EVENT MANAGEMENT

BHAVANA GOPAL

COMPONENTS

MEETINGS• A meeting is a gathering of two or more

people.• Sharing information, discussing and solving

problems.• Meetings may occur face-to-face or virtually. Telephone conference Skyped conference call Video conference call

• Meetings usually therefore have a circular structure.

REPORT

ACT REVIEW

DECIDE

• The term meeting is defined as referring to a gathering of 10 or more participants for a minimum of four hours in a contracted venue. (convention industry council, 2011.)

• Meetings can be international or domestic, large scale or small scale.

• Meetings are most commonly associated with the corporate sector

TYPES OF MEETING1. Annual general meeting(AGM):• AGM meeting to which all shareholders or

members of a commercial company, charity or membership society are invited.

• AGMs are held once a year.• The purpose of AGM is to:Review and approve the financial accounts for the

year.Elect members to the board.Discuss and vote on any constitutional or legal

issues.

2. Conference:• Conference are generally brainstorming

sessions, attended by participants from a range of organizations.

• It will be based on one particular subject of study.

3. Board meeting:• A meeting of the directors or governors of an

organization.• Generally held several times a year.

• The meeting takes place to cover a range of strategic issues which affect the organization as a whole. These could include:

The financial situation of the organization.Reviewing the policies of the company.Deciding on new projects of business.Reviewing progress on ongoing projects.Deciding on property matters such as office

moves or property purchases.Employment issues.

4. Management meeting:• A meeting of managers who carry out the day-

to-day running of the organization. These include:

Determining how to put into practice decisions taken by the board meeting.

Deciding on proposals to put to the board.Progress reviews on ongoing projects.Decisions that do not require approval by the

board such as internal promotions.

5. Sub-committee meeting:• Sub-committees may be set up by the board

of directors or management meetings.• Sub-committees have limited powers of

decision making.• This will check the company is on track for

both income and expenditure.• Sub-committees may also be formed to

provide a ‘bridge’ between directors, managers and junior staff.

6. Training seminars:• A company conducts these to train

employees when needed.7. Strategic planning:• Managers meeting with employees to discuss

the future of the company.8. Appraisals:• Meetings to review and discuss individual

performance.

9. Staff meetings:• Meetings to put forward staff views to

management and vice versa.10. Departmental meetings:• Meetings to discuss and manage the work of a

department.11. Team meetings:• Meetings to discuss and manage the work of a

team.

THE LANGUAGE OF MEETINGSAgenda:• The agenda is the list of topics are to be

considered at a meeting.• Agenda may be drawn up and circulated to all

participants before the meeting.• It is important to decide who is responsible for

drawing up the agenda.

Agreement, proposal and resolution:• An agreement is a simple statement of fact.• A proposal usually arises out of a discussion. • Resolutions are made when a decision is taken

to change the way organization is run.Chair:• The chair of a meeting is the person who runs

the meeting when it is in progress. To chair a meeting is to be in charge of the meeting.

Consensus:• A consensus is a majority view by the

participants of the meeting. For eg:- “there was a consensus that the budget should be discussed next”.

Minute:• Minutes are the records of what happened at

a meeting. • A minute is the record of one event at a

meeting.

• To minute a meeting is to take notes of the discussion.

• To agree the minutes is to accept that the minutes of a previous meeting are accurate.

Motion:• A motion is a suggestion to take some form of

action. The phrases ‘table a motion’ or ‘a motion on the table’ are used when a participant raises a suggestion at a meeting.

Paper:• A paper is the written explanation which

accompanies an item on the agenda.• This may take the form of a report on a project

or business activity, the financial accounts for a given time period, or a draft resolution.

Quorum:• A quorum is the number of people who must

be present for the meeting.• A meeting is ‘quorate’ when the relevant

number of participants are present.

Speaking ‘through the chain’ or ‘with the chair’s permission:

• These are terms used at formal meetings.• Participants use them when they want to ask a

question of another participant, and observers should ask to speak ‘with the chair’s permission’ when making a point.

Table:• In the UK, papers are tabled when they are passed

around to participants at a meeting.• In the USA, to table a matter is to set it aside for an

indefinite period

AGENDA:• The agenda for a meeting is a list of topics of

the individual items that need to be discussed to reach the meeting’s broad aims.

• Participants will need to agree which topics are most important.

