Lesson 4 industry stakeholders

HEVENTSCON

1. Industry Industry
StakeholdersStakeholders
From Events From Events
Management by Management by
Eloisa Altez-RomeroEloisa Altez-Romero
Presented by:Presented by:
Mervyn Maico AldanaMervyn Maico Aldana
Faculty, CHTMFaculty, CHTM

2. StakeholdersStakeholders
•Stakeholders refer to the parties who hold a stake or interest in the Stakeholders refer to the parties who hold a stake or interest in the
particular project or industry.particular project or industry.
•The stakeholders in the events industry can be classified into four The stakeholders in the events industry can be classified into four
major categories:major categories:
•The professional congress/event managers (PCO)The professional congress/event managers (PCO)
•The communityThe community
•The service suppliersThe service suppliers
•Government offices and regulatory bodiesGovernment offices and regulatory bodies

3. Stakeholders
Community PCO
Regulatory
Bodies
Suppliers
External Forces of Nature and Global Economy
External Forces of Nature and Global Economy

4. Stakeholders
•Notice that the PCO has equivalent friction with the community,
regulatory bodies, and suppliers; so do the regulatory bodies with PCOs,
suppliers, and the community.
•There is, however minimal contact between the community and
suppliers within the context of events, as suppliers pass through the PCOs
to reach the community.
•The event is likewise affected by external factors, such as forces of
nature, natural calamities, terrorism, global economic downturn/upturn,
and political events, among others.

5. The Event Manager/Professional Congress Organizer
(PCO)
•There are 2 types of Event Managers:
•Outsourced Event Managers
•In-house Event Managers

6. The Event Manager/Professional Congress Organizer
(PCO)
•Outsourced Event Managers – event management companies or
individuals (also known as PCOs) that organize events on a per contract
basis on behalf of their clients.
•PCOs are independent event managers, professionally knowledgeable in
their own fields of specialization who bring the know-how, coupled with
a database of contacts needed in various stages of event organizing.
•They are entrepreneurs.

7. The Event Manager/Professional Congress Organizer
(PCO)
•In-house Event Managers – positions or departments within an
organization that is not into the business of event management but
requires its own group of event managers or coordinators due to the
volume of special events that the company has, such as executive
meetings, strategic planning, team building, trainings, incentive events
for the sales team, and product launches.
•In-house event managers may either be employed by corporations or
associations.
•Examples: hotel’s banquet managers, marketing department of an
company

8. The Community
•The community represents both the target market and the people living
in and around the event destination.
•Residents and events destinations receive the impact of event activities,
both positive and negative.
•They enjoy the resulting economic benefits, job opportunities, and
infrastructure developments, but also suffer from environmental and
other possible exploitive impacts too.

9. The Community
•The target market includes exhibitors, visitors, sponsors, and other
attendees of the event.
•They bring in revenues for any profit-oriented event.
•They are those whom the organizers attract and try to satisfy.
•They are the raison d'être or the main reason for organizing the event.

10. Community - Associations
•Associations fall under the second major stakeholder category or the
community, because associations hold a number of events and thus, form
a major part of the target market.
•An association is a group of individuals or organizations who formed
themselves formally to uphold a common interest.

11. Community - Associations
•There are two types of associations:
•Trade associations – non-profit organizations whose aim is to meet the needs
of for-profit business. Example – Philippine Association of
Convention/Exhibition Organizers and Suppliers, Inc. (PACEOS)
•Professional associations – non-profit organizations that are not involved
with business firms... Organized to assist individuals in the pursuit of their
common goals. There are three types:
•The first is one that is bound by common personal interests (UP Mountaineers
Club, UP Anime Manga Enthusiasts)
•The second type is bound by their career (Philippine Nurses Association)
•The third type is bound to do community service (Association of Foundations)

