Our Lady of the Pillar College- San Manuel Inc.

District 3, San Manuel, Isabela

College Department
School Year 2022-2023

Module
In
Introduction to Meetings, Incentives, Conferences,
And Events Management (MICE)
HPC7

PREPARED BY:

GERLIE MAE ALBANO GOMEZ

Instructor

Chapter 1: Introduction to MICE Industry

Chapter Objectives:
At the end of this Chapter, the student must be able to:
 Understand how MICE relates to tourism and hospitality industry;
 Understand the meaning of each sector of MICE;
 Understand the difference between meetings and conventions/conferences; and
 Understand the role of MICE management in tourism industry.
MEETING INCENTIVES, CONFERENCES AND EVENTS MANAGEMENT (MICE)
Generally, MICE events are activities and events that involve attendees who
share common interest and gather in a place. The place for the gathering should be a
venue arranged beforehand. The venue will provide space and facilities necessary to
satisfy the needs of those who attend the gathering.
MICE Industry is one of the most important sectors of tourism, which brings a
big amount of income and creates a positive image of the destination. We can
further explain the gatherings by their different formats.
M= Meetings (Corporate)
A meeting is the coming together of a group of people to discuss or exchange
information. In some regions, meetings, may be seen as a small-scale conference by
others. Meetings are one-time or repeat travel events centered on an activity or
goal. Meetings often take place at hotels or convention centers. Simply put, meeting
travel refers to organizing any number of people for such a meeting, which means it
could also include a company sporting trip.
I=Incentives (Incentives travels)
Include leisure trips emphasizing pleasure and excitement and which may
appear to have little or no connection to business. Those that meet the relevant
criteria are then rewarded by taking part in the incentive travel trip (sometimes
referred to as the ‘award’). These are usually group trips with a set itinerary where
all those qualifying take part in the same program of events and activities, however
individual incentives trips are also used by some companies. These are trips planned
as a professional reward, often for performance or loyalty to the sponsoring
company. Incentive travel doesn’t usually have a business or explicit educational
component but instead is more of a non-business vacation with the aim of continued
motivation for performance.

C=Conventions (Congress, Conferences, and Confexes)

 Convention is an event where the primary activity of the attendees is to
attend educational sessions, participate in meetings/discussions, socialize, or attend
other organized events. Therefore, conferences/convention travel involves
organizing itineraries, meetings, and events for people from the same profession or
field.
E=Exhibitions
Exhibitions can generally be portrayed as ‘presentations of products and
services to an invited audience with the object of inducing a sale or informing the
visitors’. These are events geared toward the display and promotion of products or
services. Like conferences, there is usually a particular category of focus involved.
Exhibitions are often include in other conferences and meetings, though, meaning
that there is often overlap between agents in these industries. Businesses court new
clients and debut their latest offerings at these events.
M. I.C.E
The term MICE (Meetings, Incentives, Conventions, and Exhibitions) represents a
sector of tourism which includes business events and activities.
MICE tourism consists of large groups attending conferences, conventions,
seminars, workshops, meetings or exhibitions. Lately, there have been many names
to refer to this niche market such as “meeting industry” “business tourism” or
“events industry”. However, all of them have the same concept behind.
Development over Past Century
Countries and cities (municipalities) emphasize heavy investment in
infrastructure development to support industry development. National and local
convention bureaus were set up to actively promote their countries and cities as
travel destinations. There are also improved industry representations and co-
ordination with the set-up of organizations such as the Professional Conferences
Management Association (PCMA), Meeting Professionals International (MPI) and
more.
The MICE Industry Today
Europe and North America still play the leading role in the world convention
and exhibition market in terms of numbers of events, but the convention and
exhibition industry in Asia has shown stronger-than- average growth since the
1960’s. The number of conventions in Asia-Pacific increased 124% from 1980 to
1996. The industry accounts for more than 39% of business trips and takes in 48% of
business travelers.

