Armed with clear even objectives, a profile of the audience or participants, a working budget and a

clearly stated event vision the event manager now DRAFTS THE “MEAT OF THE EVENT”

Consider your event as a gift in a box.

Event Vision- Defines your intention to please or get reaction from the recipient.

1. WHAT THE GIFT WILL BE.

2. HOW IT WILL LOOK.

3. SMELL, TASTE, FEEL.

4. HOW BIG IT WILL BE.

5. HOW MUCH YOU SPEND ON IT

EVENT FORMAT 

“WHAT FORMAT WILL BEST ACHIEVER THE EVENT OBJECTIVES?”

 This is where the planning for many events start. DO NOT skip this step. Work slowly but surely
following the famous maxim that form must follow function.

 Let the Event Vision guide you in deciding the format of your event and the messages to be
delivered.

KEY QUESTIONS TO FOLLOW IN EVENT FORMAT:

 How will the event be executed so that the objectives can be achieved?
  What activities are necessary to give the audience a delightful & memorable experience?

 How can opportunities to socialize be made part of the event?(Events present opportunities for
participants or attendees to network and socialize.)

 How much time is available to stage the event?

 What would be a suitable venue for this event?(If venue has not yet been decided up to this
point.)

SUB-FIELDS IN EVENT MANAGEMENT:

 Civic events

 Competition and games

 Concerts and entertainment

 Convetions

 Diplomatic events

 Exhibits and expositions

 Fund raising events

 Incentive travel

 Retail events and bazaars

 Sporting events

 Street party

 Team building activity

 Tourism

The planning team decides on the TONE of the event.

 Will it be: FORMAL OR INFORMAL? SOLEMN OR FUN? A TALK FEST OR A MUSICAL? WILL IT BE
INDOOR OR OUTDOOR?
  The even objectives and message may also be delivered well by a THEME.

 An event theme makes the message more understandable, more memorable, and more
endearing.

THREE SOURCES OF THEMES:

 The Destination or the locale- Pick out the destination of your event that will suit your theme.
(ex. Incentive trip to Palawan can take on an eco adventure theme.)

 Popular Culture- many events get inspiration from movies, songs, or television shows.

 Historical and Current Events- Themes can also be gleaned from history, like wars, discoveries,
explorations.

VENUE 

“WHAT TYPE OF VENUE WILL BEST HELP YOU ACHIEVE YOUR

EVENT OBJECTIVES?”

Decide on two or three venues that generally fall within the criteria you set.

 Inquire if the venue is available on your chosen date and time. If plans are not yet final, have an
alternative date in mind, particularly if you are determined to get the site of your primary
choice.

 Discuss set-up and strike-down times(ingress and egress) on the day of your event; inquire if
there are extra charges for these activities. Some venues have a surcharge for electricity and
manpower overtime for ingress or egress.

 Clarify what the policies are regarding food and beverage service- Minimum guarantees,
additional orders, beverage arrangements, surcharges, ect.
 Check policies on bringing in audio-visual equipment, as well as on electrical consumption and
voltage requirements.
 THE SHORTLIST

Decide on two or three venues generally fall within the criteria you set. Then get ready to ask more
questions. It will also be a good idea to thoroughly check the venues on the shortlist.

How to use the facilities to achieve the event objective/s:

 Inquire if the venue is available on your chosen date and time. If plans are not final have an
alternative date in mind.

 Discuss set up and strike down times on the day of your event. Inquire if there are extra charges
for the activities.

 Clarify what the policies are regarding food and beverage service minimum guarantees,
additional orders, beverage arrangements, surcharges, etc.

 Check policies on bringing-in audio-visual equipment, as well as on electrical consumption and

voltage requirements.

Once you have made a decision on where to have your event, book it immediately. When booking the
venue, read the contract carefully and ask more questions. Signed contract is necessary to hold the
venue on the date and time you require. Rent deposit is oftentimes required too. Clarify policies on
cancellations, postponements, minimum guarantees and deposit refunds.

