to the additional reference materials – samples of brochure, abstracts,

program etc.)

2.11 RESOURCES (Financial)

Sources of funding (financial resources)

In the conferences and conventions, major sources of funding are as follows:

Registration
Significant amount of funding can be received from the registration fee. The
registration fee is normally varies to different category of participants. Generally
the categories are

o Students,
o Individuals,
o Institution
o Foreigners
o Supporters
o Members of the organization

Registration fee also varies as per the time of the registration by the
participants. Early bird registration i.e. registration within the early announced

37
period is cheaper than the late registered participants. It is even dearer if the
participants register themselves on the spot.

Sponsor
Sponsors are the major sources of the funds in any program. The more the
sponsor, the less is the registration fee for the participants. According to the
amount of the sponsor by any companies or organizations, it is categorized as
Platinum, Diamond, gold, silver etc. benefits to the sponsors also depends upon
the sponsor they do in the program. However, the sponsoring organizations and
companies always look for their promotion / Seek mileage through the program
in return to the sponsoring the program. The supporting organizations/companies
always want the program to be publicized to the specific target group as well
as to the public at large.

Subsidy
Hall, food, space, goods, stationary, airing matter for the promotion etc. can be
made available in a subsidized rate from some concerned companies thereby
reducing the expenditure. Saving cost is also an earning.
Donation
Sometime some institution of even individual can come to support the program
in the form of donation. These kinds of people or institutions do not want
themselves to be publicized.
Government

Types of resources
There are two types of resources received for holding the program. The funding
can be received in cash or in kind as well. Kinds may be stationary materials,
services, volunteers, logistics, communication etc. Sometimes it can be both
combined. Barter system can also be employed. In this system, exchange of
services and facilities takes place between the organizer and the supporting
company.

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2.12 PROGRAM/SCHEDULE

Making Program of the conference is a major task while planning the

conference. After all it is day what matters. Thus, care should be taken to fix
the time and activities along with the responsibilities. By this time, all the
activities must have been finalized. Although the preliminary program is
prepared from the very beginning, it is finalized almost at the end of the
planning phase as there may be lot of changes.

Detail program is subject to the types and scale of the event. Typical programs
of the conference are attached so please refer to it. Generally major content of
the program are:

o Inauguration Session
o Technical Sessions
o Valedictory Session

Inauguration Session

Formality dominates in the inaugural session. The formality depends upon the
scale and type of events. In the inaugural session, VIPs are present. Apart
from participants in the conference, distinguished guests are also invited even if
the guests do not take part in the conference in technical session.

Activities in the typical conventional inauguration program are

 Taking seats on the dais by the dignitaries

 Welcome speech
 Inauguration
 Speech-1
 Speech-2
 Speech-…
 Vote of thanks
 Closing of the inauguration program

39
Technical session
Technical sessions are the main part of any conference. In any major
conference of large scale and high value, there is always a key speaker. The
speaker is supposed to be an expert on the theme of the conference. He/she
delivers the speech on theme in the plenary session. Technical sessions are
divided into several sub themes. Each of the technical session is chaired by
chairperson. The chairperson is supposed to control the technical session
proceedings and give his remark on the papers presented by the presenters.
The chairperson is assisted by co-chairperson and rapperteurs. Rapperteurs
take notes of the discussion taken place between the presenter and audience.

Depending upon the number of participants and total time available, time for
each paper presentation is decided. At the end of the paper presentation,
question answer part follows. At this juncture the role of chairperson and
rapperteures are very vital. After the question and answer part of the session,
the chairperson of the session wraps up the session by giving his/her remarks

Closing ceremony/Valedictory

Valedictory session is the last session of the program. Formality is less

observed in this session than as in the inaugural session. However, as a
closing ceremony some level of formality is observed. Organizers and dignitaries
are kept in the dais. The overview of the program in terms of the number of
participants, number of papers presented etc is presented from the organizers’
side. Any suggestion and/or comments are also received from representative of
the participants. Declaration of the conference is also made by taking the
comments, suggestions and recommendations of papers presented on the main
and sub themes. At this session, certificates, gifts and mementoes also
distributed to the sponsor, supporters, and other relevant persons and
companies.