MICE Industry and PH Tourism

 The Meetings, Incentives, Conventions and Entertainment sector continues to
show great potential in boosting Philippine Tourism this year. MICE locations usually
offer high-quality venues and first-class hotels and facilities fitting for international
gatherings and special events. These locations are usually multifunctional and are
deliver both on serious business and pleasure.
As early as 2018, the Philippines was recognize as a viable to attract more
foreign travelers to the country through MICE tourism. These locations are often
complimented by the Philippines’ world heritage sites and unique natural and
cultural wonders.
To date, the Tourism Promotions Board Philippines handpicked several MICE
locations throughout the country. The country’s capital alone houses the Mall of Asia
Complex, Philippine International Convention Center, and Cultural center of the
Philippines that can host both business and pleasure functions. Other locations
include Metro Manila, Cebu, Bohol, Boracay, Palawan, and Davao. These cities and
provinces proved to be an attractive choice for its “excellent business and travel
incentive” without foregoing accessibility, hospitality, and cost-effectiveness.
PH is Ideal for MICE
The convention and entertainment industries continue to thrive in a country
like the Philippines. According to the TPB primer, the country is seen as the
crossroads of the Asia Pacific region, given its several gateways and airports that can
host and will allow for more tourist arrivals or foreign visitors.
Apart from being one of the most hospitable countries in the region, the
Philippines also has a global appeal given its cost-effective sites and ability to offer a
wide variety of adventures in select tourist destinations in Metro Manila, Vigan and
Laoag, Baguio and Banaue, Cebu, Bohol, Boracay, Palawan, and Davao.
From a business perspective, the country hits the sweet spot as it is
characterized as a well-established center of commerce in one of the most
deregulated trade-oriented economies in the region. It also offers a broad portfolio
of specialized industries and is currently the top pick for Business Process
Outsourcing and Online gaming sectors.
The Department of Tourism (DOT) also has an arm that can help international
or local organizers utilize the MICE locations in the country. Through the TPB, bid
preparations, incentives program planning, liaison services, and site inspection can
be easily coordinated. Value-added assistance also includes attendance promotion
and airport reception for tedious logistical needs.
Bigger MICE growth in Southeast Asia
The Philippines focus on MICE takes precedent to the boom happening in the
Asia Pacific region. Asia has been proactive in developing the MICE sector given its
importance to tourism and the economy. According to the World Travel Monitor,
Asia recorded the fastest growth in this sector since 2009. It registered 6% growth in
2013 and has taken half 54% of total business travel recorded.
According to a Censere report, economic growth is inevitable as the industry
is comprised of three important facets: upper stream (activity organizers),
midstream (accommodations), facilities, services), and downstream (advertising
agencies, logistical services, travel agencies). Proper Integration and employment of
all of these MICE facets affect the tourism, hotel, transportation, catering, real
estate, and the retail markets. This will indeed result in a positive Impact on a
country’s economy as it raises national income and provides more jobs to the
country. Aside from economic growth, the chosen MICE destination also prospers as
it aims to benefit from the knowledge sharing, country branding, and networking
opportunities it provides.
Asia also poses itself as the second largest market for association meetings
after it registered a significant increase after 1997. it is also a major destination for
exhibitions with 184 venues or 6.6 million square meters spread out in the region.
The Difference Between Meeting and Conferences

Meeting Conference/Convention

Agenda Meetings are often called The conference will always be

quickly and agenda may not be planned in advance and have a
settled upon, depending on specific order of speakers and/or
the type of meeting. events that are closely observed.

Attendees Meetings can be between as Conferences have a much larger

little as two people. participation than meetings and
also may have attendees from
multiple institutions.

Duration Meetings are shorter than Conferences take place over the
conferences. They can range course of the day and often many
from just a few minutes for days. Occasionally, they can
short meetings to up to a few continue for weeks.
hours for long sessions. Also, a
long meeting will be shorter
than a short conference.

Formality Although meetings can be Conferences are more formal than

formal, they are more informal meetings
than conferences

Planning Meetings can be arranged but They must plan conferences in

are also called without notice advance

Purpose The purpose of a meeting is to The purpose of a conference has

 consider a particular problem speakers from generally a shared
and reach solution. field of interest and is more for a
knowledgeable gaining leading to
more informed debates.

Scale A meeting can be small in A conference is in a much larger

scale. It can take place in a scale. A large room to a vast
small room and with few conference hall for many
attendees. attendees.

Venue Meetings take place in offices The conferences will typically hold
or conference rooms or any in large halls which provides
area that is available. specific facilities for power point
presentations and refreshments.

