University of Makati

J.P. Rizal Ext., West Rembo Makati City

 

“Event Organizing and Management”

Prepared by: 

Calicdan, Jennifer R.

Costin, Lovelyryn

Delima, Louleth

 

 

Prepared to: 

Dr. Cecil E. Tadeo

 

 

 

 

September 30, 2014

 

 

 

Topic: “Event Organizing and Management”

Outline Topic:

Planning for an Event Planning for a Debut Party Execution of the Debut

General Objective: To give our audience some practical knowledge on planning

and organizing an event .

Session Objectives: To learn events planning and organizing To have practical knowledge of event management To equip the audience the necessary skills and knowledge to organize an effective

event

How to Plan an Event?

I. Develop Strategies Develop event goal and objectives

Organize a Team

Any event takes a concerted team effort to handle all of the details. Consider identifying one key Event Manager or Event Chair as well as individual chairpersons for subcommittees.

Set a date

The date might already be pre-set for a reoccurring event, but if this is a new event, be sure to consider the following:

- Give yourself enough time- You should have 4-6 months to plan(depending on the nature of the event)

II. Create a Master Plan

This plan should encompass all aspects of the event, including:• Venue, logistics & catering management (contracts, permits, insurance, etc.)

• Speakers/presenters( identifying, confirming, logistics & management)

• Activities/entertainment

• Sponsor/partner management

• Volunteer management

III. Identify and establish partnerships and sponsors

(When you involve other groups or people in your event, they have a stake in helping spread the word and making the event a success.)

-Seeking corporate sponsors to fund a portion of the event that can be able to provide.

-Partnering with community organization who might be able to offer a venue or assistance with organizing an event.

IV. Establish a Budget

Your budget should incorporate estimates for all of the key items identified on the event master plan. Don’t forget to include any travel or accommodation costs for speakers, presenters.

V. Create a publicity plan

(Event promotion starts with the initial promoting event in all available media such as school newsletters, church

announcements and commercial stations.

VI. Determine Evaluation Process

(Evaluate the event to determine your success)

When you set your initial event goals and objectives, you should also consider how you

will evaluate the event to determine your success.

C. DATEWhat is your target date for your party?

D. LOCATION/ VENUEWhere the party be held?Is it an indoors or outdoors?Is it easy to access?

Who are the people invited for the party?Size of your expected guest?

F. FOOD AND BEVERAGESWhat type of food being serve at the party?What type of beverages will be served?What are the desserts and appetizers?

E. GUEST

G. DECORATIONS/SETTINGS/ST

YLES

What would be the ambiance of your party?What is your motif for your party?There also the arrangement for light and the flowers. There is an table arrangement for the guest.H. ENTERTAINMENTWhat type of entertainment?There is a production number?Who will be the host of the party?

I. VIDEO AND PHOTOGRAPHSWho will be the photographer and videographer?There is the photo boot?

J. INVITATION AND TARPAULIN

How’s the invitation and tarpaulin?How can it be produce?

K. PROGRAM What the sequence for the party?

L. SOUVENIRSWhat would be the souvenirs, known as the give a ways?How it can be produce?

what would be the style?What would be the flavor?

M. CAKE

What to do Who will do Time1. Plan for your

debut partyMostly the celebrant/ family.

6 months before the event.

2. Contact the person who can help you.(coordinator,friends,relatives and family)

The celebrant and the family.

More than 6 months.

3. Set the date Celebrant 6 months before the event.

4.Find the location Celebrant/coordinator

5 months before the event.

5.Style/setting/decorations

Coordinator/ celebrant

3 months before.

6. For the cake/souvenirs/ foods

Celebrant/ coordinator

2 months before

7. Finalizing Celebrant A 1 month before

DURATION FOR THE EVENT

Note: These is the sample, how you plan for your event. You must be prepared for your planning party to make it perfect and make it unforgettable.

Theme: Modern Vintage Debut Party

Debut Objectives:

To organize an event that will benefit both our personal and the clients satisfaction as well as to enhance our skills and knowledge in this field and to gain more experience.

Date: January 25, 2015

Time: 7:00 pm to 11:00 mn.

Venue: Alejandra Hotel Zobel Roces St. Brgy. Palanan, Makati City

Guest: 100

Debut Duration Checklist7 weeks (49days)

1st week -2nd week

1st-14th dayTalking personally with the debutante parents for the theme of the partyTalking about the requested menu (catering services)Choosing for the venue regarding for our supplierTalking about the guest list (how many guest to come)Negotiating for the overall cost to spend

3rd week

1st day-2nd day

Assigning task responsible for the (venue, catering package, entertainment, program, invitation, tarpaulin)

3rd -7th dayNegotiating with the supplier’s venue and catering services regarding for the decorations, sound system, and program emcee.