• Participants may also ask at a meeting for topics to be considered at the next meeting.

COMMON AGENDA ITEMSApologies for absence:• Every meeting should start with a note of

participants who are unable to attend.Minutes of the last meeting:• A review of the minutes of last meeting• Correction and amendments• In formal meetings, chair will sign the agreed

minutes.

Actions since last meeting:• To pick up on decisions and actions that were

made at the last meeting. SPECIFIC ITEMS

Finance/Accounts/Budgets:• This items should always be accompanied by a

set of the latest accounts with a report.Appointments:• A report on vacancies and appointments to

keep the participants up to date.

Special reports:• These could include reports on progress made

on a project a previous meeting.CONCLUDING ITEMS

Date of next meeting:• An announcement of date of next meeting.Any other business(AOB):• This is a chance for the participants to raise

minor matters not included on the main agenda.

MINUTES• Minutes are a record of what happened at a

meeting.• Minutes also serve a useful historical purpose.• Taking minutes involves listening and the ability to

write clearly and concisely.THE MINUTES SECRETARY• The person who takes minutes is known formally

as minutes secretary.• It is this person’s responsibility to take notes of a

meeting’s discussion and decisions.

• The secretary writes up all these notes into a formal document and distributes them to all the participants.

• The minute secretary should keep a file of all past meeting papers and minutes.

SKILLS REQUIRED FOR A MINUTE SECRETARY Listening skill: listen to what people actually say. Learning the way participants talk: knowing the

way participants express themselves helps minute taking.

Alertness: you must be constantly alert during the meeting.

Rapport with the chair of the meeting: build a good relationship with the chair of the meeting.

Distancing: remain an impartial witness to proceedings.

Confidentiality: A minute secretary is in a position of trust, privy to confidential information.

INCENTIVESDEFINITION:• “An incentive is something which encourages

people to act on stimulus to increase the output”.• An incentive is a motivational force that creates a

desire to excel.• An incentive is something that motivates an

individual to perform an action.• Incentive programs are particularly used in business

management to motivate employees and in sales to attract and retain customers.

• Employee incentive programs are programs used to increase overall employee performance.

INCENTIVE TRAVEL• A vacation awarded to employees as a bonus

in order to motivate them.• A typical example of incentive travel would be

a company-paid vacation to a resort for top performing sales persons

DEFINITION:• One of the most quoted definition by Society of

Incentive Travel Excellence(SITE) is “Incentive travel is a global management tool that uses an exceptional travel experience to motivate and/or recognize participants for increased levels of performance in support of organizational goals”.

• Unlike other types of the MICE tourism, the incentive travel is focused on fun, food and other activities rather than education and work.

• In some developing markets, the incentive travel implies a simple arrangement or only a plane ticket and paid accommodation.

• Traditional incentive trips imply a group of people for whom an activity and entertainment programme is tailored.

• The incentive travel is a kind of agreement between a company and its employees and/or customers.

• The wording for the agreement may be: “you do this for us, and we will reward you in a way you will never forget”.

• In order to motivate employees to invest extra efforts at work they must be offered something more than a pleasant experience.

ADVANTAGES FOR EMPLOYERS• Facilitating communication and networking

opportunities, especially in senior management.

• Encouraging the corporate culture and social interaction.

• Strengthening company loyalty.• Creating enthusiasm for next business period

ADVANTAGES FOR EMPLOYEES• In every person, there are 4 types of

motivation to travel:1. Physical motivation.2. Cultural motivation.3. Interpersonal motivation.4. Status and prestige motivation.

Categories

• Incentives can be classified according to the different ways in which they motivate agents to take a particular course of action:

o Remunerative incentives:• These are said to exist where an agent can

expect some form of material reward, especially money in exchange for acting in a particular way.

o Non-financial incentive:• Once money satisfies his/her physiological and

security needs, it ceases to be a motivating force.• Following are the non-financial incentives:1) Appreciation of work done: Appreciation of

work done at work place serves as an effective non-financial incentive.

2) Competition: Competition will prompt the employees to exert more to achieve their personnel or group goals.

3) worker’s participation in management: Inviting workers to participate in management gives worker’s a psychological satisfaction.

4) Suggestion system: • some organizations make use of cash awards

for giving useful suggestions.• They sometimes publish the worker’s name

with his/her photograph in the company’s magazine.

o Gift cards/certificates:• Gift cards/certificates are prepaid retail cards or

certificates which are redeemed at a later time at checkout.

