MICE Report: Contemporary Issues and Proposal for Event Management

This report provides an in-depth analysis of the MICE (Meetings, Incentives, Conferences, and Exhibitions) sector, focusing on contemporary and green issues. It examines challenges like virtual meetings, managing accommodation, and technological advancements while also addressing the impact of events on the environment. The report explores how event management companies like Beyond Certainty can implement sustainable practices and mitigate negative environmental effects. Additionally, it includes a formal proposal for a conference, outlining its rationale, background, and essential planning considerations such as Wi-Fi connectivity, catering, and program schedules. The report emphasizes the importance of integrating green initiatives and sustainable practices within the MICE industry for long-term success and positive environmental impact.

MICE: MEETINGS,
INCENTIVES,
CONFERENCES
AND EXHIBITIONS

Contents
INTRODUCTION.....................................................................................................................................3
MAIN BODY.............................................................................................................................................3
PART1........................................................................................................................................................3
Contemporary or green issues relating to MICE sectors..........................................................................3
PART2........................................................................................................................................................6
Formal written proposal presented in a professional report format..........................................................6
CONCLUSION........................................................................................................................................11
REFERENCES........................................................................................................................................12

INTRODUCTION
MICE stands for meetings, incentives, conferences and exhibitions. It refers to business
tourism at its best that motives to collect top professionals from different sectors to enhance and
tailor-made hospitality surroundings. In hotel infrastructure implementing tailor-made MICE
services is a mode of locking long term valuable growths. In short, corporate events and hotel
meetings are the great ways to boost profits and locked those further bookings. Developing these
kind of services is a great way to take perfect chances to enhance the reputation of hotels as well
as their profile. This report is going to discuss on the event organizing company named Beyond
Certainty is the most innovative event management company in the UK providing event
management services throughout the world. From past decade, the firm organizing both private
and corporate events. The company did a very well job in their arrangement of events; every
event is unforgettable and beautiful with a sprinkling of BC that Beyond Certainty creativity and
imaginations. The team of the company will provide services and travel to any destinations and
serves very well which is beyond services.
MAIN BODY
PART1
Contemporary or green issues relating to MICE sectors.
According to the view point of A contemporary issue can be explained as an idea,
opinion, topic or an event in a certain issue which is relevant to a present day. It can be found in
any matter of interest. It can be anything demanding in the society generally the political or
social issue that affects the current day. The meetings, incentives, conferences and exhibitions
sectors are one of the main drivers within the industry of tourism and experienced excellent
growth over the past years. The future of these sectors are bright as the demand of these sectors
are rising day by day. But it has been clear that as things grow and rise, it comes with issues and
challenges. There are many challenges that have been facing by these sectors such as virtual
meetings and destination meetings, managing accommodation contacts, keeping up with
technologies and many more (Chung and et. al. 2020).
Virtual meetings are like the fast food versions of the destination meetings, it provides great
opportunities without any disturbance. As they are providing services and allows to attend
without booking a room in a hotel, leave an office chair more or get into a plane that makes them
valuable and appealing. As they are easy to handle these things and virtual meetings having less
cost in comparison to destination meetings; it gains value in both. Overall planning is hard work
in these meetings and the task is also not easy.
Managing accommodation contacts is familiar to the industry players. As hotel group delivers
different contracts and signing these contracts and do not understanding the each and every
paragraph can be a obstacle in these sectors. Venue contracts must be reading before signing
these contracts and if any confusion has risen then it should ask with legal team otherwise it will
be harmful. Also these contracts must have their own clauses.

