Name: Alliah Coleen C.

Vallejo Elec 4 (Events Management)

Section/Yr: Pcbet 20-801 E Mrs. Carolina Abaya
Lesson 5

Discussion Questions 5.1

1. Stakeholders refer to the parties who hold a stake or interest in the particular project or
industry. The stakeholders in the events industry can be classified into four
- Professional Congress/ Events Organizers (PCO)
- Community
- Service Supplies
2. A Professional Congress Organizer (PCO) guarantees companies and organizations
alike, professional guidance and management regarding conference organization, as
well as a gateway into all the requirements and complexities that need to be addressed
in order to establish a successful operation.
3. The Community Stakeholder is key to a thriving community. They are generally defined
as people, groups, organizations or businesses that have interest or concern in
the community.
4. Associations exist to promote communication, advocacy, information and education
among like-minded individuals working together for a common cause. There are a
variety of Associations and groups in the MICE industry.
5. Trade Associations - An industry trade association participates in public relations
activities such as advertising, education, publishing, lobbying, and political donations,
but its focus is collaboration between companies. Associations may offer other services,
such as producing conferences, holding networking or charitable events, or offering
classes or educational materials. 
Professional Associations - Professional associations are organizations that act as a peak
body or umbrella for professionals working in the same or similar fields.
These associations can define the profession and assist members to further the
profession through ongoing learning, quality control and research.
Assignment no. 5
A. Name exhibition held in Manila recently for each industry:
 Health - The 5th Edition of MEDICAL Philippines 2021 (co-located with PHARMA
PHILIPPINES 2021 and DENTAL PHILIPPINES 2021)
 Real Property - Envision 2019: The Premier Real Estate Expo in The Philippines
 Travel and Tourism - BDO Travel Sale
Exercise no. 5
 B. Draw a diagram and explain the interrelationship of the stakeholders of the events.

INTERNAL STAKEHOLDERS EXTERNAL STAKEHOLDERS

SUPPLIERS CREDITORS

EMPLOYEES
SOCIETY

MANAGER COMPANY
GOVERNMENT CUSTOMERS

OWNERS SHAREHOLDERS

Lesson 6
Discussion Questions 6.1
1. Hotels
2. Airlines
3. Food and Beverage
4. Security
5. Photograph, documentation and transcription services
6. Airports
7. Venues
8. Airports
9. Man power agencies
10. Booth contractors
Assignment 6.1
- Know the Marketplace
- Use a Framework Agreement
- Engage Experts
Exercise 6.1
- Cargo - LBC
- J&T
Exercise 6.2
A.
1. PICC – 1st
2. WTC –3rd
3. SMX – 2nd
4. EDSA SHANGRILA HOTEL – 5th
5. SOFITEL PHILIPPINE PLAZA – 4th
B.
1. MICE – Meetings, Incentives, Conventions and Exhibitions/Events.
2. PCO – Professional Conference Organizer
3. PACEOS – The Philippine Association of Convention/Exhibition Organizers and Suppliers, Inc.
4. PICC – Philippine International Convention Center
5. WTC – World Trade Center
6. PCVC – Philippine Convention & Visitors Corporation
7. TPB - Tourism Promotions Board
8. DMAI – Destination Marketing Association International
9. IACVB - International Association of Convention and Visitors Bureaus
10. IAPCO - International Association of Professional Congress Organizers

