IMPLEMENTING RULES AND REGULATIONS OF REGULATION ORDINANCE NO. 2024-223 ENTITLED: AN ORDINANCE CREATING THE MEETINGS, INCENTIVES, CONFERENCES AND EXHIBITIONS (MICE) COUNCIL OF ILOILO CITY AND FOR OTHER PURPOSES.
RULE I: TITLE, PURPOSE, AND CONSTRUCTION
Section 1. Title – These rules shall be known as the Implementing Rules and Regulations (IRR) of Regulation Ordinance No. 2024-223, otherwise known as An Ordinance Creating The Meetings, Incentives, Conferences and Exhibitions (MICE) Council of Iloilo City and For Other Purposes.
Section 2. Purpose – This IRR is promulgated to provide the procedures and guidelines for the implementation of Regulation Ordinance No. 2024-223 in order to facilitate compliance with the ordinance and to achieve its objectives.
Section 3. Construction – These Rules and Regulation shall be construed and applied in accordance with and in furtherance of the policies and objectives of the ordinance. In case of doubt and ambiguity, the same shall be resolved in favor of the promotion of Meetings, Incentives, Conferences and Exhibitions related campaigns and initiatives of the Iloilo City Government.
RULE II. DEFINITION OF TERMS
Section 4. Definition of Terms – For purposes of these Rules and Regulations, these terms are defined as follows:
4.1 Companies – shall mean any commercial business establishments and corporations involved in land, sea, and air transportation and conveyance;
4.2 Conference – a formal meeting or series of meetings where people with common interest, often in a specific field, gather to discuss, share information, and learn about new developments. It is usually organized by capacity building, and policy decision-making.
4.3 Conventions – shall mean any large meeting, conference, discussion, consultation, especially of members of a particular profession, business, corporate, commercial, or related group, and sectors of society usually done within a particular area or activity;
4.4 Exhibits – shall mean an organized presentation and display of a selection of items or objects of general interest for showing, and for public display, as of work of artists or artisans and the skills of performers as it allows to reach a large audience and promote products and services depending on the industry, exhibitors to gather business feedback before introducing their products to the public;
4.5 Exhibitions – shall mean a community engagement, dialogue, and education, providing visitors with opportunities to explore diverse perspectives, historical context, and contemporary issues. It frequently contributes to the promotion of artists, innovators, and industries, acting as a conduit for the exchange of ideas and the celebration of human creativity and achievement;
4.6 Incentive – shall mean a reduction on taxes that encourage companies or people to do something that will help the city’s economy. It involves business group tourism, including accommodation, transportation, company dining opportunities, and excursions as part of the complete incentive package;
4.7 Incentive Travel – shall mean a travel program designed to motivate and reward employees or customers for achieving specific business goals. It typically involves an all-expenses-paid trip that serves as a reward for exceeding performance expectations or reaching certain targets. This type of travel is often used as part of incentive, recognition, or loyalty programs to enhance performance and drive business objectives;
4.8 Meetings – shall mean a venue when two or more people come together to discuss one or more topics, often in formal or business setting that occurs in a variety of other environments forming a group decision making;
RULE III: CONDUCT OF M.I.C.E. EVENTS
a.1 A QR Code will be displayed in an area accessible to all within the M.I.C.E. venues and at the Iloilo City M.I.C.E Center at Iloilo City Hall;
a.2 Upon scanning, a link to an online Google Form will appear on the screen, directing applicants to the registration template. The form shall require the following information:
a.3 After filling out all required fields, the applicant must review the information before proceeding;
a.4 On the last page, the applicant must click the ‘SUBMIT’ button to complete the application process;
a.5 The event organizer shall still be required to complete and submit a signed physical copy of the M.I.C.E. Application Form to the Iloilo City M.I.C.E. Center for final processing;
b.1 Organizers / Authorized representatives of host organizations can request for a printed form from all Iloilo City M.I.C.E. venues and at the Iloilo City M.I.C.E Center at Iloilo City Hall;
b.2 The form shall require the following information:
iii. Event Organizer Information: The organizer’s name, address, contact person, contact number, and email address must be entered;
b.3 The accomplished form shall be signed and submitted to the M.I.C.E. venue to be forwarded to the Iloilo City MICE Center through email or hand delivered to the Center for processing;
b.4 An email confirming receipt of the M.I.C.E Application Form will be sent by the Iloilo City MICE Center to the registered email of the applicant and authorized representative;
As an alternative method of the MICE application, an applicant may also write a letter of intent or cover letter addressed to the City Mayor, which shall indicate the details of the event and the authorized representative with his/her contact details, who shall endorse the same to the Iloilo City MICE Center for assistance in accomplishing the required forms and submission of requirements.
