PRE-EVENT ACTIVITIES

ENVIRONMENTAL SCANNING

THE ORGANIZATIONAL STRUCTURE

IN ENVIRONMENTAL SCANNING, THE FIRST THING TO DO IS LOOK INWARDS. WE MUST FIRST

UNDERSTAND WHO THE MEMBERS OF OUR OWN ORGANIZATION, ARE AND WHAT IS THEIR STRENGTH
AND WEAKNESSES ARE, WHAT RESOURCES ARE AVAILABLE OR WHAT WE HAVE ACCESS TO, AND
HOW WE CAN ADDRESS GAPS. THERE ARE THREE THINGS TO CONSIDER IN SCOPING: MAN, MONEY
AND MACHINE.
FROM A CLASSROOM PERSPECTIVE, THE FIRST THING TO DO IN EVENTS MANAGEMENT IS TO
CREATE AN ORGANIZATIONAL STRUCTURE, AND THAT IS ELECTING THE CHAIRPERSON OR THE
EVENT MANAGER AND CREATING THE WORKING COMMITTEES. SOME ORGANIZATIONS HAVE
ALREADY HAD A PRE-EXISTING ORGANIZATIONAL STRUCTURE BUT IT IS NEEDED TO BE REVIEW TO
FIT THE REQUIREMENTS OF EACH PROJECT
MAN: STAFFING AND RECRUITMENT

AMONG THE THREE TYPES OF RESOURCES MENTIONED, HUMAN RESOURCE IS THE MOST
DIFFICULT TO UTILIZE, YET IS THE MOST VALUABLE RESOURCES OF AN EVENTS MANAGEMENT COMPANY.
STAFFING IS THEREFORE ANOTHER IMPORTANT FUNCTION OF AN EVENT MANAGER. THE PROCESS
INVOLVES RECRUITMENT, SELECTION, ASSIGNMENT, AND DEVELOPMENT OF THE ORGANIZATION’S HUMAN
RESOURCE REQUIREMENTS.

EMPLOYMENT IN EVENTS MANAGEMENT CAN BE CLASSIFIED INTO THREE TYPES: PERMANENT,

VOLUNTEER, AND TEMPORARY.

• PERMANENT EMPLOYEES, ARE THE STRATEGIC HUMAN RESOURCES OF THE COMPANY: THIS GROUP
REQUIRES AN INTENSIVE SELECTION PROCESS, WELL THOUGHT OUT COMPENSATION PACKAGE, AND A
SKILL DEVELOPMENT PLAN.
• VOLUNTEER INCLUDES ON-THE-JOB TRAINEES FROM UNIVERSITY AND OTHER NON-PAID STAFF WHO
PROVIDE FREE ASSISTANCE TO SATISFY PERSONAL OBJECTIVES.
• TEMPORARY HIRES ARE THOSE WHO ARE HIRED IN A CONTRACTUAL ORDER PROJECT.
MONEY AND MACHINE: THE FEASIBILITY STUDY.

THE EVENT CONCEPT PAPER PREPARED IN LESSON 1 GIVES THE GENERAL PURPOSE AND
DIRECTION FOR THE EVENT. FROM THIS POINT ON, MORE DETAILS SHALL BE ADDED TO THE PLAN. THIS CAN
BE DONE BY NARROWING THE OPTIONS THROUGH A FEASIBILITY STUDY.

AFTER SELECTING THE TOP THREE PROJECT IDEAS, SEGREGATE THE CLASS INTO THREE GROUPS
AND ASSIGN EACH GROUP WITH PROJECT IDEAS. EACH GROUP MUST THEN DO A FEASIBILITY STUDY FOR
THEIR ASSIGNED PROJECT IDEAS AS FOLLOWS:

DATA COLLECTION
DEMAND INFORMATION
GUIDE QUESTIONS:
 IS THE EVENT NEEDED OR ATTRACTIVE?
 BY OR TO WHOM?
 WHY?
 WHO ARE POTENTIAL SPONSORS, SUPPORTERS, AND PARTICIPANTS
 SUPPLY INFORMATION
GUIDE QUESTIONS:
 IF WE WILL STAGE THE EVENT, WHO WILL PROVIDE US WITH OUR LOGISTICS REQUIREMENTS?
 WILL THERE BE SUPPORT FROM SCHOOL, FRIENDS IN THE INDUSTRY, AND OTHERS?
 ARE SUITABLE VENUES AVAILABLE?