Meetings can come to conclusions quicker due to the smaller number of

attendees and smaller-scale issues. They are far less expensive than conferences. The
conferences will have a larger attendance and attendees come from wider
organizational backgrounds so a far greater diversification in points of view and
topical knowledge is attained. Conferences are more likely to have more
knowledgeable speakers as experts are recruited for the presentations.
GENERAL KNOWLEDGE ABOUT BUSINESS TRAVEL
Business travel is a journey specifically taken for work purposes and doesn’t
include daily commutes, leisure trips or holidays.
Difference between Business Travel and Leisure Tourist
Every day, people move from place to another, either from City to City, State
to State or Country to Country. Most of these travelers travel for different purposes.
Some travel for business purposes and other for leisure. Some travel for months,
weeks days and sometimes, for less than 24 hours. If you are a traveler – or would
be- traveler – It is necessary to know the difference between business and leisure
travel.
Business Travels
Business travel can be seen as leaving one place to another to attend to an
important need that will enhance your personal or business revenue. It will require
you meeting with clients or colleagues to dialog or negotiate on issues that will affect
one or more business ventures. It involves working away from your workplace or
home. It may not be convenient, but it is necessary and important. It may be a
personal assignment or part of your job responsibilities if you are employed in an
organization. If you run your own business, it may be a way of expanding your
business network and relationship.
Leisure Travel
 On the other hand, Leisure travel is focused on recreation, sport, tourism,
and entertainment. It is most times, not a need, but a want. It is a personal desire
that may not be necessary or important. Most times, it is planned, over time, with
personal income or as it may be part of the bonus that comes with working in
accompany. Most people travel for leisure just to get away from the everyday
routine of working to relax and rejuvenate.
The term MICE (Meetings, Incentives, Conferences, and Exhibitions)
represents a sector of tourism which includes business events and activities.
Travelers attending MICE activities have a purpose beyond leisure tourism, and are in
fact business travelers. These business travelers are connected to different sectors of
the tourism and hospitality industry through their MICE activities. Think of business
travelers who travel to a city to attend and exhibition. They will need food, drinks,
shopping, entertainment, transport, accommodation and more.
WHAT ARE THE MAIN REASONS FOR BUSINESS TRAVEL?

Networking A handshake followed by a face-to-face chat is still the best

way to meet and get to know someone – much better than
Skype calls or reading dozens of emails and text messages.
You may also want to personally show you leadership skills.

Examples and You may need to take examples or samples of your work or
Samples see examples or samples of something you’re considering
investing in. Explaining something – such as product or
services you offer – while with someone and actually seeing
they understand is much better than any other way.

Be personal You want to meet suppliers, customers or clients to take

them for drinks and a meal and personally give them a gift
as a way of showing your gratitude. You want to show them
that they are worth the time that it takes to make a
personal visit.

Check conditions You prefer to visit suppliers to see everything looks fine.
For example, someone having T-shirts made wants to see
the conditions for workers are good. Or you are supplied
food products and want to see where it grows and the
facilities where it’s produced and packaged. These
conditions can never be properly assessed through a flat
screen.

Location Your company may have offices in various locations and it’s
helpful to visit so you know the environment. Or you may
need to inspect something for work purposes, such as a
 plot of land you’ve interested in.

Attending meetings You need to attend a meeting, lecture, and exhibitions or

and events show that’s relevant to your business.

Search the world You wany to look for or confirm new products are right for
your business. You want to meet potential new suppliers or
employees.

Doing deal Business advisers Oxford Economics discovered through

research that potential customers are nearly twice as likely
to sign with you have a face-to-face meeting. So it’s
definitely worth making that trip to see them.

Incentives These trips are to motivate employees, and involve such as

going on team-building weekends – which although might
involve a leisure event are essentially for business
purposes.