• Generally, they are available in two types:a) Cards which carry a major credit card brand and

are redeemable at all merchants accepting the credit card brand.

b) Retailer specific cards, issued by well known merchants, redeemable only through the issuing retailer.

o Employee incentives:• Employee incentive programmes are

programmes used to increase overall employee performance.

• Employee programmes are often used;a) To reduce turnoverb) Drive daily employee performancec) Increase retention

o Merchandise:• Merchandise reward can range from

anywhere from small branded key chains to high-end electronics.

CONVENTIONS• A convention is a gathering of individual who meet

at an arranged place and time in order to discuss or engage in some common interest.

• An organization, usually an association, will organize a convention each year with a theme related to the organization’s topic.

• The most common conventions are based upon industry, profession and fandom.

• Trade conventions typically focus on a particular industry.

• Professional conventions focus on issue of concern to the profession and advancements in the profession.

• These conventions are generally organized by societies or communities dedicated to promotion of the topics of interest.

• Fan conventions usually displays, shows and sales based on pop culture and guest celebrities.

• The major difference between a meetings and convention is that, a convention:

Is a large event often lasting for several days and involving a social programme.

Usually conducted once a year.Is organized by associations:

Professional and trade associations Charities Political parties

Generates income for the association.A long time is spent on selecting the site of the

convention.CATEGORIES• Basically, there are three categories of convention;1. Convention: It is the big meeting, popularly used

in USA.2. Congress: It is a big meeting, popularly used in

European countries and the commonwealth generally related to politics.

3. Conference:• Refers to the big meeting that last for several

days with hundreds or thousands of participants.

• Normally the conference is accompanies by the exhibition, show or other activities.

INTERNATIONAL CONGRESS AND CONVENTION ASSOCIATION(ICCA)

• International Congress and Convention Association is responsible for promoting congress and convention travel at the international level.

• Founded in the year 1963 with its headquarters in Amsterdam.

• It spread over all the continents and operating in over 90 countries.

• The association is headed by an executive director and a full time staff of eight persons.

• The main responsibility of full time staff is to implement the policies of the organization set by the board of directors.

• ICCA has two departments. They are;1. The secretariat2. The information department

• The secretariat department is responsible for the following matters:

Membership Finances Publicity and public relation Administration of operations for ICCA general

assemblies

It also charged with administrative support for marketing plans, educational programmes, liaison with international professional organizations such as joint industrial council, The council of international organizations of Medical Sciences, documentation for meetings of the board of directors and general assemblies.

• The information department is responsible for:

To bring out the important publication material including congress bulletins.

To bring out questionnaires and a bi-annual congress calendar containing over 2500 events.

To process and evaluate continuously professional publications and commercial calendars.

MEMBERSHIP:i. Congress and travel agentsii. Airlinesiii. Professional congress, convention and exhibition

organizersiv. Statutory bodies of tourist and convention bureausv. Transportation companiesvi. Hotelsvii. Congress, convention and exhibition centersviii. Ancillary servicesix. Honorary membership

INDIA CONVENTION PROMOTION BUREAU(ICPB)

• The India Convention Promotion Bureau (ICPB) is the country’s apex body whose mission is to promote India more effectively as a MICE destination.

• It was setup by the travel industry under the patronage of the Ministry of Tourism in 1988.

• New Delhi is headed by the full time marketing director

• The membership of the organization comprises of national airlines, hotels, travel agents, tour operators, tourist transport operators, conference organizers etc.

• Today, its singular mission is to project the country’s ability to hold conventions and conferences of all shapes and sizes.

• The aims and objectives of the ICPB are:o To promote India as a venue for international

conferences and conventions.o To launch an awareness programme within

the country and abroad.o To gather data of international conferences

and prepare a data bank of National Associations/Institutions and to carry out continuous research on the international conference market.

o To launch regular advertising and publicity programmes in suitable domestic and international media.

o To encourage professionalism in the conference industry.

o To provide necessary guidance to the central and state governments in the development of conference infrastructure.

o To seek affiliation with world bodies.o To conduct seminars/workshops as part of

awareness programme and marketing.

