MICE MIDTERM Flashcards
(187 cards)
1
Q
Chapter 1
it is an occurence something that happens
A
Event
2
Q
1980’s buzz word
A
Special events
3
Q
Authority on event management and author of several book on subject defined special events
A
Joe Goldblatt
4
Q
According to him an event is “a unique moment in time celebrated with ceremony and ritual to satisfy specific needs”
A
Joe Goldblatt, 2002
5
Q
Professor of tourism and hospitality management from University of Calgary
A
Donald Getz
6
Q
According to him, a special events is one time or infrequently occuring event outside normal programs/activities of sponsoring or organizing body
A
Donald Getz, 1997
7
Q
According to him, to the customer or guest, a special event is an opportunity for a leisure, social or cultural experience outside the normal ramge of choices or beyond everyday experience
A
Donald Getz, 1997
8
Q
He later narrowed the definition to planned events, or events produced for a purpose
A
Donald Getz, 2002
9
Q
Common characteristics:
Unique occurences/happenings that DONT HAPPEN VERY OFTEN
Have LIMITED DURATION happens within hours/days
have LIVE AUDIENCE in attendance, require ONE OR MORE GROUP TO PLAN
A
Events
10
Q
Unique happenings that bring people together for a purpose
A
Events
11
Q
It defines event management as a function requiring PUBLIC ASSEMBLY for the purpose of CELEBRATION, EDUCATION,MARKETING, REUNION
The process that inclueds research,design, planning, coordinating, evaluation of events
A
The International Dictionary of Events Management- Joe Goldblatt 2001
12
Q
4 types/4 C’s of events, the main purpose of events:
A
Celebrate, Commune, Convene, Commerce
13
Q
Life’s MILESTONES AND ACCOMPLISHMENTS, to perform ritual or ceremonies as required by religion, culture, or society. Ex: social life cyle event, religious rituals
A
Celebrate
14
Q
STRENGTHENS BOND OF FRIENDSHIP and restore relationship class reunions are events that create new memories.
A
Commune
15
Q
to share and PASS ON KNOWLEDGE, among peers and colleques, meetings, conferences and similar gatherings aims to EDUCATE OR IMPART NEW LEARNINGS
A
convene
16
Q
To MARKET OR PROMOTE product offerings
Ex: Marketing events, exhibits, trade show
A
Commerce
17
Q
recognized event marketing as VERY POTENT marketing tool
A
Gilmore, 2003
18
Q
According to number of participants, range from:
A
Limited board meetings
Wide scale conventions
Thousands of delegates
19
Q
According to number of participants, life cycle events, range from:
A
Intimate family gatherings
receptions
hundred trade visitors of general public
20
Q
According to frequency, events range from:
A
once ever event
monthly
quarterly
semestral
ANNUAL
biennial
triennial
quadrennial
21
Q
There are also events held on a
‘’———” basis
A
need to
22
Q
According to magnitude of impact:
A
Creating LASTING MEMORIES, emotional ,spiritual, generate ECONOMIC EVENTS through tourism and related industries
23
Q
13 key sub fields within management include: (Joe Goldblatt, 2002)
A
Civic Events
Expositions
Hallmark Events
Incentive travel
Retail Events
Social life-cycle events
Tourism
Convention
Fairs and Festivals
Hospitality
Meetings and Conferences
Reunions
Sports Events
24
Q
Participatory meeting focused on specific type
A
Conference
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Gathering for discussions items of interest, learning
Meeting
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Gather of other nation
Foreign Meeting
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scheduled meeting for delegates
Congress
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formal meeting for legislative body for information exchange
Convention
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Guided discussion with an expert
Seminar
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Training session for skill development
Workshop
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all of the displays of MATERIALS AND PRODUCT house in BOOTH
Exhibit
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a DISPLAY FOR PUBLIC VIEW of products or promotional materials for the purpose of PR
exhibition
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a public celebration with COMMERCIAL AND CIVIC ACTIVITIES
Fair
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A public celebration thru a KALEIDOSCOPE of activities
Festivals
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A moving pageant including floats, bands, individiual entertainers
Parade
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Degree programs in event management are available in:
United states, United kingdom, Australia
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The process that integrates a range of MARKETING ELEMENTS and central event sponsorship
Event marketing
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# CHAPTER 2
Chapter 2
The master controller that brings people together, one tasked with making such events happen through information gathering, concept development, planning
Event manager
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Uncommon, distinct, inimitable, matchless and irreplaceable. EX: Debut
Events are unique happenings
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A must for an event manager to **enjoy being with people**and bringing them together
Events bring people together
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Being always conscious of the purpose of the event is a tie that binds all elements together
Events have a purpose
42
12 Various title for the same job:
Conference planner
conference planning manager
director of conference services
conference services manager
convention services manager
event producer
event coordinator
director of events
meeting planner
meeting professional
catering manager
conference manager
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Common task of event manager:
Meet clients to determine objectives
Plan and develop programs
monitor event activities
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Qualifications for the job: Knowledge
Process in planning, staging
Knowledge of technical aspects
Leadership techniques
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Qualifications for the job: Skills
Proficiency in language spoken, either oral or written
Looking for ways to help
Time management
