Trainer’s Methodology 1

JOHN ELSIR CUARENTAS

Trainee

Conducted by:

SIMEON SUAN VOCATIONAL TECHNICAL COLLEGE

Pag-asa, Bansud, Oriental Mindoro

INTRODUCTION

TESDA introduced Trainer’s Methodology I. the training

program aims to qualify and certify the technical trainer/assessors
to ensure the competence to trade qualification and training
delivery and assessment methodologies.

Trainer’s methodology I includes the following

CORE COMPETENCIES

1. PLAN TRAINING SESSION- This unit covers knowledge, skills and

attitude in the planning a training session. It includes identifying
learner’s requirements, preparing session plan, preparing basic
instructional materials and organizing learning and teaching resources.
2. FACILITATE LEARNING SESSION- This module includes facilitating
learning session such as preparing the workshop venue and resources
needed in the facilitating of learning session.

Learning Outcomes:

 Prepare training facilities and resources

 Conduct pre-assessment
 Facilitate learning session
 Review training delivery
3. SUPERVISED WORK-BASED TRAINING- this module covers the
knowledge, skills and attitudes to supervised work-based learning

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 process. This approach ensures learning through work activities,
strategies, to support workplace learning and work-based monitoring.
4. MAINTAIN TRAINING FACILITIES- this module covers knowledge, skills
and attitude required for the trainee to perform task and activities to
keep the training environment in a functional and safe condition.
5. UTILIZE ELECTRONIC MEDIA- this module covers the knowledge, skills
and attitude required in advance training environment using electronic
media in facilitating training, including operation and maintenance of the
equipment.
6. CONDUCT COMPETENCY ASSESSMENT- this module covers the
knowledge, skills and attitudes required in conducting competency
assessment. It details the requirements for organizing assessment
activities, preparing the candidate, gathering and evaluating the
evidence, recording assessment outcomes and providing feedback.

Learning Outcomes:

 Organize assessment activities

 Prepare the candidate
 Gather evidence
 Make assessment decision
 Record assessment result
 Provide feedback to candidate

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HOW TO USE THIS COMPETENCY BASED LEARNING MATERIAL

Welcome !
The unit of competency, “ Select Event Venue and Site” is one of the core
competencies of EVENTS MANAGEMENT SERVICES NC III , a course which
comprises the knowledge, skills and attitudes required for a graduate of this course to
possess.
You may be required to go through a series of learning activities in order to
complete each learning outcome of the module. In each learning outcome there may be
given Information Sheets, Self-Checks and Task Sheets. Follow these activities on your
own and answer the questions that are given. Look for the answer key for your
answers and check your work honestly. If you have questions, please don’t hesitate to
ask your instructor for assistance.
This learning material was prepared to help you achieve the required
competency, in Providing Post-Advice and Post-Services to Clients. This will be the
source of information for you to acquire the knowledge and skills in this particular
module independently and at your own pace with minimum supervision or help from
your instructor.
In doing the activities to be completed as required in this module, please be
guided by the following:
 Talk to your instructor and agree on how you will both organize in taking
this module. Read through the module carefully.
 Work through all the information and complete the activities in each section.
Read information sheets and complete the self – check. Suggested references
are included to supplement the materials provided in this module
 Most probably, your instructor will also be your supervisor or manager. He
is there to support you and show you the correct way to do things.
 You will be given plenty of opportunities to ask questions and practice on
the job. Make sure you practice your new skills during regular work shifts.
This way, you will improve your speed, memory and your confidence.
 Use the Self – Checks, operation Sheets or Task or Job Sheets at the end of
each section to test your own progress. Use the Performance Criteria
Checklist or Procedural Checklist located after the sheet to check your own
performance.

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 EVENT MANAGEMENT SERVICES NC III
COMPETENCY-BASED LEARNING MATERIALS

List of Core Competencies

No. Unity of Competency Module Title Code

1. Plan and develop event Planning and developing TRS 342315

proposal and bid event proposal and bid
2. Develop and event Developing an event TRS 342316
concept concept
3. Develop an event Developing an event TRS 342317
program program
4. Select an event venue Selecting an event venue TRS 342318
and site and site
5. Develop and update Developing and TRS 342319
event industry updating event industry
knowledge knowledge
6. Provide on-site event Providing on-site event TRS 342320
management services management services
7. Manage contractors for Managing contractors TRS 342321
indoor events for indoor events

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MODULE CONTENT

UNIT OF COMPETENCY : DEVELOP EVENT PROGRAM

MODULE TITLE : DEVELOPING EVENT PROGRAM
UNIT DESCRIPTION : This unit deals with the knowledge, skills,
behavior and motivations required to design an event program. Event
managers, either internal or external to the sponsoring organization, would
generally undertake this role.

NOMINAL DURATION : 8 HOURS

LEARNING OUTCOMES :
Upon completion of this module the students/trainees will be able to:
LO1. Identify conference objectives
LO2. Design conference program
LO3. Finalize program details
ASSESSMENT CRITERIA:
LO1. Identify conference objectives
1. Overall context and scope of the conference are identified.
2. Specific conference objectives are developed and agreed with in
consultation with colleagues and/or guests.
LO2. Design conference program
1. Dates and time are set to meet agreed objectives.
2. A theme is developed to complement event objectives.
3. Overall event format is developed within known budget, venue and
staging constraints.
4. Relevant components are identified, designed and integrated in the
program.
5. The use of appropriate technological options are identified and integrated
in program development.

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6. A business program is developed to incorporate an appropriate range of
activities.
LO3. Finalize program details
1. The proposed event program is presented within required timeframe.
2. Approval of program details is obtained.
3. Appropriate actions are undertaken in relation to the dissemination and
publication of the event program.

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LEARNING OUTCOME SUMMARY

UNIT OF COMPETENCY No.3 DEVELOP EVENT PROGRAM

ASSESSMENT CRITERIA:

LO1. Identify conference objectives

1. Overall context and scope of the conference are identified.
2. Specific conference objectives are developed and agreed with in consultation
with colleagues and/or guests.
LO2. Design conference program
1. Dates and time are set to meet agreed objectives.
2. A theme is developed to complement event objectives.
3. Overall event format is developed within known budget, venue and staging
constraints.
4. Relevant components are identified, designed and integrated in the program.
5. The use of appropriate technological options are identified and integrated in
program development.
6. A business program is developed to incorporate an appropriate range of
activities.
LO3. Finalize program details
1. The proposed event program is presented within required timeframe.
2. Approval of program details is obtained.
3. Appropriate actions are undertaken in relation to the dissemination and
publication of the event program.