Lesson 7
Discussion Questions 7.1
1. In order to maintain certain standards. They likewise do studies and train their members
to improve the service that the members deliver.
2. Benefits of Industry Associations. Access to jobs. Many industry associations offer their
members access to job listings which may not be available on other websites such as
LinkedIn and Seek. Professional development. Latest industry knowledge. Networking.
Enhancing your resume.
3. Like Trade associations are set up to represent the interests of companies operating in
particular industry sectors and to make sure that the voice of their sector is heard. And
also Regulatory bodies exist to make sure that all travel and tourism operators serves
the travelling public safety fairly and efficiently
4. Role of Convention and Visitors Bureaus in Event Planning. The convention and visitors
bureau provides helpful and time-saving resources for meeting planners while also
promoting the services of the local lodging and convention facilities.
5. If you work for a city, your experience is probably very similar to mine – you regularly
assist your employer in some capacity in hosting either annual or special events and
reviewing and approving community events hosted by others
6. Because It promotes and supports an international and national programs of events,
and can supply funding to events and event organization to help.
7. Because government organizations responsible for industry oversight. In the past,
ministries established public policy and promulgated rules. Today, most nations have
created independent regulatory commissions to monitor the behavior of firms, establish
rules for market entry, and procedures for changing prices. Commissions generally
establish incentives to promote service quality and universal access. Some have
antitrust responsibilities. Other agencies may monitor performances by firms across
sectors, including environmental impacts and worker safety.
8. – development of needed infrastructure, particularly relating to access
- Peace and order
- Creation of policies and incentives
- Destination management services
9. The Government will be working in partnership with the events industry to develop a
joint strategy to support growth in this important sector," he said. "The wide-ranging
strategy will look at the roles played by government and industry. It will describe exactly
what action we’ll be taking to make the UK a more attractive destination for business
travelers.
10.  A regulator is needed to negotiate with the government for subsidies to pay part of the
costs of farm inputs for the growers. Mr. Kamala said if the government is serious about
sustainable development, this is the way to go.
Lesson 8
Discussion Questions 8.1
1. Environmental scanning is the process of gathering information about events and their
relationships within an organization's internal and external environments. The basic
purpose of environmental scanning is to help management determine the future
direction of the organization.
2. Scope management ensures a project's scope is accurately defined and mapped and
enables project managers to allocate the proper labor and costs necessary to complete
the project.
3. Man, Money and Machine
4. Data Collection
Financial Analysis with Rough Estimate of Cost and Revenues
SWOT Analysis
Conclusion and Recommendations
Assignment 8.1
Select an event concept and write a feasibility study report using the format given above.
Exercise 8.1
Draw a diagram that illustrates the staffing process and organization for your event.

CHAIRMAN

PROGRAM LOGISTICS FINANCE MARKETING

 Lesson 9
Discussion 9.1
1. Planning is a process that involves setting the objectives and the means to achieve
them. The objective of event planning is to make sure that everybody involved knows.
2. What they are responsible for
When they must start their tasks and when they must accomplish them.
How much funds are available and how they are or will be sourced
What must they do in case something goes wrong.
3. Planning – Planning is the process of thinking about the activities required to achieve a
desired goal. It is the first and foremost activity to achieve desired results. It involves the
creation and maintenance of a plan, such as psychological aspects that require
conceptual skills.
Identify and Assign the task – this step can be done in a classroom exercise. Ask
everyone to write down as many as specific tasks as they can think of. Make room for
improvements. Then place the tasks under each committee, Program, Logistics, Finance,
Marketing, or Sponsorship.
The Budget – this is the estimate revenue and expense. Budget provides data on an
event funding requirements as well as a means to monitor expenses.
Securing Approvals and Permits – Secure the authorities school of approvals. Like the
Dean or Vice President for academic affairs.
4. Summarize the steps in preparing Gantt chart into 3 major steps.
- Marketing Committee
- Logistics Committee
- Registration/ Attendance Promotion Committee
5. Identify the parts of the budget –
Cost – the expenses of how much it will take to stage the event.
Revenue – how much the event earns in gross recipients.
Breakeven Point – the minimum point where revenue meets cost.
Cash flow – the schedule of cash inflow and outflow.
Assignment 9.1

STEPS IN PLANNING

CONCEPT
FEASIBILTY
TASKING
SCHEDULING
BUDGETING
APPROVAL
 SITE SELECTION
MARKETING
RISK ASSESSMENT
MONITORING AND
EVALUATION

Exercise 9.1
Draw a diagram illustrating the steps in planning
Week 1 2 3 4 5 6 7 8 9 10
Picking time&
venue
Preparation of
materials
Invitation and
souvenirs
Design layout

Foods
preparation
Party time for
visitors
 Lesson 10
Discussion 10.1

1. Identify the steps in venue selection.

Answer:
Step 1: Analyze the event's need for a venue. It is necessary to ask many questions
about what sort of venue is needed.
Step 2: Investigate possible venue.
Step 3: Make site visits.
Step 4: Agree on price and terms.
Step 5: Make a booking and confirm.
Step 6: Make further site visits.

