LESSON 9

Program, Production and

Staging
 INTRODUCTIONS
A program documents the activities planned for a specific event. It details the
number of minutes (or hours) you are allocating for each activity as well as the person
responsible for it. The content, style and pacing of the program should match your
event concept, theme and objectives.
The Encyclopedia Britannica defines logistics as the organized movement of
materials and people. The term was first associated with the military but gradually
spread to cover business activities.
Different committees has its specific vital role for the success of every event.
The Program and the Documentation Committees are tasked with preparing the
program and assisting delegates and guests. The Product, Décor and Entertainment
Committees are primarily responsible for the staging and production tasks. They work
alongside other teams and report directly to the Secretariat. The Banquet Committee
determines all food and beverage needs, works with the caterer and handles all table
seating and service requirements for the event.
 LEARNING
OBJECTIVES:
After studying this lessons, you will be able to;
1. Design an event program
2. Identify the logistics needed
3. Handle guest arrangements
4. Discuss the important elements of an effective floor plan
5. Recommend seating arrangements for specific purposes
6. Identify technical requirements for your event
 Program
Program Activities
A Program follow a chronological sequence of activities. These can
include, but is not limited to the processional, presentation of colors to
the plenary sessions, intermission, to the closing ceremony, recessional
and the cocktails.
It can become more challenging when activities are simultaneous and
are taking place in separate locations. These happens when delegates
attend smaller groups referred to as break-out sessions.
 Here are the tasks you need to accomplish to
prepare your program:
Agenda Publicity and Promotions
Objectives Set-Up
Activities Program flow
Venue Script
Theme and Rehearsals
Motif Timekeeper
Special Guests, Resource Documentation
Speakers and VIPs Contingency Plans
Audience “latecomers” and “no-
Invites shows
Guests Arrangements
The selection of a speaker can make or break your event. A resource person
can be a multi-awarded, doctorate degree holder but he may be a boring speaker.
Table 9.1 Checklist for Guest
Arrangements
TASKS DEADLINE NOTES
Recommend of speakers and VIPs
Send invite contract to speaker
Receive copy of signed contract
Request for biography, curriculum vitae, photo
and audio-visual requirements
Advance percentage of speaker’s fee, if required
Book audio-visual equipment
Book flight and hotel accommodation
Send itinerary and information regarding flight
details, airport transfers, hotel accommodation
reservations and agenda
Travel and event information sent
Follow-up copies of handouts for distribution
Discuss and negotiate selling products at the
event
Is the evaluation form complete?
Meeting and Conferences
- There are types of activities designed for conferences and
meetings. Some of these are keynote speech; the plenary session;
general session; break-out sessions and the panel discussion.

KEYNOTE SPEECH
- This refers to the principal underlying theme of a large idea
hence the topic of that a keynote speaker addresses usually relates to the
reason or purpose behind a meeting.
- A Keynote Speech opens and/or close a conference. An
opening keynote speech sets the tone, theme and message of the
event. While a closing keynote speech is used to end a conference on a
high note.
 PLENARY GENERAL
SESSIONS A Plenary Speaker SESSION BREAKOUT
These are often is usually an It is a meeting SESSION
concurrent sessions industry practitioner hosted in This is a meeting
that focus on issues or someone who conjunction with a focused on a specific
important to an belongs to the host convention or topic. Often
industry sector or a organization or conference that is breakout sessions
particular aspect of industry. In contrast open to all are offered
a practice a professional conference simultaneously in
applicable to all speaker or expert attendees. different meeting
industries. Mini- outside of the host
rooms and delegates
plenary sessions organization or the
which sessions that
are usually open to industry is called a
wish to attend.
all registrants. Marquee Speaker.
PANEL DISCUSSION
A panel discussion is managed by a moderator who facilitate
discussion with industry experts, guest speakers and reactors.

BREAKS
Coffee breaks allow your delegates to network with their colleagues. You can
have “flowing coffee” available throughout conference or serve snacks during the
session. Rest room breaks are also appreciated by the audience.

SOCIALS
Gala dinners, cocktails, and fellowship activities usually design or end an
event. These are more opportunities for delegates to talk business.
 GUIDED TOURS AND OTHER
SPECIAL EVENTS

- A special event, as differentiated from the main activity, is something

that adds and color and excitement to the main event. Special events
include entertainment numbers, fireworks display, arts and crafts displays,
fashion shows, museum tours, team- building activities, and parades.

- Guided tour are design to fit the theme, agenda and requests of
delegates. These can include factory visits, networking opportunities, and
tours to attractions.
Trade Shows
- Trade shows highlight product and services, thus, the focus is to showcase
these to the intended audiences. Ribbon-cutting ceremonies are usually brief, but
creative, to allow more time to delegates to view the exhibit.
- Trade shows showcase products based on specific criteria to avoid clutter.

