Event Time Frame

Dates Activity In-Charge Ticklers

August 11, 2021 Sending of Event Event Manger Letter of Intent
Proposal
August 29, 2021 Approved Proposal Assistant of Event Acknowledgement
Manager Letter
September 1, 2021 Creating Agenda for Event Manger Propose program set up
the Event

Meeting with the Client Event Head Discussion of the

following : Budget
Alignment, Venue,
Guests, Motif and Date
Discuss with events Events manager and Events Plan
staff logistics committee
Meeting with the Client Event Head and Presenting the propose
Committee Staff plan : Budget
Alignment, Venue,
Guests, Motif and Date

Finalize Event Proposal

Contract Signing of
MOA
Set meeting with the Event Manger
team.
Meeting with the team. All Staff Discussion with the
events plan.
- Checking the venue Logistic Committee Venue Booking:
Function Hall, Fire Exit,
Comfort Room, Parking
Lot, Security Facility

Contract Agreement

- Proposal to the Listing of all food buffet

catering services
Looking for catering Event Committee Staff Listing of all food
services and lights and buffet/ catering
sound services, lights and
sound services including
their contact number
and address to have an
easy access to them.
Meet up with catering Event Head, Event Discussing how many
service (Kamayan Sa Manager, Supplier menus needed
Oro) Coordinator Presentation of menu to
the client.
taste test.
Contract Agreement

Proposal to the Event Head Make some

catering services/
Lights and Sound
Service

Meet up with the Light Event Head, Event Checking of the

and Sound Service Manager, Supplier equipment
Provider Coordinator, Lights needed/Testing of the
and Sound lights and sound.
Coordinator
Contact Program Host Make arrangement with
for Availability the host
Finalize event program
and details
Do a run through in all
the services and
materials and facility of
each service provider

Program printing, Event Production List of Principal Sponsor,

Invitations, Giveaways Guest
Venue information
Invitation card
Sending of Invitations Visiting everyone,
 person to person
Create Checklist of Event Manager Event checklist
what you need to Event Production Supply Box
pack for the event Committee Head Master list
Create Master Event Finance Contracts
Notebook Committee Head Event checklist
Copy of Registration And
List
staff
Copy of Balance
Due List
Copy of invoices
Copy of all materials
Copy of All Contracts
Meet up with client Event Manager Contract stipulations
Down payment
Agreement
Meet up with the Event Manager Contract stipulations
service providers
Down payment
Agreement
Reconfirm ALL Event Manager Event Checklist
commitments of the And Guest List
service provider All staff Copy of Contracts
Make a dry run-
through of event
course
Day of the event Event Manager Checklist of all staff
Set up registration And all needed
table staff
Organize security
personnel, medical
staff and
housekeeping team
Mark off parking
areas
-Install a sound and
lighting system
-Place signs in all
places
-Set up stage area
-Direct photographer
to appropriate
location.
-Set up food beverage
area
-Determine the
location of the first
aid kit
- Set up water
stations
Cocktail Reception
Start of Program
Continue
entertainment
throughout event
Thank sponsors
throughout event
Thank participants
for attending event
Clean up site: take
down tables, tents,
electrical equipment
and organize trash
disposal