a.1 Event Organizers/Authorized Representatives of host organizations will be required to fill up a Medical Assistance Form. Information related to medical conditions, preference for EMS on standby or on-call and anticipated medical emergencies will be gathered;
a.2 The accomplished Medical Assistance Form will be submitted to the City
Health Office or the City Disaster Risk Reduction and Management for processing. In the event that the City Health Office personnel and equipment are not available during the event, organizers will be required to provide their own emergency medical team. The Iloilo City MICE Center will assist the organizer / authorized representative connect with available local private emergency medical providers;
a.3 For MICE Events with more than 2,000 participants and with event duration of more than 3 days, organizers will be required to provide their own emergency medical team. The Iloilo City MICE Center will assist the organizer / authorized representative to connect with available local private emergency medical providers which includes but is not limited to Philippine National Red Cross, Philippine National Police, Bureau of Fire Protection, Federation Iloilo Fire Brigade and Ronin;
a.4 Additional requirements may be requested to be submitted from the organizer/authorized representative;
b.1 Event Organizers/Authorized Representatives of host organizations will be required to fill up the Security Assistance Form. Information related to security, peace and order will be gathered;
b.2 Additional requirements may be requested to be submitted from the organizer/authorized representative. The PNP may also conduct ocular inspection of the site to determine critical areas and points of interest;
c.1 Event Organizers/Authorized Representatives of host organizations will be required to fill up the Fire Emergency Assistance Form. Information related to security, peace and order will be gathered;
c.2 In the event that the Bureau of Fire Protection personnel and equipment
are not available during the event, organizers will be required to provide
their own fire emergency protection team. The Iloilo City MICE Center will
assist the organizer / authorized representative connect with available local
private fire emergency providers;
c.3 Additional requirements may be requested by the BFP;
d.1 Event Organizers/Authorized Representatives of host organizations will be required to fill up the Public Order and Safety Assistance Form. Information related to security, peace and order will be gathered;
d.2 Additional requirements may be requested to be submitted from the organizer/authorized representative to include but not limited to a Fire Emergency Management Plan;
Events Needing Road Closure
e.1 For M.I.C.E related events needing road closure and traffic management assistance, a letter request needs to be sent to the Iloilo City Mayor’s Office copy furnished to the Office of the City Vice Mayor and the Committee Head in Charge of Traffic. Such request shall be made at least fifteen (15) days before the planned event as any road closure must be approved by the Sangguniang Panlungsod though a Regulation Ordinance;
e.2 The SP Secretariat shall forward a copy of the approved Regulation Ordinance to the Traffic and Transport Management Office for creation of a Traffic Plan;
Events Needing Traffic Management Assistance
e.3 For M.I.C.E related events needing traffic management assistance without a need for road closure, only a letter request is needed to be sent to the Iloilo City Mayor’s Office, copy furnished to the Traffic and Transport Management Office;
e.4 With the endorsement of the City Mayor’s Office, the Traffic and Transport Management Office may require additional documents, plans, or information to process the request
f.1 Event Organizer/Authorized representative will send letter of request
addressed to the Iloilo City Tourism Officer for the Tourism Booth
Assistance set-up;
f.2 Event Organizers/Authorized Representatives of host organizations
will be required to fill up the Tourism Booth Assistance Form;
f.3 The Accomplished Tourism Booth Assistance Form will be submitted
to the Iloilo City Tourism and Development Office – for processing;
f.4 Additional requirements may be requested to be submitted from time to
time;
City Proper:
Molo District:
La Paz District
Jaro District
City Proper
Molo District
La Paz District
Jaro District
Arevalo District
City Proper
Molo District
La Paz District
Jaro District
Arevalo District
RULE IV: ASSISTANCE TO M.I.C.E. EVENTS
RULE V: DATA COLLECTION
To ensure compliance, reliability and systems improvement of the conduct of events, the following data will be collected :
RULE VI. MICE OFFICIAL WEBSITE
The Iloilo City MICE Center Official Website shall be utilized as the primary source of information on statistics, events, programs, and benefits for all guests, visitors, participants, partakers, investors, and related enterprises in the locality.