COMPENSATIONS INFORMATION
GUIDE QUESTIONS:
 ARE THERE SIMILAR EVENTS WHICH HAVE BEEN STAGED IN THE PAST AND/OR HAPPENING
SOON?
 IS THERE INDIRECT COMPETITION?
 ARE THERE ALTERNATIVE ACTIVITIES?
 HOW WILL THESE AFFECT OR ENHANCE YOUR EVENT?
 SCHOOL RULES
GUIDE QUESTIONS:
 WHAT TYPES OF ACTIVITIES ARE ALLOWED OR NOT ALLOWED IN THE SCHOOL?
 WHAT FORMS NEED TO BE SUBMITTED?
 WHAT IS THE PROCESS ALL THE REQUIREMENTS?

FINANCIAL ANALYSIS WITH ROUGH ESTIMATES OF COST AND REVENUE:

FINANCIAL RESOURCES
GUIDE QUESTIONS:
 HOW MUCH MONEY IS NEEDED TO STAGE THE EVENT?
 WHAT ARE THE EXPENSE ITEMS AND COSTS?
 WHERE WILL THE FUNDS COME FROM? TICKET SALES? SPONSORSHIP?
OTHER RESOURCES
GUIDE QUESTIONS:
 WILL THE CLASS HAVE A FREE ACCESS TO A FREE OR SPONSORED SOUND
SYSTEM, VENUE, PRINTER, AND OTHER EVENT REQUIREMENTS?
 WHAT OTHER RESOURCES AND EQUIPMENT ARE NEEDED?

CONCLUSION AND RECOMMENDATION:

ANSWER THE QUESTIONS: “IS THE EVENT FEASIBLE OR NOT”
 PLANNING AND APPROVAL PROCESS

PLAN

PLANNING IS PROCESS THAT INVOLVES SETTING OBJECTIVES AND THE MEANS TO

ACHIEVE THEM. THE OBJECTIVES OF THE EVENT PLANNING IS TO MAKE SURE THAT
EVERYBODY INVOLVE KNOW: 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 SOURCE, AND WHAT THEY MUST DO IN CASE
SOMETHING GOES WRONG.
• CONCEPT. CREATE A CONCEPT FOR AN EVENT. COME UP WITH GENERAL OBJECTIVES AND
PROJECT IDEAS BY ASKING THE 5W AND 1H.
• FEASIBILITY. TEST THE IDEAS BY DOING FEASIBILITY STUDY.
• TASKING. CREATE A “TO-DO” LIST. LIST ALL THE NECESSARY TASKS AND GROUP THEM
TOGETHER.
• SCHEDULING. CREATE A TIMETABLE. ESTIMATE THE TIME NEEDED TO ACCOMPLISH EACH
TASK.
• BUDGETING. CREATE A BUDGET BY IDENTIFYING REVENUE SOURCES AND EXPENSE ITEMS.
MAKE SURE A CONSERVATIVE ESTIMATE FOR THE REVENUE AND EXPENSES.
• APPROVAL. AT THIS POINT SECURE THE APPROVAL OF THE SCHOOL AUTHORITIES.
• SITE SELECTION. UPON SELECTING A PROJECT, FINALIZE THE THEME, DATE AND VENUE. DO
AN OCULAR OF POTENTIAL VENUES BEFORE CHOOSING WHICH ONE FITS THE EVENT.
• 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 SPONSORSHIPS AND ATTENDANCE.
• RISK ASSESSMENT. EXPECT THE WORST. IDENTIFY ALL THE THREATS AND POSSIBLE
IMPEDIMENTS ON THE EVENT, NOT HOW EACH CAN BE MITIGATED.
• MONITORING AND EVALUATION. PLAN ON HOW YOU ARE GOING TO MONITOR THE
PERFORMANCE OF THE TEAM. MAKE ROOM FOR IMPROVEMENT AND ADJUSTMENT.
IDENTIFY AND ASSIGN THE TASKS

ASSIGN A PERSON FOR EACH TASK. IT IS GOOD TO MAKE LONG LIST OF TASKS AND SET A
LOT OF DEADLINES BUT UNLESS YOU ARE CLEAR ON WHO WILL ACTUALLY CARRY OUT THE TASK,
THIS WHOLE PLAN MAY NOT WORK. THE MOST IDEAL WAY TO DIVIDE TASKS AMONG THE CLASS IS BY
ASKING FOR VOLUNTEERS. BECAUSE THIS SURE INTEREST AND PERHAPS COMMITMENT FORM THE
VOLUNTEER. IT IS IMPORTANT INTO CONSIDERATION THE TALENT AND INTEREST OF A PERSON WHEN
ASSIGNING THEM TO A PARTICULAR TASK.