2. Identify the types of seating arrangements and venue layout

Answer:
 Theatre. This is the simplest style, reflecting the seating found in a theatre or
cinema with chairs aligned in consecutive straight rows.
 Classroom.
 Herringbone.
 U Shape.
 Horse Shoe.
 Hollow Square.
 Boardroom.
 Banquet.
3. Identify the functions of registration –
For meetings: pre-registration or registration prior to event helps anticipate the number
of confirmed participants
For onsite registration helps monitor actual attendance of participants.
4. Explain the importance of the registration area at secretariats
For me It describes fairly general, high-level responsibilities. It is the responsibility of the
individuals assigned to define the necessary details and processes. The lead person in
each area does not necessarily do everything in their area and there will be a lot of
cross-area work, but the lead in each area is responsible for making sure the work gets
done.
5. Identify the factors to consider in stage design
 Staging is all about using space wisely to create a focal point, to express brand
messaging and to enhance performances or speeches. Budget. Customization. Branding.
Technology.

Exercise 10.1
Match the event in column A with the best suitable seating arrangement in column B.
QUESTIONS ANSWER

1. Seminar. E
2. Birthday party B
3. Large convention A
4. Small meeting with presentation C
5. Opening of an art exhibit D
 Lesson 11
Discussion 11.1
1. In your own words, explain why we need and event marketing plan.
 An event marketing plan is your roadmap to reach the goals you've set for your event.
For example, your goals could be a certain number of tickets sold, a specific boost in
brand or cause awareness, an increase in goodwill in your community, or something else
entirely.
2. Identify the four components of a marketing plan.
Conducting a market analysis (feasibility study)
Identifying the target audience and marketing objectives
Defining the marketing mix and marketing strategy
Implementing, monitoring and evaluating the marketing performance.
3. What are the two questions that you must ask when defining the target audience?
- Who is your target audience?
- Where is your target audience?
4. Outline the marketing strategy by defining the event marketing mix.
5. Explain how trade shows can be used as a marketing tool.
Exercise 11.1
Provide examples of marketing tools for an event. Which of these can you use for class events?
Explain your answer.

Posters – We can use them to invite audience in our class events so that they will have an idea
that we have that kind of events.
 Lesson 12
Discussion 12.1
1. What is a Program?
Is the schedule of activities from the start of the event to its conclusion? For a
sport event, the programmed governs which competitors participate at what time.
Furthermore, it is necessary to include in this calculations a time interval between each
activity.
2. Identify the major activity category in a program.
Main Event Focus
Secondary Focus
Support Activities
Ancillary Activities
3. Differentiate a sequence guide from a program
Sequence guide is an internal, more detailed document which includes contingencies
and further explanation to serve as organizer’s guide/ manual. While, Program is a
schedule of activities and performers during the days of the event.
4. Explain the importance of a user-friendly exhibitor’s manual.
Attracting exhibitors to your event is hard. Making sure they remain happy in the run up
to and on the day of the event is one of the biggest challenges faced as an event
planner. For many businesses and organizations, exhibitions are a big investment of
time, money and resources. Exhibitors will therefore do all they can to ensure the
conference is a success, which can result in them giving you a hard time. This guide is
designed to give your insight into their needs so that you can better meet them as well
as some more general tips on dealing with exhibitors.

Exercise 12.1
ACTIVITY CATEGORY CONVENTION EXHIBITION
Main Event Focus Agenda in the meeting Arts exhibit
Secondary Event Focus Dance contest/Singing Celebrity appearance
contest

Support Activity Fountain display Robots or Mascots

Ancillary Activity Food tasting Food tasting
 Lesson 13
Discussion 13.1
1. Define risk - Risk involves uncertainty about the effects/implications of an activity with
respect to something that humans value, often focusing on negative, undesirable
consequences.
2. Identify the functions of risk management – Recognizing, reacting, recording and
relaying.
3. Define Insurance – is a payment guarantee in case this risk indeed happens.
4. Identify the parts of a contract – Parties, Background, Body of Agreement, Integration
Clause, and Signature.
Assignment 13.1
Get a copy of a contract and label its parts.

