Republic of the Philippines

CARCAR CITY COLLEGE

Luanluan Street, Poblacion I, Carcar City, Cebu
Tel # 487-0063/487-9077

BSOA -3B

THE PLANNING AND APPROVAL PROCESS

Events management is a detailed process that requires proper planning and

approval. Every step in planning plays a crucial role in ensuring the success of an
event.

Key Stages in the Planning Process

1. Objective Definition: The Foundation of Event Success

In events management, an objective is a clear statement that defines the purpose

and desired outcomes of an event. These objectives help guide planning, decision-
making, and ensure that everyone involved is working toward the same end goal. It
serves as a roadmap to help organize and measure the success of the event.

 Further Consideration: Involving key stakeholders early in the objective-setting

process ensures that everyone’s expectations are managed, and potential
conflicts are identified early.

2. Budgeting

Budgeting is essential to align the resources available with the event's objectives.
Establish the financial framework, including estimated cost and available resources,
to ensure the event stays financial limit .Budgeting goes beyond just listing
expenses. It involves anticipating potential cost overruns and identifying areas where
savings might be made. Detailed cost breakdowns for different aspects of the event
(e.g., venue, catering, AV equipment) allow planners to allocate resources
effectively.

3. Timeline and Scheduling

A detailed schedule is necessary for effective planning. The timeline includes

setting deadlines for various tasks like booking vendors, finalizing speakers, and
marketing efforts.

A well-detailed timeline is essential for managing the complex logistics of an event.

Different tasks need to be completed at varying intervals, and a well-organized
timeline ensures nothing is overlooked. A timeline is typically divided into three
phases: pre-event, day-of-event, and post-event. Each phase has its own unique
tasks.

Pre-Event Phase:

 Setting up contracts with vendors and securing venues.

 Creating marketing materials and initiating promotional efforts.
 Scheduling and confirming speakers, entertainers, or performers.

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Day-of-Event Phase:

 Ensuring all materials, technology, and staff are in place.

 Monitoring real-time issues, such as late arrivals or technical failures.
 Managing guest registration and handling VIPs.

Post-Event Phase:

 Gathering feedback from attendees and stakeholders.

 Conducting post-event evaluations (Was the objective met? Did the event stay
on budget?).
 Settling all payments and closing contracts with vendors.

4. Venue Selection ,Vendor and Supplier Coordination

Choosing the right venue is critical as it impacts not only the logistics but also the
atmosphere and overall impression of the event. While accessibility and capacity are
top priorities, the aesthetics and feel of the venue must align with the event's theme.

Vendor Relationships: Strong relationships with vendors (e.g., caterers, florists, AV

specialists) often result in better pricing, flexibility, and reliability. A vendor that feels
valued is more likely to go the extra mile.

Venue Customization: Many venues offer limited customization. However, with

creative lighting, decor, and staging, planners can transform even basic spaces into
immersive environments that enhance the attendee experience.

5. Marketing and Promotion

A robust marketing strategy ensures the right people know about and attend the
event. Marketing efforts should be tailored to the event type. For example, a public
event might require mass media advertising, while a corporate conference might
benefit more from targeted email campaigns.

Digital Strategy: Social media marketing, paid ads, and influencer outreach are key
for reaching audiences quickly and effectively. A strong online presence through
hashtags, countdowns, and giveaways generates pre-event buzz and enhances
attendance.

Traditional Media: Depending on the audience, traditional methods such as flyers,

posters, and radio ads may still hold value, particularly for community events.

 Further Consideration: Collaborate with sponsors and partners on marketing

efforts. Cross-promotion allows for greater reach with less effort. Be sure to
measure the impact of your marketing through analytics tools.

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6. Risk Management and Compliance: Safeguarding Against Uncertainty

Identifying risks is crucial to ensuring smooth event execution. Even well-planned

events can experience challenges such as weather disruptions, vendor
cancellations, or medical emergencies.

Contingency Planning: Create backup plans for key aspects of the event. For
outdoor events, always have an alternative indoor venue or tents ready. Have a
backup vendor in case a primary one falls through.

Compliance: Different types of events have specific legal requirements. Public

events may require permits for security, noise levels, or crowd control. Health and
safety regulations, such as fire exits and emergency procedures, should be in place.

 Further Consideration: It’s important to review local regulations and insurance

policies to cover potential liabilities. Obtaining the necessary permits is not just a
formality; it's a critical step that ensures your event operates smoothly without
legal interference.

The Approval Process

Gaining approval is not merely a formality but a critical part of the planning process.
Securing approval from various stakeholders—such as internal teams, sponsors, or
local authorities—ensures that the event aligns with overall goals and complies with
legal requirements.

1. Proposal Development

- The first step in gaining approval for an event is to develop a well-structured

event proposal that outlines the goals, audience, budget, timeline, and other crucial
aspects.

2. Internal Review

- The proposal is typically reviewed by an internal team or event committee for

alignment with organizational goals and feasibility.

4. Stakeholder Consultation

- For larger events, it is essential to consult external stakeholders such as

sponsors, partners, and authorities. Internal stakeholders (managers, boards) may
request revisions based on budget concerns or goal alignment. External
stakeholders (sponsors, government agencies) may have additional requirements
regarding branding, funding, or public safety.

5. Permits and Licenses

- Depending on the type of event and location, necessary permits and licenses
must be acquired. These could include noise permits, security clearance, or food
handling certifications.

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6. Final Approval

- Once the proposal is refined based on feedback, it is submitted for final approval
from senior management or external authorities.

7. Post-Approval Steps

- After approval, the event moves to the implementation phase, where the detailed
plan is executed and closely monitored to ensure everything runs smoothly.

Conclusion

The planning and approval process is integral to the success of any event. By
breaking down each component—objective definition, budgeting, scheduling,
venue/vendor management, marketing, risk management, and approval—event
planners can ensure that nothing is left to chance. Each aspect plays a role in
delivering a successful, memorable event that meets its objectives while staying
within budget and regulatory boundaries.

The key takeaway is that events management is a complex, multi-step process that
requires strategic planning, adaptability, and a clear understanding of both internal
and external expectations.

Prepared by:

GROUP 2

Romera, Shanie
Lapas, Queen Rose
Pearson, Catherine
Duroca, Maremil

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