Chapter 6 Planning MICE Events

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Planning forPlanning forPlanning forPlanning forMICE EventsMICE EventsMICE EventsMICE Events

Chapter 6Chapter 6Chapter 6Chapter 6Chapter 6Chapter 6Chapter 6Chapter 6

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Objectives1. Identify and define the planning requirements of the

stakeholders of a convention or meeting2. Identify the stages and factors that need to be

considered in the planning of a convention or meeting3. Review project planning techniques and explore their

application in planning, organising and scheduling a convention or meeting

4. Explore the components of the convention or meeting plan

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Outline

1.1.1.1. The Planning Requirements of the StakeholdersThe Planning Requirements of the StakeholdersThe Planning Requirements of the StakeholdersThe Planning Requirements of the Stakeholders2.2.2.2. What is Planning and Why Plan?What is Planning and Why Plan?What is Planning and Why Plan?What is Planning and Why Plan?3.3.3.3. Three types Three types Three types Three types //// levels of planslevels of planslevels of planslevels of plans4.4.4.4. Characteristics of project planningCharacteristics of project planningCharacteristics of project planningCharacteristics of project planning5.5.5.5. The project life cycleThe project life cycleThe project life cycleThe project life cycle6.6.6.6. Planning the eventPlanning the eventPlanning the eventPlanning the event

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Introduction• This chapter outlines and discusses the concept of planning and the planning requirements for the successful management and operation of a convention and meeting.

• It reviews the planning needs and identifies the use of project planning techniques as appropriate to ensure the satisfactory delivery of the event.

• Pre event planning is examined together with a discussion of factors to be considered in the planning of the conference program, the printed materials and the conference registration process.

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Planning

• Planning is the process by which the manager or organizer looks towards the event to discover what various courses of action are available to arrange it, and which course of action would be the best.

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Planning for MICE event• So what are the ingredients forSo what are the ingredients forSo what are the ingredients forSo what are the ingredients for a successful a successful a successful a successful convention or meeting?convention or meeting?convention or meeting?convention or meeting?

• Obviously, they would include the identification of an appropriate venue and accommodation facilities, clarification of the catering requirements and the design and distribution of delegates invitations, along with other, smaller administrative and technical items.

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Planning for MICE event• However, in order to ensure ultimate and complete customer satisfaction, the total event needs to be planned and coordinated in the most effective and efficient manner within the given time frame.

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The Planning Requirements The Planning Requirements The Planning Requirements The Planning Requirements of the Stakeholdersof the Stakeholdersof the Stakeholdersof the Stakeholders

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The Planning Requirements of the Stakeholders

• To ensure a successful convention or meeting a number of different stakeholders are involved:

1. Client Company

2. Conference organizer

3. Various service suppliers (e.g. Venue & A/V)

• They all require the same type of information for the planning of a MICE event, but will focus on different aspects. For example:

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1.11.11.11.1 The Client companyThe Client companyThe Client companyThe Client company• makes the decision to hold a convention or meeting

• Set the objectives for the event w/ PCO

• Identifies the potential participants

• Set the dates and establishes the budget.

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1.2 The Conference Organizers1.2 The Conference Organizers1.2 The Conference Organizers1.2 The Conference Organizers• Establishes the objectives of the event with the client company.

• CFM which key personnel from the client organization will be involved in the event.

• Identify the site and venue.• Lead and Coordinate all the various facets of the event• Establishing the program.• Establishing Pre and Post- Conference tours.• Brief and work with other suppliers such as florists, A/V, Transport company.

• Manage the budget for the client company.

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1.3 Venue1.3 Venue1.3 Venue1.3 Venue• Liaises with the conference organizer• Identifies the number of delegates• Agrees the date for receipt of final numbers

• Establishes the requirements for accommodation and facilities, including meeting rooms, Food and beverage services

• Required timing of the program for staffing the event

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1.4 Suppliers1.4 Suppliers1.4 Suppliers1.4 Suppliers• Obtain a brief of the event from the conference organizer

• Establish the requirement

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• Planning and the use of planning techniques are essential if the conference organizers is to ensure the satisfactory coordination of all the stakeholders and suppliers and:

1.1.1.1. identify the tasks to be undertakenidentify the tasks to be undertakenidentify the tasks to be undertakenidentify the tasks to be undertaken

2.2.2.2. establish the appropriate time framesestablish the appropriate time framesestablish the appropriate time framesestablish the appropriate time frames

3.3.3.3. source who is to undertake each tasksource who is to undertake each tasksource who is to undertake each tasksource who is to undertake each task,,,, by when by when by when by when and to what standardand to what standardand to what standardand to what standard

4.4.4.4. coordinate all activitiescoordinate all activitiescoordinate all activitiescoordinate all activities

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What is Planning What is Planning What is Planning What is Planning and Why Plan?and Why Plan?and Why Plan?and Why Plan?

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What is planning & why planning?

What is Planning?What is Planning?What is Planning?What is Planning?

