+

CORE
COMPETENCIES
UC 1

1. PLAN AND DEVELOP EVENT PROGRAM

1.1 INTERPRET EVENT BRIEF
1.2 DEVELOP PROPOSAL AND BID DETAILS
1.3 DEVELOP BID MATERIALS
1.4 SUBMIT OR PRESENT THE BID OR PROPOSAL ON TIME
+ UC 1: BID
 document describing the event concept and proposed planning for
event submitted to organizing committee.
 Includes the following partners:
 sponsors, donors
 suppliers
 marketing group
 venue
 Government agencies
 organizations and associations
 Tourism and hospitality partners
 Voluntary organizations
+
GRANT SUBMISSION
 a request for government funding for an event.
 The amount of the grant does not cover all costs associated with the
event. It is only one component of event funding.

To attract funding, may need to show how event would:

 Meet the need of participants, volunteers and officials
 Enhance profile of org/city
 Generate visitors
 Attract key market
 Attract media exposure
 Provide direct and indirect money returns
 Utilize facility in the area.
+ BID Details:
 Covering letter  budget

 Cover sheet  ticketing fees

 Executive summary  tours, travel and accommodation

 Event concept or theme  social activities

 Event details and program  event staffing

 Event city, tourism infra, event infra,  staging and logistics

attractions, accessibility, etc.
 special features
 Marketing and promotional activities
 event services
 Event audience
 technical requirements
 Venue and floor plans, capacity

 Event management
+
UC 2: Event OBJECTIVES
 should define SMART
 Specific,
Measurable , Attainable , Realistic
and Time Bounded
 include the following targets:
 number of people attending/participants
 contribution of sponsors
 Value Grants and donations
 break even or amount of profit
 media exposure
 Value of F&B
 Number of exhibitors, stall holders
 Value of merchandise sold

*** Event OBJECTIVES help keep organizers focused on what it wish to achieve. It is
Measuring the outcomes against the objectives.
+ SCOPE of Events
 encompasses the date, time and duration of event and its
size. It is dependent on available resources which include
human resources, physical and financial resources.
 Scope and parameters may include:
 theme/motif of event
 size and number of guests/participants
 audience/participants
 Location
 Duration
 Financial statement and other resourcing issues
+ Key components of Events are:
 multiple contractors
 performers, suppliers, employees/staff, volunteers,
emergency services
 substantial catering

 Multiple speakers , performers and exhibitors

 Requirement for display, decoration or theming

 theme, lay out, décor, supplier, technical

requirements, staging, other services

+ Activities: Prepare the following
1. Company Name, Company Profile, Company Address,
Contact Details
2. Mission and Vision
3. Product and Services
Corporate Event, Personal Event, Leisure Event

Example: Son’s and Catering Services

Tagline: The Food and Event Organizer You can Rely On

+
CORE
COMPETENCIES
UC 2

2. DEVELOP AN EVENT CONCEPT

2.1 IDENTIFY OVERALL EVENT OBJECTIVES AND SCOPE
2.2 ESTABLISH EVENT CONCEPT, THEME AND FORMAT
+ STAKEHOLDER –
 a person of influence but not directly involved in the work.
 These are persons who can be affected or will be affected by the
event.
 Host organization
 Host city , LGU
 Colleagues
 Event sponsors
 Media
 Participants
 Organizing committee
 Sponsors, donors
 Local community
 Suppliers, performers
+ Internal and External Factors to consider in Event
Concept:
 available resources (human, financial, physical)

 Potential attraction of additional resources (sponsors, partners)

 level of management commitment

 restriction of lead time

 Level of participation and interest

 timing and duration factors

 Climate

 Access factors

 Marketing and promotional issues

+ Key objectives and components of event:
 multiple contractors
 substantial catering
 multiple speakers, performers and exhibitors
 requirement for display, decoration or theming

Scope and parameters maybe:

1. Theme/motif of event
2. Size and number of guests/participants
3. Audience/participant needs
4. Locations
5. Duration
6. Financial statement and other resourcing issues.
+ Objectives of Event- Should define specific,
measurable objectives. It may include targets
like:
1. number of people attending
2. number of participants
3. contributions of sponsors
4. value of grants and donations
5. break even or amount of profit
6. goals for charitable contributions
7. level of media exposure
8. number of repeat visitors
9. Value of food and beverage sold
10. Value of merchandise sold
11. Number of exhibitors, stall holders
+ Event Team, Contractors and Other Stakeholders:
 talent/performer/team and manager
 cast and crew
 contractors
 suppliers
 employees
 volunteers
 emergency services
Design the Event/Logistical requirements:
 Theme
 Lay out
 Décor
 Suppliers
 Technical Requirements
 Staging
 Entertainment
 Talent
 Catering
 Service
+
Evaluation of Feasibility of the Concept:

1. Competition
2. Regulations
3. Marketing
4. Community Impact
5. Risk
6. Revenue and Expenditure
+
Situational Activity: Identify the particular
events:
P O S D CO R B
PLANNING
ORGANIZING
STAFFING
DIRECTING
COORDINATING
REPORTING
BUDGETING
Activities: Prepare the following
Our Team and Stakeholders
Event Head
Key Executive
Event Planner, Event Manager, Event Assistant
Event Team
Marketing Specialist, Supplier Coordinator
Technical Team
Security Coordinator
Technical Coordinator
Sound Technician
Complete Projects (Events that you have handled and prepared)
Company Suppliers
License Compliance
Company Rules and Regulations
Marketing Strategy
SWOT Analysis
(Strength, Weaknesses, Opportunities, and Threats)
Company Browser
Facebook Account
Youtube Account
Instagram Account
Twitter Account
+
CORE
COMPETENCIES
UC 3

3. DEVELOP AN EVENT PROGRAM

3.1 IDENTIFY THE CONFERENCE OBJECTIVES
3.2 DESIGN THE CONFERENCE PROGRAM
3.3 FINALIZE PROGRAM DETAILS
+
 Identify (Conference) Objectives:
 overall context and scope of conference are identified
 Specific objectives are developed and agreed in
consultation with stakeholders

 Establish Concept, Theme and Format

 Theme
 Venue
 Event audience
 Financial Considerations
 Timing of event
+
Factors to consider in looking for venue:
1. potential to fulfill the purpose of event
2. ambiance
3. location
4. access by public transport
5. parking
6. seating capacity
7. built facility
8. cost of decorations, sound and lighting
9. cost of labor
10. logistics of setting up
11. food and beverage facilities
12. safety
+ Event Program Designed
 Date and Time – agreed objectives
 Theme is needed to compliment objectives
 Event format is developed within known

budget, venue and staging constraint

 Program components are identified,

designed and integrated

 Use of appropriate technology
 business program based on Principles

of Adult learning incorporated into range of

activities.
+
Relevant Components of Business Program

 Business program
 Breaks
 Food and beverage
 Social program

 Pre and post touring elements

+
Business Program
 Workshops
 Plenary sessions
 Break out sessions
 Keynote speakers
 Facilitators

 speaker availability
 Venue related issues
 technology
+ Event Staging Requirements
1. Staging Environment
a. Size of event
b. Lay out of site and its suitability
c. Stage, field of play or performance area
d. Transport and parking
e. Proximity to accommodation and attractions
f. Supply issues for goods and service providers
g. Technical support
h. Venue management

2. Staging Elements
a. Framed scenery (flats, profiles, doors, windows)
b. Weight bearing scenery (rostra, ramps, steps)
c. Non-weight bearing scenery (columns, trees)
d. Soft scenery (canvas legs, borders, cloths,
gauzes, cycloramas)
e. Furniture and other set up props
+ The following suppliers and partners needs info in
staging elements are:

1. catering
2. venue or site services
3. technical services
4. entertainers
5. registration requirements and set ups
6. physical elements
7. security
8. media coverage
9. safety equipment
+ Important Aspect of theme that is considered are:
1. Entertainment
2. Décor
3. Lay out
a. U shape
b. Boardroom
c. Cabaret
d. Banquet
e. Classroom
f. theater
4. Lighting and special effects
5. Sound
6. Vision
7. Stage
8. Set
9. Tenting
10. Field of play
11. Rehearsals / dry run/ walk through
+ Event Services:
1. Essential services – power, water and gas
2. Communication – complete telephone and network
3. Transport and traffic management

Staging Contractors Services:

1. Technical team
2. Catering Contractors
3. Accommodation providers
4. Waste Management Specialists
5. Cleaning Contractors
Activities: Prepare the following
Proposal to the Client
Client Name
Client Address
Client Contacts Information's
Note: Proposal to Manage and Organize an ____________(event)
WHAT, WHEN, WHERE, VENUE, THEME, TARGET AUDIENCE
Vicinity Map
Venue
Reception
Floor Plan (Lay – out)
Venue Decoration
Reception Plan
Reception Decoration
Sample Invitation Program
Event Program
Event Package
Consolidated Budget
Project Timeline and Implementation (RUN SHEET)
+
CORE
COMPETENCIES
UC 4

4. SELECT EVENT VENUE AND SITE

4.1 ANALYZE VENUE OR SITE REQUIREMENTS
4.2 SOURCE EVENT VENUE OR SITES
4.3 CONFIRM VENUE OR SITE ARRANGEMENT
2 Main considerations in evaluating suitability of venue or site:
1. Functionality of venue
2. Suitability of site for events creative purpose

A site inspection would determine whether the venue is suitable for

Planned event particularly from a functional perspective. Building codes
ensures aspects such as disability needs.

The size and scope are considerations when looking for appropriate
Cities and venues.

When bidding for large conference, the bid would again cover the city, Its
accommodation, entertainment options and attractions.
Venue and Site Specifications:

1. Creative theme and image required

2. Estimated number of attendees
3. Audience composition
4. Facilities and services to be provided
5. Staging/competition requirements
6. Budget parameters
7. Location
8. Capacity of site or venue
9. Timing (availability, access for set up and breakdown)
10. Accessibility
Venue Information Sources:

1. local/regional/state tourism organizations

2. Conventions and visitors bureaus
3. Venue publication and directories
4. Trade journals
5. Destination brochures
6. Internet searches
7. Philippine Conventions and Visitors Corporation (PCVC)
Research methods may include:

1. Using personal event industry network

2. Desk Research
3. Calling for tenders
4. Personal Venue or site Inspection
Site inspection checklists for CONFERENCE:

 registration desk  display screens

 staging  data projector
 DVD player  remote controls
 overhead projectors  extra lenses and bulbs
 laser pointers  projection screens
 projector trolleys  whiteboards
 flipcharts  lecterns
 speakers  audio equipment
 laptop with presentation software  sufficient power supply
 accessible power outlets  extension cords
 lighting effects  microphone and stands
 radio microphones (hand held and lapel)
 technician on site
More checklists:
 parking
 public transport
 accessibility
 smoking areas
 registration
 seating
 catering
SITE INSPECTION – Accessibility
 way finding
 signage
 transport
 parking
 footpaths
 ramps
 stairways
 lifts
 surfaces and finishes
 entries and exits
 toilet facilities
 emergency provisions
SITE INSPECTION - OUTDOOR Events
 access for emergency services
 public access
 services access and loading stocks
 parking
 public transport
 power supply
 potable water
 sanitation
Sporting competition:

 competition area cleanliness, maintenance and safety

 competition area clearly marked
 adequate lighting for competition area
 spectator area cleanliness, maintenance and safety
 marked out of bounds area
 perimeter fencing
 buffer between spectators and competitors
 competitors change rooms
 sports equipment of appropriate standard
 all areas clear of non--‐ essential equipment
Confirm Venue and Site arrangements composed of:
1. Booking procedure
2. Cancellation
3. Set up and breakdown
4. Subletting
5. Deposit
6. Catering venue management
7. Smoking
8. Furniture and equipment
9. Labor venue management
10. Cleaning
11. Noise level
12. Fire alarms
13. Evacuation Procedure
14. The TENANT covenant to Venue Management
15. Venue Management agrees
Activities: Prepare the following
Proposal to the Client setting up the venue at least 3
possible (INDOORS AND OUTDOORS)