Parties

Body of agreement

Integration Clause

Signature
 Lesson 14
Discussion 14.1
1. What is a rehearsal?
Refers to the practice or run through of the event program before the day actual
performance. When actors who are putting on a play get together every day to go over their
lines and plan out how the play will be performed, these practice sessions are an example of
a rehearsal.
2. What is ingress? Ingress activities.
Is defined as the right to enter the property. Or move in. Schedule is determined upon
signing the contract with the venue. Most exhibits venues in manila allow ingress
operations only in the afternoon or the night before an event at the earliest, and organizers
are charged a fee for that.
3. What is egress? Egress activities
Move – out operations follow right after the event. Most venues/ organizers grant
exhibitions with a shorter move out time than move in. Egress is defined as the right to exit the
property.
4. Identify the roles that each committee has to act out on a D-day.
 Registration Committee – provides guest with the first impression, so make sure
that it is properly orchestrated.
 Marketing Committee – member of marketing committee must make sure that
commitments made to sponsors are executed properly.
 Finance Committee – organizers are also assigned at receiving, checking and
approving invoices, and making payments to suppliers for deliveries made on
site.
 Program Committee – is in charge of the program, hence the busiest if not
second to registration committee.
 Logistics Committee – must work together with the program committee in
ensuring the smooth flow of the program.
5. Explain the importance of briefing sessions –
Brief staff about the event and their particular responsibility. Of course, having information
about the goals and general theme of the event will help increase morale and ensure that the
staff fulfills their mission
 6. Is It acceptable to reprimand wrongdoings during the event? Why or why not? When
reprimanding, what you do is often not as important as what you don’t do.  Since no one
really enjoys a reprimand, it’s easy for people to be put on the defensive when receiving
criticism.  I suggest remembering these “don’ts” when you must reprimand an
individual.  If you don’t observe these points, you may find that people become less
concerned with listening to you and more concerned with fighting you off.

Exercise 14.1
Identify if the following activities and list down the tasks per committee before or after the
program. Write B if the activity is done before the program and A if is done after the program.
1. Rehearsal - b
2. Egress – a
3. Ingress – b
4. Briefing – b
5. Debriefing - a
 Lesson 15
Discussion 15.1
1. Identify monitoring tools and feedback mechanisms.
Monitoring tools refers to act of making sure that things happen according to plan.
Monitoring happens as things happens.
It's important to respond to customer feedback, both good and bad. Acknowledging
favorable feedback will make customers feel appreciated. Responding to
negative feedback in a constructive and positive way will provide reassurance that
customers' views are valued. Set up a system to record comments.

2. Identify the three post-event activities and explain their importance.

Documentation tools
Camera for photos and videos
Voice recorder
Feedback /comment sheet
 Lesson 16
Discussion 16.1
1. What are the different management functions?
Organizing
Planning
Directing
Controlling
Staffing