CONDITION/RESOURCES:
The students/trainees must be provided with the following:
 LCD Projector (optional)
 Overhead Projector (optional)
 Computer
 Printer
 Software for presentation skills
 Books relating to event management
 Books and videos relating to public speaking

METHODOLOGIES:

 Discussion
 Lecture
 Simulation

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 Case study
ASSESSMENT METHODS:

 Project to develop a program for a conference

 Questioning to assess knowledge of programming for different types of conferences
 Review of portfolios of evidence and third party workplace reports of on-the-job
performance by the candidate.

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LEARNING EXPERIENCES

UNIT COMPETENCY No.3 DEVELOP EVENT PROGRAM

LEARNING ACTIVITIES

Read Information Sheet 3.1.1 After reading Information Sheet, Answer

Identifying scope and overall context of the Self Check 3.1.1 to ensure the
the conference knowledge in Identifying scope and
overall context of the conference
Self Check 3.1.1 Compare to Answer Key 3.1.1
Read Information Sheet 3.1.2 After reading Information Sheet, Answer
Developing specific conference objectives the Self Check 3.1.2 to ensure the
knowledge in Developing specific
conference objectives
Self Check 3.1.2 Compare to Answer Key 3.1.2
Read Information Sheet 3.2.1 After reading Information Sheet, Answer
Setting date and time the Self Check 3.2.1 to ensure the
knowledge in Setting date and time
Self Check 3.2.1 Compare to Answer Key 3.2.1
Read Information Sheet 3.2.2 After reading Information Sheet, Answer
Developing theme the Self Check 3.2.2 to ensure the
knowledge in Developing theme
Self Check 3.2.2 Compare to Answer Key 3.2.2
Read Information Sheet 3.2.3 After reading Information Sheet, Answer
Developing overall event format the Self Check 3.2.3 to ensure the
knowledge in Developing overall event
format
Self Check 3.2.3 Compare to Answer Key 3.2.3
Read Information Sheet 3.2.4 After reading Information Sheet, Answer
Identifying, designing and integrating the Self Check 3.2.4 to ensure the
relevant components for program knowledge in Identifying, designing and
integrating relevant components for
program
Self Check 3.2.4 Compare to Answer Key 3.2.4
Read Information Sheet 3.2.5 After reading Information Sheet, Answer
Identifying and integrating appropriate the Self Check 3.2.5 to ensure the
technological options knowledge in Identifying and
integrating appropriate technological
options
Self Check 3.2.5 Compare to Answer Key 3.2.5
Read Information Sheet 3.2.6 After reading Information Sheet, Answer
Developing business program the Self Check 3.2.6 to ensure the
knowledge in Developing business

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 program
Self Check 3.2.6 Compare to Answer Key 3.2.6
Read Information Sheet 3.3.1 After reading Information Sheet, Answer
Presenting propose event program the Self Check 3.3.1 to ensure the
knowledge in Presenting propose event
program
Self Check 3.3.1 Compare to Answer Key 3.3.1
Read Information Sheet 3.3.2 After reading Information Sheet, Answer
Obtaining approval of program details the Self Check 3.3.2 to ensure the
knowledge in Obtaining approval of
program details
Self Check 3.3.2 Compare to Answer Key 3.3.2
Read Information Sheet 3.3.3 After reading Information Sheet, Answer
Disseminating and publicizing of event the Self Check 3.3.3 to ensure the
program knowledge in Disseminating and
publicizing of event program
Self Check 3.3.3 Compare to Answer Key 3.3.3

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 INFORMATION SHEET 3.1.1
Identify conference objectives
Identifying scope and overall context of the conference

INTRODUCTION TO CONFERENCES

Conferences are among the most important events that professional event
managers organize. The term “conferences” can apply to a variety of gatherings
from a group of researchers who meet to discuss scientific results to a group of
sales people who are training.

Conference planning can be the responsibility of a corporate employee or a

professional meeting planner.

Everything about the planning of conferences. From important steps in the

planning process to conference types and their requirements.

Scope and overall context of the conference

Types of Conferences

There are as many types of conferences as there are venues. While all of the
conference types share some similarities, there are some differences: Here are
some examples:
 Academic conferences
These can be held for two main reasons. University scientists hold
them to announce research results. There is also a “call for papers” where
newly published information is presented to a group. Many conference
planning companies specialize in these types of gatherings for colleges and
universities. These companies help in publishing the research or paper, as
well. Many of these conferences are held on the campus of a large
university.

 Medical conference
Thanks to science, new advances in medicine are announced all the
time. Medical conferences are a way for doctors and other medical
professionals to keep up with these advances and to earn the needed
continuing education credits to keep their license. Often professional

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 organizations such as the American Medical Association host annual
conferences to give doctors the opportunity to earn these credits.

 Business conferences
These can be several types. (1) Annual meetings. Many companies
hold this type of meeting for shareholders to announce the company’s
accomplishments of the past year and to highlight the future. (2) If a
company has many divisions around the world, often the management
teams will get together to talk about the business’ direction and to share
best practices. This may be the only time they are in the same town. Often
these conferences are held in the same town as the company’s
headquarters.

 Training conferences
Large organizations, such as United Way, will hold these types of
conferences several times a year. This gives everyone the opportunity to
learn new information and share best practices with their colleagues. Often
training conferences will be presented by a marketing company and will be
open to anyone from any company. These types of conferences require a
classroom type of setting and easy access to restaurants if lunch and dinner
is not included in the session.

 Internet conferences
These virtual gatherings have grown in popularity as travel costs have
increased while company budgets have not. Even though they may seem as
simple as just getting online, these conferences require planning---
particularly if the participants are in different time zones.

Conference management may seem easy to an outsider: find a place, find a

caterer and set up the room. But it is much more than that. Conference
planning involves every little detail down to making sure there are enough
water glasses on each table to making sure the sound system works. These
tasks are usually distributed to several people and vendors but are usually
over seen by a conference manager, who carries a huge responsibility. Any
small mistake can put a damper on the entire event.

It all comes down to purpose, to creating clear goals and measurable objectives
for your event. The key: research and analyze the needs and interests of the
event stakeholders (e.g. event sponsor, potential participants.) How do you do
this?