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2.13 BUDGETING
Budgeting is all about management of funds for various activities in the conference
program. Major parts in the budgeting are to allocate funds for various activities
of the program and cash flow.

While allocating funds, the expenditure that will be incurred will be listed out.
Funds required are calculated and put in the separate headings. In the other hand
the expenditure amount required are tried to meet by getting funds through
registration or sponsoring etc. if the expenditures can not be met by the income,
then the expenditure either has to be minimized or the activities have to be
curtailed. Some of the major headings of expenditures in the conference are:
 Accommodation/hall
 Catering and functions
 Photocopy, Printing and documentation
 Photography/videography
 Remuneration/gratitude
o Resource persons, key speakers etc.
o Additional hired personals
 Audio/visual equipments
 Security
 promotion
 Communication
 Travel
 Gifts / Memento
 Stationary
 Miscellaneous
If the event is managed with the commercial intent, then overhead and profit is
also part of the total expenditure.

Some of the major headings of income in the conference are

 Registration fee

41
 Sponsor (kind or cash)
 Advertisement
 Support of government
 Donation
 Self
 Loan
 Other
 Accompanying event viz. exhibition

Second part of budgeting is the cash flow. It is always to be borne in mind that the
required amount of total money is not available in the very beginning of the
program. Where as expenditures incurs from the very beginning. Thus, it has to be
managed the income and expenditure overtime. In some stage of time, high
expenditure may incur. At this juncture, the income has to me managed accordingly.
Advance payment collection, early bird registration are some tools of collecting
money in advance.

2.14 Room Layouts

Seating arrangement has be made as per the number of participants and type of
event. Some of the seating arrangements are as follows:
"Theatre-style" seating allow about 8-10 sq ft per person. This style is suitable for
conference participating by large number of participants. In this arrangement tables are
not provided to the participants.

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“Class room style " seating allow about 15-20 sq ft per person according to size of tables
and desired layout. The name itself suggests that this style has the tables and chairs as in
the class rooms. The style is suitable if notes have to be taken of the
speakers or the participants also have to refer to something for which they
need tables.

43
“Herringbone style" seating arrangement is almost
like class room. But it differs in the alignment of the
seats. In case the straight line alignment seats are not
convenient to the participants, then the seats are
slightly made slanted so that all the participants can
see the front conveniently.

44
“Open square" this type of seating arrangement is
suitable for sizable number of participants for
discussion on specific topic. Equal importance is
given to all the participants. Depending upon the
room size and number of participants, the seating
arrangement can also be rectangular.

“Board room" this type of seating arrangement is

suitable for holding meeting with two groups. Mainly executive
meetings are held in this fashion. Conference meaning conferring i.e consultation between two equal
status holding groups or boss and directors of the company can be held in this arrangement.

45
U shape" this type of seating arrangement is suitable
for conducting training program to specific target
groups. Many trainers or resource persons like to have a
close interaction with the trainees. This arrangement of
seats make him/her comfortable in building rapport with
the trainees.

“Crescent" this type of seating arrangement is suitable for conducting conferences, training,
workshops in an informal way. If the participants have to be divided in small groups, this
arrangement is useful.

Head table
Podium/lectern

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47
3. DURING EVENT

3.1. ORGANISING THE PROGRAM

Planning of the event is followed by organizing the program on the actual dates.
Theses are the days what matters. Thus, the preparatory phase is very important
while organizing the event. Actual preparation for organizing the event starts one week
ahead of the date. Rehearsal shall never be missed before commencing the program.
Some of the major activities are:

Rehearsal

Welcome and farewell/valedictory session and other session plans shall be rehearsed
to avoid overrunning time. The sequence in protocol for receiving guests shall be
rehearses so that everything goes smoothly.