12. Suppliers
•Suppliers refer to those who provide the services necessary to organize
and execute events properly.

13. Suppliers
•Venues
•Hotels
•Food and Beverage Suppliers/Caterers
•Airlines
•Airports
•Ground Transportation (Car Rental, Bus or Coach Service)
•Ground Handlers (Travel Agencies, Tour Operators, Spouse Programs)
•Freight Forwarders
•Audiovisual/Meeting Technology Suppliers
•Security
•Manpower Agencies
•Photography, Documentation, and Transcription Services
•Advertising agencies, PR companies, printers, providers of corporate
premiums, and other promotional materials

14. Venues
•Venues are facilities where events are held.
•Venues may be free-standing or attached to other facilities, like ballroom
or event spaces located within shopping malls.

15. Hotels
•Hotels provide guests a comfortable place to sleep in and other services
in which the guests will need during their stay.
•Additionally, hotels play an important role in events as they provide not
only accommodations but also meeting rooms or spaces for events.

16. Food and Beverage Suppliers
•A restaurant is an establishment that provides meals to the public for a
fee.
•A caterer provides the same service except that the service may be
outside the restaurant premises.
•The taste, service, and cost are major considerations in choosing the F&B
supplier for an event.

17. Airlines
•Airlines play an important role in transporting people and goods
essential to make the events industry tick, especially for international
events.
•The number of seats going to and from a destination contributes to the
viability to compete as an event destination.

18. Airports
•First impressions last.
•Airports have the responsibility of making
a good first impression for international
participants.
•Airports are doors into a country and
provide visitors with the first taste of the
country’s culture.
•Welcome traditions can also be done at
airports such as sampaguita leis, rondalla,
or welcome dances.

19. Transportation Suppliers
•Movement of goods and people are an integral part of events, hence
providers of transportation services are important suppliers as well.
•Cruise liner
•Train
•Tour bus/coach
•Ferry/local water based transport
•Car rentals
•Manually operated vehicles
•Others – unique modes of transportation

20. Ground handlers
•Ground handlers are travel agencies and tour operators which assist
event organizers for the tours and travel arrangements for event
participants.

21. Freight Forwarders
•Freight forwarders’ main role in events is to bring goods for the exhibit
or for use in a conference from their point of origin to the event venue in
good condition and in time for the event.

22. Booth Contractors
•Exhibition contractors supply necessary materials for the exhibit booth –
panels and octanorms or the metal frame needed to put up the booth for
the exhibitors.

23. Meeting Technology Suppliers
•Online Registration Technology
•Video Conferencing
•Online Social Networks
•Podcasts
•Cash-less Payments

24. Security
•Security is one of the important factors considered by organizers when
choosing a venue and planning for an event.
•Event venues have their own safety measures installed and their own
security personnel. However, it is advisable to contract the services of a
security company to provide additional event security guards.

25. Manpower Agencies
•Additional manpower may be required for an event such as registration
staff, marshals/ushers, telemarketers, encoders, interpreters/translators;
extra waiters, messengers, and janitorial staff.
•These positions may not necessarily be permanent but still are needed;
thus the organizer may employ or contract such additional services
temporarily.
•On-the-job trainees (OJTs) form universities are sometimes tapped to
perform these duties.

26. Procurement
•Procurement is the jargon for “purchasing” something form a supplier.
•You can do this through shopping or “bidding.” Bidding is a process
wherein you announce the details of what you need, which can either be
goods or services, and interested suppliers will give you an offer.
•Usually the cheapest offer is accepted, as long as it satisfies the
specifications indicated in your announcement.

27. Industry Regulators
•Some associations regulate the staging of events in order to maintain
certain standards. They do studies and train their members to improve
the service that the members deliver.
•Examples: Union de Faire Internationales (UFI), Bureau of International
Expositions (BIE), Convention and Visitor Bureaus (CVB), Philippine Tourism
Promotions Board (TPB)

28. Government’s Role in the Events Industry
1.Development of needed infrastructure, particularly relating to access
2.Peace and order
3.Creation of policies and incentives
4.Destination management services