4th week

1st dayFinalizing the guest list2nd day-4th dayStarting to lay-out the invitations, program and tarpaulin5th day-6th dayBuying Souvenirs, decorations and prizes7th dayFinalizing the requested menu

5th week

Sending invitations to all the guest (e-mail can be use)Confirming the program emceeInforming all the persons involve especially on the flow of the programPreparing an entertainment (games)

6th week Confirming for the venue and catering services (Luxure Debut Package)Predicting some unnecessary things that might be happen

7th week

RefinementMeeting with co-organizers if all things are settledChecking the decorations of the venue a day before the partyAssuring with debutante parents that the people needed in the program party could go.Checking the weather for tomorrow (day of the event)Enjoying and Relaxing 

Services/Supplies and materials needed for the party

Debut Package (upon the supplier)

Catering ServicesDecorated Stage AreaDebutants special chair18 Roses and 18 CandlesProgram EmceeSound System with lightsPhoto Booth/photo souvenir 2hrs unlimitedPhotography and Videographycd copy of all photo

Venue(suppliers)Sound SystemsLighting

InvitationsSouvenirTarpaulinGown for the DebutanteGown for the 18 candlesAttire for the 18 roses

Sample Program

Debutante

PROGRAMME:

I. Prayer

II. Welcome Remarks

III. Cotillion de Honor

IV. Dinner

V. The 18 Roses, Candles, and Treasures

VI. Games 

VII.Intermission number

VIII.Happy Birthday Song, Thank-you Speech

IX. Dance…Dance…Dance…

Sample Tarpaulin

Happy 18

Birthday

Jennifer

January 25, 20157:pm to 11mn@Alejandra HotelZobel Roces St. Brgy. Palanan, Makati City

Sample Souvenir

Activities

Debut Duration Checklist

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49

1st week and 2nd week

Talking personally with the debutante parents for the theme of the party

Talking about the requested menu (catering services)

Choosing for the venue regarding for our supplier

Talking about the guest list (how many guest to come)

Negotiating for the overall cost to spend

3r week

Assigning task responsible for the (venue, catering package,

, entertainment, program, invitation, tarpaulin)

Negotiating with the supplier’s venue and catering services regarding

for the decorations, sound system, and program emcee.

4th week

Finalizing the guest list

Starting to lay-out the invitations, program and tarpaulin

Buying Souvenirs, decorations and prizes

Finalizing the requested menu

5th week

Sending invitations to all the guest (e-mail can be use)

Confirming the program emcee

Informing all the persons involve especially on the flow of the program

Preparing an entertainment (games)

6th week

Confirming for the venue and catering services (Luxure Debut Package)

Predicting some unnecessary things that might be happen

7th week

Refinement

Meeting with co-organizers if all things are settled

Checking the decorations of the venue a day before the party

Assuring with debutante parents that the people needed in the program

party could go.

Checking the weather for tomorrow (day of the event)

Enjoying and Relaxing

Gantt Chart

Action Plan:

Make the team be prepared.Improve planning based on the

previous output.Develop our marketing strategy.

Total Budget Cost

Luxure Debut Package ( 100 guest) P45, 000

(including the following)

Catering Services for 100 guest ( menu upon request)Decorated Stage AreaDebutants special chair18 Roses and 18 CandlesProgram EmceeMobile Sound System with lights

Photo Booth/photo souvenir 2hrs unlimitedPhotography and Videographycd copy of all photo

1 photographer / 1 videographer / 1 light man

Edited Video 

Debut Party Venue P 8,000

30 Invitations P 1,500

Tarpaulin (25 per square) P 787. 50100 Souvenirs P 2000

Total: P 57, 287.50

EntertainmentGames

One of the games can be as simple as having your guests answer questions about you.

FACT or FICTION, you can test your friends knowledge of you, if they really knew you. Like, I have a tattoo on my back, Fact or Fiction?

BRING ME. You can asks the crowd to bring you a thing that they would rarely bring like bring me a scissor.

References:

•http://www.olx.ph/index.php/view+classifieds/id/55638896/PROMO+for+Party+room+venue+debut+venue+weeding+venue+function+room?referralKeywords=Debut+venues&event=Search+Ranking,Position,1-7,7

•http://www.olx.ph/index.php/view+classifieds/id/52463485/Debut+Packages+Affordable+but+Elegant?referralKeywords=budget+for+debut+party&event=Search+Ranking,Position,1-9,9#advertisementDetails

•http://www.olx.ph/index.php/view+classifieds/id/54578939/For+Budget+Minded+Parents+pinakamurang+debut+package?referralKeywords=debut+budget+package&event=Search+Ranking,Position,1-5,5

Thank you for listening

Thank you for listening

Seminar Activities

Form a group and choose among the following events that you would like to organize.

• Kids Birthday Party• Wedding• Christening

Then apply all the knowledge that you have learned in event organizing and management.