The ICPB has the following four categories of memberships;

i. Category Aii. Category Biii. Category Civ. HonoraryCATEGORY A:• Category A comprises The Department of Tourism

Government of India, national air carriers, hoteliers, travel agencies, tour operators, international congress centers and any other organizations duly approved by the department of tourism, government of India and the governing body.

CATEGORY B:• Category B membership comprises State Tourism

Development Corporations, airport authorities, trade fair authority of India, centres of Education and Learning, surface transport companies, air cargo agents.

• Ancillary services such as interpreters, photographers, audiovisual and other suppliers, restaurants, banks, advertising agencies, newspaper/magazines, trade journals, sports authority of India, Indian Olympic association and other sports bodies.

• Merchants/traders, federation of Indian chambers of commerce and industry, rent-a-car companies, authorized foreign exchange dealers, duty free shops and other organizations duly approved by the relevant government authority and as decided by the governing body.

CATEGORY C:• It comprises Travel Agents Association of India(TAAI),

Indian Association of Tour Operators(IATO), Federation of Hotels and Restaurant Association of India(FHRAI) duly approved by the government of India and as decided by the governing body.

HONORARY:• Honorary membership comprises

distinguished individuals/organizations duly approved by the relevant government authority and as decided by the governing body.

EXHIBITION• Events at which products and services are

displayed.• Traces its roots to the great exhibition of 1851

in London.• Exhibitions may also called trade shows or

expositions in different part of the world.• Exhibition is the presentation of products or

services to an invited audience with the object of inducing a sale or informing the visitor.

• Exhibition usually occur within museums, galleries and exhibition halls.

• The word exhibition is usually, but not always, the word used for a collection of items.

BENEFITS OF EXHIBITIONS• Initiate contacts with new customers• Develop new trade leads• Maintain and renew contacts with valued

clients• Launch new products and services through

live presentation• Enhance corporate profile and image• Exhibitions provide visitors an opportunity to

examine products.

Economic and Social significance of MICE

• Economic growth of the region as a whole gets a boost.

• Development of better infrastructure, mainly in transportation, accommodation and airlines.

• The elements of relaxation, shopping and sightseeing.

• Direct foreign currencies earning from international participants.

• MICE tourism strengthens the brand value and profile of the country.

• MICE events increase awareness of the host country, create employment and income.

• Opportunities for relevant business.• An average expenditure of MICE participants

generally 3 times higher than the normal tourist.

TRADE SHOWS• It is an exhibition organized, so that

companies can showcase and demonstrate their latest products and services.

• Meet with industry partners and customers.• Examine recent market trends and

opportunities.• Some trade fairs are open to public while

some are attended by the company representative.

• Basically there are two types of shows:1. Trade show: which exhibit of product and

services targeted to a specific clientele and not to the public. Considered a business-to-business event where products are not sold directly.

2. Consumer show: which is targeting to the public and general. Usually requiring an entrance fee.

Meeting, convention and event planners

• Event planners organize a variety of events.• They coordinate every detail of these events.• Meeting with the clients before the event.• Handling logistics during the event.• Searching for potential meeting sites.• Accommodation facilities.• Arrangement of meeting space.• Coordinate plans with venue’s staff organize

speakers, activities and entertainment.• Feedback.

Types of meeting, convention and event planners

• There are three types of meeting, convention and event planners. They are:

1. Associate meeting planners2. Corporate meeting planners3. Independent or government meeting

ASSOCIATE MEETING PLANNERS• Associate planners organize annual

conferences and trade shows for professional associations.

CORPORATE MEETING PLANNERS• Corporate planners organize internal business

meetings and meetings between businesses.• These events may be in person or online, held

either within the corporate facilities or offsite to include more people.

INDEPENDENT MEETING PLANNERS• Corporations who do not have a full-time

meeting planner choose to contract with an independent meeting planner.

• This is an economical way to have meetings and conventions professionally planned.

• Independent meeting planners may also work in conjunction with full-time corporate and association planners.

Principles of event management• There are five essential principles in event

management. They are:1. Participants:• Get the right participants on board.• Identify the people or organization.• Contact potential participants.• Set up websites

2. Venue:• Choose a location.• Space for exhibitors and visitors.• Select a venue that is convenient for the visitors.• Consider venue that offers other attractions.3. Visitors:• Attract maximum number of visitors.• Identify the target market and communicate the

benefits.

• Place information on the websites.4. Communication:• Build interest and anticipation.• Communicate with visitors and participants.• Use social media to communicate the latest

news.5. Relationships:• Build relationships with customers.• Ask for feedback.