Keeping update with technologies as these are fast growing and expectations becomes higher.
Everybody now a days books hotel rooms, tickets, events or attending meetings without hassle as
per their convenience and or the systems or devices used by them. These industries must be
updated themselves with improved and new technologies. Internet access and Wi-Fi connections
are the facilities that the hotel industries must have (Fang, 2020).
The current situation has threatened these industries that count on most of the people and
human interaction that is business tourism, events and the meetings in the MICE sectors. Event
planning had been influenced and affected by the health crises that transformed the whole norms
of the Beyond Certainty organization along with health protocol and social distancing. As
discussed virtual meetings have also emerged in this process and creating new opportunities as
well. To stay webinars and hybrid events are the reason, on the other side hoping to recover all
these situations of face to face meetings and fairs. The government has provided the safety
measures that should be taken into the accounts. MICE events are expected at social exchange,
cultural enrichment as well as economic stimulation but the most are offered in the form of
meetings, conferences, incentives, ceremonies, exhibitions or even festivals. It is very clear that
there are no industry that does not use events to develop and grow in the society. Event planning
can be taken as a specialization with a widespread field of work and great opportunities in the
professional development. But there are challenges that have been facing by the Beyond
Certainty event organization such as the challenge of COVID-19 pandemic. This challenge
changed the whole game of the industry that how event should be planned for the near future.
Situations in this pandemic aimed to maintain health with safety measures and strictly health
recommendations that have generated to slow down the advance of this pandemic; also prevent
new cases in the market. Some of these are implementation of required health measures and
sanitizations that can be define as hand sanitizer dispenser and disinfecting stations at different
points of the event; limit the audience entering to the events that is large enough to make about
social distancing and good ventilations; flexibility must be there so that it can be reschedule in
case of last minute changes; dependence on laws and judgments of specialized organizations and
public bodies (Handayani, 2020).
When it comes to meetings, incentives, conferences and exhibitions green credentials are
polished. Most of the event organizing companies believes that green outlook is important; that
does not essentially decode into the ways of events and conferences they conduct. It is expected
that in event management, the greens and the environment is affected by the increased use of the
energy, water and transportation. There are many environment issues rising in the operations of
the events; these contributes the negative impact on natural resources and green house toxic
emissions. It can be also generate by the improper quantity of garbage productions as well as the
need of disposals. The major impacts where it can be found from energy, transport and the waste
management, resources recovery and the waste reduction that includes material buying and
procurement too. Undesirable effects are developed to the ecosystem by the use of these
elements in high level. It can be better understand with an example that is high usage or
unnecessary usage of transportation during the event organize time, an amount of toxic emission
impacts to the ecosystem. As to overcome this challenge, the event organization must limit the
use of transportation used in that event. It can be overcome by providing the shuttle buses in

smaller quantity, only drawback is that it carries only little load. The main problem in the event
management is to reduce environmental impact on the event from transportation. Hence, it is
vital that stakeholders must practices the environmental protecting in the ongoing events. It is
also important that stakeholders must pay attention to reduce the impacts and deficiencies to the
events. Also, concise investigation is needed to understand the sustainability issue in event
management (Lim and Zhu, 2018).
It should be think on the point why there is a not a connection between the events
purchasers know is correct and what it actually means. Through a survey of MICE management,
researcher showed that almost hundred percent wanted to implement more sustainability to their
events but they were fail either by the lack of knowledge and information or by the lack of
suppliers to communicate their offer sustainability or the perceptions of these events being is not
cheap but expensive. Other issue is that many of the event planners does not where to start or
how many changes required before the event organize or how must cost, time and problems
going to create and many more. Also it can be reasonable if the customer or client demands the
justification for eco-friendly event and more. And it is more regular for people to see things for
sort-term perspective and feel overwhelmed by the issue at hand. The freelancer director thinks
that sustainability is not just about the greens of the environment but also developing and
creating events that supports the local land, small businesses and people living out there.
Accreditation can be time consuming or sometimes cost taking in sustainability but that does not
mean they can’t help in making the smaller changes; it just about being open in the conversation.
Also it is quite difficult to go green with every possible element of the events but asking right
queries, clients may find sustainability to be more affordable and attainable (McCartney and
Leong, 2018).
It can be better understand by the SWOT analysis.
The strengths of this event organizers in sustaining the resources which is depend on the
practices and can be implemented before during and after the events. It is just based on the
planning and questions that can help to reduce the impacts on the green environment.
Weaknesses are how these event management involves energy, waste reduction and event
management. Challenges such as biodiversity should be considered when practicing this events.
It is also significant that event organizers also practices green at the time of their event such as
reducing electricity volts to conserve energy.
Opportunities discuss the advantages in observing these affects. It has been crucial that there is
full commitment and support from the legal authorities in reducing these impacts. Significance
these challenges to public and allocating funds to maintain the greens and environment will be
great opportunity.
It can be a threat to the event organizing company that is Beyond Certainty if it is lacking with
environmental knowledge in the implementation of green practices during the events.
By the SWOT analysis it can be suggested that all parties must pay attention and aware in
preserving the environment. A better understanding and cooperation among delivery