Business travel in some form has been undertaken since the time people
started trading with each other. In fact, many of today’s roads started as
thoroughfares for people taking such as livestock or their wares to a weekly market.
Role of MICE management in tourism industry
MICE tourism can contribute significantly to the development of a tourism
destinations. MICE tourism consists of large groups which are usually planned well in
advance; these groups are brought together for the purpose of conferences,
conventions, seminars, workshops, meetings or exhibitions. In the recent times MICE
is also called ‘meeting industry’. Other industry educators feel that the industry
should be called ‘events industry’ to be an umbrella term for the vast scope of the
meeting and events profession. MICE events are usually centered on a theme or
topic and are aimed at a professional, school/college, academic, entertainment or
trade organization or other special interest group.
MICE Tourism is a need of the hour for any company. It helps the
organization to expand its client-base and keeping of the present market intact.
Apart from other ways of promotions, this can be achieved by participating in huge
conferences, seminars, events, exhibitions and other meetings. Apart from bringing
industry counterparts together, MICE tourism helps in synergizing ideas and
increasing sales and revenues. Not only this, MICE industry is also a services industry,
which encompasses transportation, sales, finance, and travel. The reason why MICE
industry should be promoted is the potential that it has for boosting the economy.
The Importance and Benefits of MICE Sales
Meetings, Incentives, Conferences, and Exhibitions (MICE) are a central
segment in the hospitality industry. MICE sales are extremely beneficial and can
generate a sizeable portion of a hotel’s revenue. By attracting MICE tourists, you
have an opportunity to boost the returns of your establishment, as well as your
reputation. Studies have shown that MICE tourism makes up over fifty percent of
business travel.
MICE Benefits for Hotels
Meetings, Incentives, Conferences, and Exhibitions Sales are especially
advantageous to the hotel industry. Attendees of these MICE events fill up rooms at
the host hotels and nearby venues. In addition, attendees of MICE events can bring
you additional leisure business in the long run, when returning to a location they
have been during a business event. “Bleisure” travel (the trend of blending business
with leisure activities activities on business trips) is on the rise, providing a greater
quality of life as well as a work/life balance to those who take advantage of it.
Sectors Involved in MICE Industry
Industry sectors directly involved in the MICE industry includes hotel, and
transportation industries. These industries may benefit from MICE business by
offering their services and facilities to the planner and attendees of MICE events.
There are a range of contributions in the MICE event such as venue operators,
marketers, event organizers and event attendees.
VENUE OPERATORS – own and mange venues, and take bookings from event
organizers.
MARKETERS – include companies which exhibit product/services at events, and
event sponsors. Exhibitors use exhibitions to build and maintain business
relationships, generate sales opportunities through acquisition of new customers,
and to conduct sales. Event sponsors use conventions and exhibitions for
brand promotion.
EVENT ORGANIZERS – organize and run events for marketers and attendees. This
includes developing the event concept, sales and promotion to potential
marketers and attendees, operational planning and event execution.
ATTENDEES – refer to convention and exhibition attendees. Convention attendees
mainly use conventions for networking and learning. Exhibition attendees use
exhibitions to source and evaluate the products and services offered by marketers,
networking and learning.

Chapter 2: Sectors Involved to MICE Industry

Chapter Objectives:
At the end of this chapter, students must be able to;
 Understand each sectors involved in MICE industry
 Realize the Role of Hotels in MICE Industry
 Explain the different types of hotel that are suitable in each MICE event
 Understand the benefits of MICE Industry to Hotel
 Explain the importance of preparing the right Food and Beverage to different
types of MICE Events
 Explain Food Safety and Sanitation
Sectors involved in MICE Industry
Hotels are MICE’s primary providers and are the main beneficiaries. About
65% of their money is spent on hotels for rooms and hotel dining by business
travelers attending MICE events, while 15% is spent on other restaurants outside the
hotel. About 10% is expended on shopping and another 10% on local transportation.
ROLES OF HOTEL
MICE event often takes place at hotels. Hotels can provide facilities, space
and function rooms; accommodations, housing for business travelers who attend the
MICE event; and food and beverage services at the event, as well as meals for
travelers who stay in the hotel. Typical hotels have accommodation rooms,
restaurants, ballrooms, meeting rooms, swimming pools, a business center and
more. In relation to MICE activities, a hotel plays different roles depending on its
facilities and the size of the MICE event.
 VENUE FACILITIES – In a hotel, the services and amenities differ in size, ranging
from a small meeting room for 10 people to a wide theater for thousands of
people. For the various functions of a MICE case, different kinds of facilities can
be suitable.
 ACCOMMODATION – The hotel must provide the following services for
delegates or guest, business travelers attending the MICE event:
When delegates and their entourages stay in the same hotel where the
convention activities are held:
Large hotels can take advantage by housing all related activities (in the case
of a convention), including all accommodation and food and beverage
services.
When delegates and their entourages stay in other hotels where the
convention activities should:
Provide a range of facilities, such as transportation
The hotels and main event venue must keep in close contact.
 FOOD AND BEVERAGES – In addition to providing meals such as breakfast,
lunches, afternoon teas and dinner banquets for various sessions included in the
program of MICE activities, hotels must also provide food and drinks to
delegates and entourages through their restaurants, cafes and coffee shops, as
well as through room service.
 FACILITIES ON INFORMATION TECHNOLOGY – To facilities a smooth running of
the event, hotels install the most advanced technology, such as:
- Registration networking – to support the on-line registration system.
- Attendee e-mail kiosks – a center for attendees to access their e-mail
- Live Web conferencing for sessions – streaming audio and video via the
Web.
- Office and press room communication centers
- Speakers internet access for presentations
TYPES OF HOTEL

