Company & Event Planning

What is Lumina Events’ main mission and vision?

→ To be a trusted partner for clients seeking exceptional event planning services,
known for a personalized approach, seamless execution, and lasting relationships. Its
vision is to redefine event experiences through innovative design and creative
solutions.

What makes Lumina Events different from other event planning companies?
→ They focus on immersive, creative, and sustainable event experiences that are
visually stunning, technologically advanced, and client-centered.

Who are Lumina Events’ target clients?

→ High-net-worth individuals, luxury brands, tech companies, creatives, families
seeking personalized events, and eco-conscious clients.

What services does Lumina Events offer?

→ Event planning, venue booking, guest list management, entertainment coordination,
event styling, décor, photography, videography, lighting, gifts, and favors.

Event-Specific (Book Launch)

What is the purpose of the “Magical Book Launching and Signing” event?
→ To promote April Avery’s book “Charm Academy School of Magic”, increase
sales, connect the author with readers, and build a strong community around the work.

What theme was chosen, and why is it appropriate for a fantasy literature event?
→ “Celestial Magic” was chosen because it reflects the mystical and imaginative
nature of fantasy literature.

What activities are planned to engage attendees?

→ Storytelling by the author, book signing with personalized inscriptions, photo
opportunities, and interactive games or activities related to the book’s themes.

What marketing strategies will be used to promote the event?

→ Social media promotion to maximize attendance and engagement.

What is the expected number of guests, and how is crowd control addressed?
→ 100 guests are expected. Crowd control measures include queue systems, clear
signage, designated waiting areas, overflow plans, and sufficient security.

Logistics & Risk Management

What are the venue’s layout and facilities for this event?
→ The Viva Cafe Events Hall layout includes an entrance, exit, fire exit, first aid area,
information desk, book/merchandise booth, LED wall, center stage, seating rows, and
sound equipment.

How does the team plan to handle power interruptions or technical issues?
→ By securing a backup generator, negotiating emergency power with the venue, and
having alternative lighting and backup equipment on site.

What measures are in place for medical emergencies during the event?
→ A first aid station with trained staff, an emergency contact list, and a clear
emergency plan.

How will parking problems be managed?

→ By arranging additional parking, giving clear directions, and possibly providing a
shuttle service.

What are the contingency plans for supplier delays or failures?

→ Use backup vendors, multiple suppliers, and buffer delivery times.

Budget & Finance

What is the total projected budget for the event?

→ PHP 217,743 (including contingency funds).

How are contingency funds calculated and why are they important?
→ 10% of the total event cost. They cover unexpected expenses or emergencies.

What items and services are included in the event cost breakdown?
→ Venue rental, security, lights and sound, decorations, emcee, photographer,
professional fees, refreshments, and contingency funds.

Why is there a markup applied to supplier costs?

→ To cover administrative expenses, coordination efforts, and ensure profitability.

Team & Coordination

Who are the key members of the event team and their roles?
→ Jhengkie Dagmil (Event Director), Jean Mariano (Coordinator), Luna Miller
(Marketing Head), Mark Watson (Technical Head), Hana Yuri (Hospitality Head),
Percy Collins (Suppliers Coordinator), and others as listed.

How will on-the-day event coordination be managed?

→ The team will oversee all event aspects, ensuring everything runs smoothly,
including logistics, security, and guest management.
What is the cancellation policy, and why is it necessary?
→ If canceled more than 2 months before: 10% refund (excluding booking fee). Less
than 1 month: no refund. It protects the company from financial losses and secures
resources already allocated.

Planning & Coordination

If April Avery requests an additional activity (like a live Q&A session) one week
before the event, how would you adjust the schedule and resources?
→ I would review the existing event program, identify where the Q&A can fit without
affecting other planned activities, adjust the stage setup if needed, and coordinate with
staff to prepare microphones and timekeepers.

The chosen venue suddenly becomes unavailable due to an emergency. What

immediate steps would you take to secure a new venue without affecting the
event date?
→ Contact backup venues on the pre-approved list, prioritize those near the original
location, check availability, and immediately notify suppliers and guests about the
change.

A sponsor backs out two weeks before the event. How will you handle the budget
shortfall?
→ Reallocate funds from the contingency budget, reduce non-essential expenses, and
approach secondary sponsors or vendors for possible discounts or in-kind support.

Risk Management

During the event, the power generator fails. How will you keep the event running
smoothly?
→ Switch to emergency lighting, pause non-critical activities, notify the venue’s
technical team, and communicate with guests to manage expectations while resolving
the issue quickly.

A guest faints due to heat or fatigue while in line for book signing. What actions
should the staff take?
→ Move the guest to the first aid station, provide water, and call medical personnel if
needed. Inform security to adjust the crowd to prevent further incidents.

A supplier delivers incorrect decorations on the morning of the event. What is

your backup plan?
→ Use available generic décor from storage, contact alternate suppliers for rush
delivery, and adjust the styling plan to maintain the theme as much as possible.
Crowd Control & Guest Experience

The number of walk-in attendees exceeds the planned 100 guests. How will you
manage overflow while maintaining safety?
→ Direct extra attendees to a designated overflow area, limit stage access, and
provide them with live audio/video streaming or alternative activities.

Some attendees become impatient due to long signing lines. How will you manage
their frustration?
→ Make announcements about wait times, provide entertainment or photo booths
while they wait, and ensure the line moves efficiently with clear signage.

A VIP guest arrives late and demands immediate access to the author. How
would you handle this while keeping fairness for others?
→ Politely explain the current process, offer to reserve a specific time slot, and
provide a comfortable waiting area while minimizing disruption to other guests.

Financial & Contracts

A client asks for a last-minute refund despite agreeing to the no-refund policy.
How do you respond professionally?
→ Politely refer to the signed agreement, explain that resources have already been
allocated, and offer alternative solutions such as rescheduling services or credit for
future events.

Unexpected expenses arise on the event day that exceed the contingency fund.
How would you prioritize which expenses to cover?
→ Focus on costs that directly affect guest safety, event flow, and essential services.
Delay or scale down non-critical expenses.