MIMAROPA Regional Athletic Association Meet 2025: Program Committee Work Plan

The MIMAROPA Regional Athletic Association Meet 2025 is a highly anticipated sporting event that brings together
athletes, coaches, and officials from across the MIMAROPA region. As the Program Committee, we are entrusted with the
responsibility of managing key elements that will ensure the success of the event. This includes organizing the Arrival
Ceremony, Solidarity Meeting, Opening Ceremonies, and Closing Ceremonies—four of the most significant
programs that set the tone for the competition and celebrate the spirit of sportsmanship and camaraderie.

This work plan is designed to provide a comprehensive overview of each program, outlining specific objectives, activities,
resources required, estimated expenses, and the roles of the committee members involved. It serves as a roadmap for
efficient execution and a successful event. With careful coordination, collaboration, and commitment, we will ensure that
the MIMAROPA Regional Athletic Association Meet 2025 is an unforgettable experience for all participants and attendees.
. Arrival Ceremony

Estimated
Time
Objectives Activities Output Resources Needed Expenses/Funds
Frame
Needed

- Transportation vehicles
To welcome participants - Coordinate Transportation: Ensure A smooth and (buses, vans, cars) for all
and ensure a smooth buses or cars are available to pick up teams coordinated arrival teams and officials.
arrival experience. from the airport or transport hubs. process. - Signage to direct teams to
transport.

- Registration forms, ID
badges, counters, pens,
- Set up Registration Areas: Prepare A clear, efficient
To organize registration clipboards.
check-in counters with clear signage and registration
for participants. - Volunteers to assist in
personnel. Provide identification badges. experience.
registration.
- Check-in staff.

- PA system, microphones,
podium.
- Welcome Speeches and Introduction A sense of
To officially welcome all - Event officials (Mayor, sports
of Officials: Keynote speech by organizers excitement and
participants. director, etc.) for speeches.
and special guests. formal welcome.
- Volunteers to assist in
managing guests.

- Distribute Information Packs: Provide - Welcome kits (bags, maps,

Participants are
To ensure participants are event schedules, map of the venue, schedules, schedules, pens,
informed and
well-informed. emergency contacts, and other essential and brochures).
ready.
info. - Staff to distribute kits.

- Light snacks (sandwiches,

- Light Refreshments: Provide snacks and Guests feel
To create a memorable drinks, fruit).
drinks for arriving teams to ensure comfort welcomed and
atmosphere. - Catering staff.
and refreshment. cared for.
- Tables and chairs.

2. Solidarity Meeting
 Estimated
Time
Objectives Activities Output Resources Needed Expenses/Funds
Frame
Needed

- Stage setup,
microphones, podium.
To align the expectations of - Opening Remarks and Introductions:
Clear communication - Key officials and team
all participants and ensure Key officials and team leaders will be
of expectations. leaders.
everyone is informed. introduced and make opening statements.
- Event manager to
organize speakers.

- Projector, screen, or
printed handouts.
- Presentation of Event Rules: Briefing of
To explain the rules and A well-informed - Rules and guidelines
game rules, safety guidelines, and behavior
regulations. group of participants. presentation prepared.
expectations.
- Staff to assist with
questions.

- Projector or printed
schedule handouts.
- Review of Schedule: Walkthrough of the - Event manager to guide
To discuss the event Participants are
event day-by-day schedule, explaining the participants through
schedule and logistics. aware of logistics.
order of events, meal times, etc. schedule.
- PA system for
announcements.

- Icebreaker activity
supplies (games, cards,
- Team Introductions and Icebreaker
etc.).
To build a sense of Activities: Quick introductions of each team, Teams are united
- Volunteers to manage
camaraderie. with icebreaker activities to foster a and energized.
activities.
collaborative atmosphere.
- Seating arrangements
for teams.

To provide contact details - Emergency Protocols and Contact Clear understanding - Emergency protocol
and emergency procedures. Information: Explain emergency procedures, of safety procedures. documents.
locations of medical teams, etc. - Staff trained in safety
procedures.
- Contact lists of
emergency personnel.
 Estimated
Time
Objectives Activities Output Resources Needed Expenses/Funds
Frame
Needed

- Maps marking
emergency exits, first aid
stations, etc.

3. Opening Ceremonies

Estimated
Time
Objectives Activities Output Resources Needed Expenses/Funds
Frame
Needed

- Parade route setup

(street/field preparation).
To formally open the - Parade of Athletes and Delegations: A colorful and
- Flags, banners, and
games with a grand and Organize a parade with flags, teams inclusive opening
decorations.
festive atmosphere. marching in their respective uniforms. parade.
- Volunteers to manage
parade order and crowd.

- PA system, podium,
- Speeches from Dignitaries: Keynote A formal opening microphone.
To officially start the
speeches from government officials, speech to mark the - VIP guests (Mayor, sports
competition.
sponsors, and sports figures. start. leaders).
- VIP seating arrangements.

- Torch, fireproof stand for

torch lighting.
A ceremonial
To mark the opening with a - Torch Lighting Ceremony: Symbolic - Key official or celebrity to
opening of the
ceremonial event. lighting of the event's torch. light the torch.
games.
- Security measures for fire
safety.