organization and intra organizational stakeholders must be obtained at operational levels (Millar
and Park, 2018).
PART2
Formal written proposal presented in a professional report format
a) Rationale and background of the conference:
Conferencing can be defined as a term or set of interactive telecommunication technologies
in which two or more locations to interact via two way audio or video transmissions
simultaneously. It can be also explained a use of technologies in different locations to conduct
face to face meetings without moving from a single location. Use of these technologies can be
very useful for business purpose in different cities or even different countries; also it saves time,
cost and problems of travelling from one to another. At the conference, innovative opinions,
ideas are dropped and the new information is exchanged among experts. There are several types
of conferences; symposium, seminar, workshop and round-table. Points to be consider as a
checklist when planning a conference:
 Checking on the Wi-Fi connectivity and technical infrastructure to support the amount of
attendees. This could include audio-visual facilities, projectors and communication
equipment like phones, microphones or speakers.
 Looking for the facilities of air-conditioning or heating depends on the climate or season.
 Looking for a room which is separate and having no disturbance of sound.
 The conferencing where it has to be conduct having catering facility or not. Also looking
for car parking and security in the premises (Nolan, 2020).
Before the actual event that has to be organized, a detailed program schedule has to be ready that
could include the amount of activities, breaks for refreshments and meals or list of speakers.
Volunteers may take part to help and guide the conference attendees. They are trained and
provide necessary information in advance to they can better take care during the events. The
budget for such conferences has to continuously tracked and expenses managed accordingly.
b) Objectives of the Conferences:
The main objective of the conference is to develop space for presentations and present
outcomes of scientific work in the area of contemporary public administration, social and
regional policy and public economy. Basically, it all comes to down to finding clear goals
and measurable purposes for the event. It provides an interdisciplinary platform for policy
makers, researchers, top managers, educators, practitioners to discuss the most and recent
innovations, concerns and trends as well as practical challenges and issues identified and the
solutions that has to be adopted to resolve such issues. Conferences themes have been
revolved around the linkages between trade liberalization, domestic policy reform, climate
change, poverty reduction, innovations, entrepreneurship, sustainable development and many
more. How the conference could be conduct; explains in below points:

 Conduct an environmental scan: Gathering all the necessary information
including history and background of the related events organized by the Beyond
Certainty.
 Changes in the legislative and regulatory.
 Modernizations in the industry segments.
 Research about potential event attendees through linkedin or directly from the
company. Get a time for few minutes to interview them and ask them about the
speakers and potential subjects for the purpose of conferences (Pant, 2019).
After the interests and needs of the potential contributors are recognized, its time to
create the measurable aims and goals for the respective event which can be used as basis for
program. Set objectives state what the attendees will have learned by the result of the event.
Sharing goals and objectives with all the stakeholders in the event including staff, sponsors,
committees, vendors, attendees, participants and many more; and utilizing them in the promotion
of the events.
c) Justification for the venue and destination selection: Selecting an effective and
attractive venue and destination for event is the most crucial element in the process of
event planning. The destination an event planner choose will decide the tone of entire
event. So it’s very important to select an effective and best destination. In context of
selected company for this event they needs to consider various factors which helps in
selecting best venue and destination for their event. First one is air connectivity which
means getting the attends that the event is not be a logistical nightmare. In this event
around 250 peoples are come which includes the international audience, comprising
government representative, personnel and key stakeholder so it’s important to select a
place which helps in priorities face to face time rather than time travel. As audience are
decide to not attend because of the destination is too far and require multiples flights,
trains or buses to reach their. In context of this event the destination is selected after
considering the budget, facilities for attendees, weather and also the venue and
destination is unique which helps in attracting more and more international audiences.
Before selecting the venue it’s important to analysis the condition of weather because the
weather of UK is very changeable. The selected destination will provide all facilities such
as hotels rooms, high speed wifi, and phone signal. All these factors are require to keep in
mind before making any final decision (Reshetnikova and Magomedov, 2018).
d) Operational analysis: It is related to the various activities which are performed before,
after and during the conference all require an effective analysis so that the whole event
will be successful. For better operational analysis an event manager needs to keep in
mind five important term which are the concept of event, coordination, control,
culmination and closeout. First of all for an effective operational analysis the concept of
event must be clear and an effective planning is require for it and after that it’s important
to analysis that various activities of this event are coordinate with each other and perform
according to the plan. After this the most important step for operational analysis in
controlling which means an event manger require to timely and properly check that all
activities are on track and if not than what corrective actions are taken. Operational

