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Course: HRM 121 Events Management Topic: Lesson 5: Who Are The Industry Suppliers?

This document discusses a lesson on event industry suppliers. It identifies several key supplier categories and notes that procurement of suppliers is vital for event success. The document outlines the procurement process and emphasizes the importance of collaboration between event managers and procurement teams. It also provides examples of common event suppliers and their services, and discusses strategies for developing preferred supplier programs.

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Cindy Ortiz Gaston
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
356 views

Course: HRM 121 Events Management Topic: Lesson 5: Who Are The Industry Suppliers?

This document discusses a lesson on event industry suppliers. It identifies several key supplier categories and notes that procurement of suppliers is vital for event success. The document outlines the procurement process and emphasizes the importance of collaboration between event managers and procurement teams. It also provides examples of common event suppliers and their services, and discusses strategies for developing preferred supplier programs.

Uploaded by

Cindy Ortiz Gaston
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Course: HRM 121 EVENTS MANAGEMENT

Topic: LESSON 5: WHO ARE THE INDUSTRY SUPPLIERS?

Schedule: OCTOBER 19-23, 2020

Learning Outcomes:

At the end of this module, you should be able to:


1. Identify the industry suppliers and the services they provide

Integration of Core Values and Biblical Principles: Trust

Trust in the Lord forever: for in the Lord God you have an everlasting rock (Isaiah 26:4)

We all want every day to feel open and full of possibilities so it’s important we trust in each
other’s motives and abilities. In any business industry, giving trust to others means is like saying,
“I believe in you and I believe you’ll do the right thing.” Without this trust we risk wasting time
and energy monitoring people and managing details we shouldn’t be concerned with, rather than
adding value ourselves. When we feel trusted we may feel more comfortable taking initiative and
accepting responsibility. By stepping forward we are saying to others, “I’ve got this. I’ll deliver
on what I said I’m going to do.” And if it turns out we’ll fall short, we’re forthcoming, honest and
proactive with our communication.

Introduction:

As mentioned earlier, A PCO must have his/her own database of contacts, which includes
trusted suppliers. Tried, tested, and trusted suppliers are vital for the success of an event. Should
the PCO lack certain suppliers, he/she must be able to source them to meet specific client
demands. This lesson identifies the various industry suppliers and the services they provide.

 
 

Learning Activities and Resources:


The following are the links to other learning resources for your further reading and learning
process.
1. https://phdessay.com/event-industry-suppliers-and-event-organisational-structures/
(Event industry suppliers and event organizational structures)
2. https://business.inquirer.net/257169/event-suppliers-expo-2018-marketplace-products-
services
(Event suppliers expo)
3. http://www.corporateeventnews.com/news/events-and-procurement-working-together-
success
(Events and Procurement working together)

Body/Lesson Proper

Learning Activity 1 (Read)

For module 6, I want you to read your textbook (Events Management) on page 26.
Lesson 6 Who are the industry suppliers?

The following are the guide questions that you may answer during the reading process:
Content Questions:
1. Who are the industry suppliers? Identify the supplier categories of the events
industry.
Unit Questions:
1. Enumerate at least 10 event suppliers and identify the services they provide
Essential Questions:
1. Explain the procurement process in your own words.

In events management, suppliers refer to those who provide the services necessary to organize
and execute events properly. (Romero, 2017)

Planners often form close relationships with suppliers. When you spend that much time working
together, it’s natural to form friendships. But it's important to keep the friendship separate from
business. Both you and your suppliers should expect that you won’t always be able to work
together, and sometimes company will require that vendors bid for work.

 
 

Having a preferred supplier program in place helps everyone. Preferred suppliers are vendors
who are shortlisted internally based on factors including discounted pricing, value-add,
capabilities, and performance. Procurement knows that those vendors have gone through the
required processes and legal documentation, which often also includes brand training programs.

The result is supplier partners who can act as an extension of the company brand. This minimizes
risk and makes it possible for procurement and legal to not be as involved in every transaction or
contract. This doesn’t mean that you can never use a new or different supplier but there should
be valid, justifiable reasons for doing so.

By their very nature, events will always have more suppliers involved than in any other type of
business transaction. If you are exhibiting or hosting a meeting, there will be the location or
show-specific general service contractor or decorator, electrician, audio-visual services provider,
internet provider and caterer, as well as additional suppliers.

While it is possible (and highly probable) to centralize many of the key functions through one or
two preferred suppliers, there will always be exceptions. For example, you may wish to engage a
vendor with regional expertise if you’re holding a meeting in a different country.

Most agencies are more than happy to be the “one-stop shop,” running other vendors through
their own payment systems. This streamlines things for the event manager and makes the process
easier for the procurement rep, but it requires a lot more money. A ten percent or greater markup
is not unusual for these management services. Again, sometimes this may make sense but in
other cases it does not. Procurement can help you weigh the costs and risk and make more
informed decisions.

Procurement systems are complex, and not everyone who is responsible for event execution is
experienced. In addition to the skilled event professionals, there are also entry-level planners and
admins who are tasked with what may seem like a simple internal meeting that ends up
becoming much larger.

To achieve true success, the two groups (events and procurement) need to work closely together.
Event managers shouldn’t rely on always being able to push things through just because of an
executive or industry need. And purchasing needs have the ability to be flexible when a new
vendor, supplier, or out-of-norm purchase is required. Both groups have roles to play in bringing
value to the organization. Keeping procurement involved from the outset allows your suppliers to
truly become trusted partners, and helps everyone meet their business goals.

 
 
(Source: http://www.corporateeventnews.com/news/events-and-procurement-working-together-success)

Learning Activity 2. (Reflect)

I hope that you have taken something significant in the topic, in the Discussion Tab of
Canvas (Lesson 6 – Online Participation), answer by clicking reply.
1. Discuss the difference between convention center and a conference center.
2. Define and explain the procurement process in your own words

Learning Activity 3. (Respond)

In  the  Performance  Task  of  Canvas  (Lesson  6  –  Assignment)  


1. Narrate (report) the procurement process for a caterer and submit a copy of the
signed/executed catering for your class event (another type of supplier if this
does not apply)

Summary/Conclusion

In events management, Suppliers refer to those who provide the services necessary to organize
and execute events properly.

References:

1. Romero (2015). Events Management, second edition.


2. https://phdessay.com/event-industry-suppliers-and-event-organisational-structures/
(Event industry suppliers and event organizational structures)
3. https://business.inquirer.net/257169/event-suppliers-expo-2018-marketplace-products-
services
(Event suppliers expo)
4. http://www.corporateeventnews.com/news/events-and-procurement-working-together-
success
(Events and Procurement working together)
5. http://www.corporateeventnews.com/news/events-and-procurement-working-together-success)

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