Registration and attendance list

Registration of all the participants in the program has to be managed properly. It is

necessary especially when there are many participants from abroad. Otherwise there
will be chaos in the hour of registration. It is better to put registration desk in the
alphabetical order for registering names of participants. Similarly, registration desk can
be put separately for participants, guests, participants from overseas, account etc. The
registration desks have to be put at the entrance of the main entrance to the
conference hall.

Supervision

Supervision is very necessary to ensure that the program is proceeding as per the
plan. If there are two or more sessions going on parallel, then each room need to
have separate supervisor to monitor the activities of each room.

A/V equipment/system

It is absolutely necessary to check if the all the audio visual equipments needed for
the program is in the working condition. Power points and power chords may give
trouble during the presentation. Thus it has to be checked these are compatible with
the computers. Sometimes computers and LCDs are not compatible making it hassle
in presentation. Distance between the screen and computer shall be in such distance

48
that the audience shall be able to see all the presentation matters clearly. (Refer
attached sheets for detail.)

Food Beverage (Meal function styles, service)

After receiving information on the food choice of the participants and budget allocated
for it, meal has to be finalized prior to commencement of the program. The daily meal
and place for the lunch has to be finalized so that the participants always feel new
and fresh.

Badge and name holders

All the participants including organizers, guests, exhibitors, utility personals have to be
identified. This is necessary from the point of view of security and assigning job and
enquiry as well. Thus, name holder for the sake of identity of the personnal shall be
distributed to all.

Posters and banners in the venue

The participants are always new to the venue. They have to be well informed and
guided to the various activity place in the venue. For this, well informed notices,
banners, direction signs have to be put in eye level so that every one can see it.
Backdrop placement and the contents of it have to be checked properly to avoid
mistakes. Silly mistakes can occur due to small negligence.

Light

Adjustment of lights necessary of not have to be finalized. If it is then it has to be

managed accordingly. Back up electricity supply available or not has to be ensured.
Avoid keeping auditorium dark. It may have depressant effect on audience.

Security

Monitoring of the access to the conference hall has to be strict. Door is guarded by
more stewards and admits badges wearers or those who can establish their right to
attend. The aim shall be maximum control with minimum fuss

49
Space planning/setup

The venue has to be divided in such a way that the desired activities can take place
in the venue will less fuss. Space planning for some of the following activities have to
be done carefully
 Registration desks
o More number of registration desks if participants are more
o Registration desks can be arranged in alphabetical order and / or category of
participants like participants from SAARC region, students, members,
institutional etc.
o Desk for enquiry
o Desk for travel and ticket arrangement
o Desk for accounts

A-H I-N O-S

Alphabetically
T-Z

50
 Members
SAARC Students

Categorically
Institutional

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 Exhibition stalls
 Function table plans and lists
 Meeting room arrangement

Reception and farewell

Reception at airport with proper signs is necessary for the foreign delegates. This
plays a very significant role in impressing the delegates. Similarly, the travel
arrangements in the conference city is also needed if the participants are
accompanied by others.
travel arrangements.

Publicity

Although publicity is made prior to the

commencement of the program, but it is
equally important to make the public
known that the program is going. Thus,
publicity is made during the program
also. With larger conferences, a daily
newsletter, which can include updating
of the list of participants, together with
advance programme changes, can be
useful. This of course needs single-
minded devotion of at least one man or
woman-and good distribution scheme.

Evaluation and post mortem

At the end of the program, it is a

practice to do the evaluation of the
program. Organizers do the evaluation of
the program in terms of objectives met
or not. Organizers also seek feedback from the participants for improvement further of
the similar program to be held in the future. Direct asking questions in the recorded
form can be used. Otherwise common practice is distributing questionnaire to the
participants and get feed back accordingly. Some of the parameters to be included in

52
the questionnaire are venue, meal, logistics, stationary, communication, AV
equipments, PA system, time and overall management. Evaluation is normally done
prior to the valedictory
session or after it.