VENUE INSPECTION CHECKLIST

WHAT TO INSPECT SPECIFIC INQUIRIES

CAPACITY
1. Approved capacity of venue for sitting Target audience size:
2. Capacity of venue for parking How many will be needed:
3. Capacity for exposition booths Refer to space computation guide
4. Capacity for storage What will be stored? How much space is needed?
5. Capacity for pre-event functions Audience size:
Date and time:
6. Capacity for other functions or breakouts How many function rooms will be available on the function
date?
7.Capacity for public areas, such as lobbies Can the lobby accommodate crowd before & after the event?
8. Size and number of men’s and women’s Are these enough for the no. of guests? Are these clean?
restrooms Where is it located? If outdoors, is there a need for portable
toilets ?
LOCATION/ ACCESSIBILITY
Location of venue from nearest airport Consider guests from out of town
2. Distance to nearest trauma facility Consider the age of the guests and what
activities they will engage in
3. Distance to nearest fire rescue facility Check the venue’s emergency reaction plan
4. Distance to shopping Will your guests find the shopping area
attractive? Is shuttle service provided?
Consider safety and security to, within, and
from the recreation area
5. Distance to recreational activities Is recreation part of the event activities? Is
there a shuttle available? Consider safety
and security to, within, and from the
recreation area
6. Accessibility by public transportation Are guests likely to arrive by public
transport? What is the most convenient
route to take? What are the time schedules?
SETTING-UP
1. Size and number of exterior portals Get the dimensions, particularly if large
2. Size and number of interior portals, including elevators equipment or display modules will be
installed. Check the route that such
materials will take from outside to actual
site
3. Ingress and egress to portals What time may people and equipment
ingress and egress through the exits and
entrance?
4. Venue rating for kilograms per square meter of static floor weight Consider this for equipment display and
exhibits
5.Elevator weight capacity (including freight or service elevator) Compute for weight of equipment and
materials to be taken up via elevator. What
is the capacity of guest elevator? How will
elevator traffic be like during peak hours?
6. Stress weight limit for items that are suspended, such as lighting, Are trusses and battens available? Are these
scene backdrops, projectors and audio equipment sturdy enough to hold the load intended?
7. Lift availability for aerial work Does the venue allow use of indoor lifts and
ladders? Charges? Availability?
8. Adequate number of tables, chairs, stairs, and other equipment How many are available? Vs. how many will
you need?
9. Skirting and table linen colors available for tables and platforms What colors will you require?
for staging
10. Stanchion posts, cards, and similar routing and crowd control How many do you need? Where will these
equipment be placed?
11. Banner or streamer display in prominent locations within the Seizes allowed, display period, manner of
venue display
12. Registration are and personnel ( if provided by the venue) Size of space. How many are needed?
Schedule a briefing with them before the
event
13. Express check in or registration for VIP’s How will this be done?
14. Distribution of event materials Where is this allowed?
15. Event directory and other signages, including directional signs to How to get announcement posted? How
the actual site adequate are the signages?
UTILITIES

1. Electric power capacity What is the maximum that the venue can
provide? Is there a need for a power
generator for the event?

2. Power distribution What is the probability of having a power

outage during the event?

3. Responsible person for operation of electrical apparatus Will an engineer be assigned to your event

4. Sources of water What is the likelihood of a water service

interruption during the event?

5. Surcharges for electricity and water How is consumption determined?

C A TE RIN G

1. Full service, venue-specific catering service What What is the best type of service considering
meals will be needed? For how many? the type of audience?

2. Variety of food outlets Average cost per meal

3. Caterer capability Ask feedback from clients

4. Food presentation Is a menu tasting necessary?

5. All day coffee/tea set-up Where will these be set-up?

LODGING ACCOMMODATIONS

1. Number of rooms How many guests will be billeted?

Room types needed

2. Quality of rooms
Does it live up to guests’ expectations?
3. In-room amenities

4. Clear fire emergency plan Must be posted in each room

5. Doors’ security Can doors be easily opened in case of
emergency?

6. Limousines for VIPs How many are available?

7. Upgrades to suites available Enough for all VIPs?

8. Concierge on VIP floors Available? If not, what is the alternative?

9. Room deliveries

10. Special announcements in in-room television

Available? If not, what is the alternative?
11. Complimentary parking for all staff

12. Complimentary business services

PAYMENT AND CHARGES

1. Ratio of complimentary rooms to paid rooms Acceptable?

2. Guarantee Policy Clear? Acceptable?

3. Daily review of folio At what time? Who has authorized access?

4. Bonuses free-of-charge (FOC) or waiver of charges Function room rental, complimentary

reception drinks, etc…

ME D ICA L A SSISTA N CE

1. Trained first aiders in staff Available per shift?

2. Designated first-aid area Accessibility from event site?

3. Ambulance Service How to contact?

R E GULA TION S

1. Designation of an area to be used in emergencies Accessibility from event site

2. Prohibitive substance regulations Clearly posted? Venue security team able to

handle violators?

3. Other regulations that hinder your ability to do/conduct business What are your alternatives?
transactions
4. Fire code requirements with regard to materials used for Abide by these?
backdrops, props, and other decorations

5. Local permits necessary to use open flame or pyrotechnic devices Where to secure? How long will it take?
Cost?

6. Policy regarding use of animals for the event Will animals be used for your event?

SA FE T Y A N D SE CUR ITY

1. Well-lighted exterior and interior walkways Check all areas quests will wall through.

2. 24-hour security Ideal

3. Elevator communication systems in working condition Ideal

4. Fire sprinklers and alarm system working condition How do the alarms sound like?

5. Condition of all floors, including the dance floor Slippery? How to prevent accidents. Check
other potential danger spots as well.