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1. Conduct an Environmental Scan:

Gather and assess already available information including:

 History of same or similar events held by organization or competitors.
 Advancements in an industry segment.
 Legislative or regulatory changes.

SUM UP:
Google your heart out!

2. Research information about the potential event attendees.

“Mine the gold” from the audience.

The information can be gathered through:

 One-on-one interviews
 Reach out to potential delegates through LinkedIn or directly
through their organization. Ask them for 10-15 minutes of their
time to interview them about potential topics and speakers for the
conference. Don’t be afraid to reach out. Majority of people are
pleased to help.

 Surveys
 Could be administered to all or a random sub-section of a large
database of potential participants – if such database is available
(from previous events, for example).

 Focus Group Discussion (FGD)

 Typically 10-12 people, representative of the target audience.
 It can be done in person or by conference call.
 Facilitating a focus group could be tricky so some experience is
preferable. Prepare your game-plan including all the questions you
are going to address in advance.

 Educational programming committees:

 Commonly used to establish direction for programs offered at
associations
 Usually voluntary group with a vested interest in program content
 Balance committee recommendations with information gained from
the research

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  Many associations (particularly medical) require field professionals
on the committee to qualify for credit from a national or local
organization
 Not the same as focus group, but very similar in regard to
administration of the group. One of the main differences is that the
participants in the programming committee most of the time have
more executive power to make decisions about the even than focus
groups members who are invited sometimes only to make
suggestions about potential agenda for the event

Whether you are conducting a one-on-one interview, a focus group or

facilitating an educational programing committee meeting, ask the participants
questions about:

 Their background: education, industry experience, trade publications

followed.
 What past events have they attended and what future events are they
planning on attending?
 What dates do they have available for future education?
 What are some of the issues they encounter in their day-to-day job?
 What topics and speakers would they like to see featured at the event?
 What is their opinion of past events (educational content, format,
speakers, networking, location, etc.)?
 What are some suggestions for event improvements?

Tip: Offer incentives to encourage participation in the interviews, surveys,

focus group or planning committee such as a complimentary registration
to the event (or part of the event).

SUM UP:
Know your audience: who they are and what their educational needs
entail! Engage with potential attendees through different methods.

3. Develop measurable objectives and overall goals of the event.

After needs and interests of potential participants are identified, it’s time to
develop measurable objectives and overall goals for the event, which will also
be the basis for program design.

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 SELF CHECK 3.1-1

TRUE OR FALSE:

Tell whether the given statement about products and services is True or False.
Write T if the statement is True and F if the statement is False. Write your
answer to the separate sheet.
__________1. The term “conferences” cannot apply to a variety of gatherings
from a group of researchers who meet to discuss scientific results to a group
of sales people who are training.

__________2. Medical Conference – Scientists hold them to announce research

results, where there is also “call for papers”.

___________3. Training Conference – This is being held the United Way that
requires classroom type settings and gives everyone the opportunity to learn
new information.

___________4. History of same or similar events held by organization or

competitors is included in Conducting an Environmental Scan.

___________5. Develop measurable objectives and overall goals of the event are
not important.

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 ANSWER KEY 3.1-1
TRUE OR FALSE

1. F (can)
2. F (Academic Conference)
3. T
4. T
5. F

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 INFORMATION SHEET 3.1.2
Identify conference objectives
Developing specific conference objectives

Objectives state what the participants will have learned by the end of the event.
Goals are broader statements and they state the purpose of attending the event
in a general way. Goals could be referred as “statement of purpose.”

When writing objectives include what participants will learn or what skills they
will develop: e.g. “By the end of this session, participants will be able to
establish new protocols for emergency planning and preparedness in their
organization.”

Share the goals and objectives with all stakeholders involved in the event (staff,
committees, sponsors, venue, suppliers, vendors, speakers, participants, etc.)
and use them in the marketing of the event.

SUM UP:
Invest the time at the beginning of the process and carefully describe the goals
and objectives. You will be surprised with the pay off.

DETERMINING OBJECTIVES

How to evaluate the purpose of an event well before the planning process
begins?

Conference managers encounter the following advice in almost every article,

book and website about planning: “First, you have to know your conference’s
objectives.” All new planners should make that sentence their mantra, because
articulating the function’s main objective is the key. Without them, the
conference has no foundation.

Too often, planners review event evaluations while scratching their heads and
thinking, “So that’s what the attendees wanted to get out of the conference.” Or
the budget recap comes back with a bloated number but nothing measurable
to show for all those spent dollars. These scenarios can be avoided by letting
solid objectives set the agenda.

Creating a strong objective is one area few conference management seminars

cover. As a conference planner, one of the pet peeves is when a client’s

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description of the event that the planner is hired to work on is missing critical
element.

Preparing objectives helps define many areas of conference management,

including marketing, content planning and evaluation. Clear objectives should:

 Enable potential attendees to determine if the activity is appropriate

for them.
 Provide focus for the instructors in preparing material and choosing
the most appropriate educational method.
 Serve as an evaluation tool to measure the success of the conference.

Written objectives also help in the basic planning of an event or project. For
example, the booth size, number of staff needed and appropriate preshow
promotions for an exhibit depend on the number of leads desired the ultimate
objective.

GETTING IT DONE

Preparing objectives is not glamorous and can be tedious (which may explain
why the task is not always done), but it’s not difficult either. There are two
types of objectives process and outcome.

Process objectives relate to internal operations, and effort and efficiency

issues.
Outcome objectives relate to the impact a conference or event has on
attendees. Outcome objectives also are known as learning, performance,
instructional, educational or behavioral objectives when they are for an
educational event, and especially when continuing education credit is earned
for attendance.

For well-written educational objectives, the criteria are simple: They must be
specific, measurable, attainable, realistic and time-related (SMART). Learning
objectives also define what the audience will be able to do after attending the
meeting, not what the instructor will be presenting during the class.

Objectives are not the same as the goal of the conference or a description of the
event. For example:
Goal: To provide an educational opportunity for communications managers to
write better copy.

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Description: This six-session course focuses on the importance of good writing,
the characteristics of useful marketing materials and the pitfalls of sending out
badly written materials.

Objectives: At the end of the course, the participant will be able to:

1.Understand the importance of good writing in press releases, media

kits and company reports.
2.List key elements that should appear in all company communications.
3.Prepare well-written materials that require minimal editing.

