STEP ON- PLAN on events managament services

Events Management Services- Planning and Approval Process

1. PLANNING AND APPROVAL PROCESS

2. PLANNING is a process that involves setting the objective and the means to achieve them. The objective of event planning is to make sure that everybody involved knows: What they are responsible for When they must start their tasks and when they must accomplish them How much funds are available and how they are or will be sourced What they must do in case something goes wrong. Step One: PLAN

3. CONCEPT FEASIBILITY TASKING SCHEDULING Step One: PLAN BUDGETING MONITORING AND EVALUATION APPROVAL SITE SELECTION MARFKETING RISK ASSESSMENT

4. Create an event concept. Come up with general objectives and project ideas by asking the 5W and 1H questions. There is no point in holding an event just for the sake of it. The cost and energy required to stage the event only to make sense if it is relevant. Therefore, early on, the event organizer must establish the event’s purpose and relevance. Is the project for profit? Is it for publicity? Is it for charity? CONCEPT

5. Test the ideas by doing a feasibility study. Scan the environment for opportunities and threats. These factors may include similar past events, competing events, profile of target audience, available venues and suppliers, potential supporters and sponsors, timeliness/schedule, and school rules. Do the research properly and decide in class whether the candidate events are feasible or not. FEASIBILITY

6. TASKING Create a “to-do” list. List all necessary tasks and group them together. Example are: Secure approval for the event concept; Reserve the venue; Invite resource person; Send out sponsorship request; Print tickets; Collect fees (sponsorship, registration, ticket sales) Write the terminal report.

7. TASKING Task of each committees: Program Registration Marketing Finance Logistics Documentation Assign each task to specific persons. Make sure that each person has an assigned task. Determine if additional persons or services are needed.

8. SCHEDULING Create a timetable. Estimate the time needed to accomplish each task. Determine the sequence and relationship of tasks. Set deadlines.

9. SCHEDULING The next step is to estimate the time required to carry out each task. How many days does it take to print posters and invitations? How many days before the event should posters and invitations be sent out? How soon should tickets be made available?

10. SCHEDULING The basic procedure is to work back from deadlines which are difficult to control. Examples include the day of the event (D-Day) or the minimum number of days to reserve a venue prior to D-Day. Start with the tasks immediately related to these tasks, the committee head must ask three key questions: How long will it take? What other tasks must be completed before this one cab be started? What other tasks can only be started after this task has been completed?

11. BUDGETING Create a budget by identifying revenue sources and expense items. Make a conservative estimate for the revenues and expenses.

12. BUDGET A budget is the estimate of revenue and expense. Budget provides data on an event’s funding requirements as well as a means to monitor expenses. Major budget items include cost, revenue, break-even point, and cash flow: COST –the expenses or how much it will take to stage the event. REVENUE – how much the event earns in gross receipts. BREAK-EVEN POINT – the minimum point where revenue meets cost. CASH FLOW – the schedule of cash inflow and outflow. Cash needs to be ready at hand when you need it.

13. APPROVAL At this point, secure the approval of school authorities, like the Dean and/ or Vice President for Academic Affairs before proceeding to the next step.

14. SITE SELECTION Upon selecting a project, finalize the theme, date, and venue. Do an ocular of potential venues before deciding which one best fits your event.

15. MARKETING Be creative in planning your revenue sources. Ticket sales are one of the options but it is not the only source of revenue. Prepare your promotional materials and campaign for sponsorship and attendance.

16. Expect the worst. Identify all the threats and possible impediments to the event, note how each can be mitigated, and if they do happen, what each of team members should do. Write a risk management plan and disseminate it to the members of the team. RISK ASSESSMENT

17. MONITORING & EVALUATION Plan on how you are going to monitor the performance of the team. Make room for improvements and adjustments. Hold coordination meetings regularly. Make sure that everyone is well-informed and feedback is communicated properly. After executing the event, evaluate the results. Note areas for improvement to be included in the terminal report. Thank everyone after the project, with planning for the next event in mind.

18. Secure the approval of school authorities, like the Dean or Vice President for Academic Affairs. For corporations, secure approval from the management or present the study to the client. Adjust the details according to the feedback on the presentation. Make sure that you get the signature of approving authorities on the final proposal for record purposes and to avoid future coordination problems. Keep signed originals properly. Securing Approval and Permits

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