TH1602

THE EVENT EXECUTION AND EVALUATION

EVENT EXECUTION AND ON-SITE ACTIVITIES

• Rehearsal – this refers to the practice or run-through of the event program before the day of actual
performance.
• Ingress – also known as move-in; this is the move-in operation before the event. It is usually determined
upon signing the contract with the venue.
• Briefing – this refers to the staff meeting before show time.
• Egress – also known as move-out; this is the move-out operation following right after the event.
Source: Altez-Romero, 2015

D-day – this refers to “the day” of the event.

Things to do on D-Day:
Committee Things to Do
Registration Committee • Provide the guest with the first impression.
• Conduct registration activities, which include signing the attendance sheet and
distributing kits (nameplate, program, product samples, handouts, meal stubs,
parking stubs, event guide/program book, etc.)
• Capture visitor information and feedback. For example: drawing names from
the participants to win prizes using their calling cards.
• Distribute materials from sponsors as indicated in the sponsorship agreements.
Marketing Committee • Make sure that the commitments made to the sponsors are executed properly.
• Make last-minute ticket sales. (With or without the help of the registration
committee)
Finance Committee • Receive, check, and approve invoices.
• Make payments to suppliers for deliveries made on-site.
• Make sure that receipts are properly kept and expenses are within the budget.
Program Committee • Take over the program.
• Assign ushers.
• Assist the emcee and other performers.
• Take over the photo/video documentation.
Logistics Committee • Work together with the program committee in ensuring the smooth flow of the
program.
• Provide technical support for the program.
• Make sure that all reservations and arrangements made before D-day are
properly executed.
• Play the role in the egress and clean-up activities.
Source: Altez-Romero, Eloisa. (2015). Events management. 86. Manila: Rex Bookstore.
Reminders:
• Hold your temper. The event manager or committee heads should never tell-off or reprimand the staff
on-site nor should disagreements between staff members ever take place in public.
• For the ushers:
o Make sure that you are familiar with the venue, especially the entrance, exit, stairways, and
restrooms before your ushering duty starts.
o Familiarize yourself with the program and other pertinent details.
o Keep a copy of the event program and floor plan in your pocket.

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o Stand straight with your feet in 10-12 or 12-2 o’clock positions, and your hand resting on both
sides.
o Do not point with your fingers to a direction, instead hold out your hand with your palm up and
arm slightly stretched towards the direction.
o Do not leave your post unattended.
o Do not chatter with your friends/co-workers while on duty.
o Be courteous all the time.
Source: Altez-Romero, 2015

MONITORING AND FEEDBACK MECHANISMS1

Monitoring – this refers to the act of making sure that things happen according to plan. Therefore, monitoring
happens as things happen.

MONITORING TOOLS1
Event Sequence Guide
This outlines the timing of each sequence in the event program. It serves as a planning tool before the event and
a control/monitoring tool during the event itself. In creating this tool, the following must be considered:
• How much time will it take to complete each activity?
• Will the timing be acceptable to the audience? Will it hold their attention? What adjustments have to
be made?
• Make timing precise and avoid gaps or lulls in between activities.
• Identify people concerned with each activity – those who will be onstage and those who will be assisting
at the wings, backstage, or technical console.
• List logistic requirements for the activity: props, sound equipment, music, lighting, etc.

Sample Event Sequence Guide

Time Logistic
Activity Person Concerned
Start Stop Requirements
8:00 8:02 Announcement (Voice Over) Person 1 VO Announcer
Philippine National Anthem (PNA) Person 2 PNA Video
8:02 8:10 Introduction (Voice Over) Person 1 VO Announcer
Invocation Person 3 Background Music
8:10 8:15 Opening Production Number Group 1 Dancers
Theme Music
8:15 8:17 Emcees’ Introduction Spiel Emcees Emcees
2 Microphones
Source: Salvador, Germaine Angelica. (2009). Event management; envision, execute, evaluate. Manila: C&E Publishing Inc.

Event Timetable1
This monitors works and time. This is used for pre-event planning and preparations. In order to create an event
timetable, the following must be done:
• list all tasks that are to be completed before the event;
• determine the number of days needed to complete each task;
• ascertain the chronology of each task and which tasks may be done simultaneously;
• assign responsibilities to team members; and
• plot these tasks in a table (similar with the one on the next page

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Sample Event Timetable

Weeks
Tasks 1 2 3 4 5
Person Assigned
1. Conference concept and format approved
1.1 Event organizer’s service contract signed
1.2 Program sequence approved
1.3 Budget approved; fund-raising target set
1.4 Sources and funds confirmed
1.4.1 Cash-on-hand accounted for
1.4.2 Souvenir program design approved
1.4.3 Sponsorship packages approved
1.4.4 Sponsorship letters approved
1.4.4.1 Draft approved
1.4.4.2 Printed
1.4.4.3 Signed by the President
1.4.5 Sponsors’ materials received
1.4.6 Sponsorship collections completed
1.4.7 Souvenir program printing started
2. Audience Attendance
2.1 Artwork for posters done
2.2 Posters printed
2.3 Letters of invitation sent
2.4 Posters posted
2.5 Attendees registered
2.6 Final numbers of attendees completed
3. Venue
3.1 Date and time booked
3.2 Contract signed
3.3 Menu selected
3.4 Room set-up and venue-provided equipment confirmed
4. Program approved
4.1 Program sequence finalized
4.2 Letters of invitation for speakers sent
4.3 Speakers’ attendance confirmed
4.4 Onstage talents ready
4.4.1 Pre-event briefing done
4.4.2 Contracts signed
4.4.3 Scripts and materials ready
4.4.4 Call slips served
4.5 AVP ready
4.5.1 Scripts approved
4.5.2 Shooting done
4.5.3 Final editing approved
4.5.4 Master received
5. Technical requirements completed
5.1 Stage backdrop and set design approved
5.2 Technical briefing done; sounds and lights, CCTV, projector
5.3 Ingress/egress scheduled
Source: Salvador, Germaine Angelica. (2009). Event management; envision, execute, evaluate. Manila: C&E Publishing Inc.