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Chapter 3
In what evolution do parties usually held at home or big restaurants
1950's and 1960's
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Qualifications for the job: Abilities
creativity and originality of ideas
ability to tell when something is wrong
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In what evolution do venues have choices: deluxe hotels and their ballrooms and function rooms
1970's and 1980's
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In what evolution did we saw the rise of beach venues
1990's
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Event venues came from fore-concetion centers, exhibition, built specifically for meetings, parties and events
Current Decade
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5 sources of REVENUE:
Restaurants
Hotels
Catering facilities
Leisure events
Entertainment
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Markets of events may be segmented into 3:
Individuals
Families
Organization
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For events also means growing number of prospects and targets.
Growing Market
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Events may also be classified into:
Social and Corporate Events
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To celebrate and commune, typical prospects for life-cycle events, a steady flow of business. Less formal in decision making.
Individuals and families
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To celebrate and commune, commonly referred as ------
Social Events
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For events to convene and for commerce, for example, meetings, seminars, conferences
Organizations
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For events to convene and for commerce, commonly known as -----
corporate events
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The segment is further divided into:
Organizations
business establishments
companies
associations
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organizations of people that have common interest or purpose
Associations
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Association is categorize as:
Trade Associations
Professional Associations
Non-profit organizations
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Made up of INDIVIDUALS AND CORPO. that OPERATE WITHIN INDUSTRY, bound by similar business conerns.
Trade associations
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Formed by INDIVIDUALS IN COMMON or affiliated profession. Have regular meetings or events.
Professional Associations
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includes SMERF'S
Non-profit organizations
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SMERF'S Acronym
Social, Military, Educational, Religious, Fraternal Groups
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Events for companies and associations- staged for 6 various reasons:
Share ideas
Educate
Provide information
Motivate people
Make people aware
sell/market products
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One common objective for event:
Return on investment
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organizations usually gives responsibility for an event in ----------
Event committee
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Building contacts is essential
Leads and inquiries
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good source of LEADS, collection of sales effort within short period
Sales blitzes
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Individuals and groups who have some form of interest in the event, maybe financial, emotional etc.
Event stakeholders
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the group/person who is giving the event or maybe the event manager. ORIGINATOR OR CHAMPION, MAIN CELEBRATOR
The host
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People attending the event.
The guest
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Group involved in planning and execution of an event
The event committee
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The MONEY MAN who foots the bill may not be involved in planning
The financer
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WORKS with other companies thatll bring event concept in REALITY
The suppliers
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include other entities external to the host or event manager but have financial, emotional etc. interest. EX: Government agencies
The externals
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VISIONARIES, not the illusional or DELUSIONAL sort, but persons who have vivid, distinct, and detailed vision of FUTURE HAPPENING
Event Manager
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Tasked with planning the event, in a process of:
Start meeting by saying "the first part of the program is"
Plotting how the program will progress
planning done in this fashion creates product (show)
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3 Steps process of event planning:
Getting to WWWWWHOW- INFORMATION GATHERING
Setting Event objectives
Drafting event vision
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BASIC RESEARCH TECHNIQUE uses interrogative words
Getting to WWWWWHOW-information gathering
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what are the 5w' and an H
Why, who, what, when, where, and how
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these questions will help create a CLEAR VISION for the event being planned
5W'S and an H
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according to him, questions that yield 'yes or no' answers lead to dead end, rely on "SIX HONEST-SERVING MEN" who will teach you
Kipling, 1923
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Aks right questions direct from right people, get information from right source
Get information from right souce
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who is the primary source
Client
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Prepare checklist of questions that will help you gather facts relative to the event with the use of 5w's and an h
Ask the right question
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define the PURPOSE OF UNIQUE HAPPENINGS thats bout to happen
Why?