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 SELF CHECK 3.1-2
ENUMERATION. (10points.)
Name the items that is being asked on each questions and write it on a separate sheet.

1. List the five characteristics to consider in creating conference objectives?

a.
b.
c.
d.
e.
2. What are the two types of objectives?
a.
b.
3. Give at least three stakeholders involved in the event.
a.
b.
c.

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 ANSWER KEY 3.1-2
Enumeration.
1. List the five characteristics to consider in creating conference objectives?
a. Simple
b. Measurable
c. Attainable
d. Realistic
e. Time-related
2. What are the two types of objectives?
a. Process Objectives
b. Outcome Objectives
3. Give at least three stakeholders involved in the event.
a. Staff
b. Committee
c. Sponsors

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 INFORMATION SHEET 3.2.1
Designing event program
Setting date and time
The first and most important aspect of running a professional event is starting
early. Before you contact speakers and allure attendees to a conference, you need a
time and place. Book the perfect conference venue for your event before you start
developing your plan. That would be six months prior to the event.

Finding the perfect conference centre is a priority. However, before you contract
the venue, you need to decide on a date. Choosing the time of the event should happen
six months prior to the conference.

IMPORTANT ASPECT TO CONSIDER:

 Take into account the fact that many venues must be reserved months before the
event.
 Make scheduling arrangements depending from how far the speakers and
attendees may travel. It is important to let them know the date of the event months
before you even start setting up the conference agenda.
 There may be also other type of constraints on the time you choose owing to
particular situations. There may be other events taking place at the same time
such as festivals or political campaigns, and even elections. Make sure you
conduct an onsite research and find out the industry norms in your area.
 The length of the event is also important and depends on how many participants
will attend. Estimate the number of speakers and attendees. It is recommended to
plan two full days for a conference of 250-300 people. This seems to become an
international norm.

TIPS ON HOW TO CHOOSE TIME OF THE CONFERENCE:

 Avoid holiday periods. Participants rarely attend conferences during holidays.

 Never plan a conference during the weekend. From organizers to speakers and
contractors, conferences mean work, hence they should happen during the week.
 Set the event on a Thursday and Friday and give attendees the opportunity to
play the tourist during the weekend.

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 SELF CHECK 3.2.1

Essay. (10points.)
Answer the following questions with the best of your knowledge.

1. What are the things we should consider in setting date and time of the event?
2. Do you think it is best to start designing a program early? Why?

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 ANSWER KEY 3.2.1

Model Answer
Essay. (10points.)

Answer the following questions with the best of your knowledge.

1. What are the things we should consider in setting date and time of the event?

In setting of date and time, the venue should be considered where it must be
reserved months before the event. Moreover, speakers and attendees should
also be advised so that they’ll be able to save the date for the event and estimate
the travel time. Considering the events including festivals, holidays and even
political campaigns in the location of venue must also be planned.

2. Do you think it is best to start designing a program early? Explain your answer.

Yes, designing a program early can help us determine the possible challenges
that may affect the preparation of the event. Foresee, the pros and cons of the
event that will be held.

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 INFORMATION SHEET 3.2.2
Designing event program
Developing theme

Selecting Relevant Theme

Theme is the subject of discourse in every event. A theme offers a condensed version of
what you’re interested in accomplishing. Things you’ll want to consider when selecting
an effective theme:
– Your audience and their interests/needs.
– The host city and how it ties in.
– Something that is in line with your objectives that personifies them, but still leaves
some room for interpretation.

Once a theme is selected, it should instill all aspects of your conference.

 A Theme Unifies Objectives and Provides Focus for Events

Themes don’t have to be kitschy costume parties. They can be creative

or serious but they should always focus on a business objective. For instance, a
“Focus on the Future” theme sets the tone for presentations, conversation, and
innovation. It signifies to the conference goer that this will be a forward-
thinking event. You won’t be hashing out the same old topics. You’ll be charting
a course for future success.

A successful theme shapes your conference agenda and personifies

your objectives for the event.

 Keep Content Interesting with an Event Theme

Your signature event requires a lot of content support. You’ll create

content on the host city, content around the keynote speaker, miscellaneous
content for newbies, etc., but after a while your event content can start looking
formulaic and like everyone else’s, especially if you begin marketing and
creating the content shortly after the last event ended. That’s nearly an entire
year of content surrounding your event!

A theme gives you something new to say about your content – a new
filter with which to create. It should color your social media posts as well as
your video and written content. A theme also draws people in, makes your

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 content feel unique each year (and not another post about what to bring to
conference), and gets people excited about the event. It helps attendees draw
connections, which makes people more engaged and supports more lively
discussion.

 A Theme Generates Buzz

Attendees will get excited about a well-chosen theme. If you take the
time to select something with mass appeal to your constituency, one that
resonates with them, they will help you with the marketing of the event. The
excitement will build with each piece of shared content and their posts may
elicit questions from others who see it in their streams. Themes are interesting.
Themes draw a crowd.

Themes effectively shape your marketing collaterals and the big reveal
of what your yearly theme is can generate a buzz on its own.

 Speakers Feel and Understand Direction with a Theme

One of the hardest things to do when you select a big name keynote
speaker (and any speaker outside of your industry for that matter) is to ensure
s/he understands your audience and their needs. In order for the keynote’s
message to resonate with them, the presenter needs to speak the language of
your audience. They need to understand your audience’s concerns and goals
from an industry perspective. For the largest emotional appeal, speakers need
to know what keeps most of your audience up at night.

When you create a theme you’ve taken that into account. Your theme
should, and must, resonate with your group. It will give the speaker meaning,
context, and focus for his/her content. It provides a subtle direction of lens in
which to view his or her approach.

 Themes Have a Visual Appeal

Themes bring visual appeal to your message. The theme can, and
should, influence everything from your meeting logo to your catering and
snacks. Attendees should be able to glance at components and collateral in a
large conference center with multiple conferences occurring at once and know
which ones are yours merely by scanning.

Your conference theme anchors and shapes all visual aspects of your
event including logos, apparel, giveaways, and other graphic representations of
your event.

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In Conclusion

A theme is not a silly party. It is a meaningful reflection and interpretation of

your event’s goals and objectives. It functions as the elevator pitch for your conference
and helps people understand in a very short period of time what your event is trying to
accomplish. You don’t need a theme for your conference to be successful but why pass
up a way to encapsulate your mission to your attendees and the outside world in such
an effective way.