THE EXPERIENCE 

“WHAT THE AUDIENCE CAME FOR & WHAT THEY WILL REMEMBER?”

The part where the event plan takes flesh and where the excitement builds up for the event team.

 Deliver the event’s message in the best way that the audience will appreciate it.

 The theme is a creative handle – an idea peg which inspires you to design what the look, feel,
sound, smell and taste of the event will be.

 Consider restrictions or limiting factors such as age and limitations of the audience, available
space, the venue, equipment available, program content, and budget.

 Visualize what will happen.

 The aim is to make a powerful first impression and a final impression that lasts.

5 ELEMENTS THAT AN EVENT MANAGER MUST PLAN FOR:

 a. Invitation – how will people be aware and invited to the event?

b. Registration – how will the guests sign up or confirm attendance to the event?

c. Atmosphere – what will be the overall look and feel of the event?

d. Program – what activities will be there at the event? How will activities be sequenced?

e. Treats – what pluses will make guests better enjoy and remember the experience? What food
and beverage will be served? Are there gifts to take home?

INVITATION

This is your chance to make a powerful first impression: make the prospect want to come to the
event.

 The style of the invitation and the way guests are invited create perceptions about the event.

It is also at this point that expectations are set.

Timing the release of the invitations is also a major consideration. Allow time for the prospect to
reserve the date and to respond to your invitation.

Apply the event theme on invitation materials to reinforce the message that you want to send.

Invitations are a prelude to the event. It is the audience first taste of what is to come.
 REGISTRATION

 Decide on having either a pre-event or on-site registration, or offer both.

 Pre-registration- Helps the event team plan the seating, food, amenities, and provides an
assurance for an audience. In situations where confirmation of the number of attendees is

crucial, the organizer may provide incentives for early registration: EARLY BIRD PROMO! J
INFORMATION GATHERED FROM REGISTRATION IS IMPORTANT BECAUSE…

 It is used for profiling the audience.

 Attendance measurement.

 Follow –up communication.

 Prospecting.

 Security check.

 Plan how the pre-registered participants will get their credentials(Identification Cards or name
tags, meal stubs, or tickets)

 Have a separate plan for on-site registrations. Lay out space for getting registration forms, filling
these up, encoding the information, and issuing credentials for on-site registrants.

 For ticket or paid events, plan how to collect payment for both pre-registered participants and
on-site registrations. Have policies on payment, cancellations and communicate these to the
participants and everyone on the registration team.
 ATMOSPHERE

How will the event look like, sound like, smell like, feel like, and taste like?

Identify what elements would be put into the event setting to appeal to the senses.

THE EVENT SITE PLAN CONSIDERATIONS:

a. Size of the event site e. Security g. Versatility

b. Activities that will happen in the area f. Accessibility

c. Flow of activities and the proximity of each activity area to the other area

d. Space requirements for each activity based on the number of participants involved
WAYS TO ARRANGE AND ORGANIZE SPACE:

a. Centralized – has a central, dominant activity space around which several secondary spaces are
grouped

b. Linear – has a sequence of spaces for varying activities along a straight line

c. Radial – combined centralized and linear arrangement and arranged in radial manner

d. Clustered – spaces are grouped and each grouping may share a common trait or relationship

– can be organized around a large, defined field or volume of space, or along a path of
movement

c. Grid – group spaces in rows and columns, typical for retail events and trade shows.

SETTING UP THE MEETING ROOM:

Theater Style

 Line up chairs in rows facing the speaker.

 The rows can be straight, semi-circular, or herringbone.

 Use this layout when attendees will be listening to the speaker or watching a presentation.

Classroom Style

 This set-up has rows of long, narrow tables and chairs positioned facing the speaker. Water
glasses and note pads are typically placed on the tables.

 This is not the preferred set-up for encouraging conversation among attendees.

Banquet Style

 Seat guests in round tables.

 It is appropriate for small committee meetings or small breakout sessions that involve group
interaction and some writing.
Crescent Style

 Seat participants in round with two or three seats removed

 This layout works well when you need to use the same room for presentations and meals, and
when there are small group activities to be done following a presentation.

Conference Style

 This set-up is ideal for meetings of less than 30 people.

 Seat participants on all four sides of a rectangular or square table. A round or oval table may
also be used.

 Use this for board meetings, committee meetings, and other smaller functions in which
interaction between participants is expected.

U-shape

 Use rectangular tables that are positioned to form a “U”.

 This is often used for board of directors meeting and other small group meetings.