Declaration

It is a common practice of
making a summary and / or
overall review of the program
at the end of the event in
the form of “declaration”
whereby major findings,
suggestions, advice to move
ahead, road maps are
pointed out.

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54
4. Post event

After the conference, there are still some works to be done to settle everything. Major
works remaining are

Settling accounts i.e. payments and collection

Payments and collection are always in due. Not necessarily all the payments can be
received in advance, especially the sponsor and support. These have to be collected after
the program. Similarly, hotel or conference center bills are normally settled after the
program.

Dismantled stalls
Exhibition stalls and other stalls might have been the part of the program. Those have to
be dismantled after the program. The venue may give time to do so only a day as they may
have other programs in that area.

Proceeding preparation
Detail/Full form of papers presented in the conference, number of participants, program
detail including inaugural and closing all can be part of the proceedings. It may take
sometime to bring out the proceeding as the full paper collection can take some more time
to receive.

Dispatch of materials to the participants and others

Proceedings, other documents, bills, gifts have to be dispatched to the participants local
or international after the program. Freight and/or courier services have to be used for
it.

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5. Exhibits and trade shows

What are exhibits and trade shows/fairs

 Exhibitions:
In fact, exhibitions used to describe a very wide range of shows. These can be
Charitable/Non commercial and Commercial (profit making purpose)

 Trade Fair:
Normally trade fairs are Commercial selling events. Opportunity for the producers to
promote and launch their new products. It is the event where contacts can be
established with the buyers.

 Target group:
The exhibitions and trade fairs have various target groups. They range from Public at
large and specific group of people from specific discipline. It is also customary to
restrict certain days or certain hour of day for buyers i.e. business hour.

 Scale and types

The event varies in terms of Size and participation i.e. International or national or
regional, local. It is generally organized on specific themes.

Interrelation of exhibition and conference

Followings are the interrelation between exhibition and conference:

 To attract right people in good number

 Supplementary to each other NOT detracting the planning of one to other
 Coordination achieved
 Ample time for delegates to visit exhibits -Lunch time extended
 Same venue and close to the conference hall
 Promotional seminars
 Technical people should be there in stalls
 Financial benefit

56
Objectives and scope of exhibition
 Meeting existing and potential customers for large orders
 Securing the largest possible number of inquiries which can be followed up after
the event
 Publicizing company’s name and products
 Aiding market research and long range planning by discussion with visitors and
analytical inspection of other stalls
 Presence can be felt to the competitors and regular customers.
 Backing up company’s agents and local distributors.

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Time and duration of the event
Exhibitions can be organized from few days to months depending upon the type and
scale of the event. Duration of the local events last for few days where as
international events last for months.

Planning participation in exhibition in a successful way

Making decisions
Before participating in any exhibitions decisions have to make with reference to the
following points:
o For how long has the event been held
o Reputation of the organizers. How good is the reputation of the organizer
has to be looked at. Its track record is the good way to assess its
performance
o Any clashing events are going to be held during that period or not, has to
be seen. Such events may divide the visitor.
o There may be restriction to the public inviting only specific group of people.
This system may or may not be suitable for the exhibitor to take part in the
event.
o The program is going to be supported by any reputed organizations or
institutions. This makes difference in terms of the importance and value of
the program. Good organization or institutions supported program attract
visitors.
o The time is suitable for launching any new products has to be carefully
assessed. Otherwise there is a chance that the launching of the product may
be self defeating.

Participation
Participation in the exhibition may be individual or collective. Independent participation
shows the individual strength of the organization. Big and multi national organizations
normally do participate independently. However, collective participation can create big
impact to the visitors. In big events, especially international events for long duration, it
is wise to participate collectively along with like minded organizations. Collective
participation is comparatively cheaper.