Types of Hotel LOCATION DISTINCTIVE

Large city business -Central location -High standard of business

hotels (250-600 -Commercial business services
rooms) -District nearby -Large ballroom
-Good access with public -Room service
transport Parking -Leisure/fitness center
Suburban hotels/ -Near major junctions -Meeting rooms for 25-
Motor Hotels -Access to highway routes and
100 max
(150-250 rooms) downtown -Work stations in guest
rooms
-Easy access and parking
-Leisure/fitness center
Large resort hotels -Nearby attractions Spacious -Large ballroom(s)
and integrated resorts -Extensive meeting and
(300-1200 rooms) function rooms
-Pools and recreation
facilities
-Golf course (features vary
according to local
property)
Airport hotels -Linked to or near an airport -May have purpose-built
terminal theater
-Easy access to city and -Usually provides a range
regional transport and of medium-sized and small
highways function rooms.
-Signposted -Leisure/fitness center
 -Extensive glazing and
soundproofing (features
vary according to local
property)
Boutique resorts -Remote locations -Small meeting rooms and
-Spacious grounds suite
-Highly-quality services
-Leisure/fitness center
-Golf curse (feature vary
according to local
property)

BENEFITS OF MICE INDUSTRY TO HOTELS

Having or creating a function space at hotel that caters for a whole range of
different purposes and visitors, which will usually translate into extra bookings in the
hotel itself.
MICE represents the niche hospitality sector which, due to its ability to
empower employees by offering adaptive environments and tailor-made services, is
increasingly being adopted in the corporate world. In the hospitality industry, MICE
is a profitable source of business for several forms of operators. It is one of the travel
industry’s fastest growing markets, producing millions of dollars in revenue every
year. MICE activities contribute the following to the hotel sector
 MICE accounts for up to 65% of total sales in major hotels
 MICE attendees tend to use other services of the hotels, such as restaurants
 MICE customers have an excellent chance of becoming repeat guests
 MICE events allow a hotel to forecast advance bookings and can help fill gaps
during low seasons.
 Spouses and entourages bring in additional business
TRANSPORTATION
Routing, equipment use, personnel requirement, maps, signs and preparation
are covered by transportation management. The transportation costs would also
affect the number of attendees. Transportation management is important for
incentive trips, since most trips would require large group trips. There are also
commonly used group air tickets and ground coach bus tickets. Group air tickets and
ground coach bus tickets are also frequently used.
INTERNATIONAL – Major international transport methods, such as flights,
cruise ships and trains are commonly used by MICE travelers. For MICE events that
involve international attendees, transportation plays a major role in determining the
success of an event. Cities located near major air or land transport hubs have the
advantage of being able to draw in more attendees.
LOCAL – Once the travelers arrive at the airport, they can be connected via
the local transport system. This includes transportation from:
- Airports to hotel
- Hotel to MICE event venues
- Venues to various site visit spots
- Hotel to different attractions
- Hotel to client’s office
- Hotel to central business district
- Hotel to airport
Cities offering different vehicles of public transportation enhance the travel
experience.
Local Public Transports Include
- Water- ferries
- Land – limousines, taxis, buses, shuttle buses, trains, trams, cable cars
ATTRACTIONS
Although the main purpose for business travelers is to attend a MICE event,
they would usually prefer to visit some of the local attractions. Most of the time, a
post-conference tour is organized after the convention for international attendees to
visit the attractions in and near the host City.
For incentive travels, visiting local attractions might even be the objective of
the trip. The MICE attendees are also good potential future visitors to these
attractions. Therefore, when deciding whether or not to attend the MICE event,
business travelers may also keep local attractions in mind. An official travel agent will
usually be contracted to organize the post- event tour. This travel agent also takes
care of the travel arrangements of the attendees ,if necessary, by providing a local
guide.

