MICE

• Sponsors of MICE

  • Associations
  • Corporations
  • Trade Unions
  • Religious Groups
  • Theater and Arts Group
  • Social Organizations
  • Independent Companies who Sponsor and operate Trade Unions
• Steps in planning MICE

  • Establishing goals and objectives
  • Targeting the population
  • Designing the program
  • Creating a budget
  • Selecting a site
  • Negotiating Contracts
  • Formulating Committees
  • Establishing marketing and promotional plan
  • Hiring sub-contractors
  • Designing a food and beverage functions
• SMART events objectives

  • Bring in XX more exhibitors to join the forthcoming celebrity bazaar in December 20XX
  • Partner with an event technology provider to enhance meeting engagement for 1,000 online attendees using holograms and artificial intelligence
  • Increase sales by XX percent by participating in two major trade shows this year
  • Motivate sales staff to meet company sales target thru an annual incentive program to emerging destinations in the Philippines
• Strategies to determine target audience

  • Conducting Market Research
  • Analyzing Past Events and Competitors
  • Creating Target Personas
  • Utilizing Social Media and Online Tools
  • Engaging with Industry Influencers
  • Refining and Testing your Messaging
  • Utilizing Targeted Marketing Channels
• Suggestions on how to best deliver the program

  • Appropriate choice of speakers
  • Expert moderating for the panel discussions
  • Pre-registration for the plenary and break-out sessions
  • Games, raffles, and other fun activities across the event cycle
  • Short, well-produced videos to be used during the intermission
  • Available copies of spiels, scripts, and other information materials
  • General technical rehearsal
  • Correct pronunciation of names
  • Appropriate diplomatic, honorary, or professional titles for guest
  • Requisite permission to document and record the presentations
  • Back-up copies of slides, decks, and presentations from experts and sponsors
  • Allowances for slow, intermittent internet connectivity
  • Quick response on the chat box or messaging applications
  • Acknowledgment of sponsors, donors, patron, and partners
  • Policies for late comers and no-show
  • Assistance from technical team
  • Production skills specifically designed for the platform to be used
  • Close coordination among the technical, production, and the secretariat committee
• Keynote speech

  It sets the tone, theme, and message of the event
• Types of sessions

  • Plenary Sessions
  • Breakout Sessions
  • Panel Discussions
  • Breaks
  • Socials
  • Special Events and Guided Tours
• Provisions for diversity, inclusion, and accessibility

  • Pre-registration to include options for preferred personal noun
  • Clear guidelines on dress code, including but not limited to, preferences for traditional or indigenous attire
  • Provisions for access to translations and sub-titles on decks and presentation
  • Allot breaks for prayers, meals, intermissions, and "me-time" during the program
  • Clear signages
  • Available and/or downloadable forms
  • Select resource speakers based on their expertise, industry experience, and presentation skills
  • Livestreaming of events
• Elements of a program design

  • Opening Ceremony
  • List of Speakers (Plenary, Conference, Seminar)
  • List of Activities (Games, Trade Shows, Exhibitors List)
  • Sponsorship Slot/Portion
  • Continuous Program in the Main Plenary Session
  • Closing Ceremony
• Hospitality programs/spousal programs

  Programs designed to entertain the guests of the conference attendees
• Planned social activities for hospitality programs

  • Tours
  • Plays
  • Concerts
  • Sporting events
  • Tournaments
  • Guest speakers
  • Shopping trips
  • Demonstrations
  • Cooking lessons
  • Craft activities
  • Movies
• Budget

  An estimate of income and expenses and a plan to adjust the anticipated expenses to the expected income
• Fixed expenses

  • Audio-visual equipments
  • Speakers fees or honoraria stage
  • Decor
  • Venue renbtals, exclusing use of equipment paid on per-hour basis
  • Insurance
  • Rehearsal and performance fees
  • Rates of function rooms
  • Salaries and Wages
• Variable expenses

  • Venue rental fees
  • Monthly internet expense
  • Amenities for function rooms such as use of equipment on per hour basis
  • Meals
  • Gifts and Token
  • Printing of invitation and collaterals
  • Placement of advertisment
  • Electrical, gas, and water charges
  • Shipping, handling, and dryage
  • Gasoline Expense
  • Office Supplies
• Other expenses

  • Taxes
  • Service charge
  • Gratuities
• Sources of revenue

  • Registration fees
  • Exhibitors fee
  • Sponsorship
  • Advertising
  • Educational material from the event
  • Grants
  • Company funding
  • Funding provided by the sponsoring organization or company
• Site selection process

