EVENT

MANAGEMENT
SERVICES NCIII
 It’s not rocket science!
© Gina Lim October 2019
Basic Competencies
 Lead Workplace Communication
 Lead Small Teams
 Develop and Practice Negotiation Skills
 Solve Problems Related to Work Activities
 Use Mathematical Concepts and Techniques
 Use relevant Technologies
© Gina Lim October 2019
Common Competencies
 Roster Staff
 Control and Order Stock
 Train Small Groups
 Establish and Conduct Business
relationships

© Gina Lim October 2019

CORE COMPETENCIES
(Event Planning Services)
 Plan and Develop Event Proposal or Bid
 Develop an Event Concept
 Select Event Venue and Site
 Develop and Update Event Industry
Knowledge
© Gina Lim October 2019
CORE COMPETENCIES
(On-Site Event Management Services)

 Provide On-Site Event Management

Services
 Manage Contractors for indoor events
 Develop and Update knowledge on
Protocol
© Gina Lim October 2019
Training Duration
108 hours / 14 days

© Gina Lim October 2019

Taking the fear out of organising

Successful events every time

So where do we start?

© Gina Lim October 2019

The event
 What is the purpose of the event
 What do you want to achieve
 Who is your target audience.

© Gina Lim October 2019

Event timetable
 Make a checklist
 Include dates for completion of
task.

© Gina Lim October 2019

 Event timetable/checklist
TESDA Annual Conference 2020

Organising Committee Mtg Dec. 2019

Venue inspection visit Dec. 2019
Accommodation inspection Dec. 2019
Book Venue Jan 2020
Book Accommodation Jan 2020
Organising Committee Mtg Feb 2020
Invite speakers/guests Feb 2020
Prepare Budget Feb 2020
Budget approved
Prepare Conference Programme
& Registration Form
Book entertainment
Book photographer
Programme & Reg Form to May 2020
Printers
Mailshot Conference Programme June 2020
Return date: Registration Forms 1st week
(6 wks prior) August 2020
Prepare joining instructions
Prepare final Programme
Final Programme to printers
Mail joining instructions (3 wks 1st wk
prior) with attendance list September
2020
Printing of speakers name
boards
Prepare table plans etc
Press Release
Attend event Sept. 26-28
The Venue

 Where?
 What type of venue?
 When?
 CARDINAL RULE – Never book a venue
without an inspection visit!

© Gina Lim October 2019

Venue checklist
 Correct combination of rooms
 Accompanying exhibition required
 Obtain maximum capacity numbers
 What style of seating is required

© Gina Lim October 2019

Venue checklist
 Is a stage necessary – location
 Does the main room have any obstructing
pillars etc
 Does the main room have an
induction loop system

© Gina Lim October 2019

Venue checklist

 Is there natural light/will the room blackout

 How noisy is the heating/air con
 Does the venue have a dedicated
co-ordinator who can assist with
arrangements

© Gina Lim October 2019

Venue checklist

 What audio visual equipment is

needed
 Is there an adequate PA system
 Is there good access for disabled
delegates.

© Gina Lim October 2019

Booking the venue

 Meet with the conference co-ordinator

 Obtain room hire rates – negotiable!
 Conference venue – daily delegate rate
 Check cancellation fees
 Venue schedule.

© Gina Lim October 2019

Overnight accommodation

 If accommodation needed, is it important

for all delegates to remain in one location
 If using several hotels, is travel to main
venue required
 Single or twin rooms

© Gina Lim October 2019

Overnight accommodation

 INSPECT all accommodation

 Checklist
 Check latest release dates without
incurring cancellation fees.

© Gina Lim October 2019

The budget

 Anticipated number of delegates

 Is the event to break-even or profit desired
 Is sponsorship to be sought
 Always allow a ‘contingency’
 Be REALISTIC.

© Gina Lim October 2019

Anticipated No. of delegates 100
Projected Actual
(peso) (peso)
General Event:

Printing
 Preliminary Programme & 250.00
Reg Form 500.00
 Conference Programme 60.00
 Menu cards 45.00
 Speakers name boards
Stationery
 Name badges 80.00
 Delegate Wallets 150.00
Entertainment
 After dinner Band 500.00
 Caricature Artist 100.00
Photographer 95.00
Flowers 150.00
Speakers’ expenses
 Fees 1,200.00
 Travel 450.00
 Overnight accom 720.00
Audio visual hire 780.00
Conference Office expenses
(travel, accommodation &
catering) 550.00
Total General 5,630.00
Contingency 15% 844.50

TOTAL GENERAL 6,474.50

INDIVIDUAL DELEGATE Projected Actual
COSTS:
Daily delegate rate x 2 days @
3,200.00 6,400.00
Drinks reception & Gala dinner
@ 4,500.00 4,500.00
Overnight accommodation
Single room @ 8,500.00 8,500.00

TOTAL DELEGATE Php19,400.00

TOTAL GENERAL Php6,474.50

TOTAL Php25,874.50

Based on 100 delegates Php258.74

Sponsorship

 Who to approach
 Sponsorship packages
 Level of publicity at event.

© Gina Lim October 2019

Invitation to speakers/official guests

 Seek commitment as soon as possible

 Are speakers’ fees/expenses payable
 Send ADV form.

© Gina Lim October 2019

 SPEAKERS’ ADV FORM - Return by (date)
Full Name ___________________________________________ Title Mr/Mrs/Ms _______

Company/organisation ______________________________________________________

Address _________________________________________________________________

Tel: Office ________________ Mobile _______________ E:mail_____________________

Title of your talk ___________________________________________________

Brief synopsis (please provide a brief synopsis of your talk for publication)

___________________________________________________________

___________________________________________________________

___________________________________________________________

___________________________________________________________

Biographical details (please provide a brief biography for publication)

Audio Visual Equipment (please indicate your requirements)

Interactive whiteboard Multimedia projector

Standard whiteboard DVD player
OHP Projector Flipchart
Other equipment?

