Part V:

The Extra
How to Go
Mile

Beyond
Expectation

LEARNING
OBJECTIVE
The Extra Mile provides students

with additional information that

they will need , not necessarily for
the event that they will organize in
university, but for the years to
come. Specifically, Part V will

provide the readers with basic

knowledge to be able to do
the following:

1. Understand and Comply with

proper protocol:
2. Plan a themed party
3. Plan an incentive tour programs:
4. Understand the trends in MICE
5. Prepare a bid; and
6. Set up an events management
company in the Philippines.

Introducti
Thereon
is always a better way to
do things. An events manager

must keep on improving his/her

craft. Reading the newspaper
and
trade
magazines,
networking
and
attending
trainings
for
working
professionals are some of the
things that contribute to the
growth of a passionate PCO.
Always think one step ahead.

Protoc
ol

Protocol is a rule which guides how an activity

should be performed, especially in the field of
diplomacy. In the government and other
diplomatic agencies, protocol is often unwritten
guidelines. Protocol specifies the proper and
generally accepted behaviour in matters of the
state and bilateral relations, such as showing
appropriate respect to a head of protocol is
important for events with invited dignitaries.
Protocol guides the chronology of speakers and
the seating arrangement of dignitaries.

Themeing aims to wow the guests

by the total experience.
Hence, every element in a
themed event must be in
accordance with theme
(Walker, 2006). for example,
when planning a themed
party, the menu , decorations,
entertainment, programs,
invitations, and tokens must
all blend with chosen theme.

Themes and Incentive

Travel

A Theme is the inclination of an attraction

or event towards a particular topic.
Theme parks, for instance, create an
atmosphere of another place and time,
and usually concentrate on a dominant
topic around which architecture,
landscaping, costumed personnel, rides,
shows, food service and merchandise are
coordinated. (Lumsdon, 1997)

Organizing an incentive tour package

takes the indulgence beyond the
party the themed party becomes just
a part of the themed tour programhence , adding the elements of
transportation, accommodation and
several other activities and
attractions, which must all be in
accordance with the theme as well

Case
Study

The
A hotel
events manager is trying to close
Facts:
a deal with one of his major clients. The
clients, a cosmetics company, are
planning an incentive trip to reward its
top direct sellers, one from each
Philippine region.
The events manager has his aces. The
hotel has opened a new spa a spa
brand that the hotel chain is famous for,
has finally come to Manila, their city.

Upon hearing these developments,

the client got excited. At least, he
thought, he will not have to worry
trying out a new supplier on a very
important occasion: he still prefers
a trusted brand. Now he is ready
to negotiate

The
Challen
The
client asked if the
ge:

hotel can used their

company's new foot spa
line at the hotel's newly
spa opened.

Trends
Akin to the rise in popularity of
the book Purpose- Driven life,
trends in the travel industry is
driven by people's desire for life
saping experimental travel
cordoned-of
Tourist routes are passe.

Generatio
n
Y
Generation Y are those born
between the late 1970s and
around the turn of the
millennium.
Research says that the
generation Y have been
brought up in the most child
centred era.

Travel
2.0 to what some say about
Contrary
this generation's preference for
seemingly impersonal modes
communication like email and
mobile phone, Generation Y is
arguably the most socially
conscious generation in
existence.

Giving
Back
With this description

of a rising
generation, the technology and
information available to them and all
that is happening in the world
climate change, economic crisis, and
new disease giving back is an in
thing and giving means giving more
less.

The
In events management, the bid is
Bid

the proposal to host an event. The

event is submitted by a
proponent, which can be a
supplier/PCO, a destination
management organization/ CVB or
tourism board, or the local chapter
of an international organization.

Steps in Bidding

1. Before the bid

presentation
First comes: the identification of a
call for proposal or opportunity to
bid, after which a preliminary study
must follow. The preliminary study
for a bid is akin to an event concept
preliminary study must follow.

 Historical information related to

previous events such as dates,
venues, and attendance since most
events up for bidding has been staged
in the past.
Hosting requirements, for example:
number of meeting rooms to be used,
meeting room set-up and technical
requirements, air and land
transportation requirements, social
functions, meals, among others.