ROLE OF FOOD AND BEVERAGE IN MEETINGS AND EVENTS

Various events and meetings revolve around the food and beverage that are
served during which time the event takes place. This is undeniable – there are so
many great ideas and conversations that are sparked during a shared meal or food.
MICE and F&B are the two areas where a hotel can truly push their revenue to 200-
300 percent, simply based on the quality of service and products they offer on a daily
basis. At one point in time revpar (revenue per available room) was among the most
popular concepts.
Foodservice is a crucial aspect of both hospitality and productivity because
food seems to have its place at any gathering: it has the potential to spark
conversation and create a better atmosphere to make important decisions.
There are many great reasons to offer food and beverages during your next
event, no matter what it may be.
1. Connection Between Hospitality and Food – For hundreds of years, there has
been a link between hospitality and food. This can be dated all the way back to
biblical times when people would open their homes to others and break bread
as a sign of friendship and a warm welcome. It does not necessarily make this a
religious practice, but more of one that has been followed for years because of
its effectiveness. Offering delicious food gives off a great first impression during
any circumstances and allows for a creatively shared space that involves
discussion and ultimate decision making.
2. Boost Creative Juices – Literally – Providing your guests with nutrients both
metaphorically and literally creates the ability to boost their creative juices.
Fueling everyone’s bodies with food that is healthy and delicious ultimately
helps to fuel their minds; this is something that has been backed up scientifically
many times over. Brain power during these events can make all the difference.
3. Food to Brand Event – No matter what type of event you’re hosting, whether it
be a meeting, a conference, or anything in between, food can help brand any
event. This leaves a lasting impression and makes you stand out, better enabling
others to hear your suggestions or consider your company.
4. Be Aware of Changing Consumer Trends – People are becoming increasingly
curious and concerned about where their food comes from and how it arrives on
their plate. As travelers start to focus more on health, they’re turning towards
local, homegrown food options.
The take away here is that your hotel’s food should always be restaurant
quality, with a focus on local produce and an aesthetic that will appeal to the masses
on Facebook and Instagram. Think of it as a bonus for you; the better your food looks
the more free marketing you will get from consumers posting photos and tagging
your business.
Here are some things to remember:
 Respect your customer - Make your guest feel important and do it sincerely.
They deserve your full attention and for you to be polite and friendly
 Be honest - No one likes their trust to be taken for granted so don’t overcommit
or break promises. Customers usually prefer honesty.
 Take responsibility - If something goes wrong, own it. Even if you don’t see an
issue but a customer does, you need to take responsibility for the situation and
do everything you can to resolve their issue, rather than taking the attitude of
“its their problem”.
Food Safety
Unfortunately, not all people can eat what they want. Various health issues
can limit the portions for people. Beside that, there are numerous foods which can
cause allergic reactions. Take that into account when planning for your social event.
You should satisfy every visitor, so be sure to offer different types of snacks and
foods at the event. The same situation for beverages, he more options for drinks, the
better. An important tidbit of advice is to provide healthy and safe food and drinks.
For this reason, avoid perishable products and consider foods that will definitely be
harmless.
Food is not the main element of your social event, despite all that was
mentioned above. It’s an important component, which attracts people and makes
them comfortable. Your social affair must not turn into a feast, but you should also
not keep your guests famished. If you achieve a harmony between food and
activities, your event will score a huge success.