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 SELF CHECK 3.2.2
Multiple Choice.
Answer the following on a separate sheet.

1. Which of the following should be considered in selecting an effective theme?

A. audience and host city
B. room temperature
C. colors that attendees wanted
2. What is a theme?
A. Theme is a kitschy costume parties.
B. Theme is the shades that the venue should be.
C. Theme is the subject of discussion of an event.
3. Why is it important to develop a theme?
A. It provides entertainment.
B. It personifies the objectives of the event.
C. It gives attendees the idea of what color to wear.
4. Which of the items should be the characteristic of a theme?
A. Theme should unify and provides focus on the event.
B. Theme should be catchy.
C. Theme should colorful.
5. What is the function of a theme in an event?
A. It helps people understand what you’re trying to accomplish in a
short period of time.
B. It helps people to think who are the attendees.
C. It helps people identify the date and time of the event.

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 ANSWER KEY 3.2.2
1. A.
2. C.
3. B.
4. A.
5. A.

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 INFORMATION SHEET 3.2.3
Designing event program
Developing overall event format

This section gathers the essential aspects to consider when choosing the perfect
conference venue, from the type of event you are planning, to location facilities and
costs.

Important factors to consider:

- Type of Venue - Cost

- Location - Technical: I.T. and Audio-Visual Equipment
- Size of the Event - Accommodation & Leisure facilities
- Accessibility - Car Parking
- Availability - Catering
- Suitability

 Type of Venue

The second goal of a professional organizer is to find the venue that suits the
type and overall concept of the event. Generally, there are three types of venues
you can book in your city:

1. University buildings: these are fairly cheap and suitable for small,
academic events.

2. Independent venues: these are more expensive and distinctive, but are
limited in seats and availability during the year.

3. Hotels: these are the most expensive venues, ideal for corporate events
that benefit from a large budget.

 Location

Regardless of the type of venue you find to be most suitable for the scale of your
conference and business needs, the location has to be welcoming and serene.

If you are looking for a peaceful location, a complex surrounded by beautiful

gardens and even set in a lush woodland is your best choice. The more
picturesque it is, the better.

However, the location you choose should address the following questions:
 Conference facilities: where will the event take place?

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  Accommodation: where will the conference guests sleep?
 Parking & Transportation: how are they going to get to location?

Also, if the venue does not provide en-suite bedrooms, dining rooms, or coffee
lounges, make sure there are restaurants and other points of interest nearby to
facilitate accommodation and additional event networking opportunities.
The touristic potential of the location is another aspect to take into account.
Conference people love the chance of playing the tourist and discovering new
places.

 Size of the Event

It is no use to book a venue that can accommodate hundreds of participants for

a small group of delegates. Alternatively, it is unprofessional to book a small
room for a large-scale conference just to save money.

 Accessibility

The proximity to airport and other means of transportation (rail or automobile)

is paramount for maximizing event attendance. Before you book the venue,
ensure that transportation needs are taken into account.

For instance, if you are organizing a corporate event and the attendees are high
level executives constrained to take multi-stop flights, you may lose important
participants. Likewise, if they choose to drive to the event, ensure there is a
valet service for attendees or at least an ample parking.

 Availability

Once you check the availability of the venue according to the date you have
previously set, check if other spaces are available too, such as nearby hotels or
onsite facilities like VIP lounge and SPA. These will impact the traffic in general
areas, hence the networking opportunities of the event.

 Suitability

Not only that the venue should complement the event image you want to
project, but it should also suit the profile of your targeted audience.

Don’t forget about sponsors and stakeholders. Make sure there won’t be other
onsite events to clash with your event or branding concept.

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 Cost

Even if you do not have a thoroughly built budget plan at the time you book the
venue, the implied financial constrains should be conveyed to the venue from
the start.

Anticipate the overall costs of the event before you consider a five-star hotel.
The venue should adhere to quality and safety standards and keep your
attendees well-nourished and hydrated.

TIPS:
Consider negotiating with the venue representatives. If you have found the
perfect fit for your conference, but the costs exceed your budget, suggest
lowering the venue fee for a multi-year contract.

 Technical: I.T. and Audio-Visual Equipment

All of the above should be part of the ideal conference venue. Additionally,
before booking the venue, ensure every conference room has the necessary
audio-visual equipment and tech support.

Technical Checklist:
 Projection screens & cordless microphones;
 Wi-Fi access, heavy duty cables and charging stations;
 Light fittings & power points.

See if the venue offers charging stations and Wi-Fi availability for all
participants. Nothing is more annoying that wandering around to search for Wi-
Fi or having the smartphone or laptop discharged.

 Accommodation & Leisure Facilities

If the conference is going to run for two days, overnight accommodation with
unlimited Wi-Fi facilities and quality dining opportunities should be at the top
of your checklist at this point.

Always check the adequacy of facilities in a venue, as well as the leisure

opportunities before you book it. If the conference venues you look for should
and claim to have dedicated meeting and leisure facilities, check the following:
 Conference rooms.
 Meeting and training rooms.
 Gym and sport facilities.
 Coffee lounge & dedicated bar.

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 See if the venue offers charging stations and Wi-Fi availability for all
participants. Nothing is more annoying that wandering around to search for Wi-
Fi or having the smartphone or laptop discharged.

 Car Parking

For minimum hassle, choose a venue that offers free on-site parking. However,
if the conference venue charges for the facility, make sure you include that in
your budget.

 Catering

If the location you choose also provides food services, that’s even better.
Otherwise, you will need to contract another service and supervise the
coordination of suppliers.

Still, you will have to decide on a menu and handle any special guest queries. It
is essential to:
 Consider the dietary restrictions of each attendee such as allergies or
preferences that make planning rather difficult.
 Order any special ingredients, favor’s, or other necessary items that are
not available at the venue.

Let the venue know about any special requirements in advance so the
caterer can create options to suit all needs.

Here, at Lane End Conference Centre, we can accommodate any special

dietary requirements, including vegan, nut-free, kosher, gluten-free, or dairy
free. For more information, check out our dedicated catering page.