analysis includes another factor which is culmination which means to ensure that all team
members are perform their work effectively and as the event is start than make sure that it
will work smoothly. And in last after the event is end it’s important to make sure that all
payments with the vendors, caterers and speakers are completed. An effective operational
analysis is required for success of event or conference.
e) Proposed budget: The most important aspect of event planning and management is
event budget. Whether it is a large or a small event or a conference it will require a wide
range of expenses and revenue to manage. Without an effective budget it’s not possible to
plan other operations of event. Budget of an event require a successful event management
for all expenses required for that event and the total revenue generated from it. If the
revenue is less than its expenses than it’s not a good idea to plan this event. For a
successful event it’s important to prepare a spreadsheet which helps in track expenditure
of event (Volter, 2018).
f) Conference promotion: It means attracting more and more audience to attend this event
and spread out the information at a wider level which helps in motivating the
international audience. For an effective conferencing promotion it’s very important that
their main objective behind this conference is clearly defined to its audience. If the
objective of conference is not clear that it’s difficult to attract the audience towards the
event. After this once the objective of conference is clarified than it require to clarify the
topic and agenda of conference. After this for an effective promotion of conference they
needs to show their chief guest of that event which will be a good person in the eyes of
audience. For this event social media is the best tool for promotion of conference. Now a
day’s people are more active on social media which help event planner in promoting their
conference at a wider level. There are various sources of social media such as Facebook,
Instagram, Twitter and so on. But Twitter is the most popular social media platform
which require less cost and time for promotion. This is because now a days people are
more attach on Twitter which provide quick information about the event at a wider area.
g) Scheduling Conferences: After successfully selecting the destination, proposed budget
and promotion scheduling conference is another important step. Which includes three
important concepts which are Event date and time, Event location and most important
event purpose. Conferences scheduling is another important concept which helps in
attracting more and more attendees. An event organizer needs to identify which time is
appropriate for their audience so that they can easily available on the venue and
destination. For this they need to prepare invitation and conduct a meeting so that they
will inform about this event to people and inform them about the time, date, place and
other information so that the audience also make their plan according to it. Before
scheduling conference it important to analyze that on the date of event there is no festival
so that all people will come to this event. This event is for three days in the first day there
is a networking event or a teambuilding event after that at the second day it include an
optional leisure activity to run alongside the conference and in the final day there is an
formal dinner in the evening with entertainment (Wong and Lai, 2018).
h) Internal analysis and external analysis of the conference:

An internal analysis consider factors within the business such as strength and weaknesses
and external considers the factors that widely impact the business environment such as
threat and opportunities.
Event organizer: Event organizer in the Beyond Certainty is the person responsible for
planning, managing, conducting sensational events in the most efficient and cost effective
manner. It is job of plan every aspects of the conferences including promotional and
marketing activities. It varies from other jobs but the work of conference organizers
significantly identifies the potential business, writing, researching, planning and
continuing all aspects of the conferences with a responsibility of client or own company.
Conference hosting: The host of conference can lead and guide the audience through the
event and link the varieties of keynotes together. Conference host may be celebrities,
motivational personalities and unique authorities with their expertise knowledge on the
range of subjects. Overall the good planning must be there to the succession of the event
organized; the best move is to getting things done in an accurate and planned manner.
Suppliers: They are the ones who provide transportation with material things. It deals
with the organization where it uses in serving the goods and services to the Beyond
Certainty Company. Hence, they are very essential to the companies to grow as well as
depended upon their servings to shape good and also leaving to the full peace of mind.
Sponsors: A sponsored event can be anything where one can set a personal challenge and
ask other to make donations and contributions to charity to achieve the goals and
objectives. Sponsors are the ones who support the company with an intention to get
something valuable (Yi and et. al. 2020).
Health and safety regulations: The consequences of the poor and bad surroundings can
be distressing to an event organizer. By planning for event safety and conducting risk
assessment will ensure the safety to the staff and the guests as well. It must be ensure the
adequate lighting, ventilation, heating, clean toilets and washroom facilities, safe passage
ways and more to be consider by the event planner of the respective company.
i) Recommendations to meet current objectives of the conferences:
 It is necessary to plan a well-organized event, one needs to have multiple strong
attributes to call it a success at the end. The various attributes can be multiple when
looking deep dive into it. One needs to be adaptable, flexible and negotiable and
should know how to decentralize the work within the event organizers. All these
attributes should be present from the beginning to the end within the management.
The most important criteria is Planning.
 The other important attributes such as adaptability and flexibility are important to
understand that an event could be at multiple locations at various timings and with
various people involved in it. One has to be adaptable to the various situations
accordingly and should be flexible with the same to meet the changing demands and
requirements.
 There is a saying which says “watch the cost and profits will take care of
themselves”. The same saying can be proven here when the organizers meet the
vendors. One has to be negotiable while making a deal with the vendors. The

negotiation can be proven fruitful to meet the unforeseen expenses of the event as
well as it can be turned as profit also at the later part (Mungi, 2020).
 The decentralization of work is one of the important part while planning the event.
Different people possess different skillset and when the responsibility or work is
decentralized according to their skillset.
CONCLUSION
As per the above report it has been summarized that MICE tourist management requires
expertise skills that is interpersonal, organizational, creative and technical skills. Original event
concepts needs innovation and creativity to select the right and accurate venues and market
smartly and effectively. The functions of these hospitality market have been seen that create job
for professional conference services staff, innovative meeting planners as well as develop
industry programs with an addition of new scopes in the overall infrastructure of services. These
services motives to provide the range of logistic services in their expert destinations; that is meet
and greet, hotel accommodations, transports and transfers, activities and more. Also, these
companies provide preferential rates based on the purchasing power which they have with the
suppliers.

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