1. Special Event Management &
Planning MICE Gathering
TOPIC
Jl IKPN Bintaro No 1, Pesanggrahan,
Tanah Kusir, Jakarta, Special Capital
Region of Jakarta 12330, Indonesia
MICE PLANNING
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Organization Structure
Planning a MICE event or any event involves different teams working on different functions. Depending
on the type of organization, these teams can be entire departments or committees. Regardless of
organizational background, each team must perform its specific function
The planning starts with setting objectives. Objectives must be SMART:
• Specific – focused on goal and purposes
• Measurable – expressed in a way that is quantifiable
• Agreeable – agreed to by all stakeholders
• Realistic – the needed resources must be available to achieve them (human, financial and other...)
• Time specific – can be completed within a particular time frame
It’s all Begins with a Relationship:
• Planner must understand goals, needs and desires of the client.
• Must work within parameters of the location.
• Must have clear lines of communication.
• Examples: Art festivals, Film festivals, etc
• Need understanding of community infrastructure, merchandising and promoting, developing
sponsorships, and working with media
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However, it may not be easy for a corporation to identify the structure of an event planning group. This
is because the planner can be the secretary, personal assistant or an executive whose main duties do
not involve event organization.
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How to Start a Project
• Confirm members of the organizing committee
• Confirm date and venue (submit requests for proposals (RFP))
• Decide on conference theme and logo
• Appoint Professional Congress Organizer (PCO) or event planner
• Invite and confirm members of the various subcommittees
• Set up a work plan – e.g. Critical Path Method (CPM) or Flow Chart
• Set up a budget (confirm registration fees)
• Set up a bank account
• Set up a conference website and e-mail account
• Produce conference stationeries -- letterhead and envelopes
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Next we need Planning Tools to create Special Event Management, such as.....
• Flow Charts and Graphs
• Set-up and Break-down schedules
• Policy Statements
• Human resources
• Sponsorships
• Security
• Ticketing
• Volunteers and paid staff
Includes:
• CEO of company, Politicians, Prominent Business Leaders
• Civic and Community Groups
• Media
• Other Community Leaders
