EVENTS MANAGEMENT SERVICES NCIII

OVERVIEW:

What Is Event Management?

Definition of event

Event is a noun, a particular social activity. Consider event at a

ceremony, a party, or a competition. For example, a marriage, a feast of
new year at school or a national football tournament.

Concept of event

An event is a particular social activity, a festival, a ceremony, a

competition, a Convention, for example, the marriage of a friend, boast

a character of very important and unforgettable event to which you
must attend.

Then we have the ritual ceremonies: These episodes include religious,

such as a baptism, a funeral or a wedding, as well as high impact in the
family group, and other events such as a birth or a school or University
and graduation.

Also within the list of events are the festivals, which are social rituals
in which celebrates an important, such as a birthday or an anniversary,
a personal event, or a social event.

Then we have the festivals, which are events or celebrations of the

community or municipality located in a specific place and can be
music, ethnic, arts, film, theater, literary, alternative. These features
enable defining certain geographic areas and give momentum
associated with the tourism industry such as gastronomy, local sports
and folk components. There are sporting events or competitions, which
can include tournaments of football, hockey,
tennis, basketball, volleyball and disciplines of motor, the World Cup of
FIFA.
And conventions, which are defined as the meeting of specialists or fans
of a particular topic that fix a point and a date of meeting to exchange
ideas, analysis, opinions, materials on the topic in question is located.

Event Management the job of planning and managing events such

as parties, conferences and trade shows.

The Role of Event Management Services

Event management firms are frequently hired to plan and execute

large-scale company meetings and special events. While weddings
and concerts are common events for an event management
professional, sporting events, reunions, and large parties are also
occasions that can benefit from event management.

Government entities, nonprofits, associations and corporations all

utilize event management companies to coordinate important events
and meetings. The event management function can often be found
within a corporate marketing or public relations department or as part
of their special events staffing.

Skills to Succeed

As with most event planning functions, event management requires

excellent organizational skills to succeed. The ability to multitask and
juggle many moving parts is essential and, along with that topnotch
organization comes the need for efficient time management skills.

Being able to prioritize and stay on task is what leads to a successful

event. Event management begins with the process of creating a vision
for the event and then seeing it through to execution, which calls for
both creativity and flexibility.

FOR SUBMISSION: PORTFOLIO

1. Company Profile (with company logo)

2. Company mission, vision and motto/tag line

3. Services offered
4. Previous past events (with picture)
5. Organizational chart with picture and label of
 position/designation
6. Proposal letter
7. Event description What, when, where, who and why 8. Picture

or poster, banner for invitation With date, time and venue

Optional: sponsorship logo

9. Proposed Options Venue rental, meal, materials needed, total

services and cost per head)
10. Budget outline (venue rental, meal and materials needed
Additional service fee 15 % Contigency fund 20% Sales tax 12% 11.

Pictures facilities and amenities

12. Program outline
13. Floor plan and map of the venue
14. Schedule / Duration/ time frame in planning the events 15.

Contracts from venue or permission of using the venue 16. Business

permit (dti, bir, mayors permit and barangay clearance) if needed

17. MOA

18. SWOT analysis

How to Build Your Event Planning Portfolio

Building your event planning portfolio is an important step toward

getting more clients and higher budget events. There are 8 things to
include in your portfolio to have the ultimate professional look to
show clients.

A portfolio is an important piece of what you bring with you the first
time you meet prospective clients.

Your portfolio helps give a sense of how professional you are in the
work that you do: It can be a traditional book that you bring to your
meeting with clippings, pictures, style boards, press articles, etc or it
can be a page on your website that you can show on your laptop or
tablet, like a slideshow.

Bringing a laptop is our preferred way to show a portfolio since we live

in such a digital age. Showing a nice, clean portfolio on your iPad or
laptop looks very professional and is easy to switch out pages depending
on which client you’re meeting.

You want to make sure that you personalize your portfolio for every
client you meet depending on the type of event they need planned. If
your client meeting is for someone who is having a wedding and you
know their approximate budget, the amount of guests, or maybe you
know the venue beforehand it’s great to add bits of information that
can be beneficial to this client so they get the sense that you came
prepared and do beautiful, organized, custom work.

Information Sheet No. 1.1-1

Unit of Competency: Plan and develop event bid or proposal

Event Brief Interpretation

Learning Objective: Accurately interpret contents brief and assess

the company’s capacity to meet stated requirements

Introduction: This module contains information and learning

activities on analyzing and interpreting EVENTS BRIEF.