• Publish news related to your events.• Encourage participants and visitors to

exchange their views and information on social media to build a community around the event.

Seating styles• There are different seating styles in meeting.1. Theatre:• The simplest style, reflecting the seating

found in a theatre or cinema with chair aligned in consecutive straight rows.

Positives• All of the seats are facing forwards.• Maximum seated capacity is achieved for the

function room.

Negatives • The audience is closed in, needing to push past

other audience members to enter/exit the seating area.

• Aisles are required to ensure sufficient access to seating area.

• There is no provision of note taking or consumption of plated food and beverage.

• Audience interaction is hindered as audience members don’t face each other.

• Popular for meetings, annual general meetings, product launches.

2. Classroom:• This style reflects the seating found in a school

or lecture theatre, chairs and trestle tables aligned in consecutive straight rows.

Positives• All of the seats are facing forwards towards

the front of the function room.• Allows for note taking and consumption of

plated food and beverage.

Negatives• The audience is closed in, making it difficult for

audience members to enter or exit.• Aisles are required to ensure sufficient access

to seating area.• Seating capacity is reduced by the trestle

tables.• Audience is less likely to interact as they are

not facing each other.• Popular for training, conferences, sales kick-offs

and product launches.

3. Herringbone:• Very similar to classroom style, however each

consecutive row of chairs and tables are angled inwards.

Positive• All of the seats are angled inward towards the

podium.• All of the seats are facing forwards the front of

the function room.• Allows note taking and consumption of plated

food and beverage.

Negatives• Audience is closed in, and making it difficult

for the audience members to enter/exit.• Aisles required.• Seating capacity is reduced by the trestle

tables.• Audience is less likely to interact as they are

not facing each other.

Popular for training, conferences, lectures.

4. U shape:• As the name suggests this style is in the shape

of letter U, with the tables & chairs arranged in an open ended configuration with the audience facing inwards.

Positives:• The open end allows for a focal point or

presentation area.• Allows presenter to approach and engage with

each audience members.

• Audience interaction is enhanced.Negatives:• Inefficient use of floor space, with seating

capacity reduced.• A large proportion of the audience are seated

side-on to the presentation area.

Popular for trainings, conferences, workshops and meetings

5. Horse shoe:• This style is very similar to U shape.• There are no tables, only chairs arranged.Positives:• The open end provides a focal point and

allows for a presentation area.• Allows presenter to approach and engage with

each audience member.

Negatives:• Inefficient use of floor space, with seating

capacity reduced.• Aisles are required to ensure sufficient access

and egress to seating area.• There is no provision for note taking or

consumption of plated food and beverage.

Popular for large meetings, presentations and team briefings

6. Hollow square:• Similar to U shape.• There are four sides and no open end, with

the audience all facing inwards.Positives• Audience interaction fully enhanced.• Allows to consume plated food and beverage

easily.

Negatives• Seating capacity is reduced.• Does not allow for a main presentation area or

focal point.

Popular for discussions.

7. Boardroom: • This is a smaller version of hollow square or U

shape.• There is a large elongated table, with audience

all facing inwards.

Positives• Encourages audience interaction.• All are facing inwards.Negatives• Restricts the position of a presentation area or

focal point.

Popular for small meetings, one on one interviews, small presentations, team briefing.

8. Banquet:• This style is similar to round dinner table, with

audience seated around the circumference facing inwards.

PositivesAudience interaction fully enhanced.Negatives• The audience is closed in, needing to push

past other audience members to enter/exit the seating area.

• Popular for gala dinners, award night, Christmas parties, wedding and other informal events

9. Cabaret: • This style is similar to banquet style.• There is no open end, with the audience

seated in arc facing forwards.Positives• The open end allows for a focal point or

presentation areaNegatives• Inefficient use of floor space, with seating

capacity reduced.

• Popular with meetings such as training sessions, award nights and gala dinners

10. Cocktail:• This style is unlike any others with no chairs or

tables.• It is literally standing space.Positives• Most efficient space of floor space• Audience interaction greatly enhanced, with

audience members able to freely mingle and roam.

Negatives• Audience is standing with no opportunity to

sit and rest.• Does not allow for note taking or consumption

of plated food and beverage.• Popular for cocktail parties, weddings,

Christmas parties and other social events.