To celebrate the local - Cultural Performances: Local dance Cultural pride is - Performers (local dancers,
culture and heritage. groups, music bands, or other highlighted. musicians).
performances showcasing regional - Stage, lighting, and sound
traditions. equipment.
 Estimated
Time
Objectives Activities Output Resources Needed Expenses/Funds
Frame
Needed

- Traditional costumes.

- Audio equipment, music

tracks, performers for
- Opening Music and National Anthem:
To create an inspiring A sense of unity and anthem.
Play national anthem and music to lift
atmosphere. pride. - VIP guests or national
spirits and encourage participants.
officials to be present for
the anthem.

4. Closing Ceremonies

Estimated
Time
Objectives Activities Output Resources Needed Expenses/Funds
Frame
Needed

- Parade route setup, flags,

To celebrate the banners, and winner
- Victory Parade: Participants and winners A festive closing
completion of the decorations.
march with their medals, flags, and banners. parade.
event. - Volunteer staff to manage
order.

- Medals, trophies,
certificates.
- Awarding of Medals and Trophies: Medalists
To award the best A dignified award - Stage setup for awards
and winning teams are presented with medals and
athletes and teams. ceremony. presentation.
trophies.
- VIP officials to present
awards.

- Flag Lowering Ceremony and Speech: Lower Official - Flag, flag pole.
To officially close the
the event flag and have closing remarks from conclusion of the - Officials for closing speech.
event.
organizers and officials. event. - Stage, PA system.

To end the event on - Entertainment Performance: Arrange for a A festive ending - Performers (local music
a celebratory note. musical or dance performance to celebrate the to the event. group, dancers).
 Estimated
Time
Objectives Activities Output Resources Needed Expenses/Funds
Frame
Needed

- Sound system, stage setup.

closing.
- Lighting and decorations.

Roles and Responsibilities of the Program Committee Members

To ensure the smooth execution of the MIMAROPA Regional Athletic Association Meet 2025, the Program Committee will have distinct roles
and responsibilities for each event. Below are the suggested roles for committee members:

1. Overall Program Chairperson

 Responsibilities:
o Provide overall direction and leadership for all events.
o Ensure the coordination between various sub-committees (logistics, operations, entertainment, etc.).
o Communicate with all stakeholders (officials, sponsors, participants, etc.).
o Oversee the finalization of all schedules and budgets.

2. Event Coordinators for Each Program (Arrival Ceremony, Solidarity Meeting, Opening Ceremonies, Closing Ceremonies)

 Responsibilities:
o Arrival Ceremony Coordinator:
 Oversee transportation arrangements, registration setup, and distribution of welcome kits.
 Manage volunteers for registration and information desk.
 Ensure the smooth flow of the arrival process.
o Solidarity Meeting Coordinator:
 Ensure the agenda is set and speakers are confirmed.
 Oversee the arrangement of logistics (AV equipment, seating, etc.).
 Ensure participants are briefed on rules and schedules.
o Opening Ceremonies Coordinator:
 Manage the parade, speeches, and ceremonial events.
 Work with cultural performers to ensure timely setup and performances.
 Ensure the ceremonial lighting of the torch is executed properly.
o Closing Ceremonies Coordinator:
 Oversee the victory parade and awarding ceremonies.
 Ensure the final entertainment and speeches are on schedule.
  Work with volunteers to manage the exit of participants and the breakdown of the event.

3. Logistics and Operations Team

 Responsibilities:
o Manage transportation, accommodation, and food arrangements.
o Coordinate with local authorities for security and permits.
o Set up event venues, ensuring all technical and operational aspects are in place.

4. Volunteer Coordinator

 Responsibilities:
o Recruit and train volunteers for various roles (registration, crowd control, assisting during ceremonies).
o Ensure volunteers are assigned specific tasks and shifts.
o Provide volunteers with necessary materials (ID badges, uniforms, etc.).

5. Financial Officer

 Responsibilities:
o Monitor the program budget and ensure that all expenditures are within the allocated amount.
o Handle sponsorship deals and seek additional funding where necessary.
o Ensure receipts and bills are properly filed for auditing.

6. Media and Public Relations Officer

 Responsibilities:
o Handle all media relations (press releases, photos, interviews).
o Manage social media accounts and create content to engage the audience.
o Coordinate with photographers, videographers, and journalists to ensure coverage.

7. Safety and Security Officer

 Responsibilities:
o Ensure that safety measures and emergency protocols are in place.
o Coordinate with local law enforcement for security personnel.
o Ensure medical teams are present and aware of all event activities.

Prepared by:
 ALFREDO AMOR A. MAGBANUA JAY M. MARAVILLA ANTONIETA C. MIGUEL
Education Program Supervisor Principal Education Program Supervisor
Chairperson: Committee on Program Chairperson: Committee on Program Chairperson: Committee on Program

MAYLENNE M. RAMOS JOEY HUERTE MICHAEL CALAGOS

Public Schools District Supervisor Department Head Principal
Co-Chairperson: Committee on Program Co-Chairperson: Committee on Program Co-Chairperson: Committee on
Program