SCHEDULING
THE BASIC PROCEDURE IS TO WORK BACK FROM DEADLINES WHICH ARE DIFFICULT TO
CONTROL. FOR EACH OF THESE TASKS, THE COMMITTEE HEADS MUST ASK THREE KEY QUESTIONS:
1. HOW LONG WILL IT TAKE?

2. WHAT OTHER TASKS MUST BE COMPLETED BEFORE THIS ONE CAN BE STARTED?

3. WHAT OTHER TASK CAN ONLY BE STARTED AFTER THIS TASK HAS BEEN COMPLETED
THE BUDGET

A BUDGET US THE ESTIMATE OF REVENUE AND EXPENSES. BUDGET PROVIDES DATE IN AN EVENTS
FUNDING REQUIREMENTS AS WELL AS A MEANS TO MONITOR EXPENSES. A DETAILED BUDGET SHOULD BE DRAWN
UP AS SOON AS POSSIBLE AFTER THE EVENT CONCEPT HAS BEEN FINALIZED AND APPROVED. BE CAREFUL IN
MAIN BUDGET ESTIMATE, GET A COPY OF TERMINAL REPORT OF A SIMILAR PREVIOUS EVENT TO HELP MAKE AN
ESTIMATE. PROVISION SHOULD BE MADE FOR BUDGET REVIEW AND ADJUSTMENT IN THE BUDGET. ASS IT
ACCUMULATES DATA WILL BECOME A VALUABLE BASIS FOR BUDGETING FOR SUCCEEDING EVENTS. THIS ALSO
HELPS EVERYONE MONITOR AND ENSURE FUNDS FOR EVENT.

MAJOR BUDGET ITEMS INCLUDE COST, REVENUE, BREAK-EVEN POINT AND CASH FLOW:
1. COST – THE EXPENSES OR HOW MUCH IT WILL TAKE TO STAGE THE EVENT. COST CAN BE FIXED OR VARIABLE.

2. REVENUE – HOW MUCH THE EVENT EARNS IN GROSS RECEIPT. REVENUE SOURCES INCLUDE SPONSORSHIP,
EXHIBIT, SPACE RENTAL, ADVERTISING SPACE IN SOUVENIR PROGRAM OR DIRECTORY EXHIBITORS.
3. BREAK-EVEN POINT – THE MINIMUM POINT WHERE REVENUE MEETS COST. IT IS DISCUSSED IN DETAILS IN THE
NEXT UNIT UNDER ACCOUNTING PRINCIPLE.
4. CASH FLOW- THE SCHEDULE OF CASH INFLOW AND OUTFLOW. CASH NEEDS TO BE READY AT HAND WHEN
YOU NEED IT.
SECURING APPROVALS AND PERMIT

SECURE THE APPROVAL OF SCHOOL AUTHORITIES, LIKE DEAN OR VICE PRESIDENT FOR
ACADEMIC AFFAIRS. FOLLOW THE CHAIN OF COMMAND. FOR CORPORATIONS, SECURE
APPROVAL FROM THE MANAGEMENT OR PRESENT THE STUDY TO THE CLIENT. ADJUST THE
DETAILS ACCORDING TO THE FEEDBACK ON THE PRESENTATIONS. MAKE SURE THAT YOU GET
THE SIGNATURE OF APPROVING AUTHORITIES ON THE FINAL PROPOSAL FOR RECORD
PURPOSES AND TO AVOID FUTURE COORDINATION PROBLEMS.
 VENUE SELECTION
VENUE SELECTION AND LAYOUT PREPARATION

UNDER THIS IS THE VENUE SELECTION PROCESS. THE EVENT VENUE IS S CRITICAL FACTOR FOR
THE SUCCESS OR FAILURE OF AN EVENT. THERE ARE VARIOUS THINGS TO CONSIDER WHEN SELECTING
THE VENUE FOR YOUR EVENT AND HERE ARE THE STEPS TO DO

1 UNDERSTAND THE EVENT CONCEPT AND HOW IT INFLUENCES THE VENUE.

UNDERSTAND THE EVENTS OBJECTIVES. THE VENUE MUST HELP ACHIEVE THESE.
KNOW THE REQUIREMENTS OF THE EVENT: TARGET DATE, NUMBER AND PROFILE OF TARGET ATTENDEES,
TECHNICAL REQUIREMENTS, FOOD AND BEVERAGE, ETC.