Why must the event be held?
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Know --- will be in the audience or -- will be participating
Who?
who would want to come to the event?
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Use this as the basis for how much time do u have to plan and prepare event
When?
when will the event be held?
90
--- would delight the expected attendees, aim for event that serve a need or desire of particular group
What?
what will delight the audience?
91
knowing why, who, what, when will help you determine where it would be best to have the event
Where?
Where will the event be held?
92
This information will determine the MAGNITUDE OF WORK involved, may also provide basis for the budget
How?
How many attendees are expected?
93
5W'S and an H is important because?
It provides complete framework to understand and communicate information
94
Event budget maybe base on: (5)
Budget of PREVIOUS or SIMILAR events
Marketing PROJECTIONS and ESTIMATES
General economic FORECAST
expected RETURN ON INVESTMENT
What the HOST CAN AFFORD
95
Events that are organized MAINLY TO GENERATE revenue and ultimately profit
Revenue>Expense
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LOSS LEADER EVENTS that are not intended to generate revenues to cover the expenses. Expenses shouldered by host
Expense>Revenue
97
Aims to BREAK-EVEN, that is to generate just enough.
Revenue=Expense
98
10 Major expenses:
Accomodations
Administrative overhead
Awards and recognition
Consultants
Entertainment
Insurance
Licenses
Photocopying
Research
signages
99
8 events may consider these sources of income:
Ticket sales or registration fees
donations
gifs in kind
sponsorhip and advertising fees
commissions from CONCESSION sales
grants
merchandise sale
supplier discounts
100
define what the EVENT IS TO ACHIEVE, CLEAR AND STRAIGHTFORWARD
Event objectives
100
it is specific, measurable, attainable,realistic,time- bound statement of desired outcome be achieved within PERIOD OF TIME
Event objectives
100
event objectives should define outcomes and must CLEAR AND SPECIFIC. Outline effects on attendees, emotional or action based
How will the attendees feel after the event?
Specific
101
Make objectives which are
SMARTER
102
objectives mark against which performance and success will be EVALUATED.
Measurable
EX: measure attendance, audience size
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also be a STANDARD OF COMPARISON
Measure
104
objectives that are the ENDS TOWARDS which the event will PROGRESS
Attainable
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In attainable, stakeholders will BE MOVED TO WORK HARD to pursue it
Deemed attainable
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stakeholders will NOT BE MOTIVATED to work
Deemed unattainable
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ascertain whether the OBJECTIVE COULD BE ACHIEVED, using the resource available, including time, money, manpower
Realistic
108
set time PERIOD within which the objective mus be achieved.
Time-bound
109
Another measure for performance
Time
110
objectives should motivate people to work, if objectives are TOO EASY TO ACHIEVE may not motivate people, it should REV-UP the team
Exciting
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events must be designed with sense of ---- in MIND, be it moral, social, environmental
Responsible
112
Event manager must aim to satisfy the 3P's:
Profits, Planet, People
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5 event vision, draft an event vision statement based on the following:
Purpose, Objectives, Audience, Budget, Measures
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Event Vision: Why must the event be held?
Purpose
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Event vision: what must the event achieve?
Objectives
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Event vision: who are the people whose needs you must satisfy?
Audience
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Event vision: on what --- will you be operating?
Budget
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Event vision: how will success be ----?
Measures
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write a BRIEF BACKGROUNDER or statement of ---- of the event. why
Purpose
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list event ----, financial--- may also be included. What
Objectives
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describe the target ----. who
Target audience
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state initial estimate cost of the event. what --- will u be operating
Budget
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Describe how objective will be checked or ----. how
Measures
124
Chapter 5
the "MEAT" of the event. the OVERALL IDEA or theme that will guide all aspects of event planning
Event Concept
125
GUIDE you in deciding the FORMAT, clear event objectives, a profile of the audience.
defines YOUR INTENTION to please or get a reaction from RECIPIENT
Event vision
126
EVENT FORMAT: What format will best achieve the event objectices? Here are some of the key questions to answer: (5)
How will the event be EXECUTED so that objective would be achieved?