Signed _______________________________ Date ___________________

Conference Program
 Decide whether preliminary or final
program
 What to include
 CARDINAL RULE –
proof read thoroughly!

© Gina Lim October 2019

Registration Form
 Include to whom the form is to be returned
to with contact information
 Include the closing date for receipt – 6
weeks prior to event
 Include request for special requirements –
dietary/disabled access/help in an
emergency.
© Gina Lim October 2019
Joining Instructions
 3 weeks prior to event
 Include Registration Card
 Final materials and attendance list.

© Gina Lim October 2019

Organising an
Exhibition

© Gina Lim October 2019

Organising an Exhibition
 As with Conferences, establish objectives
of exhibition and identify exhibitors
 If alongside conference, ensure
tea/coffee/lunch and/or other events are
integrated into the exhibition space
 Follow up initial mailshot with
telesales call
© Gina Lim October 2019
Organising an Exhibition
 Produce an Exhibitors manual for hire of
shell extras, furniture, flowers etc
 Always produce an Exhibitors showguide
 Always tie-in exhibition arrangements
within conference programme
 Complete a Risk Assessment

© Gina Lim October 2019

At the event
 Arrive at least the day before
 Meet key organising personnel
 Establish first aid contact
 Complete final risk assessment
 Ensure registration desk in prime location
 If something goes wrong:
DON’T PANIC!
© Gina Lim October 2019
Assessing failure or success

 Evaluation form
 At the event or sent out separately.

© Gina Lim October 2019

EVALUATION FORM
Your feedback is essential to monitor the effectiveness of our events.
Name: Company:
Conference:
Workshop(s)
WorkshopEvent:
attended:

Score
How would you rate the content and relevance of today’s
Conference? ...
(Excellent = 4 Very Good =3 Good = 2 Poor = 1)
Comments:

What could be done, if anything, to improve the quality of today’s workshop?

(consider timing and duration, location and environment)

Score
How would you rate your Workshop Leader in the following key
areas?
(Excellent = 4 Very Good =3 Good = 2 Poor = 1)
...
Made you feel comfortable and at ease
...
Communicated well and provided clear and concise instructions
...
Encouraged questions and feedback

Knowledgeable about subject matter ...

How would you rate the Conference materials in terms of:

(Excellent = 4 Very Good =3 Good = 2 Poor = 1)

Quality ...

Suitability as post-event support ...

Have your personal objectives for attending this event been met?
(Yes = 3 Mostly = 2 No = 1) If not, why not?

Thank you for completing this form.

What organising nightmares
have you experienced and in
hindsight what would you
have done differently?

© Gina Lim October 2019

Press Releases
 Decide if you want to prepare one
 Decide on target audience
 How will it be distributed.

© Gina Lim October 2019

How to write a press release
 Keep it short & sweet – max 2xA4 sides
 Decide for immediate release or to be
embargoed
 Must include the 5 ‘W’s – who, what,
when, where, why and then how.

© Gina Lim October 2019

PRESS RELEASE TEMPLATE

(logo)

PRESS RELEASE

Issued: (date)

For Immediate Release OR Embargoed Until: (date/time)

TITLE (make it brief and attention grabbing)

The first paragraph should be a summary of the story – including Who,

What, When, Where.

Expand on the details in the next paragraph using Why and How.
Remember: the journalist will want to know what is unique or new about
the story and why it will appeal to their readers.

Then back up your claims with facts and statistics.

Follow up your story with quotes in italics, if required. This will bring the
story to life.

Finish off with details such as dates, times, prices and how to contact
you.

## Ends ##

Notes to editors

1. Tell the editor who to contact for more information – incl.

mobile, landline and e:mail
2. Also include short background information on your organisation
3. Include company name, fax number, e:mail and website info
4. Include opening hours, prices, venues, dates as appropriate
5. You should also state whether you have photos available
Dealing with media interest
 If the media are interested in your story,
they will contact you as organiser first
 Always protect your guest/speaker
 Check with him/her to see if they are happy
to give an interview
 Schedule with journalist at a
convenient time.
© Gina Lim October 2019
Risk Assessments
 The safety of your delegates/guests is
paramount – reason enough to prepare one!
 It’s a careful examination of what could
cause harm to people, allowing you to
assess if you have taken enough precautions
or should do more to prevent harm.
Its being prepared!
© Gina Lim October 2019
Preparing a Risk Assessment
The 5 steps are:
 Identify the hazard
 Decide who might be harmed
 Evaluate risks & decide on precaution
 Record your findings
 Review assessment & update if
necessary
© Gina Lim October 2019
 What could go wrong at
your event and how would
you deal with it?

© Gina Lim October 2019

Health & Safety Issues
 Knowing your delegates/guests
 Having access to venue first aider or
consider your own training
 Knowing the venue emergency evacuation
procedure & alarm
 Consider making a ‘formal’ announcement
at the opening of your event.
© Gina Lim October 2019
What health & safety
issues affect the
events you organize?

© Gina Lim October 2019

What have we learnt today?
In short –
 Never underestimate the task ahead
 Plan, plan, plan
 Maintain good effective working
relationships – you can’t do it alone!

© Gina Lim October 2019

What have we learnt today?
 Proof read everything
 Never assume anything
 Always be prepared!

© Gina Lim October 2019

Thank you and good luck with
your event organising

© Gina Lim October 2019