Chapter 3: MEETINGS

Chapter Objectives:
At the end of this Chapter, the students must be able to:
 Define Meetings
 Explain the different kinds of Meetings
 Understand the Purpose, Goals and Objectives of Corporate Meetings
 Identify the steps in planning a corporate meeting
 Realize the importance of Meeting and Conference rooms
Meetings bring people together in one place, in order to share information
and to address and solve problems. According to the International Dictionary of
event Management by Goldblatt & Nelson (2001), and accepted by the International
Special Event Society (ISES), meetings are defined as An assembly of individuals
gathered to discuss items of mutual interest or engage in professional development
through learning activities.
 The Scope of this chapter, however, will be limited to corporate meetings
describe in the International Encyclopedia of Hospitality Management as, “an
officially sanctioned and required meeting for employees of a specific corporation.
Corporate meetings are often held off site of the corporate location and required
employees to travel to the meeting. Expenses associated with the meeting such as,
transportation, meals, and hotel accommodations are paid for by the corporation”.
Therefore, it is a place where creative and new ideas are developed, making
it a very important part of business operations. Th meeting between stakeholders on
how to start the organization, even before the start-up of some organizations, which
will involve discussion on meeting the criteria set by the state for opening a business,
is also an example of a corporate meeting
Purpose, Goals and Objectives of Corporate Meetings
As companies are more focused on efficiency, competitiveness and
profitability, it has become important for businesses to look at their numbers and
ensure that their time, resources and employees are put to good use. One of the
greatest possibilities is to analyze how business meetings are conducted.
Corporate meetings are inevitable as some are required by law; while some
are held for other purposes including press conferences, product launches and new
business plan announcements. They aim at discussing feedback and receiving
feedback on the spot. The information of prior importance is given during meetings.
They are true means of conveying feelings and expressions. Meetings involve people
of the company. Meetings, thus, encourage participation and motivate them.
Participants in a meeting, if given responsibility, turn out to be more productive and
continue to organization success.
The purpose of holding meetings are:
 To reach a common decision/agreement
 To solve a problem
 To understand a situation, exchange ideas and experiences
 To inform, explain, present ideas
 To give and get feedback on new ideas
 To give training
 To plan and prepare for action
 To resolve differences and misunderstanding
 To generate enthusiasm and seek cooperation
 To review past performance and evaluate it
 To create a feeling of continuity and solidarity in a body’s working.
 Corporate Meetings thus turn out to be a place where various aspects of
business management are discussed-the performance of the company, the mission
and vision of company, the weaknesses of company, the obstacles faced and how to
overcome them. Effective meetings involved presentations and lead to personally
development. Efficient meetings save time, money and resources of the company.
While conducting business meetings, certain things have to be taken care of.
Decisions should be based on facts and based on circumstances; they shouldn't be
based on presumptions. The participants should be optimum in number, not too
much. Don’t go off track or don’t forget the agenda of the meeting. Avoid
distractions during meetings, such as- looking here and there, talking on phone,
fiddling, etc. Decision-making should be unambiguous. Don’t waste time waiting for
latecomers. Start discussion on time.
A successful and effective business meeting is one which is well planned. It
should be planned well in advance that who all would be the participants in meeting,
the time, venue, and agenda of meting. Respect everyone’s view. Respect the leader.
Try and co-operate. It has to be ensured that the decisions that are reached through
a meeting should be implemented. Also, all participants must get minutes at the end
of meeting.
Corporate Meetings tell where the company is and where is it heading. They
are communication drivers behind organization’s success. Successful Corporate
Meetings are productive, creative, well-focused, timely and well-led
Additional objectives for corporate meetings may include the need to:
 Announce new initiatives
 Create discussion opportunities
 Build Teams
 Share knowledge
 Increase efficiency
Steps in planning a corporate meeting in a hotel
Depending on the type of corporate meeting, planning for a corporate
meeting could be a bit easy or very difficult. Corporate meetings will normally be
planned in line with the budget for the meeting. Major things to consider when
planning for a meeting include the time of the meeting, the venue of the meeting,
who will be coming for the meeting, from where they will be coming for the meeting
and how long the meeting will be holding (which could sometimes be as long as a
week). Having all of these details, coupled with the budget for the meeting, will help
the meeting planner know what to do and when to do them. For example, when all
the people for the meeting are leaving in the same location and are expected to
come from home, even if the meeting will go on for the week, there might be no
need to bother about accommodating guests in a hotel, compared to when they are
coming from different cities, countries or even continents.
The following steps in planning for a meeting are as follows:
 Set-up your meeting goals and agenda
 Inquire and reserve an event space in a hotel
 Send Invitations to all employees
 Prepare early during the meeting day itself
I. Set up your meeting goals and agenda
Before choosing and reserving a venue for your corporate meeting, it is
important to have the whole program planned out. Your agenda must contain the
goals and objectives of the meeting to identify its purpose, the date and time of the
event, transportation plan, and a list of people attending
Setting up all of these plans beforehand allows you to identify what amenities
and features you would need in a hotel, and that the whole event would be able to
proceed smoothly. Once these have been settled, the next step is to find the best
hotel for your meeting and set up a reservation.
Many meetings have a fixed agenda. As an example, items on an agenda for a
corporate shareholders meeting are fixed by law in many jurisdictions. A regular
business or project meeting may have a less structed format, but all are likely to be