Top tips on how to book a venue:

 Choose a suitable location for the type of conference and number of
participants you have planned.
 Insure that obligations, such as insurance, health, and safety, are adhered to.
 Get involved into venue management if needed. Communicate effectively with
the caterers, stand designers, contractors, equipment hire, and so forth.
 See if the facilities for car parking, security, hospitality, and the media are well
taken care of at all time before and during the event.

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 SELF CHECK 3.2.3
Vocab Point. (10points)
Define the following terms that should be considered in developing event format.
1. Venue
2. Accessibility
3. Availability
4. Cost
5. Location
INFORMATION SHEET 3.2.4
Designing event program
Identifying, designing and integrating relevant components for program

Form A Powerful and Creative Team

This section will list the main jobs that need to be done. At the same time, we will
bring into light the importance of building and coordinating a creative and effective
team that identify, design and integrating relevant components for program.

As a conference coordinator you will take major decisions, but you will also need
support. Therefore, before you select the right people for each job, you should call
together a conference committee.

Having more than one person to ensure that you pull everything together and have
enough perspective on the event, will streamline your overall workflow.

Who’s Who: Team Roles and Duties

1. Administration Team: ticket sales, budget, attendee database, main point of
contact.
2. Communication & Marketing Team: media partners, promotional materials,
social media, website.
3. Event Team: venue affairs, hotel, parties, catering.
4. Sponsor Affairs: fundraising and contracts.
5. Volunteers: registration, on-site preparations.

Recruit Volunteers

You should recruit volunteer’s months ahead the conference even if they will help out
on the event day or starting with the previous afternoon.

Volunteers are typically young and enthusiastic. That is why they can do a great job
with registration affairs, venue preparations, and attendee queries.

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Ask For Help

Don’t be ashamed if there are administration and management aspects you do not
know how to handle.

You may be having excellent people skills, but deal with difficulties when it comes to
creating and maintaining a budget. Ask for expert advice and make use of helpful
tools.

Top Tips

 Don’t act like a manager! Be part of the team. Formally speaking, you will
have to coordinate staffing requirements and staff briefings. The secret to a
well-performing and well-motivated team is to make everyone feel
comfortable with their role.
 Find people with specific skills: publicity, social media, administration,
budgeting.
 Make sure everyone is on board.
 Choose a motto to motivate team players more. “Team efforts achieve
miracles” sounds great, don’t you think?
 Get everyone’s contact details . If you are planning on organizing an annual
conference, you may want to contact valuable team members for the
following year too.
 Learn to say “thank you” more often and reward your team for its
achievements.

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 INFORMATION SHEET 3.2.5
Designing event program
Identifying and integrating appropriate technological options

When you ask most event planners what kind of technology they typically utilize at
their events, they’ll reply with things like “using a big screen for main stage events” or
“PowerPoint projectors for every breakout session.” Those things are important, but
they are just the tip of the iceberg for event planner technology.

Unfortunately, many event planners (aside from those who specialize in the tech
industry) shy away from technology. They may be familiar with some of the new
technologies available, but they don’t utilize them consistently and end up missing out
on important opportunities. If you don’t embrace and use technology in every event
you plan, your attendees will notice and will find ways to use the technology without
you. Therefore, the sooner you embrace your technological options, the better all your
events will be.

Listed below are a few of the technologies to consider using as you plan your next
event. Some are best when used before the event to help you prepare so everything
comes together smoothly, and others are designed to be used during the event.

Before Your Event

1) Interact with your speakers.

Communication with the speaker(s) about the event’s goals is critical. Good speakers
will tailor their message to meet your needs. But rather than just communicate with
your speakers via phone and email, interact with them before the event (and even have
them interact with each other) to ensure everyone understands the event’s goals. With
a tool like Google Hangout (Messenger, WhatsApp, Viber, etc.) you can have up to 10
people on a video conference. Use this to build rapport between the speakers and the
entire event team so your conference projects a truly unified and cohesive image to the
attendees.

2) Use social media to promote the event.

Tweet about the upcoming event on Twitter and add status updates about it to
Facebook and Instagram. Additionally, ask your speakers to provide a pre-event video
where they talk to the attendees about the upcoming event and what to expect from
their session or keynote. Post these videos all over your social media to generate
publicity and encourage more people to register.

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3) Make your event materials mobile-friendly.

Stop handing out printed event materials! Instead, make your program and handouts
available online as a PDF download. This enables attendees to have all the materials
available on their tablet or smartphone, and they don’t have to worry about losing
pieces of paper. Also, create a mobile app for your event that includes access to all the
event’s handouts. It’s easier and less expensive than you think!

During Your Event

4) Internet access is a must!

Many hotels offer free Internet access in the lobby or in the guest rooms, but they
don’t offer it for free in the conference areas. As a result, many event planners decide
not to offer Internet access, believing it’s not necessary. Big mistake! If your attendees
can’t access the Internet, post a tweet, or even check their email, they’ll leave the
conference area to do so--and they might not return. If the hotel is going to charge you
for Internet access in the conference area, then find a sponsor to pay for it. Remember,
a great event starts with attendees being able to have access to their lives via email,
web and social media.

5) Videoconferencing/Webcasting can expand your reach.

Sometimes people want to attend your event but for various reasons, they can’t.
Rather than lose their registration, why not have them attend the event virtually?
They’d still pay a registration fee, but they’d attend via a service like Philippine
Webinars (www.philippinewebinars.com). You could also use these technologies to
forgo the physical event and conduct the entire event virtually.

6) Encourage attendees to use Twitter during your events.

Create several Twitter hashtags—one general one that applies to the industry or
organization, as well as individual ones that are specific to each presentation,
breakout session, or keynote. A hashtag is simply the hash (#) symbol followed by a
word or acronym used to group related tweets. Make these hashtags known and
encourage attendees to use Twitter for their note taking, utilizing the hashtags as they
tweet. Since Twitter only allows 140 characters per tweet, people will need to concisely
summarize the content, which is actually a benefit. According to researchers,
summarization helps boost retention. Even people who don’t use Twitter can post
tweets and follow the conversation using a tool like Facebook. This tool also enables
you to moderate the posts and do live event streaming.

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7) Keep smartphones on to promote texting.

Rather than ask attendees to power off their smartphone, encourage them to leave it
on and text the presenter as he or she is speaking. This will dramatically increase
audience participation. For example, audiences can send text messages while speaker
delivers content. Audience members then text questions and apeaker answers them
throughout the keynote and training events. This approach takes away the fear
attendees may have of publicly asking a question.