After reading this INFORMATION SHEET, YOU MUST be able to:

1. Understand event briefs

 2. Identify event briefs
3. Define terms associated with events management
4. Identify and plan action required for the development of the
proposal.
5. Liaison with customer to clarify requirements when appropriate.

A Brief Introduction/History on this Learning Content

An event brief is a complete overview of the event you are planning to

run. It includes any details relevant to the event and how you expect it
to run such as key dates, components, limitations etc. It has to include
any details that deemed relevant to the event and how you expect it to
run.

To begin the brief process, you must give a clear overview of the event.
This may include details of the event structure, the purpose of the
event and a clear description of what you want to happen during the
course of the event. The aim or targets of the project should be included
here.

Consider the what, where, when, who and why for an event: Audience,
number of attendees, event concept, venue, catering, lights, sounds and
other contractors are some of the few.

Tips for writing an Event Brief:

• To begin the brief process, you must give a clear overview of the event.
This may include: details of the events structure, the purpose of the
event and a clear description of what you want to happen during the
course of the event. The aim of the project should be included here.

• The date of the event must be specified, including dates of any

interviews, meetings and other times in which you must attend) In
 this point, the commitments people need to make, in terms of times,
should be made clear.

• The venue/location must be specified

• Your target audience should be decided on before planning to put in

the brief.

• If there are any partners from outside groups that you are working
with, they should be included in your brief, stating what they do,
and how they are involved in the event.

• State a clear budget at the start of the event to plan around. This
budget should be outlined in the brief.
• Income and expenditure targets should be included. For example,
stating ticket prices if applicable, and expected profit from event.

• All management/main roles in the event must be specified, with a

brief description for each so people know what they are putting
themselves forward for.

• Lastly, any necessary contact details should be put in the brief so

that any questions about the brief can be answered.

• An event brief can be used as part of a recruitment process for

leadership roles on the event you are planning. Application forms
can be attached. In the professional world an event brief often
accompanies job adverts for freelance project coordinators.

1. Definition of terms associated with Events Management •

BID – a price proposed in exchange for events management
services
 • CATERING – the business of providing food and food
service at a remote site
• CONTRACTOR - a person, business or corporation which
provides goods or services to another entity
under terms specified in a contract
• EGRESS – evacuation of a building, to exit
• EVENT - refers to a social gathering or activity, such as a
festival, ceremony, competition, party, convention or
meeting
• EVENT MANAGEMENT - the application of the
management science of project management to the creation
and development of festivals and events. It involves
identifying the target audience, devising the event concept,
planning the logistics and coordinating the technical aspects
before actually executing the modalities of the proposed
event.
• PROPOSAL - a business proposition
• PROTOCOL - a rule which guides how an activity should be
performed, Protocols specify the proper and generally
accepted behavior such as showing appropriate respect to a
head of state, ranking diplomats in chronological order of
their accreditation at court, and so on.
• RISK MANAGEMENT - the process of measuring, or
assessing, risk that may stem from natural disasters, fire
or accidents, and developing strategies to manage it.
Strategies include transferring the risk to another party,
avoiding the risk, reducing the negative effect of the risk,
and accepting some or all of the consequences of a
particular risk.
• SPONSOR – the individual or group that provides support to
an event, whether financially or through the provision of
products or services

Information Sheet No. 1.1-2

Develop proposal and bid details

Learning Objective: Identify and plan required action for the

development of proposal or bid details.

After reading this INFORMATION SHEET, YOU MUST be able to:

1. Develop details for inclusion in the proposal/bid after consultation
with suppliers and other relevant agencies.
2. Meet options and where possible, exceed the expectation of the
customer including integration of current and emerging
technology.
3. Evaluate possible competitors and develop strategies to address
competitive issues.

Procedure to Identify and Plan for the Development of a Proposal

1. Identify Major Components of the Event

• Write a one page document that identifies components vital to the

event. Is it a necessity? Is it important? Will the event go on without
it? Is it an essential to the activity? What other
components do you want to include.

• Break out the main objectives, budget, components and timelines.

• To make your action plan more realistic, identify the issues you are
likely to encounter as otherwise it may prove impractical to
implement.

2. Create Tasks: Assign Manpower

• The next step is to assign tasks to different team members. •

Depending on your setup, assign tasks by name or by role.