  • Determine the aims of the meeting, convention, and exhibition
  • Formulate a meeting plan of format based on the aims
  • Create a group prospectus to know the physical requirements
  • Use a checklist during the site selection including sleeping rooms, meeting and exhibition space, transportation, food and beverage, recreation, and services
• Site selection is a significant activity of the sponsoring organization. The site is very important for the success of the event. Convenience and cost are very important in site selection.
• Site selection

  1. Determine the aims of the meeting, convention, and exhibition

  2. Formulate a meeting plan of format based on the aims

  3. Make a group prospectus to help the MICE planner know the physical requirements
• Checklist


  Used by the MICE planner during site selection, including areas like sleeping rooms, meeting and exhibition space, transportation, food and beverage, recreation, and services
• Reviewing sleeping rooms


  Determine the number of available rooms, types of rooms, quality of furnishings, security, accessibility for handicapped, quality of lighting, and adequacy of work surfaces
• Reviewing meeting rooms


  Determine the number, shape, and size of rooms, quality of furnishings, lighting, accessibility of audiovisual equipment, and suitability for exhibits
• Inspecting accessibility


  Determine limitations on move-in and move-out activities, utilities, policies regarding storage, and exclusivity of sub-contractors
• Room set-up


  • Necessary amount and proper type of space to service conferences or meetings, affected by number of attendees, physical configuration of the room, and audiovisual requirements
• Room set-up types

  • Theater or Auditorium setup
  • Schoolroom or Classroom setup
  • Hollow Square, U-Shape, and Herringbone Layout
  • Banquet or Round Table Layout
• Theater or Auditorium setup

  Placing chairs in rows, either straight or in a semicircle, suitable for lecture-type meetings, can accommodate large groups but has poor visibility from the back
• Schoolroom or Classroom setup

  Conducive to note-taking, reading materials, or working on projects, suitable for small lectures and workshops, uses a large amount of space per person but has poor visibility from the back
• Hollow Square, U-Shape, and Herringbone Layout

  Suitable for board meetings, management meetings, and small group discussions, encourage discussions and interaction but use a large amount of space per person and make audiovisual use difficult
• Banquet or Round Table Layout

  Suitable for banquets, seminars, and round table discussions, can be used when meetings break up into smaller discussion groups without participants having to exchange rooms, can accommodate food and beverage service comfortably, but uses a large amount of space per person and makes audiovisual use difficult
• Hiring sub-contractors - Technical Transportation

  1. Determine how to transport participants to the host city and within the host city, as well as how to transfer exhibit material, office supplies, and registration materials to the exhibit site

  2. Examine all possible means of transportation such as airport shuttles, taxis, city buses, and car rentals

  3. Contact a ground services operator if the program design requires transporting attendees from one facility to another during the conference
• Ground services operator


  A company or person in a destination city that provides local transportation and other travel needs, transporting attendees to special events held far from the host city
• The MICE planner should give special care to attendees with special needs such as the older attendees, those traveling with small children, and the handicapped attendees.
• Negotiations and Contracts


  1. Negotiations are held between the representative of the host property and the sponsoring organization, covering areas like sleeping rooms, function space, safety, accessibility, food and beverage, renovation and construction, contingencies, restrictions, and cancellations

  2. A contract is written and signed after the negotiations have concluded, explaining the responsibilities of the concerned parties
• Contract format

  Cover letter, event details, contract agreement, scope of responsibilities, booking arrangement, payment schedules, signatures, addendum
• The formulation of committees is essential in sponsoring a meeting, convention, or exhibition. Each committee must have its own aims. If a professional association is the sponsor of the conference, the association is authorized by its constitution to form a committee that will plan, organize, and operate the conference. Each committee should have a chairman.
• Committees

  • Event Manager/Director
  • Assistant Event Manager
  • Program Committee
  • Sponsorship Committee
  • Sales and Marketing Committee
  • Staging and Décor Committee
  • Finance and Accounting Committee
  • Documentation Committee
  • Production and Entertainment Committee
  • Digital Committee
  • Technical Committee
  • Food and Catering Committee
  • Secretariat
• Event marketing

  The process of developing a themed exhibit, display, or presentation to promote a product, service, cause, or organization, leveraging in-person engagement to connect with customers
• Determining successful conference

  1. Know the number of break-even attendance

  2. Establish a marketing plan

  3. Establish a timetable

  4. Carry out the program

  5. Appraise the program
• Break-even attendance

  The minimum number of attendees who have paid for the conference, to avoid losing money
• A marketing plan must be established after determining the break-even figures. A marketing plan is a written record of the marketing activities of an organization with regard to a particular meeting, convention, and exhibition.