Name: PAULENE T.

COCHIENGCO BSHM 2-A Rating:_____________

Subject: HPC 204- Intro. to MICE Date: April 8, 2020

Laboratory No. SPLP 1

PLANNING and APPROVAL PROCESS

I. Introduction:
Planning and approval process is composed of different steps/categories which
help in creating a successful event planning it has a specific objectives that must be achieve
during and after the event. And also there is an specific steps that should be follow and assigned
to the different people and this are: concept, feasibility, tasking, scheduling, budgeting, site
selection, marketing risk assessment and monitoring. Among these steps the scheduling and
budgeting has the big part during the planning, for this are the steps which drive an event to be
pushed through and become successful. Except from planning the approval and permit are also
a key components, for it will be the way of an event to proceed to its plan. Therefore in this
event about the summit which is attended by different respectful person, it will be pass those
different procedure which can help in ending the event successfully.

II. Objective:
 To ensure better communication between the guests.
 To create a comfortable and good ambiance in the event.
 To obtain success.
III. Direction and Mechanics/requirements:
a. Direction:

Prepare a Gantt chart for CHTM Tourism Summit on September 2020. 20 pts.

b. Mechanics/requirements:
° Include concept paper of the activity, 5Ws and 1H, in a table form.
°Follow format as instructed.
°Encoded, A4, Cambria 11, 1.5 spacing, 1 x 1 margins.
°No cover page.
 IV. Presentation of output:
CHTM TOURISM SUMMIT ON 2020 CONCEPT PAPER (5WH AND 1H)

Event concept: CHTM TOURISM SUMMIT 2020

(What)
CHTM Tourism Summit
(Why)
It is an opportunity for a one day event to put together the higher education organizations of the
Hospitality and Tourism Management College and to share their diverse viewpoints on a
common agenda.
(Who)
The CHTM's higher ups include the president and other primary school officer and other
employees. the CHTM's high-level work. This event is coordinated by the event planner and with
the aid of some students.
(Where)
The venue is located in Sogod, Southern Leyte and can accommodate a 100 guest with a stage
.
Options:
 Multi Purpose Court, Southern Leyte State University, Sogod Southern Leyte.
 Plenary Hall, Southern Leyte State University, Sogod Southern Leyte.

(When)
October 6, 2020 Monday 10:00am
October 7, 2020 Tuesday 9:00 am
October 8, 2020 Wednesday 9:00am
(How much)
 P 560,000 with the following breakdown
 P 2,400 x 100 pax = 360,000 for food and venue
 P 200,000 = sound system, invitation, photography, decoration and miscellaneous.

Exercise
Identify and Assign the Task

Write as many tasks as you can with the different committees presented.

Task to be completed Committee responsible

1. Contact Ask this question: Event planner manager
clients ° Preference of the guest
° Concept and topic of the event
° Amount of participants
°Menus
2. Visit the ° Availability of search sites Event Planner manager and
venue ° Give permission and approval Committee
3. Contact ° For an invitation, contact the Event manager and committee
supplier printing company.
° Sound and light interconnection
service
° Send legality contracts
4. Contact and Contact the correct menus for the Event manager
liaise catering event and provide them.
services
5. Let the printers supply the Printing committee
Photography photographer.
6. Decoration Live it to the team of decorators. Decoration committee
8. Safety and Liaise to the local police for the Event manager and police
security protection of the client and guest. department
9. Briefing to Provide guidelines for briefing the Event Manager
Committees different group.
10. Marketing Let the marketing committee do their Marketing committee
part

Month of Month of Month of Month

July August September of
October
1w 2w 3w 4w 1w 2w 3w 4w 1w 2w 3w 4w 1w 2w
Planning:
-identifying
committee
-concept
 -menus
-Budgetary
requirements
-identify
supplier

Approval to the
client
Venu selection
Contacting
catering services

Marketing for
decoration
Printing
invitation and
distribution
Event committee
briefing

Planning
implementation
Final evaluation
of the event l and
security
deployment
The week of the
event
 V. Reflection:
System preparation and acceptance is a challenge to understand and to examine
thoroughly. In this phase, it is difficult to create a strategy diagram with a Gantt diagram, for it
to generate or to develop a good plan for this event by using critical thinking and analysis. I've
learned some stuff like the time that was granted is hard to budget. 
In this phase I have learned how to schedule effectively an event from the planning
process before weeks and months before the event are separated. It is difficult to split all the
excess time, as each step in this process must be precise and complete. And here, too, I note that
there must be a large number of event planners, which will be of great help during the execution
of the programme.