DON HONORIO VENTURA STATE UNIVERSITY

STO. TOMAS CAMPUS

Moras dela Paz, Sto. Tomas, Pampanga

Name: Amar B. Reyes Date: 12/2/2021

Year and Section: BSHM 3A

CHAPTER 9: PLANNING AND APPROVAL PROCESS

DISCUSSION QUESTIONS 9.1

1. Define planning and explain its importance.

Planning is a process that involves setting the objectives and the means to achieve them.
Planning is important to help us by identifying the goals distinctly, planning can make the company,
organization or event decide clearly.
2. Identify the objectives of event planning.

The objective of event planning is to make sure that everybody involved knows: (1) what they are
responsible for; (2) when they must start their tasks and when they must accomplish them; (3) how
much funds are available and how they are or will be sourced; and (4) what they must do in case
something goes wrong.

3. Summarize the steps in event planning into three major steps and identify the
activities that need to be done under each step.

a. Concept. Create an event concept. Come up with general objectives and project ideas by
asking the 5W and 1H questions as indicated in the first part of this book,
b. Feasibility. Test the ideas by doing a feasibility study. Scan the environment for
opportunities and threats.
c. Tasking. Create a '4o-do list. List all necessary tasks and group them together. Allocate
each group of tasks to each committee: Program,
d. Registration, Marketing, Finance, Logistics, and Documentation. Assign each task to
specific persons. Make sure that each person has an assigned task. Determine if additional
persons or services are needed. Adjust the organizational structure,
if necessary.
e. Scheduling. Create a timetable, Estimate the time needed to accomplish each task.
Determine the sequence and relationship of tasks. Set deadlines,
f. Budgeting. Create a budget by identifying revenue sources and expense items Make a
conservative estimate for the revenues and expenses.
g. Approval. At this point, secure the approval of school authorities, like the Dean and/or Vice
President for Academic Affairs before proceeding to the next step.
h. Site Selection. Upon selecting a project, finalize the theme, date, and venue. Do an ocular
of potential venues before deciding which one best fits your event.
i. Marketing. Be creative in planning your revenue sources. Ticket sales are one of the
options but it is not the only source of revenue.
 j. Risk Assessment. Expect the worst. Identify all the threats and possible impediments to
the event, note how each can be mitigated, and if they do happen, what each of the team
members should do.
k. Monitoring and Evaluation. Plan on how you are going to monitor the performance of the
team. Make room for improvements and adjustments. Hold coordination meetings regularly.

4. Summarize the steps in preparing a Gantt chart into three major steps.

Assign a person for each task. It is good to make long lists of tasks and set a lot.of deadlines but
unless you are clear on who will actually carry out these tasks, the whole plan may not work.

Gathering as many specific tasks – writing down as many specific tasks as many as can
members will depend on the amount of tasks and work involved, make sure that everyone has the
exact same list of task.

The next step is to estimate the time required to carry out each task. How many days
does it take to print posters and invitations? How many days before the event should posters and
invitations be sent out? How soon should tickets be made available?

5. Identify the parts of a budget.

a. Cost – the expenses or how much it will take to the stage event. Cost can either be fixed or
variable.
b. Revenue - how much the event earns in gross receipts. Revenue sources include
sponsorship, exhibit space rental, advertising space in souvenir program or directory of
exhibitors, product presentations, gate receipts or ticket sales, sale of exhibitors' directory
and/or merchandise items, seminar fees, website advertising, and any other activity which
results in the inflow of money.
c. Break-even Point - the minimum point where revenue meets cost. It is discussed in detail in
the next unit under accounting principles.
d. Cash Flow - the schedule of cash inflow and outflow. Cash needs to be ready at hand when
you need it. Receivables are good, but cash is needed at some point when preparing for an
event.

ASSIGNMENT 9.1

Draw a diagram illustrating the steps in planning.

CONCEPT FEASIBILITY TASKING SCHEDULING BUDGETING

SITE RISK MONITORING

APPROVAL MARKETING
SELECTION ASSESSMENT & EVALUATION
EXERCISE 9.1

Prepare a Gantt chart for the 18th birthday party of a female cousin of yours.