IVG Educational Institute Inc.

Malapit ,San Isidro, Nueva Ecija

Events Management Services

NC III

Ace C. Capala
TRAINER

EVENTS MANAGEMENT SERVICES NC III

Prayer

2
 WELCOME
at
MAGANDANG
BUHAY !
ACTIVITY #01

Expectation
Setting
LEARNING WITH TESDA:
Training Duration : 108 Hours
Learning Approach:
1)Competency – based
2)Modular & Self-paced
3)Outcomes & Outputs focused
4)With Allowable Adjustments
BASIC SKILLS & PREREQUISITES
• Communication & Presentation
Skills
• Basic Mathematical Operations
• Basic ICT Capability
• Basic Managerial Ability
TOOLS & MATERIALS FOR
YOUR ADVANTAGE:
• TR for EVM
• Writing Materials
Events Management NC-III

Training Regulation
 A person who has achieved this
Qualification is competent to be a:
• Events
Coordinator
• Conference
Coordinator
• Function
Coordinator
The Units of Competency comprising this
Qualification include the following:

CODE NO. BASIC COMPETENCIES

500311109 Lead workplace communication
500311110 Lead small teams
500311111 Develop and practice negotiation skills
500311112 Solve problems related to work activities
500311113 Use mathematical concepts and techniques
500311114 Use relevant technologies
The Units of Competency comprising this
Qualification include the following:

CODE NO. COMMON COMPETENCIES

TRS311206 Roster staff
TRS311207 Control and order stock
TRS311208 Train small groups
TRS311209 Establish and conduct business
relationships
The Units of Competency comprising this
Qualification include the following:

EVENT PLANNING SERVICES

CODE NO. CORE COMPETENCIES

TRS342315 Plan and develop event proposal or bid

TRS342316 Develop an event concept
TRS342317 Develop event program
TRS342318 Select event venue and site
TRS342319 Develop and update event industry knowledge
The Units of Competency comprising this
Qualification include the following:

ON-SITE EVENT MANAGEMENT SERVICES

CODE NO. CORE COMPETENCIES

TRS342320 Provide on-site event management services

TRS342321 Manage contractors for indoor events
TRS342322 Develop and update knowledge on protocol
What is an EVENT?

It is an occasion,
a gathering of people
at a certain place
at a certain time
for a specific reason
– Shannon Kilkenny

EVENTS MANAGEMENT SERVICES NC III

 5W’S
OF AN
EVENT
EVENTS MANAGEMENT SERVICES NC III
 5WS OF AN EVENT

Why?
• Identify the purpose of the event
• Determine the importance of the event for the
client
• Prepare alternatives & creative options beyond
expectations for the event

< Event Emphasis >

EVENTS MANAGEMENT SERVICES NC III
 5WS OF AN EVENT

Who?
• Know the client’s concept and preferences for the
event
• Research for client’s background (family, culture,
ideology, etc.)
• Determine the people involved for the event
< Client Profiling >
EVENTS MANAGEMENT SERVICES NC III
 5WS OF AN EVENT

What?
• Identify the event format
• Describe the event’s motif according to client’s
needs / wishes and list them down
• Determine the event’s materials & equipments
needed for the event

< Product Specification >

EVENTS MANAGEMENT SERVICES NC III
 5WS OF AN EVENT

When?
• Identify the schedule of the event
• Perceive the best time for the event
• Consider the preparation time for the event

< Timeline Plotting >

EVENTS MANAGEMENT SERVICES NC III
 5WS OF AN EVENT

Where?
• Identify the best location/venue for the event
• Describe the facilities, materials & equipments
needed for the event
• Determine the accessibility of the people involved
during the event