• Planning involves deciding what needs to be done, by whom and by when.

• It is “the systematic arrangement of tasks toaccomplish an objective”

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What is planning & why planning?Why Planning?Why Planning?Why Planning?Why Planning?

1. Planning provides directiondirectiondirectiondirection; enabling to identifywhere we are going and how to get there.

2. Planning draws attentionattentionattentionattention to the stages on the ways(how far we have accomplished objectives), identifiesand clarifies sidetracks that may be necessary

3. A plan helps to set and establish prioritiesestablish prioritiesestablish prioritiesestablish priorities that can assist in the scheduling of activities.

4. The plan becomes a benchmarkbenchmarkbenchmarkbenchmark against which the actual progress towards the final objective can be compared.

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What is planning & why planning?• It takes a great deal of time,care and patience to plan,manage and organize a MICEevent - even the smallestevent cannot be conjured upovernight

• Some events might beannually organized, forinstance, however when oneyear finishes the planning fornext year’s event begins

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Types of PlansTypes of PlansTypes of PlansTypes of Plans

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Three types or levels of plans

1. 1. 1. 1. StrategicStrategicStrategicStrategic planplanplanplan

• identifies the importance of planning and goal setting as tools for determining where a company wants to go and how it wants to get there

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2222.... OperationalOperationalOperationalOperational plaplaplaplannnn• focuses on planning & maintaining the work flows thatmake up the operational system of a business.

• It would verify how the financial resources, humanresources, materials and so on are to be monitored toensure the most effective completion of the tasks.

• A map of how to get there• A mechanism for setting standards• Clarification of what is to be done and how it is to be done• Identification of the work areas and the priorities of the org

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3333.... Project or functional Project or functional Project or functional Project or functional planplanplanplan

• involves a sequence of choices or decisions that eithercommit or utilize resources over a period of time.

• To achieve successful in undertaking a project, it is important to prepare a plan.

• It has a clearly defined objective stated in terms of scope, schedule and cost

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3333.... Project Project Project Project orororor functionalfunctionalfunctionalfunctional planplanplanplan (Cont.)(Cont.)(Cont.)(Cont.)

• Generally involves PCOs, AV suppliers, venues,accommodations, airlines, state tourism offices, etc. asto ensure that each project or functional plan would besuccessful

• In particular, event that are managed by conference organizers fall into the definition of a PROJECT

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3. Three types / levels of plans

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TheTheTheThe projeprojeprojeprojectctctct lifelifelifelife cyclecyclecyclecycle

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The project life cycle1. Putting together the bid or proposal

for the convention or meeting

2. Winning the bid

3. Pre-event planning and organization

4. Managing and organizing the actual convention or meeting

5. Post-event evaluation and review

planning

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The project life cycle• All projects or functions to be organized by PCOs or event planners, they all have these four stages:

Stage Stage Stage Stage 1:1:1:1: project conception project conception project conception project conception orororor feasibilityfeasibilityfeasibilityfeasibility studystudystudystudythe need for a project is identified

Stage Stage Stage Stage 2:2:2:2: project planning or designproject planning or designproject planning or designproject planning or designa possible solution is developed

Stage Stage Stage Stage 3:3:3:3: project implementation or project implementation or project implementation or project implementation or executionexecutionexecutionexecutionthe project is carried out

Stage Stage Stage Stage 4:4:4:4: project termination and project termination and project termination and project termination and evaluationevaluationevaluationevaluation

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Planning the eventsPlanning the eventsPlanning the eventsPlanning the events

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Planning the events1. Pre-event planning2. Planning the program3. The convention or meeting blueprint4. Planning the printed materials5. Planning the registration process

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1. Pre-event planning• The MICE project team needs to review whether the event design is both Viable and Feasible.

• In proposal and bid document, PCO will have identified the:• Type• Purpose and Objectives• Theme• Number of Day requirements• Potential delegates & Travel Requirement• Estimate overall budget

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1. Pre-event planning

1.11.11.11.11.11.11.11.1 TaskTaskTaskTaskTaskTaskTaskTask identificationidentificationidentificationidentificationidentificationidentificationidentificationidentificationThere are several issues need to be considers for

example;1. inspection and selection of the site and venue 2. food & beverage; quality, service, menu, price, style,

etc.3. transportation; venue accessibility4. entertainment and pizzazz to support the theme5. budget, legal aspects, other special requirements6. marketing & promotion7. miscellaneous; e.g. AV equipment, speakers, etc.

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1. Pre-event planning1.21.21.21.21.21.21.21.2 OrganizationOrganizationOrganizationOrganizationOrganizationOrganizationOrganizationOrganization of of of of of of of of taskstaskstaskstaskstaskstaskstaskstaskshow these tasks in previous slice would be organized;

1. plan what to be done and how those tasks should be done properly

2. schedule tasks to be done orderly, prioritize themaccording to their critical requirements

3. allocate and control resource as already scheduled4. control progress and costs5. communicate - clear and precise information should

be communicated to appropriate people

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1. Pre-event planning• Popular techniques for preparing network diagrams is GANTT charts.