2 DECIDE ON THE FLOOR PLAN AND/OR THE SEATING ARRANGEMENT IF THE PROGRAM REQUIRES GUEST
TO BE SEATED.
TYPES OF SEATING
ARRANGEMENT
CLASSROOM
THEATER
U-SHAPED
BANQUET
COCKTAIL
3 GATHER INFORMATION ON VENUE USED BY SIMILAR EVENTS AND OTHER SUITABLE VENUES IN
THE AREA WHERE MOST ATTENDEES ARE COMING FROM.

4 PREPARE THE REQUEST FOR PROPOSAL (RFP). RFP IS A LETTER THAT SAYS YOU WOULD LIKE
TO KNOW THE COST OF AVAILING A SUPPLIER’S SERVICES, SUCH AS VENUE RENTAL. THE LETTER
INDICATES THE GENERAL EVENT INFORMATION AND LIST OF REQUIREMENTS.

5 PREPARE A SITE INSPECTION LIST. WHEN THE PROPOSAL ARE IN, DO AN OCULAR OF THE
VENUES THAT HAVE SUBMITTED A PROPOSAL. OCULAR MEANS SITE INSPECTION OR VISIT TO SEE
IF THE VENUE INDEED SATISFIED THE CRITERIA.

6 AFTER THE OCULAR, EVALUATE THE PROPOSAL FAIRLY AND MAKE SURE YOU RESPOND TO ALL
THOSE WHO SUBMITTED A PROPOSAL, WHETHER THEY ARE ACCEPTED OR NOT.
REGISTRATION AND SECRETARIAT

YOU WILL NOTICE IN THE EXHIBITION WITH THE LABEL “REGISTRATION AREA” TO
REGISTER MEANS TO BE OFFICIALLY IN THE RECORD EVENT MANAGEMENT, REGISTRATION
SERVES MANY FUNCTION
1 FOR MEETING
 PRE-REGISTRATION OR REGISTRATION PRIOR TO THE EVENT HELPS ANTICIPATE THE
NUMBER OF CONFIRMED PARTICIPANTS AND MAKE THE NECESSARY ADJUSTMENT.
 ON-SITE REGISTRATION HELPS MONITOR ACTUAL ATTENDANCE OF PARTICIPANTS
2 FOR EXHIBITION
 EXHIBITOR ARE MONITORED SEPARATELY FROM THE VISITOR. AS DISCUSSED IN PREVIOUS
LESSON, EXHIBITORS ARE THOSE WHO RENT SPACES IN AN EXHIBITION CALLED BOOTH
WHERE THEY DISPLAY AN PROMOTE THEIR PRODUCTS AND SERVICES.
 PRE-REGISTRATION FOR VISITORS HELPS ANTICIPATE THE SIZE OF THE CROWD AND
LESSEN PEOPLE REGISTERING ONSITE.
 ONSITE REGISTRATION IS A MEANS TO SECURE THE SITE BY KNOWING WHO CAME IN. IT
ALSO SERVES A MARKETING PURPOSE IF SPONSORS NAME/LOGO ARE INCLUDED IN THE
REGISTRATION KIT AND DISPLAYED IN THE REGISTRATION AREA.

REGISTRATION IN EVALUATING THE OUTCOME OF THE EVENT AND PLANNING FOR THE NEXT
ONE. REGISTRATION FORMS ARE A VITAL SOURCE OF INFORMATION, AS THEY MAY INCLUDE
ATTENDEES NAME, PROFESSION, ORGANIZATION REPRESENTED, REFERENCE AND ETC. BUT
WE MUST MAKE SURE THE REGISTRATION PROCESS DOESN’T MAKE ATTENDEES WAIT
BECAUSE IT MAY DISCOURAGE THEM.
STAGE DESIGN

THE STAGE MUST BE DESIGNED WITH CARE, BECAUSE THE ATTENDEE’S ATTENTION IS
USUALLY FOCUSED ON THE STAGE FOR PROLONGED TIME DURING THE PROGRAM. THERE ARE
VARIOUS THINGS TO CONSIDER WHEN DESIGNING THE STAGE, SUCH AS:

1. FUNCTION OF THE STAGE. NOT ALL EVENT NEEDS AN ELEVATED STAGE. IT IS THEREFORE
IMPORTANT TO UNDERSTAND WHAT THE STAGE IS FOR. THE PROGRAM WILL HELP YOU
DETERMINE THE FUNCTION OF THE STAGE IS FOR. THE PROGRAM WILL HELP YOU
DETERMINE THE FUNCTION OF THE STAGE FOR PARTICULAR EVENT. YOU MUST CONSIDER
TWO POINTS OF VIEW WHEN DESIGNING A STAGE: THE AUDIENCE FOR THE SPEAKER. WILL
THE AUDIENCE SEE WHAT IS HAPPENING ON THE STAGE? WILL THE SPEAKER KNOW HOW TO
MOVE AROUND THE STAGE AND REACH OUT TO THE AUDIENCE?
2. CREATIVITY. SINCE THE ATTENDEE’S ATTENTION WILL BE AFFIXED TOT EH STAGE MOST OF
THE TIME, THE STAGE MUST LOOK PLEASING.
 EVENT MARKETING
MARKETING PLAN

MARKETING IS THE PROCESS OF CREATING AND TRANSFERRING A PRODUCT OR SERVICE

TO THE BUYER. GOOD RESEARCH IS CRUCIAL IN MAKING INFORMED DECISIONS. THE SAME IS TRUE
IN MAKING A MARKETING PLAN. IF YOU HAVE CONDUCTED A FEASIBILITY STUDY FOR YOUR EVENT,
THEN IT WILL BE EASIER FOR YOU TO LAY OUT YOUR MARKETING PLAN.

THE MARKETING PLAN IS COMPOSED OF FOUR STAGES:

 CONDUCTING A MARKET ANALYSIS
 IDENTIFYING THE TARGET AUDIENCE AND MARKETING OBJECTIVES
 DEFINING THE MARKETING MIX AND MARKETING STRATEGY
 IMPLEMENTING, MONITORING, AND EVALUATING THE MARKETING PERFORMANCE
IDENTIFY TARGET AUDIENCE

IN EVENT MANAGEMENT, THE END GOAL OF MARKETING EFFORTS IS THE NUMBER OF

ATTENDEES TO AN EVENT. HANCE, THE FIRST STEP IN PREPARING THE MARKETING PLAN IS TO
IDENTIFY YOUR TARGET AUDIENCE FURTHER THROUGH EXPANSION OF THE INFORMATION FORM
THE FEASIBILITY STUDY. THE PURPOSE OF THIS STEP IS TO DETERMINE WHETHER THERE IS A
GAP BETWEEN, YOUR ATTENDANCE EXPECTATION AND THE LIKELIHOOD THAT TARGET PERSON
TO GO TO THE EVENT.

SET MARKETING OBJECTIVES

SET YOUR MARKETING OBJECTIVES ONCE YOU HAVE IDENTIFIED AUDIENCE. KEEP THE
OBJECTIVES SMART (SPECIFIC, MEASURABLE, ACHIEVABLE, REALISTIC, AND TIME -BOUND).
REMEMBER THAT MARKETING OBJECTIVES SHOULD BE IN ACCORDANCE WITH YOUR OVERALL
EVENT.
SET MARKETING STRATEGY