How much TIME IS AVAILABLE to stage the event?
What would be a SUITABLE VENUE for this event?
127
Special event formats. Listed below are few more types:
Civic events
Competition and games
concerts and entertainments
conventions
diplomatic events
exhibits and exposition
fairs and festivals
fund raising events
government events
hallmark event
hospitality
incentive travel
meetings and conferences
128
the planning team decides on the ------ event
tone of the event
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makes the MESSAGE MORE UNDERSTANDABLE, more endearing. Enhances the experience, and puts an ELEMENT OF FUN into the event
Event theme
130
Three sources of theme (goldblatt, 2002):
The destination or the locale
popular culture
historical and current events
131
Pick out the LOCATION of the event that will PURSUE or SUIT your theme
The destination or the locale
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many events get inspiration from MOVIES, SONGS or television shows.
popular culture
133
themes can also be CLEANED from history, like WARS, DISCOVERIES etc. and event that hit the headlines
Historical and current events
134
Possible questions that can help you choose the best venue for your event:
For guests:
who are expected to attend?
is the audience familiar with the venue location?
For transportation:
is the location easy to get to and from?
check transportation routes
Food and beverage:
What type of food and beverage will you serve?
does the venue allow eating inside its premises? are there restrictions in certain areas
Security:
will you need security in the building and/or parking lot?
Activities:
will there be entertainment?
Budget:
is the venue cost within your budget?
135
decide on TWO OR THREE VENUES that generally fall within the criteria you set.Thoroughly check the venues on your ----
shortlist
136
this would help ORGANIZE YOUR QUERIES
venue inspection checklist
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---- if the venue is AVAILABLE on your CHOSEN DATE and time
Inquire
138
---- SET UP and STRIKE DOWN TIMES (INGRESS AND EGRESS) on the day of your event
Discuss
139
--- what the POLICIES are regarding FOOD AND BEVERAGE service
Clarify
140
--- policies on BRINGING IN audio-visual equipment, as well as on ELECTRICAL CONSUMPTION
Check
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10 Venue inspection checklist
**capacity**:
approved capacity of venue for seating
**location/accessibility**:
location of venue from nearest airport
**setting-up**:
registration area and personnel
**utilities**:
power distribution
**catering**:
caterer capability
**lodging and accomodations**:
clear fire emergency plan
**payment and charges**:
guarantee policy
**medical assistance**:
ambulance service
**regulations**:
prohibites substance regulations
**safety and security**:
24 hr security
142
this is what the audience came for and what they will remember
the experience
143
an IDEA PEG which inspires you to design what the look, feel, sound etc. of event will be
Creative handle
144
The five elements that an event manager must plan for:
Invitation
registration
atmosphere
program- what actvts will there be at the event?
treats
145
your chance to make a powerful first impression, the style of the ---- and the way the guests are --- create perceptions about the event, A PRELUDE to the event
Invitation
146
Some invitation types to consider for particular event: silvers,2004
**agenda**- outline content
brochure- create awareness, create desire
**card/letter**- personalized notification, build excitement
**email**- word of mouse campaign
**flyer**- provide information
catalog- listing event products for sale
coupon- call to action and promote
CD-ROM/video- build excitement and desire
directory- provide contact and locator
guidebook- instructions and directions
internet website- facilitate participation-ALL EVENTS
ticket/passes- authorize admission
program book- memento
notice/memo- alert and provide info
invitation- request attendance
poster- awareness
menu- alert
**map/direction**- provide navigation- ALL EVENTS NEEDED
**nametag**- identification
registration material- collect
147
helps the event team PLAN FOR SEATING, food, amenities, and provides an assurance for audience
pre-registration
148
how will the participants SIGN UP OR CONFIRM ATTENDANCE, information gathered here is IMPORTANT for profiling audience, attendance
registration
149
organizer may provide ----- for early registraion, an early bird discount, gift, special reception etc.