The features of the website include an online database of meetings, exhibits, conventions, and MICE clients indicating basic information and documented information, reports, and other studies pertinent to the implementation of this measure, and such other content in line with the goals and objective of this ordinance.
RULE VII. M.I.C.E. COUNCIL
Chairman: Hon. Raisa Maria Lourdes S. Treñas
Vice Chairman: Maria Lea Victoria Lara, MICE Director
Members:
Ms. Velma Jane Lao, EnP – LEDIPO
Hon. Miguel S. Treñas, Committee on Tourism, Culture and Historical Affairs
EnP Ronald Cartagena, City Planning & Development Office
Ms. Junel Ann Divinagracia, City Tourism Office
Dir. Crisanta Marlene Rordiguez, Department of Tourism 6 Representative
Ms. Lucy Sinay, Public Information Office
Dr. Mary Ann Poli Diaz, Iloilo City Health Office
PCol. Uldarico Garbanzos, Traffic and Management Office
Col. Kim Legada, Iloilo City Police Office (PNP)
Ms. Ma. Dinda Tamayo, Department of Trade and Industry (DTI)
Ms. Donna Magno, City Disaster Risk Reduction Office (CDRRMO)
Ms. Angela Abenir, Iloilo Hotels, Restaurants, Resorts Association
Ms. Lorna Longno, Head, Accredited Travel and Tours Companies
Ms. Natalie Lim, Iloilo M.I.C.E. Alliance
Mr. Angel De Leon Jr., Iloilo Festivals Foundation Inc.
Mr. Joseph Del Rosario, Iloilo City Tourism Council
At any time, the City Mayor may add to or vary the composition of the Council. The City Mayor may designate his/her own alternate Council Chairperson but must still be a member of the above Council. The representatives from the Private and Business Sector shall be named and appointed by the City Mayor, as may be suggested by the members above-mentioned.
RULE VIII. FUNCTIONS AND POWERS
RULE IX. MEETINGS
One (1) month after the assumption of office by the council members, the City Mayor as the Chairperson, shall convene for a meeting.
The Iloilo City MICE Council shall meet at least once every month on the date and place agreed upon by the members present.
The Iloilo City MICE Center shall serve as secretariat of the Iloilo City MICE Council.
RULE X. MONITORING
The Iloilo City MICE Center is tasked to monitor the events, programs, the arrivals and departures of all guests, visitors, participants and related enterprises in the city. In connection with this, the Iloilo City MICE Center and those members of the committee, shall coordinate with hotels, convention centers and appropriate offices in conducting physical and site/venue visits to check on the statues of the incoming visitors and guests.
A monitoring team from the Iloilo City MICE Center will be assigned to assist & monitor the compliance of MICE venues of this ordinance.
RULE XI. SPECIAL PERMIT
Whenever applicable, entities, organizers, and/or sponsors must secure a special permit at least two (2) months prior to the date of the MICE Event.
RULE XII. PENALTY
In the event that entities, organizers and/or sponsors shall fail to secure a business permit mentioned in Article 15 of the Ordinance, a Fine amounting to P1,000.00 shall be imposed and the entities, organizers and/or sponsors will be issued a warning. Failure to secure a business permit for two (2) MICE Events by the same entities, organizers and/or sponsors will cause the blacklisting of the organizers and/or sponsors to hold any MICE Events in Iloilo City.