• A Gantt chart is simply a bar chart that plots the time required for each task. Focus on

• Planning• Scheduling• Allocating and Controlling resources• Controlling progress and costs• Communicating

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1. Pre-event planning

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2. Planning the program

2.12.12.12.12.12.12.12.1 Program designProgram designProgram designProgram designProgram designProgram designProgram designProgram design

How to balance the participants’ objectives and MICE event’s overall objectives• time for each session/activity, and an opening ceremony

• the style of MICE event, e.g. a convention of 300-400people cannot take 15 minute for refreshments

• times for participants to overlook exhibitions, build connection and do social activities

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2.22.22.22.22.22.22.22.2 PacePacePacePacePacePacePacePace andandandandandandandand timingtimingtimingtimingtimingtimingtimingtiming of the programof the programof the programof the programof the programof the programof the programof the program consider:1. delegate profile, the need for participants to move

out2. travel distance to venue and style of the event3. accompanying persons

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2.32.32.32.32.32.32.32.3 ComponentsComponentsComponentsComponentsComponentsComponentsComponentsComponents of the programof the programof the programof the programof the programof the programof the programof the program1. FFFFormalormalormalormal sessionssessionssessionssessions

Plenary session, breakout session, opening session

2. TTTThehehehe provisionprovisionprovisionprovision of of of of foodfoodfoodfood andandandand beveragebeveragebeveragebeverage(breakfast, lunch, dinner, refreshment,reception party, ending party, etc.)

3. EEEExhibitionsxhibitionsxhibitionsxhibitions andandandand tradeshowstradeshowstradeshowstradeshows4. FFFFreereereeree timetimetimetime andandandand socialsocialsocialsocial activityactivityactivityactivity

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3. The meeting blueprint

• BLUE PRINTBLUE PRINTBLUE PRINTBLUE PRINT is a development and extension of the “Road Map” mentioned earlier.

• Each conference organizer will have a different format for this document, but the following information generally is included:

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3. The meeting blueprintInformation guiding or describing the eventInformation guiding or describing the eventInformation guiding or describing the eventInformation guiding or describing the eventInformation guiding or describing the eventInformation guiding or describing the eventInformation guiding or describing the eventInformation guiding or describing the event::::::::

1. contents page2. information on destination, venue, etc.3. a detailed list of contacts at the venue4. information on the event, e.g. meeting rooms,

registration information & procedures, etc.5. a delegate registration list and room allocations6. daily ‘running sheet’ or day-to-day plan of each

session or activity7. closing information and checklist8. evaluation information

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4. Planning the printed materials

• Delegate registration forms

• Conference brochures• Programs• Participant name tags• Delegate lists• Conference proceeding

• Lists of diagram of the exhibitor stand

• Information on sponsor• Ticket and vouchers• Special invitation letter• Signage and so on

• A variety of printed materials that need to be plannedand organized prior to the actual event;

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5. Planning the registration process• Conference organizers need to reflect on the processing of potential queues from perspective of the customer, that is the delegates. Points they should consider include:

• Is it reasonable to expect delegates to wait• Is the priority process for serving delegates fair?• Do delegates feel in control of what is happening while they are waiting?

• Is a conductive physical environment provided in which delegates can wait?

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5. Planning the registration process• Delegate registration system can be structured as the

following:1.1.1.1. SingleSingleSingleSingle channel and single stagechannel and single stagechannel and single stagechannel and single stage2.2.2.2. SingleSingleSingleSingle channel and multiple stagechannel and multiple stagechannel and multiple stagechannel and multiple stage3.3.3.3. MultipleMultipleMultipleMultiple channel and multiple stagechannel and multiple stagechannel and multiple stagechannel and multiple stage4.4.4.4. PPPParallelarallelarallelarallel single channel with single or multiple stagesingle channel with single or multiple stagesingle channel with single or multiple stagesingle channel with single or multiple stage;this group, delegates could be divided alphabetically by their last name, or their country/region of origin (e.g.A-E, F-I, ... T-Z)

• Large events, registration might be organized one day to few days or a week before the actual event starts

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Multiple channels with multiple stages

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The Strategic event planning process

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The Strategic event planning process (cont.)

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Summary• Efficient and effective planning is extremely important for the

success of convention or meeting. • The role of planning and, in particular, project planning, is critical

in the planning, organization and scheduling of a MICE event. • The key to success of planning of an event is the preparation of a

project plan that covers the various stages of the event life cycle.• Conference organizers planning MICE event must remember the

leading time required to undertake certain activities, be methodical. Check and recheck target, and review the plan constantly to ensure that it is on schedule.

• They must also prepare a contingency plan case something goes wrong – disasters do happen.

Chapter 6 Planning MICE Events

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Transcript of Chapter 6 Planning MICE Events