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Cost
Cost may be the prime factor while participating in the event. Cost depends upon the
location of the venue, types of exhibits and services received from the organizer. The
more the facilities expected more is the cost.
Designing the stall
Following points shall be taken into consideration while designing the stalls:

Choosing designer: if the exhibiting company or organization do not have knowledge

about the designing the program then, it would be wise decision to hire a
professional designer.

Entrance: the entrance to the stall/stand shall be easy to enter. Sometimes due to
excess materials, entrance is narrow causing difficulties to the visitors.

Freedom to movement: Adequate space for free movement has to be in the stalls
so that the visitors can see and visit all the parts of the stalls. This has to be
calculated in terms of numbers of visitor supposed to visit the stall.

Route for visitors: in case of pavilions where more than one stalls are there, the
route for the visitors should be such that the visitors can visit each of the stalls.

Decoration: in order to attract the visitors, the decoration can significant role.
However, care should be taken not to dilute and dominate the main exhibits. Flower
vase, lights etc. can do magic.

Texts and position of signs: the size of letter in the poster should be such that the
visitors can see and read with the distance. Similarly, the position of the text shall
be at the eye level.

Spelling and colours: chances are there to make mistakes in the facia board. So,
clear spelled and written name of the organization shall be given to the organizer so
that they write the name correctly.

59
Exhibits display: it is said that the exhibits shall be displayed in a retail shop manner
rather than museum style where everything is kept closed. The museum style may
not be friendly to the visitors

Freight and transport

It is necessary to arrange the freight and transport very carefully in case the
exhibition takes place in a long distance. Cost and handling matters.

Packing and case marking

Negligence is not tolerated in packing the exhibits. Negligence may cause serious
damage to the exhibits making it meaningless for the exhibitions. The packed case,
goods shall be marked with signs whether it is fragile, or should be upright placed.
Sometimes words may not suffice.

Custom
Custom system and procedure are different in different countries. Thus, it has to be
known very well about the custom of the particular country where the exhibition is
going to be held. It applied not only to the receive end but even to own country as
some of the goods may be restricted to take out of the country.

Insurance
Valuable goods are good to be ensured for security purpose.

Construction of stalls and stands

Typical and specific style desired can not be achieved from the organizer themselves.
Thus, in that case, the stall construction has be managed by own labour and
technicians. Octonorms are the common element of constructing the stalls.

Stall location
Location of stall may have different rate as ordinary and primary. The location in the
exhibition hall shall be chosen in such a way that the visitors visit the stall. Sometime,
the regular stall location as previous years also preferred.

Sale literature

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Brochures and other relevant documents shall be in adequate number in the stall so
that the visitors demand can be fulfilled. After all the participating in the exhibitions is
also to make contacts with the potential customers.

Gimmicks
In order to attract more visitors in the stalls gimmick can be done. Competitions,
interview, games, dance etc. can be some of them.

Managing the stalls

Managing the stall is a crucial part. Following points shall be taken into consideration
during the exhibition:
o One person has to be assigned to do overall supervision of the stall. He or she
should know about all the detail of the stall
o If the exhibition of long duration time, the attendants shall be placed in
staggered time.
o The stall has to be inspected each morning before staring the day to ensure
that the exhibits are in a proper place.
o The attendants shall behave well to the visitors. With the dress and other none
of the visitors shall be neglected. Grouped together gossiping in the stall shall
be avoided.
o As far as possible dress code shall formal and in uniform.
o In order to deal with enquiries, questionnaire form or visitors book have to be
placed in the stall.

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6. NEGOTIATION

6.1 Introduction

Negotiation is something that we do all the time and is not only used for
business purposes. Negotiation is usually considered as a compromise to
settle an argument or issue to benefit ourselves/both parties as much as
possible. Negotiation, in a business context, can be used for selling,
purchasing, staff (e.g. contracts), borrowing (e.g. loans) and transactions,
along with anything else that you feel are applicable for your business.
negotiation is not always between two people: it can involve several members
from two parties.