Program Flow
- You must estimate the time that each activity will take, including the time
intervals. These will take into consideration the logics of introductions,
entrance of the guest speakers, change in audio-visual equipment and stage
set-up. All these must be incorporated into your final program.
 The program flow
chronological order of activitieS. Here are
Several examples detailing the usual
Sequence followed for each:
1. Parade of Prayer
2. Invocation
3. Philippine National Anthem
4. Welcome Message
5. Oath of Sportsmanship
6. Lighting of the Torch
7.Declaration of Official Opening of the
Game
8. Ceremonial Toss
9. Game Proper
10. Elimination Rounds
11. Semi-Final Rounds
12. Finals
13. Awarding Ceremonies
14. School Hymn
dictates the FOR GRADUATION
FOR RIBBON- CEREMONIES
CUTTING 1. Processional
CEREMONIES 2.The National Anthem and
1. Opening Ceremonies Alma Mater
2. Invocation 3. Greetings from the Board of
3. National Anthem Trustees
4. Welcome Remarks 4.Introduction of Graduating
5.Introduction of Guest Class Representative
Speaker 5. Student Speaker
6. Keynote Speech 6.The Commencement
7. Ribbon-Cutting Address
8. Tour of the Exhibits 7. Presentation of
9. Dinner/Cocktails Candidate
10. Closing Ceremonies for the Honorary Degree
8.Conferring of the Honorary
Degree
9. Presentation of Candidates
for the Undergraduate degrees
10.Presentation of Graduates for
the Graduate Degrees
11. Conferring of Degrees
12. Welcome to the Alumni
13. Recessional
 Trend
s
FUNCTIONAL GIFTS
Gone are the days when a printed glossy brochure was enough. Today,
“technology-related, usable ecologically-friendly and reusable gifts” are most
appreciated.
BRIEF AND ENTERTAINING
The move towards the “short but meaningful” program is getting more interest.
Its appeal lies in content-driven activities that do not waste so much time.
PAPERLESS
Smartphone apps and downloadable invites, programs and digital
certificates are becoming more popular.
DIGITAL ACCESS TO THE EVENT
You must look into the possibility of live streaming your event for people who
cannot be physically present. This can be used for resource speakers who are located
in another region of the world who cannot be at your event but would be interested to
be part of it.
 COMMITTEES
The Program and the Documentation Committees are tasked with preparing
the program and assisting delegates and guests. They report directly to the
Secretariat and work alongside other teams.
PROGRAM COMMITTEE DOCUMENTATION COMMITTEE
The Program Committee is tasked The Documentation Committee is tasked with
with these responsibilities: these responsibilities:
• Decides on the content, style and • Takes videos and photos of the event from
pace of the program the beginning to end
•Selects, invites, and coordinates •Readies images to be uploaded to social
resource speakers and moderators networking and social media sites
• Sources out speaker • Assists the publicity committee in
requirements identifying
•Oversees speaker presentations personalities in the photos and videos
onsite • Archives all images and videos
• Venue for each
• Committee/s and persons responsible
• Resources needed
 Production and
Staging
LOGISTICS
Logistics refers to the movement of people, machine, equipment
money and other resources to ensure the success of an event.
Logistics brings together what is needed from the planning
to the
post-event stage. Details are important when
planning for your logistical needs.
Physical Arrangements
Physical arrangement refer how the furniture and fixtures, audio-visual
systems, special effects, stage, seats and other equipment and suppliers are put
together to maximize use of space in the appropriate setting for an event to
achieve event objectives.
 SET-UP
These are the major factors you have to consider when finalizing the physical
arrangements:
1.Expected Number of People
Make the best estimate based on experience or similar events. You may add
ten percent (10%) to the total number of guests to allow for unexpected
arrivals.

2. Purpose of the Event

Conference attendees need a square or rectangular writing surface. But
round tables result in a more elegant place setting arrangement.

3. Theme and Motif

The theme is the main idea that ties all the event details. Motif refers to the
execution of the idea. An event theme can focus on an era such as 50s, medieval to
futuristic. It can also be based on a character, a movie or a book such as event based on
Disney or Marvel heroes, Harry Potter or Twilight.
4. Program Activities
Dinner with dancing will require a dance floor. Awarding ceremonies with song and
dance numbers will need a bigger stage. Product launches have large screens for
presentations. Bingo games need rectangular tables and a board flashing the number-letter
combinations. Concerts require rigging for lights, camera and sound equipment as well as
creative stage set-ups.