2. Explain the accounting skills are related by event management.

It is the systematic recording, analysis and reporting of financial transactions of a business.
Like for events, in events you need to make plans and budget so you can make your event
successful.
3. What is the difference between cost and revenue? (revenue – cost=)
Cost – a cost is the value of money that has been used up to produce something or
deliver a service, and hence is not available for use anymore. In business, the cost may
be one of acquisition, in which case the amount of money expended to acquire it is
counted as cost. 
Revenue - revenue is the income that a business has from its normal business activities,
usually from the sale of goods and services to customers. Revenue is also referred to as
sales or turnover. Some companies receive revenue from interest, royalties, or other
fees.
Assignment 16.1
The event manager need not necessarily be skilled in all aspects of event management but they
should endeavor to surround themselves with helpers who have a range of useful skills. This is
the purpose of the organizing committee. Planning and advisory function, Executive Function,
and Worker Function
 Lesson 17
Discussion 17.1
1. Define communication
Communication is the act of conveying meanings from one entity or group to another through
the use of mutually understood signs, symbols, and semiotic rules. The main steps inherent to
all communication are: The formation of communicative motivation or reason. Message
composition. Message encoding.
2. What are the four questions you have to ask when planning to write a letter?
- Why are you writing?
- What do you want to say?
- What do you want to accomplish?
- What is the next stop and who will do it?
3. Instead of saying ‘’hold on’’ or ‘’for a while’’ what should you say to tell the caller to
wait?
- I’s sorry I kept you waiting, but Mr./Ms. It at the meeting
4. Identify at least five tips for an effective PowerPoint presentation?
- Use sis words per line and six lines per slide or fewer
- Use graphics that relate to or enhance the presentation.
- Check your spelling and grammar
- Talk to the audience
- Practice to familiarize yourself with the slides before the actual presentation
5. What is power dressing?
Is identified by the ‘’ serious corporate look’’ of dark, conservative, usually matching pants
and jacket, both for men and women. The ideas are to create an air of equality so that
clients will take career women seriously.
6. What should one consider in dressing up for an event and why?
Being prepared before hosting, attending, or accompanying someone to an event is key to
success. Understanding dress code terminology is key to meeting the demands of guests or
hosts.

Assignment 17.1
Prepare a PowerPoint presentation for lesson 11 (Event Marketing) with 3-4 slides and apply
the tips herein presented.

Exercise 17.1
Role-play on telephone dynamic with different phone scenarios in the office, check voice and
facial expression while doing so.
 Lesson 18
Discussion 18.1
1. What is a theme?
Is an inclination of an attraction or event toward a particular topic. A theme is the title or
tagline of your event. A topic is a subject area that you're interested in covering at
your event. An idea is the original concept or notion that your speakers will bring to the
stage at your event.
2. What does travel 2.0 means? Discuss its significance in the MICE industry?
Refers to user generated content, travel 2.0 means using travel information in the internet
to create one’s own itinerary and travel plans.
3. Explain the concept of carbon offset
It means doing something to compensate for the carbon dioxide released into the air as a
result of your activity, such as plane ride. A carbon offset is a reduction in emissions of
carbon dioxide or other greenhouse gases made in order to compensate for emissions
made elsewhere. Offsets are measured in tons of carbon dioxide-equivalent.
4. Explain how these trends influence the practice of events management.
Meetings are growing and evolving rapidly, and each is an experiment in applying new
methods to find a perfect formula. But that’s easier said than done in a science that has
zero constants. To succeed, you have to be dynamic, you have to be flexible, and above all
you have to be in tune with attendee desires. For venues and planners, that means looking
into the crystal ball to get ahead of these new trends in event management.

Assignment 18.1
Submit five photos of themed events.

Elegant Bel Air Estate Wedding

 Rustic themed birthday

Green and Gold Estate Wedding

A Disco Themed Camp Prom

Color Blaze Runs

Assignment 18.2
Plan a themed event by filling out the table below.
 Title and type of event Happy Ever After / Wedding
Describe the proposed venue Garden
Theme Something to Celebrate
Color motif White and Nude
Other elements that highlight the theme

Lesson 19
Discussion 19.1
1. Define bidding
Bidding is an offer (often competitive) to set a price tag by an individual or business for a
product or service or a demand that something be done. Bidding is used to determine the cost
or value of something.
2. Identify the steps in bidding to organize an event for a client.
- Before the bid presentation
- Presenting the bid
- After the bid presentation
3. What should you do when you lose a bid?
Bidding again for the next proposal
4. What should you do when you win a bid?
Commit to a maximum price you want to pay
5. Explain the process for setting up an events management company in the Philippines.
Assignment 19.1
Visit the website of DTI and try reserving a company name.
PADAYON
Exercise 19.1
Write a letter of intent to participate in a bid to organize an international event at PICC, which
will serve as your cover letter for the proposal.