Remember, the ultimate goal of each event is to influence your participants. Therefore,
don’t use technology simply because it’s exciting or cool. Use it wisely, based on your
objectives, and make sure it’s part of your long-term strategy. When used correctly,
technology will enhance your event, making both you and your organization
successful.

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 INFORMATION SHEET 3.2.6
Designing event program
Developing business program
Set up a Solid Plan

We will continue with the overall concept and plan that should be ready at least six
months before the conference.

Note: the following guidelines applies to any type of event you plan on organizing.
However, if the conference is larger in scope and has over 150 participants, you
should consider begin early stages of planning eight months or even a year in advance.

Important aspects to consider:

- Choosing theme and name
- Look for branding opportunities
- Set a budget
 How to build a budget successfully
- Accomplish tasks
-
 Choosing theme and name
Choosing a theme from early stages is paramount as you will need to create a
logo and other themed items about four months prior to the event. Your
conference needs a name too.

Marketing-wise, both the theme and name of the conference should be

adequate to the industry field the event addresses, and invite everyone to talk
about it too.

 Look for branding opportunities

Think ahead branding opportunities. If the budget allows, you should hire a
designer to create a brand for the event.

Choose a catchy name and a representative logo for the event theme to use on
tickets, posters, brochures, programmers, and social media coverage.

Consider if there are branding opportunities available throughout the venue.

Maybe you can use an on-site marquee or a place signage.

 Set a Budget
One of the main responsibilities of a well-prepared organizer is to build the
event budget. There is no way you can start implementing a plan without
knowing how much money you can spend. The key is to set monetary limits and
make sure everyone adheres to them.

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 Important things to include into your budget plan: venue and marketing costs,
team members and speakers’ fees.
 How to build a budget successfully
1. Set the upper limit of the amount you can spend on the event.
This would be the overall budget amount.

2. Decide on what tools you are going to use to actually build the
budget plan. There are online budgeting tools you can use, but
you may also stick to the usual spreadsheets.

3. Set up categories such as venue expenses, entertainment, rentals,

marketing (event website, advertising materials), leisure activities
(sports, spa), awards (prizes, favours), printing (invitations, name
badges, programmes).

4. Then put down budgeted amounts for individual line items that fit
each category. For instance, Catering may include food, beverages,
cakes, as well as catering staff fees.

Tips:
You will see that the budgeted amount may not coincide with the
actual costs. Try to negotiate payments and consider production loss
too.
Carefully set a registration fee that can cover professional help and
catering facilities.

 Accomplish Tasks
When it comes to planning, you will see this is a very detailed ongoing process.
Time is precious and there are tasks to accomplish at different time frames.

 Early stages of organization should include:

 Setting a Date
 Choosing the location
 Gathering a committee
 Setting a budget
 Find Sponsors
 Book influential speakers

 Two to four months prior to the conference you should:

 Publicize the event
 Engage the Media

 Three to six weeks before the conference you should:

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  Generate shopping lists. You will be coordinating supplies so you
need to purchase basic kit including batteries, scissors, duct tape,
paper, safety pins
 Purchase non-perishable items;
 Calculate anticipated attendees;
 Purchase and personalize thank you notes;
 Create a photo checklist with group and event photo ideas.
 Consider a suitable outfit: is it a fancy-type of conference or a more
formal but less pretentious seminar presentation?

 Two to four weeks prior to the big event you should also:
 Prepare floor plan. See where everyone will be seated. Also plan room
layouts too, as well as the entertainment program.
 At this point you will have to schedule workshops or demonstrations
too.
 Ask a team member to go through all items, check and double check
everything.
 Purchase remaining items and make sure everything is well-stored
until the event.
 Confirm with all contracted help, including the photographer,
speakers, caterers, bands, etc.
 Check equipment and lighting.
 Start printing out the conference program.

 The last-minute tasks you will perform one-two days prior to the
conference. Ensure you:
 Have all important phone numbers saved on phone. These include
the team member’s, all services’ (venue & contractors) numbers.
 Pick up last minute items such as balloons, flowers, and ice.
 Pick up rental items you have booked in advance.
 Prepare payment for all those involved in the organization and smooth
running of the event.
 Begin setting-up early so you will deal with less unexpected
situations.

 On the day of the event you should:

 Ask for feedback
 Say “Thank you” to everyone involved

Tips:
Develop a straightforward plan and stick to it.

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 The plan will shape every decision you make. Knowing what you should
convey as well as the right people to help you out before you begin, will
ease the stress of moving forward.

Engage Influential Speakers

Overview: Booking the perfect speakers to participate in the conference is no easy
task. We have a few useful tips and recommendations to help you out.
Recommended Timing: six months prior to the event.
Important Things to Consider
 Once you have decided on a topic, ask your marketing team to find
inspirational professionals and industry leaders to contact.
 Create an ordered guest list. Make sure you include more names than you plan
on including into your agenda. Once the time to invite them comes, you can go
through the list top to bottom and stop contacting the as soon as the slots are
filled.
 Don’t throw away your guest list. Speakers may cancel their engagement
shortly before the conference and you may have to take up the list again.
 Contract a big headliner and ask if you can use his or her name on promotional
materials. That will convince other people to participate.

TOP TIPS ON HOW TO BOOK AND TAKE CARE OF SPEAKERS:

 Take into account the appropriate compensation for every speaker.
 Consider every speaker’s needs and special requirements. These may refer to
dietary preferences, transportation, or accommodation.
 The conference needs a few renowned speakers to validate itself. Potential
attendees will first take a look at the programme.
 Nonetheless, you should invite less well-known speakers too. Consider local
talents. This will help you save money on accommodation and transportation.
Ask the speakers if they need supporting equipment for their presentations. These
include: big screens and projectors, computers, etc.
Kindly ask the speakers to blog about the conference or share the event on major
social media channels. This will increase the event awareness and generate more
registrations.

Date Developed: Document No.

EVENTS November, 2017 Issued by:
MANAGEMENT
SERVICES NC III
Prepared by: SSVTC Page 42
JOHN ELSIR
Develop an Event CUARENTAS of 46
Program Revision #00
 INFORMATION SHEET 3.3.1
Finalize program details
Presenting propose event program
Whether it is the brochure of the event, the conference online page, or a slideshow you
create, presentation is key. Communicate with marketing and PR specialists to
promote the conference impeccably.

