LESSON 1 sharing knowledge and experience from both
EVENT - An event is a general term indicating the
coming together of a number of people in one
place, to confer or carry out a particular activity.
Frequency can be on an ad hoc or according to a
set pattern.
SPECIAL EVENT - A gathering of human beings,
generally lasting from a few hours to a few days,
and designed to celebrate, honor, teach about, or
observe human endeavors. A unique moment in
time celebrated with ceremony and ritual to satisfy
specific needs.
EVENTS BASED ON TYPES:
MEGA EVENTS - Largest events generally targeted
at international markets. These are events so large
they affect whole economies and reverberance in
the global media.
HALLMARK EVENTS - Designed to increase appeal of
a specific tourist destination or
region.
M.I.C.E.
MEETINGS – When 2 or more people come together
with a common agenda. People attend meetings
for education, training, decision making, research,
sale, exchange, networking, strategic planning,
teambuilding and problem solving.
CONFERENCE – Event used by any organization to
meet and exchange views, convey a message,
conduct a debate, or give publicity to some area
of opinion on a specific issue.
Ex. Medical Conference.
CONGRESS – The regular coming together of large
groups of individuals, generally to discuss a
particular subject. A congress will often last
several days and have several simultaneous
sessions. Larger scale than conference.
OTHER TYPE OF MEETINGS:
SYMPOSIUM – Formal presentation where there is
limited interaction between presenters and
audience.
LECTURE – An individual presentation, often by one
expert where the audience can ask questions after
the discussion.
PANEL – Two or more resource persons offer their
opinions on a specific topic.
WORKSHOPS – Require hands-on activities to
facilitate learning. These deal with specific
problems, issues or assignments. Requires the
presence of a moderator or facilitator to manage
the discussions.
FORUM – An interactive discussion led by invited
speakers. Requires the presence of a moderator or
facilitator to manage the discussions.
SEMINARS – Provide room for interaction between
attendees and resource speakers. There is a lot of
parties. (Small groups)
RETREATS – Training activities, usually sports activities.
It presents drills and instructions on specific topics.
CLINIC – Generally spiritual in nature. Usually
conducted in a location away from the city.
INCENTIVE TRAVEL - A global management tool that
uses exceptional travel experience to motivate
and/or recognize participants for increased levels
of performance in support of organized goals.
Ex. Experienced Korea
CONVENTIONS - A meeting with exhibit. Its strength
comes from combines attractions of having
multiple, simultaneous activities.
• Gathering of delegates.
• Common features include
educational sessions, committee
meetings, social functions, and
meetings to conduct the
governance business of the
organization.
• Commonly recurring.
EXHIBITIONS- Event at which products, services, or
promotional materials are displayed to attendees
visiting exhibits on the show floor.
TYPES OF EXHIBITIONS:
PUBLIC/CONSUMER SHOW - Exhibition that is open
to the public, usually requiring an entrance fee.
• Manila International Book Fair
• Hotel and Food Service Supplier
Show
• Job Fairs
TRADE SHOW - This generally refers to exhibits that
are not open to the public. It is considered a B2B
event, where products are not sold directly during
the exhibit.
• Initiate contacts with new customers
• Develop new trade leads
• Maintain and renew contracts with
valued clients
• Launch new products and services
thru live presentations and
demonstrations
• Enhance corporate profile and
image.
COMBINED EVENTS - These are exhibits that are
open to the trade for the first couple of days. Can
be classified by industry, date, host country, and by
organizer.
• Exposition - Large-scale industrial,
regional exhibition scheduled longer
period of time in the same venue
• Fair - Occasional meeting of buyers
and sellers specifically for trade.
 EVENTS BASED ON PURPOSE & CONTENT EVENT MANAGEMENT
- Events can be categorized based on - process by which an event is planned,
purpose and content. These are either prepared, and produced.
marketing activivties, festivals, fandom, - Like any management, Encompasses the
sports competition or those promoting an assessment, definition, acquisition,
advocacy. allocation, direction, control, and analysis of
MARKETING EVENTS time, finances, personnel, product services,
- Open House and other resources to achieve objective.
- Product Launch - Like business activity, overlapping nature of
FESTIVALS managerial functions. It has strategy &
- Religious Fiestas resources to achieve its mission & objectives.
- Cultural Events EVENT MANAGER
- Social Events - A professional responsible for planning,
- Historical Celebrations organizing, and executing various types of
FANDOM events.
- Refers to "people who are fans of a fiction - Their primary goal is to ensure that the event
genre, of a submerge, who have their own runs smoothly, meets the objectives of the
clubs, conventions, and amateur client or organization, and provides a
magazines. positive experience for attendees.
