Organizing an MICE event is similar to organizing a music performance—with various components, of high significance, and the recurring possibility of catastrophe if one part fails. 

When planning an essential conference or a dramatic
exhibition, timing is heavily dependent. Your MICE event timeline checklist is here to ensure everything flows 
smoothly without having to stress last minute.

1. Conferences and Meetings (6-18 Months)

Consider industry conferences, trade shows, and large 

networking events.

Why So Long? Booking venues, speakers, sponsors, and participants takes time.

✅ Key milestones:

• 12-18 months: Secure the venue, theme, and keynote speakers.
• 9-12 months: Obtain sponsors, partners, and begin 
  marketing.
• 6 months: Finish event program, finalize vendors, 
  open registration.
• 3 months: Ramp up marketing, arrange logistics, 
  confirm speakers' calendars.
• 1 month: Reminders, print reports, AV and tech test.

Pro tip: The ideal locations and speakers are reserved a year ahead of time. If you wait, you'll be stuck with a contingency choice (or worse).

2. Business Retreats & Travel Rewards (6-12 Months)

Think about: High-end reward holidays, corporate team-building holidays, high-end business travel.

Why So Long? It takes time to book hotels, organize special 
activities, and align with company goals.

✅ Main milestones:

• 12 months: Choose a destination, reserve hotels, 
  establish objectives.
• 9 months: Complete travel group, plan activities, negotiate group rates.
• 6 months: Complete itinerary, obtain permits, start internal promotion.
• Within 3 months: Finalize guest lists, arrange transportation, and distribute travel kits.
• 1 month: Confirm reservations, make arrangements, and provide VIP treatment.

Pro tip: Don't waste time with logistics information. A missed flight or lost hotel reservation can spoil an incentive trip.

3. Trade Fairs and Exhibitions (9-24 Months)

Consider: Major expos, B2B networking exhibitions, and product exhibitions.

Why So Long? The exhibit space is leased quickly, and negotiating with the vendors is complicated.

✅ Key milestones:

• 24 months: Reserve space, determine the theme, and begin recruiting exhibitors.
• 12 months: Finalize major exhibitors, initiate event marketing, and start registrations.
• 9 months: Plan out exhibition layout, finalize sponsorships, and begin logistics planning.
• 6 months: Complete vendor list, confirm speaker sessions, and boost advertising.
• 3 months: Start exhibitor onboarding, and organize booth logistics.
• 1 month: Conduct test setups, send exhibitor manuals, and complete security arrangements.

Tip: Booth placements make or break the exhibitor experience—plan with care!

4. Company Meetings and Seminars (2-6 Months)

Think: In-house company meetings, training seminars, and leadership summits.

Why So Short? Those are typically internal or smaller-scale, with less logistical complexity.

✅ Critical steps:

• 6 months: Establish goals, reserve venue, and arrange speakers.
• 4 months: Complete agenda, confirm participants, arrange catering.
• 2 months: Send invitations, confirm gear, AV test.
• 1 month: Complete arrangements, send reminders, and look at speaker presentations.

Tip: Always have a backup for technology issues—because things can and will go wrong.

5. MICE Events Destination (12-24 Months)

Examples: International summits, overseas exhibitions, international incentive travel.

Why So Long? Cross-border logistics, permits, and international vendor coordination can be a nightmare.

✅ Key milestones:

• Within 24 months: Select a site, obtain major partners, and 

reserve locations. 

• Within 12 months: Finalize suppliers, complete 
  itineraries, and commence visa coordination. 
  
  
• 6 months: Full guest list, arrange permits, 
  begin marketing. 
  
  
• Within 3 months: Finalize planning, send event materials, and organize transport. 
  
  
• 1 month: Complete contingency planning and finalize security arrangements. Pro tip: Collaborate with local event partners to address cultural and logistical issues with ease. 

Last Words:

a difference. Delays, even minor ones, will cause problems. Adhere to a well-planned schedule, and you will create an 

an uninterrupted and memorable experience. 