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Production Schedule1
This tool schedule lists all the tasks to be done on d-day. This serves as a reminder to the staff as to what is
expected of them on the day of the event. These tasks include the following:
• work that has to be completed during ingress and egress; and
• work that has to be completed for each activity during the event.

Sample On-the-day Production Schedule

Time
Task Details Person/s Responsible Notes
Start Stop
Inspect venue 7:00 7:45 Check for completion of all Event manager
agreements made
Light and sound 8:00 9:00 Arrival at venue, loads in Event coordinator,
supplier loads in supplier
Lights and sounds 9:00 12:00 Set up, focus, and test Supplier, lights
installation director, stage director
Source: Salvador, Germaine Angelica. (2009). Event management; envision, execute, evaluate. Manila: C&E Publishing Inc.

Event Budget Monitor1

This tool monitors how money flows in as revenues and how it is spent for expenses.

Sample Event Budget Monitor

Event Title: ________________________________________ Event Date: ________________________
Assumed Number of Attendees: _______________________ Budget as of: _______________________
Amount/Pax Estimate Actual Comments
Revenues
Ticket Sales
Sponsorships
Other Revenues
Total Revenues
Expenses
Invitations
Registration
Atmosphere
Venue Rental
Activities
Treats
Manpower
Transportation
Operations Support
Safety
Security
Sanitation
Total Expenses
Contingency Budget

Total Contingency
Total Expenses
Projected Net Income before Taxes
Source: Salvador, Germaine Angelica. (2009). Event management; envision, execute, evaluate. Manila: C&E Publishing Inc.

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EVALUATION AND POST EVENT ACTIVITIES1

Post-event activities are aimed to evaluate and conclude an event. These include the following:
• Post-event Meeting – this provides an opportunity for those involved to say what they have to say about
their experience, observations, advice, and recommendations about the event, be it positive or negative.
• Writing a Post-Event Evaluation Report – this can serve as case studies and basis for organizing future
events. As these reports accumulate, they become valuable references. This report must be well
documented and include critical information such as:
o rationale of the event;
o event objectives;
o description of the event proceedings;
o financial report;
o audience feedback; and
o conclusions.

Sample Outline of a Post-Event Evaluation Report

POST-EVENT EVALUATION REPORT
I. Event Details
II. Objectives
III. Pre-event Evaluation (optional)
a. Planning Evaluation – what significant changes were made on the plan before the event? How did
these changes affect the outcome of the event?
b. Strategic Event Analysis – what strategic advantage did the event give the organizer of the main
proponent?
IV. On-site Evaluation
a. Observations during the event
V. Post-event Report
a. Attendance or participation assessment
i. Number of attendees
ii. Profile of attendees
iii. Sponsors
b. Strategic development, design, and production
i. Staging
ii. Production handling
iii. Program and program flow
c. Media and press presence (if this is relevant to the event) – list media people present and the
publications or media company they represent
d. Promotional items
i. Giveaways
ii. Raffle prizes and winners
iii. Inventory of remaining items
e. Grand winners (for tournaments/competitions)
f. Audience feedback
i. Statistical analysis of responses
ii. Positive and negative feedback
g. Internal assessment (feedback gathered from event stakeholders)
i. Positive
ii. Negative
VI. Other Performance Measure Analysis (based on event objectives)
VII. Financial Analysis
VIII. Return on Investment or Return on the Event’s Objectives
IX. Conclusions and Recommendations
Source: Salvador, Germaine Angelica. (2009). Event management; envision, execute, evaluate. Manila: C&E Publishing Inc.

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• Others – these include writing ‘thank you’ letters, making final payments to suppliers, and collecting the
rest of the receivables from funders/sponsors. (Altez-Romero, 2015)

Sample Thank You Letter

June 8, 2016
Mr. Paul Castro
Marketing Manager
Hoogpaan
Bagasbas Beach, Bicol

Dear Mr. Castro,

We would like to express our sincerest appreciation for Hoogpaan’s support of the recently concluded
National Youth Convention, which was held last June 5, 2016 at the Kia Theater. Here are the highlights
of the event:

• Student Attendees – 786

• Teacher Attendees – 46

We have attached a copy of the event program and promotional materials for your reference. Once again,
thank you for your support.

Very truly yours,

Jody Telavera
Head Organizer

Source: Altez-Romero, Eloisa. (2015). Events management. Manila: Rex Bookstore

References:
Altez-Romero, Eloisa. (2015). Events management. Manila: Rex Bookstore.
1
Salvador, Germaine Angelica. (2009). Event management; envision, execute, evaluate. Manila: C&E Publishing
Inc.

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