THE NEXT STEP IS TO DECIDE HOW TO GET THERE. DO THIS BY IDENTIFYING: MARKETING MIX, AND
MARKETING TOOL:
 PRODUCT- WHAT THE EVENT OFFER, IS THE PROGRAM ENOUGH TO PROVIDE EXPECTED EXPERIENCE?
 PRICE- COST OF ATTENDING. CAN THE TARGET AUDIENCE AFFORD THE TICKET PROOCE AND IS THERE A NEED TO
OFFER GROUP DISCOUNT?
 CONVENIENCE- IS IT EASY TO BUY THE TICKETS AND FIND VENUE?
 PROMOTION- DO YOU HAVE THE RIGHT COMBINATION OF MARKETING TOOLS TO COMMUNICATE THE EVENT’S
POSITIONING?
 POSITIONING- HOW YOU PRESENT YOUR EVENT TO THE PUBLIC, THEREBY CREATING EXPECTATIONS TO AN
EXTENT.
AFTER PROVIDING A LIST OF SOLUTIONS TO THE QUESTIONS ABOVE, SELECT THE MARKETING TOOLS WHICH
BENEFIT YOUR TARGET AUDIENCE. HERE ARE SOME COMMONLY USED MARKETING TOOL FOR EVENT:
 PRINT: POSTER, FLYER, PRINTED PROGRAM, TICKET, POSTCARDS, ETC.
 INTERNET-BASED MATERIALS: WEBSITE, BLOGS, SOCIAL NETWORKING SITES AND EMAILS.
 OUTDOOR ADVERTISING: BILLBOARD STREAMERS, ETC.
 PERSON-TO-PERSON: TELEMARKETING, DOOR-TO-DOOR CAMPAIGN, REFERRAL PROGRAMS, ETC.
 A SPONSOR IS AN INDIVIDUAL OR A GROUP THAT PROVIDES SUPPORT TO AN EVENT,
WHETHER FINANCIALLY OR THROUGH THE PROVISION OF PRODUCTS OR SERVICE, IT IS A SOURCE
OF REVENUE FOR THE EVENT. IF YOU PLAN TO INVITE SPONSORS TO SUPPORT YOUR EVENT, YOU
HAVE TO:
1. IDENTIFY THE EXPENSE ITEMS IN YOUR BUDGET WHICH CAN BE PROVIDED BY SPONSORS AND
PREPARE SPONSORSHIP PACKAGES BASED IN THIS:
2. IDENTIFY INDIVIDUALS AND COMPANIES WHOSE BUSINESS OBJECTIVES ARE ALIGNED WITH YOUR
EVENT OBJECTIVES, BECAUSE THIS WAY, YOU WILL GET BETTER CHANCES OF APPROVALS:
3. SEN OUT THE SPONSORSHIP LETTERS AND FOLLOW UP

BRANDING

CREATING A BRAND MEANS CREATING A NAME AND LOGO FOR AN EVENT OR SERIES OF
EVENTS. BRANDING PLAYS A CRITICAL ROLE IN PROMOTING EVENTS, ESPECIALLY THOSE THAT ARE
HELD ON A REGULAR BASIS. AN ANNUAL FESTIVAL OR TRADE SHOW NEEDS A GOOD BRAND TO
ATTRACT MORE VISITORS ONE YEAR AFTER ANOTHER, EVEN IF COMPETING SHOWS ARE CREATED
EVERY NOW AND THEN.
 EVENT PROGRAM

PARTS OF A PROGRAM

A PROGRAM IS A SCHEDULE OF ACTIVITIES AND PERFORMERS DURING THE DAY/S

OF THE EVENT. THE PROGRAM USUALLY REFERS TO AN EXTERNAL DOCUMENT WHICH
ORGANIZERS, PERFORMERS, AND ATTENDEES CAN REFER TO. A SEQUENCE GUIDE, ON
THE OTHER HAND, IS AN INTERNAL, MORE DETAILED DOCUMENT WHICH INCLUDES
CONTIGUITIES AND FURTHER EXPLANATIONS TO SERVE AS THEIR ASSIGNMENTS DURING
THE DAY/S OF THE EVENT.
THE PROGRAM HAS FOUR MAJOR CATEGORIES:
1. MAIN EVENT FOCUS- IT IS THE MAIN AGENDA IN A MEETING, THE GAMES IN SPORTING EVENT,
THE WINNER IN AN AWARDS NIGHT, THE ART IN AN ART EXHIBIT, ETC.
2. SECONDARY FOCUS- OFTEN A SIMILAR TYPE OF ENTERTAINMENT OR ACTIVITY TI THE MAIN
ATTRACTION OR A DIFFERENT TYPE THAT APPEALS TO THE CORE AUDIENCE.
3. SUPPORT ACTIVITIES- USUALLY A DIFFERENT TYPE OF ENTERTAINMENT OR ACTIVITY TO THE
MAIN ATTRACTION THAT STILL APPEALS TO THE AUDIENCE AND THEME.
4. ANCILLARY ACTIVITIES- ADDITIONAL FILLER THINGS FOR THE AUDIENCE TO DO DURING THE
EVENT OR AT SCHEDULED INTERVALS.
THE SEQUENCE GUIDE

A SEQUENCE GUIDE IS A DETAILED PROGRAM THAT INDICATES THE PARTICULAR ACTIVITY,

THE CORRESPONDING TIME FOR EACH PROGRAM ELEMENT, THE PERSONS INVOLVED IN AND
LEADING EACH ACTIVITY ELEMENT, THE VENUE OR SPECIFIC PART OF THE VENUE WHERE THESE
ACTIVITIES ARE CARRIED OUT, AND SOMETIMES THE RATIONALE. IT IS AN INTERNAL DOCUMENT
USED BY CONCERNED STAFF OR MEMBERS OF THE ORGANIZERS AS REFERENCE.

