Group 2 BSHM-3B

LESSON 9: PLANNING AND APPROVAL PROCESS

Content:
Step One: Plan
Identify and Assign the tasks
Scheduling
The Budget
Securing Approvals and Permits

STEP-ONE PLAN
PLANNING - is a process that involves setting the objectives and the means to achieve them.
OBJECTIVE OF EVENT PLANNING
• 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 sourced?
• What they must do in case something goes wrong?

Steps in Planning for an Event:

✓ CONCEPT
Create an event concept. Come up with general objectives and project ideas by asking the 5W and IH
questions.
✓ FEASIBILITY
Test the ideas by doing a feasibility study. Scan the environment for opportunities and threats.
✓ TASKING
Create a "to-do" list. List all 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.
✓ 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.
IDENTIFY AND ASSIGN THE TASK
Committees:
1. Program
2. Logistics
3. Finance
4. Marketing or Sponsorship
5. Registration or Attendance Promotion
6. Documentation

• PROGRAM
It is the job of the program committee to identify and secure what is needed.
• LOGISTICS
Ensure that all equipment needed on the day of the event is secured and to be delivered on time.
• FINANCE
The Finance Committee provides financial analysis, advice, and oversight of the budget of the event.
• MARKETING OR SPONSORSHIP
They are responsible for anplementation of the annual sponsorship campaign as well as maintaining
selationships with the existing sponsors.
• REGISTRATION OR ATTENDANCE PROMOTION
The committee reviews and monitor the policies, procedures and provision for registration.
• DOCUMENTAION
Review the existing CAMS documentation and make recommendations on a new platform.

SCHEDULING THE TASK

— It is done to achieve your desired results and priorities in the defined timeframe by managing it
accordingly.

GANTT CHART
-by Henry Laurence Gantt -
 — A Gantt chart, commonly used in project management, is one of the most popular and useful ways of
showing activities (tasks or events) displayed against time. On the left of the chart is a list of the
activities and along the top is a suitable time scale.

THE BUDGET
-A budget is the estimate of revenue and expense.
-Budget provide date on an event's funding requirements as well as a means to monitor expenses.
-Major budget items include cost, revenue, break-even point and cash flow.

1. Cost
The experiences or how much it will take to stage the event. Cost can either be fixed or variable. Fixed
costs are expenses unaffected by economies of scale or by the results of attendance promotions.
Variable cost varies depending on materialization, such as the number of booths rented in an exhibit,
the quantity of food and beverage consumsed, or the number of kits produced. However, there is
usually a minimurn cost for variable items, which is skin to a fixed cost.
2. Revenue
How much the event eurns 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.
3. Break-even Point
The minimum point where revenue meets cost. It is discussed in detail in the next unit under
accounting principles.
4. 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. A cash flow chart is thus an
important tool. It details when money promised by sponsors must be received at the latest in order to
cover certain costs or meet payment deadlines to suppliers. If the cash flow chart is poorly done,
organizers will be deemed to advance money from their own pockets to meet payment deadlines.

~ SECURING APPROVALS AND PERMITS ~

Secure the approval of school authorities, like the Dean or Vice President for Academic Affairs. Follow
the chain of command. For corporations, secure approval from the management of present the study to
the client. Adjust the details according to the feedback on the presentation. Make sure that you get the
signature of approving authorities in the final proposal for record purposes and to avoid future
coordination problems. Keep signed originals properly