Now, let's share your tales of hard times! How short was the time you had to finish a task? Tell us your stories in the comments! 

Are you prepared for an ideal day of golf, business networking, and camaraderie? The South of Luzon Business Conference (SOLABC) Golf Tournament will hit the green on April 23, 2025, at the upscale South Forbes Golf Club—and you are welcome to join!

Organized by PCCI Laguna Chamber of Commerce and Industry, Inc. and professionally managed by Exlinkevents, this elite golf tournament gathers premier executives, business leaders, and entrepreneurs for an enjoyable day of fun competition and networking.

What's in It for You?

You get it all for only P5,000, and that includes:

✅ Green Fee – Take pleasure in the scenic, championship-quality fairways of South Forbes Golf Club

✅ Golf Cart & Caddie – Don't worry about the details—concentrate on your swing!

✅ Two Mulligans – Take that second shot when you really need it

✅ Lunch & Raffle Entry – Because awesome golf should be 

followed by awesome grub and thrilling prizes

Why You Shouldn't Miss This

Above the sport, this tournament is an outstanding chance 

to network, make connections with similar business individuals, and develop new business relationships while getting to spend a day golfing on a top-class course. 

Whether you're an avid golfer or simply wanting to try the sport out in casual and social surroundings, this event is perfect for you.

Sponsorship Opportunities Available!

Want to showcase your brand to an elite audience? Sponsorship packages are available to put your business in the spotlight. Contact us for details.

Email us at: info@exlinkevents.com or Call us at: 0920-9242532

Book your slot now and join us in this top-of-the-line business golf tournament! See you in the green! 

If you've ever planned an event, you know that it's hard. But what's the hardest part? It's logistics and supplier relations. (This is when things usually go wrong.)

Why is it the worst headache?

1. The Great Venue Chase

Finding the perfect spot in the Philippines is like courtship—you go through many possibilities before you find "The One." Even after you've found it, securing the reservation, permits, and technical specifications takes time.

Tip: Always maintain a backup area. And have a backup backup.

2. A surplus of permits

Welcome to the fascinating world of bureaucracy! Depending on your undertaking, you may be required to secure permits from local government units, barangays, fire department, or even the police. And do not forget the "processing time," which is longer than expected.

Solution: Begin early, obtain a checklist, and become friends with a person who has a friend at City Hall.

3. The Weather is Your Frenemy

Do you have an outdoor activity planned? It is best to have a Plan B, C, and D contingency plan because the weather 

in the Philippines is not reliable. It might be sunny with clear blue skies, and then suddenly you may find yourself caught in 

a torrential rain.

Survival Tip: always know the forecast (but ready for the 

unpredictable too). Tents, covered arenas, and backup 

planning are lifesavers.

4. "Filipino Time" and Supplier Shenanigans

Have you ever had a supplier say, "On the way," and they are still at home? Or worse yet, a supplier who just vanishes, and you are left scrambling to find last-minute substitutes?

What to do: Always check back, clarify deadlines a few times, and maintain a list of alternative suppliers who can assist when needed.

5. Budget and Expectation Conflicts

They want a great party but with limited funds. They want fireworks, LED walls, and drone shots—but can only have a banner and a rented microphone.

Establish specific expectations. Break down the expense so they know why quality costs more.

6. The Traffic Nightmare

Metro Manila traffic is an event planner's worst nightmare. 

Running guests late, delayed setups, and absent VIPs? Welcome to the chaos.

Hack: Provide adequate traveling time, book local 

accommodations for key visitors, and maintain a transport 

backup system.

7. The No-Show Phenomenon

Free event? Look for a lot of no-shows. Paid events also have dropouts!

Solution: Involve individuals prior to the event. Remind them, 

provide an incentive, or reward them so they are reminded.

So, how do you cope?

Organizing an event in the Philippines requires thought, experience, and patience. 

The secret? Always anticipate that things will go awry—

and be able to fix them in the blink of an eye.

✅ Ensure you have a good plan. 

✅ Establish a good supplier network of reliable suppliers.