5. Technical Equipment
Laptops, wide screens, lights and sound systems, need space. The capacities of a
function room are measured based on the maximum numbers of seats so be sure to factor
in measurements for audio-visual equipment, food stations and the stage.
 Here are Some of the most common A/V equipment for
M.I.C.E.

An EASEL, is a tripod stand used for holding signs,

displays; while a FLIPCHART is a tripod stand with a pad
paper. A WHITEBOARD in white, smooth surface for
writing.
The HEADPHONE is a device consisting of one or
two electro-acoustic receivers attached to a headband
for private listening to audio sources, sometimes called
an earphone.

A HEADSET is a headphone with a built in

microphone on an adjustable boom.

LIQUID CRYSTAL DISPLAY (LCD)

PROJECTOR
is hooked up to a computer, laptop or netbook using a
cable. It is ideal for presentations to a larger group of
 An OVERHEAD PROJECTOR which uses light and transparencies to
project images or writing onto a screen.

A TABLE TOP
PODIUM is a
lectern that sit on top of a table. You can
attach a microphone to the podium.

A MICROPHONE is a device that coverts sound into electrical signals usable by

other pieces of audio equipment.
Musical performances have a specific technical requirements. These can include
instruments; mixers; sound monitors; speaker; and musical stands.

6. Catering
The choice of meal service will also affect your floor plan. A full discussion on
food service, menu planning, banquet service.
 Menu Planning
Event organizer must much the food and beverage with the eventtheme,
ambiance and the guests. Caterers should understand the specific requirements for
each event as well. Further, it is very important that we respect the meal
preferences of clients and guests
Types of Food Service
Your choice of meal service will speed up or slow down the time for meals. Buffet
needs food stations strategically located around the room; while sit-down meals require
more waiters.

PLATED SERVICE means that guest will be seated and their meals will be served.
BUFFET requires the guests to choose meals from tables. Waiters usually assist guests by
serving food portions and drinks. Managed buffet means that waiters will serve portions of
each dish of each guest.
A la CARTE allows guests to choose their own dish from a menu.
LIMITED á la CARTE offers guests fewer choices. However, they have the option of
requesting from a method of cooking a specific dish.
FRENCH SERVICE is a formal type of meal service. Food is brought from the
kitchen to the table.
AMERICAN SERVICE is a pre-plated service where the food is placed on the
guest’s plate in the kitchen and it is brought to the table.
RUSSIAN SERVICE focuses on display and presentation. Food is portioned and
carved by the waiters in full view of the guests.

CATERING COMMITTEE
The Banquet Committee determines all food and beverage needs, works with the
caterer and handles all table seating and service requirements for the event. It is tasked with
these responsibilities:
• Develop menu and beverage needs
• Works with caterer in developing menu and
service needs.
• Negotiates catering fees and service
• Plans food and beverage service areas and
needs.
• Ensures alcohol policies and regulations are
followed, permits obtained, etc.
• Plans bar service if necessary
• Develops table seating plan and table
decoration needs. Coordinates with the
production and/or decor committee.
• Determines food service and table seating
requirements.
• Develops place setting chart and name plates, if
appropriate.
• Determines timing of food and beverage
service.
• Arranges for table bussing and table/kitchen
clean-up.
7. Stage
Event STAGE set-ups may be simple or elaborate.
Conferences normally have a podium onstage with
the Philippine flag, the flag of your clients(if they do
have one), a backdrop and floral arrangements.
The ORCHESTRA PIT
is the lowered area in
front of a stage where
an orchestra
accompanies the
performers onstage.
The BACKSTAGE AREA is for the performers and
event staff. This is a lounge where they can relax, have
meals and dress up. This can also serve as the storage
for clothes and some equipment.
8.
Registration
- Visitor registration may be offsite and/or onsite.
OFFSITE means registration online or in any mode not located on the venue. If you
wants to offer pre-registration online, you will need to incorporate these into your
website.
ONSITE refers to registration at the actual venue. To avoid crowding and
inefficiencies, choose a registration set-up that falls within your budgets that still
fulfills your objectives.
9. Choice of Venue and Signages
Form follows function. Function follows form. For unusual venues such as a
cruise ship, you will have to configure your floor plan based on the space.
Filipinos call it the comfort room; while Americans prefer the rest room. The
names we use may be different, but our need to quickly find what are we looking for is
consistent across cultures.
Signages can help us find our way. The placement of signages will depend upon the
venue, facilities, as well as the information that need to be available.
10. Seat
Plan
Square tables allow for more interaction, while rectangular table seat more people.
If there are few seats in a large function room, the delegates will think that your event
is not well-attend. But if the seats are placed too near each other, the delegates will
think that you are on a tight budget. Choose the most appropriate seat plan to maximize
the use space while achieving event objectives.