- The social groups that organizes events for
their member only. PHASES OF EVENT MANAGEMENT:
SPORT EVENTS PRE-EVENT
- A spectator or participatory event involving EVENT PROPER - Refers to the tasks and deliverables
recreational or competitive sport activities, during the actual event. Coordination, Managing,
scheduled alone or in conjuction with other Overseeing all the resources needed to successfully
events. execute the event.
• Olympic Games • Set-Up/ Décor
• Tour de France • Guest Registration
• FIFA World Cup • Schedule Management
• Boxing, Chess, Polo, Dragon Boat, • Logistics
Martial Art • Attendee Assistance
ADVOCACY • Crowd Control
- Events caused by charitable or caused • Technical Support
related group for the purpose of attracting • Food Service
revenue, support, and/or awareness, • Media Coordination
scheduled alone or in conjunction with • Payments/ Settlements
other events. POST EVENT – Refers to the evaluation of the event.
• Medical-Dental Missions • Submission of financial statement,
• Fund-Raising Gala audit reports, survey results
• Post-Event Report
SPECIAL EVENTS BASED ON NATURAL PHENOMENA • Media and Public Relations
- These are events that focus on natural • Inventory and Equipment Returns
wonders, flora, fauna.
• Northern Lights SECRETARIAT
• Wildbeest Migration The main team heading all committees managing
• Killer Whale Safari (Norway) event arrangements.
• Cherry Bloosom Festival 1. Finalizing the event concept
2. Setting the objectives
TRENDS 3. Enlisting the support of the stakeholders
- VIRTUAL AND HYBRID EVENTS 4. Creating the committees
• Affordable - Can reduce spending 5. Detailing contract terms and conditions
• Practical 6. Overseeing the timetable for all deliverables
• Lead generations
• Attendee interest CAREERS IN EVENT MANAGEMENT
- CONTENT-DRIVEN ONLINE LEARNING GOVERNMENT
• Upskilling - Officer in any Department of Tourism
- Officer in any of the DOT Attached
LESSON 2 Agencies and related officers such as
 Center for International Trade, Expositions impact on the success of an event, so their ability to
and Missions catch and correct details is vital.
- Director in a Local/Regional Tourism Office 3. Excellent Communication Skills - Effective
ACADEMIC & TRAINING communication is a cornerstone of event
- Instructor, Lecturer and Professor in a management. Event managers regularly interact
College or University with clients, vendors, sponsors, and team members.
- Trainor for specific tourism and hospitality They need to convey their ideas clearly, listen
courses actively to feedback, negotiate contracts, and
- ASEAN Master Trainor provide instructions to ensure everyone is on the
- Academic Manager same page.
CORPORATE 4. Time Management - Time management is a
- Consultant critical skill for event managers. They often work
- Trade Show Organizer under tight deadlines, and multiple tasks and
- Meeting Planner responsibilities must be juggled simultaneously.
- Event Promotion Prioritizing tasks, creating timelines, and adhering to
- Media Buyer schedules are essential to ensure that events run
- Accounts Executive smoothly and meet deadlines.
- Convention Bureau Director 5. Creativity - Event managers need to be creative
- Wedding Planner thinkers. They come up with innovative ideas for
- Production Assistant event themes, decor, entertainment, and activities
- Party Host to make each event unique and memorable.
- Festival Promotions Manager Creativity also extends to problem-solving, where
- Sponsorship Executive they find creative solutions when faced with
- Tournament Coordinator unexpected challenges.
- Entertainment Executive 6. Problem Solving - Events can be unpredictable,
- Fashion Show Producer and problems can arise at any moment. Event
- Stage Manager managers must be quick thinkers and effective
- Technical Assistant problem solvers. They need to analyze issues, make
- Videographer/Photographer decisions on the spot, and implement solutions to
- Creative Director ensure that the event continues without disruptions.
INDUSTRY SECTORS 7. Flexibility - Flexibility is essential in event
- Tourism and Hospitality management. Events rarely go exactly as planned,
- Medical and event managers must adapt to changing
- Agriculture circumstances. This could involve adjusting
- Advocacy/ Community-Based schedules, accommodating last-minute requests, or
Organizations handling unforeseen issues gracefully.
- Sports and Athletic Organizations 8. Budget Management - Managing budgets is a
- Destination Management Companies fundamental aspect of event management. Event
- Non-Government Ogranizations managers are responsible for creating and sticking
- Radio and Television Stations to budgets, allocating resources wisely, and finding
- Volunteer Groups cost-effective solutions to stay within financial
constraints.
LESSON 3 9. Negotiation Skills - Event managers often
CHARACTERISTICS OF EVENT MANAGER negotiate contracts with vendors, venues, and
1.Organized - Event managers must be highly service providers. Strong negotiation skills help them
organized individuals. They maintain meticulous secure favorable terms, pricing, and agreements,
records and documents to ensure that every which can significantly impact the overall success
aspect of an event is well- structured and on track. and cost-effectiveness of an event.