✅ Learn how to negotiate and follow up.

✅ Always have a Plan B (or Z)

Worth it in the end when you get to see the event unfold. And, you know, you'll have lots of stories (and memes) to share later! 

What's the biggest challenge YOU'VE faced in event planning? Share your war stories below! 

And you're on your own to organize a conference in the Philippines? Hold your hat, as it's a bumpy (and a tad bit crazy) ride! Whether you're hosting a company conference, an industry conference, or a large networking event, here's how to do it right—and provide an unforgettable experience for all concerned.

1. Know Your Reason (and Who You Are Talking To!)

Before you start planning, ask yourself this: What do you want to achieve at the conference? Are you trying to inspire, teach, or bring together industry 

people? 

Decide your goals beforehand so that every aspect, from speakers to goody bags, is in line with what you want. Also, know your audience! Are they young professionals? High-level executives? Students? This will affect your whole plan.

2. Plan Your Budget Well

Budgeting is not the fun part of event planning. Make a budget 

that covers everything, from renting a facility to food, 

advertising, and giveaways. Good tip: Always put some 

money away for unexpected things (because they will occur).

3. Choose a Location That Amazes (and Functions!)

The Philippines has some wonderful spots! Whatever you 

are attending at Manila's PICC, Waterfront Cebu City Hotel, or SMX Convention Center in Davao, ensure it is convenient 

to access has good Wi-Fi (so important!), and is convenient to move around. Extra points if the venue is Instagram-friendly—people enjoy taking photos where they are!

4. Build a program that individuals actually want to belong to.

Nobody likes attending a dull event. Make your conference 

program interactive, entertaining, and educational. Make it 

a blend of the following activities:

• Influential keynote speakers are well-known individuals 
  within their domains who exchange energy and ideas.
  
  
• Breakout Sessions and Panels – Make them lively and engaging.
  
  
• Networking Opportunities – Because let's be honest, connections do matter
  
  
• Q&A and Live Polls – Involve the audience with live interactions.

5. Lock in Top-Impact Speakers & Sponsors

Need a full house? 

Hire speakers who inspire and make a difference. Contact 

experts, big names, and celebrities in your field. Need 

sponsors? They can do a lot for you! Get partnerships that provide benefits—like cool giveaways, insiders' privileges, or even an awesome after-party!

6. Market Like a Social Media Rockstar 

An event of this magnitude requires individuals to make it successful. Utilize Facebook, LinkedIn, TikTok, and Instagram to market your conference.

• Build FOMO with countdown posts and teaser videos.
• Use influencers to disseminate the message.
• Host giveaways and contests to spur interaction.
• Go live on social media in order to seize behind-the-scenes moments!

7. Get the Logistics Right (Chaos Isn't Adorable)

From check-in to closing comments, your event should be like a well-oiled machine.

• Utilize an event app to manage sign-ups and live communications.
• Employ a technology team to repair audio-visual issues immediately.
• Set the correct directions so that no one gets lost.
• Serve local Filipino food—because everyone loves a good buffet!

8. Engage Participants with New Experiences

Want your event to go viral? Give folks a reason to speak about it!

• Photo-Worthy Installations – Large logos, flashing signs, or playful booths.
• Surprise Giveaways – VIP tickets, discount coupons, or special merchandise.
• Live Shows – Dancers, DJs, or cultural performances add more excitement.

9. Finish It Up and Keep Moving Forward

The festival's done, yet the involvement has to go on!

• Send thank-you messages to supporters, speakers, and sponsors. 
• Share event summations on social media and e-newsletters. 
• Gather feedback in preparation for having an even stronger event next year. 

Keep attendees engaged—nurture an audience, not drop-in individuals.

Final Thoughts: You Can Do It! 

Organizing a conference in the Philippines is like organizing a concert with a lot of pieces, but with a good plan (and a good sense of humor), you can do it like a pro. 

Be well-planned, expect the unexpected, and most of all—make it an experience to remember! Now get out there and create an event that people will be discussing for years to come!