Communication is always the link that will be used to negotiate the

issue/argument whether it is face-to-face,
o on the telephone or
o in writing.
There are many reasons why you may want to negotiate and there are
several ways to approach it. If your reason for negotiation is seen as
‘beating’ the opposition, it is called ‘Distributive negotiation’. For this,
persuasive tactics have to be used. But it may not end up with maximum
benefit because agreement is not being directed to a certain compromise and
both parties are looking for a different outcome.

If negotiation is much more ‘friendly’ with both parties aiming to reach

agreement it is called ‘Integrative negotiation’. It usually brings an outcome
where you will both benefit highly.

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6.2 Planning and How to Negotiate

Pre-Negotiation

• Before decide to negotiate-prepare.

• What is it exactly that you want to negotiate?

• Set out your objectives (e.g. I want more time to pay off the loan).

• You have to take into account how it will benefit the other party by
offering some sort of reward or incentive.

• What is involved (money, sales, time, conditions, discounts, terms, etc)?

• Know your extremes: how much extra can you afford to give to settle an
agreement?

• Although you are not aiming to give out the maximum, it is worth
knowing so that you will not go out of your limits.

• Know what your opposition is trying to achieve by their negotiation.

• useful information that could be used to your benefit and may well be
used to reach a final agreement.

• Consider what is valuable to your business, not the costs.

• You may end up losing something in the negotiation that is more

valuable to your business than money. It could be a reliable client or
your company reputation.

6.3 Ways To Negotiate More Effectively

1) Learn to flinch.

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 The flinch is one of the oldest negotiation tactics but one of the least
used. A flinch is a visible reaction to an offer or price. The objective of
this negotiation tactic is to make the other people feel uncomfortable
about the offer they presented. Here is an example of how it works.

2) Recognize that people often ask for more than they expect to get.
This means you need to resist the temptation to automatically reduce
your price or offer a discount.

3) The person with the most information usually does better.

Ask your prospect more questions about their purchase

• "What prompted you to consider a purchase of this nature?"
• "Who else have you been speaking to?"
• "What was your experience with…?"
• "What time frames are you working with?"
• "What is most important to you about this?"

4) Practice at every opportunity

• Most people hesitate to negotiate because they lack the confidence.
• Develop this confidence by negotiating more frequently.

5) Maintain your walk away power

• It is better to walk away from a sale rather than make too large a
concession or give a deep discount your product or service

6.4 Venue Negotiation

– Literature published often inaccurate-room size, catering, facilities,
thus –INSPECT
– Major detail in WRITING
– Beware booking in unfinished hotels

64
– Rely on past experience
– Flexible room rates-BARGAIN

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7. MICE :Definition

MICE = Meetings, Incentives, Conferences, and Exhibitions.

The acronym MICE is applied inconsistently with the “E” sometimes referring
to Events and the “C” sometimes referring to Conventions. MICE is used to
refer to a particular type of tourism in which large groups planned usually well
in advance are brought together for some particular purpose.

Most components of MICE are well understood, perhaps with the exception of
Incentives. Incentive tourism is usually undertaken as a type of employee
reward by an company or institution for targets met or exceeded, or a job
well done. Unlike the other types of MICE tourism, Incentive tourism is usually
conducted purely for entertainment, rather than professional or educational
purposes.

MICE tourism usually consists of a well planned agenda centered around a

particular theme, such as a hobby, a profession, or an educational topic.

MICE events are normally bid on by specialized “convention” bureaus located

in particular countries and cities and established for the purpose of bidding on
MICE activities. This process of marketing and bidding is normally conducted
well in advance of the actual event, often several years. MICE tourism is
known for its flawless planning and demanding clientele.

66