incentives for early registration
150
lay out space for getting registraion forms, filling these up, encoding info
on-site registration
151
plan how to collect payment for both preand on-site registration
ticketed or paid events
152
what will be the events LOOK AND FEEL? how will event look like, sound like, smell like etc. TAKE AUDIENCE PERSPECTIVE and create an --- that will lead to memorable experience
Atmosphere
153
when planning for the layout of event, consider these 7:
size of the event
activities that will be happening in the area
*flow of activities* and proximity of each activity area to other areas
*space requirements* for each activity based on number of participants involved
security
accessibility
versatility
154
5 ways to arrange and organize space:
centralized
linear
radial
clustered
grid
155
have ----- DOMINANT activity space around which several SECONDARY SPACES are grouped, ex: in dinner dance, dance floor
centralized
156
arrange a sequence of spaces for varying activities along a straight line ex; game booth
linear
157
combines centralized and linear arrangements. ex; ,meeting
radial
158
are grouped by PROXIMITY and each grouping may share common visual trait. ex; concerts, parties
clustered
159
group spaces in ROWS AND COLUMNS, typical for retail events, trade show
grid
160
This set-up provides the audience with SEATS ONLY. Use this layout when attendees will be listening to a speaker or watching a presentation
THEATER STYLE
161
This set-up has rows of long, narrow TABLES (**18 inches x 3 feet or 4 feet**) and chairs positioned facing the speaker. As in theater style the rows may be arranged straight, semi circular or HERRINGBONE
Classroom style
162
This style is best for **MOST MEAL FUNCTIONS**. Seat guests in round tables-usually **60 inches, 72 inches, or 84 inches**in diameter
BANQUET STYLE
163
Seat participants in round tables (usually **60 inches, 66 inches, or 72** inches in diameter) with **two or three seats removed**-those in the position which would have the participant's back to the speaker.
Crescent style
164
This set-up is ideal for meetings of **less than 30 people**. Seat participants on all four sides of a rectangular or square table.
CONFERENCE STYLE
165
Use rectangular tables that are positioned to form a "U." Seat participants on the outside of the U.
U-shape style
166
Arrange tables in a **rectangle or square,** leaving the center empty. Alternatively, use an **octagonal or hexagonal design.**
Hollow Rectangle/Square
167
To compute how much space will be needed to accommodate the **number of expected guests** with the planned set-up:
NUMBER OF PEOPLE x SQUARE AREA PER PERSON FOR THE PLANNED SET UP
168
To determine if **a meeting room** can accommodate the planned set-up:
ROOMS TOTAL SQUARE AREA ÷ SQUARE AREA PER PERSON FOR THE PLANNED SET UP
169
Get the guests engaged by tapping into their Senses. Plan what the audience will see, hear, smell, touch, and taste. Create an event environment that appeals to all of the senses
planning for sensory cues
170
these sensory cues into the theme of the event and the message you want to convey. This is the **backdrop** against which you will work on achieving the event objectives.
Creatively weave
171
your **plan** as to what **will happen** during the event.
activities
172
this is where you start to build the event details: (5)
program structure and running order
breakout sessions
timings of each detail
help required; who does what?
audio-visual and staging equipment
173
team of **subject matter experts** or resoure person discuss the topic
panel discussion
174
have a speaker discuss the topic with a **panel of reactors** on stage
talk show
175
can manage a question and answer session by ELIMINATING BIASES
professional facilitator
176
seat the audience close to the speaker, speaker answers audience questions either **directly or through a MODERATOR**
In the round
176
with the**advent of technology**, audience **reaction devices** are now available so that event organizers can immediately gather audience feedback
interactive response devices
177
determines how the **time for the event will be spent**, and whether you have **enough activities** for the **time available**
sequence guide
178
What **PLUSES** will make the guests better enjoy the experience? some are essential others are optional
treats
179
the format of event, activities, type of audience, the event objectives are some factor that dictate the need for -----. it is a MAJOR EXPENSE for most events
Food and beverage
180
9 Internal group to be provided food and drink
drivers
employees
entertainers
labor
security personnel
technicians and crew
temporary staff
suppliers
volunteers
181
5 External groups to be provided food and drink:
attendees/audience
corporate sponsors
VIP's
exhibitors
media
182
the event host may EXTEND HOSPITALITY to allow for activities outside of the main program, or to have activities for companions of attendees
Pocket events or companion activities
183
the value of event may significantly increase with **TANGIBLE TOKENS** that make an event more meaningful and memorable
Gifts and giveaways