MOST COMMON TYPES OF SEAT PLANS

Here are the most common types of seat plans. Aside from function room and set-up,
also included are the seat arrangements for a cruise ship; and a sports arena
To facilitate discussion, the following legend is used:
 Seat Plan
Legend

Chair Rectangular Round Stage

1.FOR LARGE Table Table
GROUPS
1. Classroom
Description: Have rows of table with chairs Usually
Style have 2-3 people per table
Ideal for: Seminars
Advantage: Provides tables for writing
Provide space for laptops and bags
Disadvantage: Space can be tight between seats
May require internet cabling
and/or power sources
 1.2 Chevron Style
Description: Variation of the classroom, with two
sides placed at an angle
Ideal for: Seminars, Break-out Sessions
Advantage: Optimizes view for participants
Provides table for writing, laptops and bags
Disadvantage: Reduces room capacity
1.3 Theatre Style
Description: Line up rows of chairs with
provisions for space aisles.
Has a stage in front for the presentations
Ideal for: Keynote and plenary sessions
Advantage: Allows for maximization number of
seats in a room
Disadvantage: No writing surface
May be uncomfortable if seats are too near each
other.
 1.4 Crescent Round or Dinner Theatre
Style
Description: Round
tables with seats facing the stage and occupying only ½ to ¾
of the table
Ideal for: Dinner
theatre shows,
Break-out Sessions
and events
featuring entertainment and/or motivational
speakers.
Advantage:

Provide space between tables Disadvantage:

Reduces the capacity
1.5 Banquet Style
Description: Round tables that seat 10-12 people per table.
Request for a set-up good for 6-8 people per table to provide more
space.
Set up several managed buffer stations to speed up meal
service.
Ideal for: Dinner events, Gala, Breakfast and Lunch
2. FOR SMALL GROUPS
Small group setups are ideal for planning and strategy meetings, focus
groups, information sharing, status reports and introduction of new ideas.

2.1 Boardroom
Description: Suggests formality and hierarchy
Can substitute oval table instead of rectangular one Ideal
for: Groups between 6 and 15 people
Beyond 15, the other attendees feel left out, lose
interest and form their own group
Advantage: Everybody can see everyone
else Disadvantage: Too stiff
 2.2
Perpendicular Description: Seats can be on either outside or
inside of tables.
Ideal for: Workshops
Advantage: Seats can be on either outside or inside of the tables
Facilitator can quickly check attendees’ activities
Easy exchange between presenter and audience
Center usable for exhibits or demos
Disadvantage: Wastes space in the center
2.3 Semi-Circle
Description: Can be full circle Role
of facilitator is minimal
Ideal for: Highly emotional sessions
Advantage: Encourages a sense of group and bonding Can
be set-up with or without tables
Disadvantage: Can be too intimidating
 2.4 Hallow
Square Description: For meetings where hierarchy is not an
issue Ideal for: Excellent forfacilitator led meetings
such as
brainstorming
sessions that allow participants to contribute to the discussion

 Advantage: Encourages the sense of group and

bonding Can be set-up with or without tables
 Encourages interaction among participants
2.6 Cocktail/Reception
Description: Uses several high boy tables (represented by the
Disadvantage: Awkward to use any visuals
circles) spread across the room.
Seats are not provided
Rectangular or square tables are reserved for banquet and
bar services.
Could add a sofa to allow seating
Ideal for: Small venue
Advantage: Maximizes capacity
Disadvantage: Attendees may tire easily and
have difficulty eating and drinking
TIP
Rehearsals
Entertainment activities must be rehearsed before the actual event. Technical rehearsals involve the
guest performers – practicing with light, sound and camera technicians. There are instances when
resource persons rehearse their speeches to get a feel of the stage.
Trends
VIDEO CONFERENCE
Remote participation is made possible via online technologies that combine video with audio.
ENTERTAINMENT
New Bands
Not only can they entertain with their brand of music, they may also be the solution to your budget
constraints.
Photo Booths
The Filipino loves taking pictures and “selfies,” thus, its continued popularity. It is also a fun way to
use free time.
Nostalgia
If there are aligned with your event theme, you can have ‘toys” like jukeboxes for
attendees to interact with.
Committee The Product, Décor and Entertainment Committees are primarily responsible
for the staging and production tasks. They work alongside other teams and report
directly to the Secretariat.
PRODUCTION COMMITTEE
The Product Committeewill provide for the planning, ingress, production
and egress of the event. This committee makes all operational decisions regarding
the
product of the event and oversees all activities.
DECORATIONS
The Decorations Committee creates the atmosphere and ambiance COMMITTEE
for the event.

ENTERTAINMENT COMMITTEE
The Entertainment Committee plans the entertainment during the event including
selection of talent and all production and technical requirements.
Thank you for listening!