 Financial responsibilities
between the international and
host organization.
Competing countries that
signified interest to bid for the
some event.
BID preparation procedure,
such as date, venue, method
of presentation, and the like.

contains
all
the
terms
of
the
proposal such as
the services to be
provided by the
host, the cost and
the unique selling
point. The major
parts of a bid
include
the

 Formal letter of invitation/proposal to

host the event, highlighting the
proponent's hosting capabilities and
unique selling point.
Package details for hosting requirements
a listing of facilities and services which
will be made available to delegates
together with corresponding rates.
Endorsement from concerned
government agencies.
Information and promotional materials.

 The proponent may seek

assistance of a CVB or a tour
operator in securing advance
rates from hotels, airlines,
transport operators and other
suppliers, especially for events
slated five to 10 years from the
time of bidding.

2.
Presentin
After drawing up the bid
g a Bid
proposal,
it is then presented to
the committee in charge of the
event, the board of directors or
at the general assembly of an
international organization.
Do follow up after the
presentation.

3. After the bid

presentation
Upon winning the bid, draw a contract
or a memorandum of agreement
defining the areas of responsibilities
between the bid proponent (I.e. the
local
association)
and
the
international organization: or upon
losing the bid, evaluate re-bidding
possibilities and the revise bid.

How to Put Up Your

Own Events
Management
In setting upCompany:
an events management
company, it is who you know that matters
a lot. Therefore, your step zero for
establishing an events company must
focus on building your network or your
database of contacts especially suppliers.
Then legalities will follow. Here are the
steps in putting up a company in the
Philippines:

Obtain a Tax Identification Number (TIN) from

the Bureau of Internal Revenue (BIR) personal
TIN for sole proprietorship.
Obtain a business Name (BN) from the
Department of Trade and Industry (DTI) by
logging on their website www.bnrs.dti.gov.ph,for
sole proprietorship: corporations must be
registered with the Securities and Exchange
commission( www.sec.gov.ph)
Obtain a Community Tax Certificate (CTC) from
the Barangay Hall where your business address
is located. Obtain contract of lease if your
company will rent office space.

Obtain Barangay Clearance.

Obtain a Mayors Permit.
Obtain a Value Added Tax (VAT) registration from the BIR.
This is renewed annually (www.bir.gov.ph)
Obtain authority to print receipts/invoices from the BIR.
After obtaining authority to print, print receipts/invoices at
print shops accredited by BIR (minimum of 25 booklets).
Submit the printed receipts/invoices to BIR together with
the books of accounts for approval and stamping: VAT
registration certificate, DTI/SEC Registration and BIR Form
W-5 are also required for submission when obtaining the
approval and stamp for the receipts/invoices and books of
accounts.

 Register with the Social Security System

(SSS), by submitting SSS Forms R-1
(Employer Registration) and R-1A
(Employment Report) signed by the
proprietor as well as the DTI/SEC
Registration and a list of employees
specifying their birthdates, positions,
monthly salary and date of employment. (
www.sss.gov.ph)
Register with Philippines Health Insurance
Company (PHIC) www.philhealth.gov.ph

SAMPLE
CHECKLIST

Concept Paper (Objectives, date, venue)

Programme
Budget
Permit to Stage contest
Game Mechanics
Contract with Venue
Sponsorship letters and contracts
Prizes and acknowledgement receipts
Invitations
- For contestants
- For judges (and tokens)
- For audiences (tickets)
Entry form/contracts with contestants
Equipment and stage dcor
Parking slots, if applicable
Rating and tally sheets, pens
Food and Beverage, List of guests invited to reception
feedback sheets (optional)
programme
Terminal Report

Conference
Checklist:

Concept Paper
Programme
Budget
Sponsorship Letters and Contracts
Invitations
- Call for papers (invitation to presenters/speakers)
- Attendees and special guests
Onsite registration
Handouts/Presentations
Equipment and stage dcor (I.e. microphones for audience)
parking slots, if applicable
Food and Beverage, if applicable
Feedback Sheets
Terminal Report

Meeting
Checklist
Agenda

Date and Venue

Budget
Invitation and confirmation from attendees
Handouts/Presentations, if applicable
Writing materials
Attendance Sheet
Food and Beverage
Equipment (PC,LCD projector)
Minutes of the meeting