THE EXHIBITOR’S MANUAL

AN EXHIBITOR’S MANUAL CONTAINS ALL THE INFORMATION AN EXHIBITOR NEED TO KNOW

ORDER TO HAVE A SUCCESSFUL PARTICIPATION IN A PARTICULAR TRADESHOW OR EXHIBITION. IT
ANSWERS QUESTIONS, LIKE “WHEN THE INGRESS AND EGRESS?” AND “HOW CAN I RENT A TABLE OR
PLUG IN AN EQUIPMENT? IT CONTAINS ALL THE SERVICE FORMS WHICH INCLUDE GATE PASS,
PARKING PASS, PARKING PASS REQUEST, SIGNAGE SPECS, EXHIBITOR PASS, AND ETC.
HER ARE SOME TIPS IN MAKING A USER-FRIENDLY EXHIBITOR’S MANUAL:
1. MAKE SURE THAT INFORMATION’S IS EASY TO FIND.

2. KEEP THE MANUAL SHORT AND SIMPLE.

3. THE MANUAL MUST BE ACCURATE AND COMPLETE.

4. WORK WITH YOUR SUPPLIER, ESPECIALLY YOUR BOOTH CONTRACTOR, WHEN WRITING THE
MANUAL.
5. MAKE SURE THAT CUT-OFF DATES AND DEADLINES ARE CLEARLY INDICATED AND
PROMINENTLY DISPLAYED.
6. ASSIGN ONLY ONE PERSON TO WRITE THE MANUAL.

7. INCLUDE A SURVEY FOR ABOUT THE MANUAL TO GET THE FEEDBACK FROM YOUR
EXHIBITORS
8. CATEGORIZE THE INFORMATION INTO SECTIONS.

9. PUT ALL DOCUMENTS, INCLUDING FORMS, IN A FOLDER OR A RING BINDER.

10. GET ALL EXHIBITORS TOGETHER FOR A BRIEFING SESSION TO DISCUSS THE CONTENT OF THE
EXHIBITOR’S MANUAL AND THE FLOW OF THE SHOW.
 RISK MANAGEMENT
• WHAT IS A RISK?

THE DICTIONARY DEFINES RISK AS THE POSSIBILITY OF LOSS OR INJURY. THUS, RISK
MANAGEMENT IS THE ASSESSMENT OF RISK AND THE MEASURES TAKEN TO ALLEVIATE ITS EFFECTS:
1. RECOGNIZING THE NEED AND IDENTIFY THE RISK

2. REACTING TO THE NEED AND KNOWING WHAT CAN BE DONE TO MITIGATE LOSS

3. RECORDING OR TRACKING MEASURE AND IMPROVING ON THEM

4. RELAYING OR COMMUNICATING THE MITIGATION PLANS.

A RISK MAY STEM FROM BOTH MAN-MADE AND NATURAL DISASTER AND ACCIDENTS. EXAMPLES OF
RISK TO CONSIDER DURING THE EVENT INCLUDE FIRE, EARTHQUAKE, BOMB THREAT AND OTHER
CRIMES OR ACTS OF TERRORISM
FIRE
MAKE SURE THE ALARMS ARE WORKING BEFORE THE EVENT, AND EMERGENCY NUMBERS ARE
INCLUDED IN THE EXHIBITOR’S MANUAL AND STAFF GUIDE AND POSTED IN THE SECRETARIAT. WHEN A
FIRE IS INDEED HAPPENS, CALL THE FORE STATION AND EVACUATE.

BOMB THREAT

WHILE MOST BOMB THREATS ARE PRANK, SUCH THREATS MUST ALWAYS BE DEALT WITH
CAUTION. HERE ARE SOME TIPS ON WHAT YOU MUST DO WHEN YOU RECEIVE A BOMB THREAT AT AN
EVENT: NOTE THE EXACT TIME OF CALL AND NOTE THE DETAILS, TRY TO KNOW WHAT TYPE OF BOMB IT
IS. INFORM THE PERSON IN CHARGE OF SECURITY AND THE TOP MANAGEMENT AS SOON AS POSSIBLE.