• These are manpower that will make the activity a success. Should be
included in the cost estimates.

The Bid Process

It is a normal practice for any representative body, at any level, that has
the responsibility to select which organization will stage an event, to ask
each and every rival organization to supply a proposal detailing how
they will organize and stage the event. This process of supplying a
proposal is often referred to as the "bid process". The main purpose of
the bid process is to:

• Demonstrate that the bidding organization has the capability

and resources to stage the event
• Provide additional reasons why the bidding organization should be
selected over other rival bidders. For example, these
additional reasons may include: o Participants will have better
facilities than other rival bidders
o The event has greater financial backing than rival bids o
Public support is more assured o Spectators will have
better facilities o It's their turn
When organizations are required to enter into a formal bid process in
order to win the right to stage an event, there are two tasks. The first
task is to develop a bid proposal and to submit the document to the
selecting authority by the required date. In addition, it is often
advantageous to attend a meeting of the selecting authority and make a
formal presentation that draws out the main points or highlights of
their proposal and to answer any questions that may arise. This is the
second task.

The amount of detail required in the event proposal will depend on the
scale and importance of the event. However event proposals generally
share many common components.

The information that event proposals should convey includes but is

not limited to the following:

The Event Team

Venue and Facilities

The Program

The Budget

1. Track site rental costs 2.

Estimate catering costs.
3. Transportation charges.
4. Decor expenses.
5. Document entertainment & equipment fees 6.
Summarize printing charges
7. Create a line item for gifts
8. Identify activities expenses.
9. Post other expenses
 10. Give yourself a contingency fund category
11. Summarize projected expenses
12. Summarize actual expenses

Information Sheet No. 1.1-3

Develop bid materials

Learning Objective: Identify and plan required action for the

development of proposal or bid

After reading this INFORMATION SHEET, YOU MUST be able to:

1. Prepare bid materials within the designated time lines in

accordance with the requirements of the brief.

2. Present materials in a format that maximizes the use of

presentation and promotional techniques.

What is a bid or a proposal?

A bid proposal is an explanation of the services or products offered at

an estimated cost to a company. When the bid proposal is unsolicited,
there is no contractual agreement between the bid recipient and its
author. If the proposal is submitted in response to a request for
proposal (RFP), it can be accepted as a bid later in the contracting
process.

The bid proposal is often submitted with the use of a bid form. This
can be handwritten or printed from software used for

professional bidding. Generally, the form is completed in duplicate,

with the one copy being kept on file by the bidder and the other sent
to the business requesting the bid. Such a business proposal can
include key points related to the completion of the job, including the
time frame for completion, total cost, and materials needed to
complete the job.
Depending on the type of job, the bid proposal could include a lot or a
little information. A birthday party, for instance, could include a
complete list of materials needed to complete the project. A freelance
writing bid, on the other hand, may list only the estimated time needed
and total estimated cost.

PROPOSAL LETTER

Creating winning event proposals is a great way to build your event

business and your success in the industry. When companies and

organizations are looking for an event company, they’ll often release a

RFP (Request for Proposal), which is a formal document that outlines

their event needs and requirements.

To bid on the job, you must submit an event proposal, which outlines

how you or your event company will meet the client’s needs and why

you’re best suited to the job vs. your competitors.

Information Sheet No. 1.1-4

Submit or present the bid or proposal on time

Learning Objective: Identify and plan required action for the

submission and presentation of bid or proposal on time.

After reading this INFORMATION SHEET, YOU MUST be able to:

1. Deliver within the prescribed time line the proposal/bid. 2.
Conduct with maximum visual/retention impact proposal or bid.

How to get your team submit a proposal on time:

Tick-tock-tick…it’s less than one day before Red Team and maybe
you’re looking in Outlook email on your computer awaiting that one
email with an attachment. Maybe you’re looking over at your phone,
waiting for it to ring. One of your contributors agreed to provide a key
technical input to your proposal. As your proposal coordinator and
proposal manager breathe down your neck, you mumble to yourself
“I’ve got to find a better way.” Each of us with key leadership roles on
proposal staffs deals with this on each and every proposal.

How do I get my management and technical staffs to get their

proposal inputs to me on time, each and every time?

1. Communicate Early—With Everyone Involved 2.

Understand the Separate Realities 3. Set a Schedule and
Check Points 4. Follow Up—Again and Again