Events management

What is an Events?

• Refers to the things that happen

around us
• something that happens or is
regarded as happening; an
occurrence, especially one of some
importance.
• something that occurs in a certain
place during a particular interval of
time.
 Two kinds of events

• ORDINARY EVENTS
It occur naturally in our environment and
in our daily lives
• SPECIAL EVENTS
-It is made for a purpose
-some people need to travel to
participate, while some spend a lot of
time and resources planning for the
events and making sure that everything
unfolds as expected
 Types of special events

• PERSONAL EVENTS – organized by and for friends

and family to celebrate life’s important
milestones.
• CORPORATE EVENTS – organized to improve the
productivity and profitability companies and
contribute to the achievements of corporate
goals
• COMMUNITY EVENTS – gathering of the members
of the community and their guests to
commemorate historical and/or religious events,
promote arts and culture, and strengthen social
bonds.
 Characteristics of special events

• Organized for specific purpose;

 Characteristics of special events

• Organized for specific purpose;

• Attended by a number of participants;
 Characteristics of special events

• Organized for specific purpose;

• Attended by a number of participants;
• Held in a specific, pre-determined place;
 Characteristics of special events

• Organized for specific purpose;

• Attended by a number of participants;
• Held in a specific, pre-determined place;
• Time-bound (such that is has beginning and
an end); and
 Characteristics of special events

• Organized for specific purpose;

• Attended by a number of participants;
• Held in a specific, pre-determined place;
• Time-bound (such that is has beginning and
an end); and
• Cost a lot of resources.
the 5w’s and 1h

WHAT Events are we organizing?

WHY Are we organizing events?
WHO Are expected to attend and to organize
the event? How many attendees and organizer?

WHERE It is going to be held?

WHEN Is going to be held?
HOW MUCH is it cost?
 Elements of a special events

• Type and title of events;

• Purpose of holding the events;
• Participants of the event and the roles they
play (i.E. Organizer, attendance, etc.);
• Place or the venue where the events is going
to take place;
• Date and time of the events; and
• Resources.
 Framework for developing an event concept
paper (5w’s and 1 h)
ELEMENTS EXAMPLE

(What) – Title and the type of events Ana’s 18th Birthday Party

(Why) – Purpose/Objective This is a once- in- a- lifetime event and it has been a
The Owner or the organizer of the event must family tradition to celebrate every member’s transition
have a good reason for wanting to hold an event to adulthood. The birthday party aims to give Ana a fun
and memorable celebration on this important day.

( Who) – Participants Ana’s immediate family members (father, mother, and

The organizers and attendees, the roles they siblings) will organize the party with the help of the
play event planner. One hundred (100) guest are expected to
attend, mostly family and friends. A guest list will be
prepared
 ELEMENTS
(Where) – Place
The size and the availability of the event
venue affect the schedule and the number of
attendees. The venue can be selected using a
set of criteria.
(When) – Date and Time of Events
Make sure that the date and time are
identified early on. Setting the date affects
the venue reservations and printing of
collaterals to be included in the invitations.
(How Much) – Cost/Resources
One can indicate a cost ceiling at onset. The
details of the budget can be prepared once
quotations from suppliers are gathered.
EXAMPLE
The venue must be in Z City, and can accommodate 100
guest with the stage and dance floor.
Options:
Room 1, X Restaurant, Y Avenue, Z City
Room A, B Restaurant, C Avenue, Z City
July 4, 2020, (Friday) 7:00pm
Note: it is important to indicate the month, day , year
and starting time of the events. A program detailing the
schedule of speeches and performance will be prepared
at a later time.
Php 100,000.00 with the following breakdown:
Php 500.00x 110pax (with 10% contingency)=
Php 55,000.00 for food and venue
Php 45,000.00 for cake, sound system, invitation,
photography, and miscellaneous.
 Contingency..

• One of the important elements

that must be included in the plan.
• It refers to a “plan B” to address
unforeseen or unexpected
circumstances.
 Multiplier Effect

• Multiplier Effect is a direct economic impact

which is equivalent to the “new” money that the
visitors or outsiders bring and this money is
circulated through spending in the local economy.