If you have ever organised a corporate event, you will know that it is essential to follow certain protocols. These help us to create a more comfortable atmosphere for our guests. We could say that protocols in tourism are those tools that help us to fulfil the objective of our event or business trip: to get closer to our audience and communicate efficiently with them, without losing the naturalness and warmth with them. Do you want some tips when applying protocol in MICE tourism? Read on!
Protocol is a set of rules of formality that govern diplomatic or official acts. In other words, protocol aims to create the necessary conditions for an event to take place as expected, in a safe and organised manner.
An event is divided into several phases: the pre-event, the event and the post-event. Each part has its own particularities, and therefore the protocol may vary. Obviously, the type of event will determine the protocol to be followed. Therefore, it is essential to consult the characteristics of the event, find out about the guests, the specific activities to be carried out, and other essential aspects of the event.
The protocol prior to the event
Date and place
The location where the event is to be held is one of the decisive factors in designing the event protocol. Outdoor events, for example, tend to be more informal in style. Indoor events, on the other hand, are generally more important and have a more serious atmosphere. Punctuality at the beginning and end of the ceremony is another fundamental aspect of MICE tourism protocol.
The guests
The audience to attend the event determines, to a large extent, the rules that must be followed. For example, in the case of political events, the protocol is much more formal. In addition, the invitation design is also of vital importance in these cases.
Scheduling
Before the event begins, a programme of events should be drawn up, listing all the people who will be speaking, their speaking time and other essential aspects. Timing must be adhered to at all times, so that all activities can be carried out smoothly.
Infrastructure
The infrastructure, as well as all the elements necessary to carry out the event, must be assessed before the event starts. Audio and video systems, lecterns, stages... make a list of everything you need before the event.
The protocol during the event
The host/hosts
The person responsible for the event will be in charge of welcoming the attendees, directing the event, coordinating the activities and dismissing the guests, among other functions.
The reception of the guests
As a general rule, guests should be called around one hour before the start of the event. At their entrance, they will be welcomed and informed of their place at the event. In addition, they will be provided with material if necessary: accreditation, dossiers, brochures, etc.
Catering
If the event includes lunch, dinner or an aperitif, the banqueting protocol must be followed. Aspects such as the distribution of tables and guests, the decoration, the type of food and drink to be served, etc. must be assessed.
The protocol after the event
Of course, there is also a whole series of behavioural protocols for the final phase of the event. For example, it is advisable to make a public record of the conclusions of the event and send it to the participants. It is also a good idea to send a letter, email or message of thanks to the attendees.
Put all these tips on MICE tourism protocol into practice at your next event in Málaga - Costa del Sol Convention Bureau! And if you are not an organiser, but a regular attendee at events of various kinds, you will certainly pay more attention to all these details at the next events you attend!