Create a Hot Topic Agenda

At this point, you should have a name and a theme for the conference.
Conference come in many types and each industry requires a different approach. Now
it is time to decide how the conference will actually play out.

The event agenda is essential to attracting attendees. As they will pay a fee to
attend, the more reservations, the bigger the budget to work with will be. From this
point of view, the topics and activities you include on the agenda should address a
targeted audience.

Here are a few organizational tips:

 Begin building the agenda four months prior to the conference.
 Identify the profile of the “ideal” attendee.
 Don’t throw away your guest list. Speakers may cancel their engagement
shortly before the conference and you may have to take up the list again.
 Know how large the market is and determine how you can effectively rich it.
 Keep in mind that the type of sessions and activities you include in the
program will influence the way you promote the event.
 Decide on a content that is most meaningful to your target audience.
 Also, decide on what type of entertainment to include in the program. This
may range from comedy shows to concerts and local tours.

If unsure how to proceed next, stick to the common conference format and norms:
 Begin with a keynote or presentation given by an influential name in the field.
Start in the afternoon and end with a dinner.
 For the remaining day or days of the conference, you should divide the
agenda into short sessions.
 Adjust the length of each presentation according to the proposals submitted
by participants.
 You can plan one session at a time or have several sessions running
concurrently.
 The type of session depends on the specific of the conference. They can range
from workshops to power-point presentations and open-floor exhibitions.

Date Developed: Document No.

EVENTS November, 2017 Issued by:
MANAGEMENT
SERVICES NC III
Prepared by: SSVTC Page 43
JOHN ELSIR
Develop an Event CUARENTAS of 46
Program Revision #00
  Include workshops, film screenings, and other entertaining moments
regardless of the type of conference you organize. High-quality papers
should be just the skeleton around you plan the conference. Playlists,
slideshows, or other media will spice up the program.
 Finally, end the program on a high note. Go for a motivational speech or a
challenge to the attendees.

Additionally, you may want to include other important moments into the
conference schedule such as business meetings and awards. Don’t forget
about lunch and coffee breaks.

Create Eye-catching Program

Simple invitations are not enough when it comes to attracting attendees and
sponsors. Smoothly designed programs are powerful marketing tools to entice people
to attend your event and one of the essential aspects of conference development.

So, once the agenda is ready, the next mandatory task for your marketing team
to accomplish is designing or ordering high quality booklets and other promotional
materials.

Important things to consider when creating the program:

 The conference theme: the program should give a glimpse into the main
topics of the event agenda.
 The attendee profile: think about the audience and its needs.
 The speaker profile: read about your speakers and include a short bio of the
key-speakers.

Date Developed: Document No.

EVENTS November, 2017 Issued by:
MANAGEMENT
SERVICES NC III
Prepared by: SSVTC Page 44
JOHN ELSIR
Develop an Event CUARENTAS of 46
Program Revision #00
 INFORMATION SHEET 3.3.2
Finalize program details
Obtaining approval of program details

Once everything is set in event program and all are approved, as an event organizer
you will also need to find marketing and financing solutions. You may have the
opportunity to sell sponsorship space to potential partners. In this section, we will
discuss the benefits, as well as the disadvantages of including sponsors into your
plan.

Find Potential Sponsors

Recommended Timing: six months before the event.
Not all conference organizers look after sponsors. Why? On one hand, they are an
important source of money, especially if you have a limited budget and you need to
make deposits during the preparation stages. On the other hand, sponsors will
influence the overall image and content of the conference.
On the minus side, they want to get a say in the conference content. Some even want
to host presentations and have their own speakers. Placing their logos on all branding
materials is a compromise you will have to comply with.
One of the trickiest aspect to consider when including sponsors into your plan is the
layout of the venue. Many sponsors will ask for exhibition stands. Decide early if you
want to go further with that and if the venue allows for it. Sponsor stands require
extra space, but also two or three people in charge there.
On the plus side, however, sponsors give you money you can work with as you plan
the event. Not only they influence the budget, but they also might have a positive
impact on the conference content if they include industry leaders to touch on the topic
you choose.
Top Tips:
Make sure sponsors are suitable to the theme and overall content of the conference.
Offer sponsor stands only if you have the ideal spots in mind after visiting the venue.
Whether the setup is possible depends on the venue.
Try to set the budget without including sponsor funds just to see if running the
event is possible this way.

Date Developed: Document No.

EVENTS November, 2017 Issued by:
MANAGEMENT
SERVICES NC III
Prepared by: SSVTC Page 45
JOHN ELSIR
Develop an Event CUARENTAS of 46
Program Revision #00
 INFORMATION SHEET 3.3.3
Finalize program details
Disseminating and publicizing of event program

This is the most exciting part of the program, where you will be announcing an
upcoming conference. There are methods into creating and publicizing the event to
obtain numbers of attendees.

Furthermore, you ask can speakers to have a recording of the pre-event video
where they talk to attendees about the event and what to expect from it. Then it can
be posted over social medias to generate publicity and encourage more viewers to
register. Hence, you can also disseminate the event through leaflets or other
advertising methods.

Create a Website
Besides professional advertising materials, digital presence is key to organizing
a conference effectively. These days, creating an online page for promoting your event
is not only mandatory, but also super easy. To get a highly usable and spectacular
website for the conference, we recommend you to hire a designer.

Here are the important things to consider when creating a website for your event:
 Find an available domain to include the conference name or a meaningful
derivative of it.
 Be sure to include all important details for the conference: date, location,
name of influential speakers and industry leaders participating.
 Upload registration information and create a link for potential attendees to
access.
 Embed the program once it is designed, as well as an event calendar.
 List the URL on all promotional materials.
 Update the conference website during the preparation stages.

Promote on Social Media

Building a strong online presence is all about using the social media tools
effectively to enhance communication with potential attendees, increase event
awareness and ticket selling.
 Create a Facebook page for the conference, especially if you plan on
organizing the event annually.
 Create a hashtag and begin using it two to four months before the
conference to share event info.
 Invite speakers to blog about and share the event on their social media
channels. This will give a boost to the overall conference attendance.

Date Developed: Document No.

EVENTS November, 2017 Issued by:
MANAGEMENT
SERVICES NC III
Prepared by: SSVTC Page 46
JOHN ELSIR
Develop an Event CUARENTAS of 46
Program Revision #00