TYPHOON

IT IS IMPORTANT TO HAVE CONTINGENCY PLANS CONSIDERING TYPHOON OR HEAVY RAINS. PAY

CLOSE ATTENTION TO DETAILS LIKE THE AVAILABILITY OF THE UMBRELLA RACKS, FOOT RAGS, AND
MOPS TO AVOID MUDDY FLOOR.
CRISIS COMMUNICATION PLAN

UNDERSTAND HOW INFORMATION SHOULD FLOW IN THE ORGANIZATION BY PREPARING

A DIRECTORY WITH THE NAMES AND NUMBERS OF THE STAFF AND AUTHORITIES FOR
EMERGENCIES. THE DIRECTORY MUST ALSO INDICATE THE ASSIGNMENT, SECTION OR
DEPARTMENT OF EACH STAFF, WITH EACH SECTION HAVING A LEAD PERSON WHO WILL BE
RESPONSIBLE FOR INFORMATION DISSEMINATION TO AND FROM THE SECTION MEMBERS.

INSURANCE

IF RISK IS A POSSIBILITY OF LOSS OR DAMAGE, INSURANCE IS A PAYMENT GUARANTEE

ON CASE THIS RISK INDEED HAPPENS. AN EXAMPLE OF EVENT INSURANCE IS A LEGAL LIABILITY
PROTECTION FOR ORGANIZERS OF ONE-OFF FIREWORKS DISPLAY.
CONTRACTS
A CONTRACT IS BINDING AGREEMENT WHICH THE LAW CAN ENFORCE. IT IS ENTERING
INTO BY TWO OR MORE PARTIES TO EXCHANGE PROMISES TO DO, OR REFRAIN FROM DOING.
CONTRACTS CAN BE WRITTEN IN VARIOUS WAYS BUT USUALLY HAVE SIMILAR PARTS, A SIMPLE
AGREEMENT MAY BE A GOOD CHOICE OF FORM BECAUSE IT IS LESS STIFF COMPARED TO A FULL-
BLOWN CONTRACT AND YET IT SATISFIES THE NEEDS OF AN EVENT ORGANIZERS.
HERE ARE THE MAJOR PARTS OF A SIMPLE AGREEMENT:

1. PARTIES. AN AGREEMENT USUALLY STARTS WITH THE IDENTIFICATION OF THE PARTIES WHO UNDERTAKE THE
PROMISES, WHAT BUSINESS THEY ARE IN, AND THEIR ADDRESS.

2. BACKGROUND. THIS SECTION DESCRIBES ONGOING CIRCUMSTANCES TO CONGENIALIZE THE AGREEMENT.

3. BODY OF THE AGREEMENT, THIS IS THE WORKING OR OPERATIONAL PART OF THE DOCUMENT WHICH INDICATES
ALL THE DETAILS OF THE PROMISES INCLUDING THE PAYMENT TERMS AND THE SIGNIFICATIONS OF THE PRODUCT
OR SERVICE TO BE DELIVERED IN EXCHANGE IF THE PAYMENT.

4. INTEGRATION CLAUSE. THIS INDICATES THAT THE AGREEMENT IS THE ONLY AGREEMENT BETWEEN THE PARTIES
WITH RESPECT TO THE MATTERS OVERSEE IN THE AGREEMENT MAY ONLY BE AMENDED IN WRITING.

5. SIGNATURE. THE CLOSING SIGNATURE SECTION SHOULD BE MENTIONED THAT THE PARTIES INTEND TO BE
LEGALLY BOUND BY THE AGREEMENT. IN THE PHILIPPINES, A NOTARY PUBLIC MUST AFFIRM THE AGREEMENT.

6. OTHER CLAUSES WHICH MAY BE IMPORTANT FOR AN EVENT ORGANIZER:

a. CHOICE OF LAW. DESIGNATES THE COUNTRY WHOSE LAW SHALL GOVERN
b. FORCE MAJEURE. MEANS GREAT FORCE AND IT EXCUSES A PARTY FROM LIABILITY ID SOME UNFORESEEN
EVENTS BEYOND THE CONTROL OF THAT PARTY PREVENTS IT FROM PERFORMING ITS OBLIGATION.
THANK YOU