They use tools such as event planning software, 10. Leadership - Event managers are leaders in their
calendars, and checklists to keep everything in teams. They must inspire and guide their event
order. Their organizational skills help them manage planning and execution teams to work cohesively
timelines, budgets, and resources effectively. and efficiently. Effective leadership ensures that
2. Detail-Oriented - Paying close attention to detail everyone is aligned with the event's goals and
is crucial for event managers. They scrutinize objectives.
contracts, event layouts, seating arrangements, 11. Stress Management: Events can be high-stress
and logistics to ensure that nothing is overlooked. environments, especially when things don't go as
Even the smallest oversight can have a significant planned. Event managers need the ability to stay
calm under pressure, make rational decisions, and
reassure clients and team members in stressful
situations.
12. Knowledge of Event Technology - Staying up-to-
date with event management software, registration
platforms, and audiovisual equipment is crucial.
Event managers use technology to streamline
processes, enhance attendee experiences, and
collect data for post-event analysis.
13. Vendor Relationships - Building and maintaining
positive relationships with vendors, such as caterers,
decorators, and audiovisual teams, is essential.
These relationships help secure reliable services and
favorable terms, contributing to the success of
events.
14. Attention to Safety - Ensuring the safety of event
attendees is paramount. Event managers must be
knowledgeable about safety protocols, emergency
procedures, and crowd management to prevent
accidents and respond effectively to any
unforeseen incidents.
15. Marketing Skills - Event managers often play a
role in marketing events to attract attendees. They
may create promotional materials, utilize social
media, and employ other marketing techniques to
generate interest and ticket sales.
16. Resourcefulness - Being resourceful is a valuable
trait in event management. Event managers must
find creative solutions when faced with budget
constraints, venue limitations, or unexpected
challenges. This resourcefulness helps them make
the most out of available resources.
17. Multitasking - Event managers frequently handle
multiple tasks simultaneously. They may be
coordinating with vendors, answering client
inquiries, reviewing event schedules, and
overseeing on-site operations concurrently.
Effective multitasking ensures that nothing falls
through the cracks.
18. Team Player - Collaboration is a fundamental
part of event management. Event managers work
closely with various teams, including event planners,
marketing teams, technical staff, and volunteers.
Being a team player helps foster a positive working
environment and ensures that everyone works
together harmoniously to achieve common goals.
19. Customer Service - Providing exceptional
customer service is vital in event management.
Event managers work closely with clients to
understand their needs and expectations, and they
strive to exceed those expectations to ensure client
satisfaction.
20.Knowledge of Venue Selection - Event managers
must have a good understanding of how to select
suitable venues for different types of events. This
includes considering factors such as location,
capacity, accessibility, and amenities that align
with the event's goals and audience.
21. Knowledge of Permits and Regulations -
Understanding local regulations and permits is
crucial for compliance. Event managers need to
navigate the legal requirements for hosting events,
such as obtaining necessary permits and adhering
to zoning and safety regulations.
22. Networking - Building a strong network within the
event industry can lead to valuable connections
with vendors, venues, sponsors, and other event
professionals. Networking can open doors to new
opportunities and resources.
23. Crisis Management - Event managers must be
prepared to handle emergencies and crises during
events. They should have well-defined plans and
procedures in place to address issues ranging from
medical emergencies to technical malfunctions,
ensuring the safety and well-being of attendees.
24. Attention to Trends - Staying updated on event
industry trends and innovations is essential. Event
managers need to incorporate the latest trends in
event design, technology, and attendee
engagement to create modern and appealing
events.
25. Sales Skills - Event managers often engage in
sales activities to secure clients and promote event
services. This includes presenting proposals, pitching
event concepts, and demonstrating the value of
their event planning expertise.
26. Cultural Sensitivity - When planning international
or culturally diverse events, event managers should
be culturally sensitive and aware of customs,
traditions, and preferences to create inclusive and
respectful experiences for attendees.
27. Hospitality Skills - Creating a welcoming and
comfortable atmosphere for event attendees is
paramount. Event managers should understand the
principles of hospitality, ensuring that guests feel
valued and well-cared-for throughout the event.
28. Technical Knowledge - Event managers need a
basic understanding of audiovisual equipment,
lighting, and technical requirements. This
knowledge helps them collaborate effectively with
technical teams and ensure that the event's
technical aspects run smoothly.
29.Project Management - Events often involve
numerous projects within the overall event, such as
designing the stage, coordinating catering, and
managing transportation. Effective project
management skills are crucial for keeping these
various components on track and within budget.
30. Passion for Events - Finally, event managers
typically have a genuine passion for creating
memorable experiences. Their enthusiasm and
dedication to delivering outstanding events drive
their commitment to excellence and continuous
improvement in their profession.