of the form: setting an achievable agenda goes a long way toward having a
successful meeting.
i. Welcome and Introduction
ii. Recap of the minutes of the last meeting
iii. Any matters arising from the last meeting
iv. Today’s meeting proceeding
Item one
Item two
And so on….
v. Any other business
vi. Conclusion
vii. Setting the date for the next meeting
viii. Closing
II. Venue Reservation
 After the meeting has been scheduled, the next important step is to search
for the right hotel to host the meeting. There are several considerations that need to
be taken into account in booking hotel. These factors include availability and
locations, as not all hotels have vacant event venues during certain dates while
choosing the most convenient and accessible location helps make travelling to the
venue a much more comfortable experience.
Cost is the next factor to consider, as you would only have a set budget when
arranging a meeting. Maximizing your budget allows you to provide the best
corporate meeting experience, and utilize a full set of amenities. Aligned with cost
are venue size and access to facilities. Corporate meetings can be either small events
conducted by single team, a whole division, or a company-wide event where all
members are present.
III. Send Invitations to all employees
After the location and schedule of the venue has been identified, the next
move is to invite all the participants who must be present on the day of the meeting.
Invitations can now be done electronically, which is more effective, as you can
monitor individuals who would or would not attend with only a few clicks
immediately. This will also help you adapt appropriately, as you may need to
accommodate less or more people in the meeting venue if needed. It is also
important to send invitations at least two weeks before the event in order to make
sure that everyone would be able to adjust their schedules accordingly and attend
the meeting.
IV. Prepare early during the meeting day itself
It is best to prepare all important arrangements in advance by the time the
meeting day happens, and that means arriving ahead of the attendees at the venue.
This will help to iron out important concern and scope out issues that could affect
the schedule of the meeting. It is also best to test the equipment, as the flow of a
meeting will be greatly disrupted should there be technical difficulties. Checking out
the number of chairs and tables present is also important, as you would need to
accommodate everyone, and prevent the trouble of having to add or remove
furniture in the middle of the meeting. A well-prepared meeting will not only help
the meeting proceed without difficulty but also make the event successful overall.
TYPES OF CORPORATE MEETINGS
Most of the time, meetings refer to corporate meetings which are held by
companies in the following ways:
BOARD MEETINGS - Meetings of the board of directors of a corporation, usually held
annually. A board meeting is a meeting of the board of directors of a corporation,
typically held to discuss company-wide policies and concerns at certain times of the
year. The overall strategic plan of the corporation is decided by the board of
directors, and the directors are either chosen by shareholders or by members of the
organization. These kind of meetings are important because they are a way for the
people in charge to identify and address the company’s path.
Typically, board meetings have five (5) objectives:
i. To agree a strategy and assess its effectiveness.
ii. To make sure that company operations are in line with strategy. For example, a
consultancy business may be taking on many small projects, despite its agreed
strategy of concentrating on fewer, larger projects.
iii. To monitor financial performance againts the budget.
iv. To make sure procedural and compliance issues are properly dealt with. These
include legislation, such as the Companies Act and health and safety law,
declaration by directors of possible conflicts of interest, codes of conduct,
compliance with customer requirements.
v. To use non- executive directors as sounding boards for new ideas. Take full
advantage of non-executive directors as a source of alternative approaches to
problems and opportunities.
MANAGEMENT MEETINGS - The managers from different regions of a corporation
meet when necessary to make decisions for the corporation. This is the opportunity
to buy time for non- performance and times where each management member
juggles by speaking through their noses and side mouths to reinforce their grip on
the company jugular. Management meetings are opportunities for the management
team to brainstorm on key issues relating to the business and arrive at concrete
solutions.
SHAREHOLDER MEETINGS - Investors who own a share in a company meet
quarterly. Shareholders Meeting means a meeting of shareholders to discuss about
the corporate matters and other matters required by the by laws of the company
(such as company’s performance over the relevant statutory period is reviewed and
approved, Board of Directors (BOD) of the company are appointed, decisions
regarding increase in share capital, major acquisitions, mergers are taken, etc.) and
may be conducted at frequent intervals (like annually or six-monthly or quarter or in
exceptional circumstances).
MEETINGS WITH PARTNERS, SUPPLIERS AND CLIENTS - A gathering to discuss
business deals, usually held with little prior notice. The meeting with suppliers is an
opportunity to exchange information and ask questions about our procedures for
contracting and contract management. The event aims at strengthening the
engagement with suppliers, so that they are involved with the management and
sustainability practices which are in our hires and acquisitions.
STRATEGIC PLANNING - Managers meeting with employees to discuss the future of
the company. Strategic planning is an activity of executive management that is used
to set targets, concentrate attention and money, improve programs, ensure that
personnel and other partners collaborate for shared goals, agree on expected
results/results, and review and change the course of the organization in response to
a changing climate.
The Importance of Meeting and Conference Rooms in Hotels
The best hotels and resorts have taken steps to accommodate the needs of
businesses and corporate travelers. They provide such guest with important
amenities such as:
 A well-equipped business center
 State of the art meeting rooms
 Spacious conference halls for larger events
 Banquet halls for official parties
An indispensable feature of any luxury hotel or resort is the well-equipped
conference and meeting space. This is because it is now extremely common for
corporate events and conferences. Events hosted by large corporations and private
bodies are very prestigious and provide a hotel or resort with an outstanding source
of revenue.