Hollow Rectangle/Square

 Arrange tables in a rectangle or square, leaving the center empty.

 This set-up allows greater interaction among the attendees and is ideal for meetings of 17 to 30
people.

WOULD THE SET-UP FIT? :

 To compute how much space will be needed to accommodate the number of expected guests
with the planned set-up.

Number of people
x
Square area per person for the planned set-up

 To determine if a meeting room can accommodate the planned set-up.

 Room’s total square area
÷
Square area per person for the planned set-up

PLANNING FOR SENSORY CUES:

 Who will be the guest?

 What will the guests want to see?

 What will the guests see?

 What will the guests want to hear?

 What will the guests want to smell?

 What will the guests smell?

 What will the guests want to taste?

 What will the guests taste?

 What will the guests want to touch?

 What will the guests touch?

ACTIVITIES

This is your plan as to what will happen during the event. Events may be a short one hour program or an
intensive week-long conference.

EVENT DETAILS:

• Program structure and running order

• Breakout sessions (if necessary)

• Timings of each detail

• Help required: who does that?

• Audio-visual and staging equipment

Do not fill in time segments with just any kind of activity. Fill the event schedule with activities that will
help achieve the event objectives. Make every minute worthwhile for the participants by understanding
their needs and interests. Make every minute part of an experience that the participants will remember
Bear in mind that it is all about the experience.

Event objectives focus on either: “how will the participants feel after the event?” or “what will the
participants do as a result of the event?”

For a conference or corporate event this is a suggested program flow:

1. Invocation

2. Philippine National Anthem

3. Opening

4. Topic 1

5. Highlight 1

6. Coffee break

7. Topic 2

8. Topic 3

9. Lunch

ACTIVITIES THAT WILL ALLOW MORE INTERACTION:

Having a speaker make a presentation or deliver a speech at a business meeting or conference is a good
way of getting key messages across. But it does not allow the audience a chance to give feedback.
Alternative presentation may be explored:

1. Panel discussion -- have a team of subject matter experts or resource persons discuss the topic; then
the floor microphones may be opened for questions
2. Talk show -- have a speaker discuss the topic with a panel of “reactors” on stage. Position the lectern
on one side of the stage, and a lounge set-up on the opposite side. This is recommended for speakers
who are more comfortable in being interview than in giving a formal speech.

3. Professional facilitator -- can manage a question and answer session by eliminating biases. Being a
“third party” allows the facilitator to draw out key issues.

4. Interactive responsive devices -- with the advent technology, audience reaction devices are now
available so that event organizers can immediately gather audience feedback

5. In the round -- seat the audience close to the speaker. The speaker answers audience questions either
directly or through a moderator.

EVENT SEQUENCE GUIDE:

* Determines how the time for the event will be spent.

* Determine talent needed for each activity as well as people who will be working behind the
scenes.

TIME ACTIVITY PERSON LOGISTIC REQUIREMENTS

CONCERNED

START STOP • Voice over announcement XXXX • V.O announcer

8:00 8:02 • National anthem • N.A video

8:02 8:10 • Voice over introduction 4444 • V.O announcer

• Invocation • Background music

• Opening production number ZZZZ • Dancers

8:10 8:15 • Theme music

• Video

8:15 8:17 • Emcee’s intro spiel AAAA & BBBB • Emcees

 • 2 wireless handmic.

TREATS

FOOD AND DRINK:

 The format of the event, the activities, the type of audience and the event objectives are some
factors that dictate the need for food and drink.

Why must there be food and drink in an event?

 To satisfy hunger

 To increase alertness

 To enhance performance

 To increase the attendance to the event

Internal Groups External Group

Drivers Attendees/Audience

Employees Corporate Sponsors

Entertainers VIPs

Labor Exhibitors

Security personnel Media

Technicians and crew

Temporary Staff

Suppliers

Volunteers

Planning Stage

 At what time will each group need food?

 Will food and beverage be profit generators for the event? How will the participants buy or book
for their meals?
  What would be the dietary needs of internal and external groups? What menu would be
appropriate?

 How many from each group will be fed?

 How much budget is available?

 Where will food be served? What will be the best catering arrangement given this situation?

 Always be mindful of the Quality, Quantity, Safety and Cost of food and drink to be served.

 Make sure the food is Accessible, Safe and within the Budget of the group you have in mind.

 Place food stations before the bars, so that people get to eat before drinking.

POCKET EVENTS /COMPANION ACTIVITIES:

 Activities outside the main program

 Activities for companions of attendees

GIFTS AND GIVEAWAYS:

 Tangible tokens that make an event more memorable

 Increase awareness for brands
 Aid recall for advocacies and campaigns
 To celebrate & recognize achievements, contributions, and accomplishments
 To show appreciation for event volunteers, employees and sponsors