1. Identify the advantage and disadvantage each venue.

2. Prepared a procedure approved or cancellation.
 +
CORE
COMPETENCIES
UC 5

5. DEVELOP AND UPDATE EVENT INDUSTRY KNOWLEDGE

5.1 Source and apply information on the structure and operation of event industry
5.2 Source and apply information on the ethical and legal issues for the event industry
5.3 Source and apply information on event industry technology
5.4 Update event industry knowledge
EVENT INDUSTRY STRUCTURE
1.Government Agencies National Government National Government
agencies Local Government
2.Event organizations
Event Management team
Paid/Volunteer/Contract staff
Working committees:
Marketing
Finance
Human Resource
Site/Operations
Production/Competition
3.Promoters
4.Event Service Providers
5.Event suppliers
6.Venues and Sites
7.Non - specialists and in - house event producers
8.Crossover industries:
Arts and Entertainment Industry
Corporate, Business and Associations
Sports Industry and Associations
Tourism and Hospitality Industry and Associations
Event Categories:
1. Conferences
2. Symposia
3. Exhibitions
4. Festivals
5. Promotions
6. Shows
7. Sporting Events
8. Parades
9. Cultural celebrations
10. Trade and Consumer shows
11. Social Events
12. Public Events
13. Corporate events
14. Charitable, fund raising events
SIZES OF EVENTS :

1. MEGA EVENTS – targets the international market such as

Olympic games, World Cup FIFA, Superbowl
2. HALLMARK EVENTS – designed to increased the appeal of
specific Tourism destination or region such as Music Festival, Rio
Carnival, The Melbourne Cup, the Sinulog Festival
3. MAJOR EVENTS – events that attract significant local interest
and Large number of participants generating significant tourism
revenue.
4. MINOR EVENTS – most events fall into.
Business Events are generally commercially motivated. Also known
As MICE. They include:
 Meetings
 Incentives
 Conferences
 Exhibition

Events Impact:
1. Economic (profit making and flow on effects to economy)
2. Social and cultural (cultural, historical, religious and social
significance)
3. Environmental
4. Political
Event Differentiation:

1. Purpose and objectives of the event (fund raising, product

promotion)
2. Scope of the event (single/multiple venues, road show)
3. Nature of audience (business people, leisure tourists, locals)
4. Marketing and distribution channels (online ticket sales, part
of tourism product promotion)
5. Key stakeholders (major and hallmark events)
6. Key elements of staging ( competition, display, parade, exhibition,
conference)
Career Opportunities:
1. Venue managers
2. Stage managers
3. Lighting, audio and video companies
4. Decorators and florists
5. Entertainers
6. Employment agencies
7. Rental companies
8. Public relations and marketing consultants
9. Security companies
10. Catering companies
11. Cleaning companies
12. Ticketing operations
13. Printers.
Ethical and Legal Issues for event industry:
1. Duty of care – responsibility by organization to all people attending
an event
2. OHS
3. Risk management
4. Insurance
5. Liaison and approval from local government
Ethical issues related to:
1. Procedure for payment of commissions
2. Bookings at venues
3. Confidentiality of contracts, personnel and performers
4. Overbooking
5. Subcontractors not meeting standards
6. Exploiting volunteers
7. Pricing and scalping
8. Providing free of charge entry
9. Tolerating unsociable behavior
Event Industry technology includes:

1. Project planning software (Gantt chart and PERT charts use

for Critical path analysis)
2. Venue booking systems or Delegate registration and tracking
systems
3. CAD System
4. Internal Venue booking systems
Updating knowledge of event industry are from:

1. Industry seminars
2. Reading newspapers
3. Training course
4. Industry association membership
5. Participation in events industry association activities
6. Informal networking with colleagues
7. Reading industry journals
8. Web search
9. Subscribing to industry magazines (micenet)
Activities: Prepare the following
Proposal to the Client setting up the industry

1. Identify at least 2 Career Opportunities for EVENTS MANAGEMENT

SERVICES NC III, give the job description and qualifications
2. Prepare Project planning software using Gantt chart.
3. Identify possible industries in which EVMS NC III can have
on – the – job training
+
 + CORE
COMPETENCIES
UC 6
On-site Event Planning
Services

6. PROVIDE ON-STE EVENT MANAGEMENT SERVICES

6.1 Prepare for on-site management
6.2 Oversee meting-event set-up
6.3 Monitor meeting/event operation
6.4 Oversee meeting/event breakdown
The event organizer and/or manager
needs to develop plans and
procedure for on site management
based on an assessment of overall
event requirements and to collate
materials to facilitate effective on-
site management. Event briefings
with operational staff and event
production contractors prior to the
event are essential and must include
clarification of roles and
responsibilities.
Plans and procedures for on-site management are extensive. The
following are range of on-site services but not limited to:
§ Dressing rooms
§ Change rooms
§ Site office
§ Ticketing facilities
§ Scoreboards
§ Telephone services
§ Crèche facilities
§ Fitness center
§ Catering services
§ Aquatic center
§ ATM services
Plans for on-site management are developed in accordance
with agreed procedures for the meeting or event. Procedures
may include but not limited to: ü Registration
ü Organizing committee
ü Record-keeping and reporting
ü Special needs
ü Risk Management ü Crowd control
ü Event timings
ü Contractor communication
Final arrangements for all aspect of the meeting or
event are checked and any discrepancies are attended
to. Several additional elements to consider while
planning for on-site services:
1. Travel and Accommodation arrangements
2. Technical requirements
3. Accreditation 4
4. Bump in and Rehearsals (aka dry run)
5. Security
6. Booking and Ticketing
7. Registration/Entry
8. Ushering
9. Functional Areas
a. Procurement and stores
b. Marketing
c. Ticketing
d. Registration
e. Merchandising
f. Finance
g. Legal
h. Technology
i. Media
j. Community relations
k. Staffing
l. Services and Information
m. Cleaning and waste management
n. Catering
o. Venue operations
p. Production
q. Sports operations
r. Medical
During the on-site planning some materials are created
and collated to facilitate effective on-site management.
These materials are:
1. Running sheets
2. Copies of agreements with clients
3. Copies of agreements with all contractors
4. Contact numbers for all contactors and staff
5. Briefing papers
Accurate briefing is provided to operational staff
and contractors prior to the meeting or event in an
appropriate format including clarification of roles
and responsibilities. Contractors may include:
1. Venues
2. Speakers
3. Staging and audio visual suppliers
4. Display suppliers
5. Caterers
6. Entertainers 7
7. Equipment hire companies
All aspects of the event or meeting set up are checked
against the pre-arranged agreements. These aspects of
the events are:
§ Availability of all materials and equipment
§ Room set up
§ Staging
§ Technical equipment
§ Display and signage
§ Food and beverage arrangements
§ Registration areas
Any deficiencies and discrepancies are identified and
prompt action is taken to rectify the situation.
These deficiencies and discrepancies are:
1. Incorrect room set-up
2. Incorrect staging
3. Faulty or non-availability of technical equipment
4. Lack of equipment to manage displays and signage
5. Shortage of food and beverage
6. Inappropriate space at registration areas.
What is a RUN SHEET?

Your event is nearly here and after all the hard work and
planning you have put into it, the event is starting to take
shape. At this stage you will need to start looking at the
details for the running of your event from start to finish
including the set-up, the event and pack down.
Activities: Prepare the following
Proposal to the Client setting up :

1. Clip art picture that identify meeting session for the client
at least 4 settings
2. Image of the head manager or owner of the company
visited hotel or venue location. Picture out the front name
of the company.
3. Last Activity will be discuss on sunday