< Venue Selection >

EVENTS MANAGEMENT SERVICES NC III
…WITH THE 5WS, THESE WILL LEAD TO

< Plan Implementation >

EVENTS MANAGEMENT SERVICES NC III
QUESTIONS
ACTIVITY #02

Application
of Learning
 s
5 W Output
’
Instructions:
1) The class shall be divided into five groups. Each group
will be given an assigned client.
2) Each GROUP shall craft their output based on the
prescribed format. They shall assume details of an event
based on the recently held 5W’s discussion
3) After the given time, the Teacher will ask the group to
SUBMIT and PRESENT their output.
 s
5WOutput
’
5W’s Contents
1) Name of Event
WHY 2) Purpose & Relevance
1) Client Name, Address, Contact Info.
WHO 2) Client Background & Preferences
3) Working Committees & Job Responsibilities
1) Client Expectations on Theme / Motif
WHAT 2) Client Expectations on Program Flow
3) List of Equipment,Tools and Materials needed
1) Schedule of Activities and Corresponding Dates
WHEN for the Preparation for the Event
1) Venue Location (& Rationale)
WHERE 2) Venue Facilities and Capacity
3) Event Floor Plan
 s
5WOutput
’
Group Number Event Details

1 1st Birthday and Christening

2 Princess Themed 7th birthday
3 Grand Debutante Ball
4 32nd Bachelor’s Birthday Bash
5 Birthday Celebration &
Retirement Party
EMS PROFILE CHECKLIST
EVENT PRE-PLANNING
objectives
audience
message of the event
costs
dates
location
EMS PROFILE CHECKLIST
EVENT PROGRAM
topics
speakers
speaker contact information
speaker agreements, honoraria, token
speaker’s biographies & introductions
equipment needed
EMS PROFILE CHECKLIST
PEOPLE LOGISTICS
hospitality (usher / usherettes)
transportation
accommodation
production personnel
identifiers (id, color, uniform)
procedures, sops & instructions
EMS PROFILE CHECKLIST
EVENT VENUE FACILITIES
number of people
seating arrangements
table shapes: O, U, V
menu service needed
parking
directional signage
EMS PROFILE CHECKLIST
EQUIPMENT REQUIREMENTS
lectern / scripts
podium
public address system
microphone(s): headset, podium, table, floor
raised platform
overhead projector & projection screen
EMS PROFILE CHECKLIST
EQUIPMENT REQUIREMENTS
video projector
remote control cord
flip charts, markers
extension cords
dvd player and monitor
lap top to screen
EMS PROFILE CHECKLIST
EVENT FOOD & BEVERAGE
ARRANGEMENTS
menu selection
caterers
schedule
type service (buffet, seated)
tables for 6, 8, 10
EMS PROFILE CHECKLIST
EVENT FOOD & BEVERAGE
ARRANGEMENTS
head table
place cards
seating diagrams
beverages
hospitality room service
EMS PROFILE CHECKLIST
EVENT DÉCOR
set the theme
entrances and exits
speaker’s platform / stage markers
head tables
dining tables
hospitality suite
EMS PROFILE CHECKLIST
REGISTRATION
registration form
bank account
reporting system
registration confirmation
EMS PROFILE CHECKLIST
ON-SITE REGISTRATION
pre-registration list
registration tables
computers, collateral equipment
personnel
cash receipts / official receipts
programs
EMS PROFILE CHECKLIST
ON-SITE REGISTRATION
name badges / dog tag
goodie bags / loot bags
ticket sales
host identification
venue signage
EMS PROFILE CHECKLIST
TYPES OF INVITATIONS
phoned
e-mailed
printed (informal / formal)
RSVP return card
RSVP by telephone
reminder mailing
EMS PROFILE CHECKLIST
PRINTED PROGRAM
agenda / program
speakers' biographies & photos
organization information
lists of officers, committees
speaker’s messages
EMS PROFILE CHECKLIST
PRINTED PROGRAM
lists of sponsors, contributors
design and printing
quantity
manner of distribution
EMS PROFILE CHECKLIST
TRANSPORTATION
lease or charter vehicles
to and from parking areas
for speakers & special guests, equipments
shuttle services between locations
signs on vehicles
publish or post schedules
EMS PROFILE CHECKLIST
EVENT PHOTOGRAPHY
stills
video
hire photographer(s)
shot list for photographer(s)
EMS PROFILE CHECKLIST
ESCORTS OR GUIDES
For speakers
For special guests
For tours, exhibits, etc.
Aboard shuttles / buses when needed
EMS PROFILE CHECKLIST
PUBLICITY & PROMOTION
CONSIDERATIONS
mailing lists
promotional mailings
posters, flyers
advertising
media contact
 EMS PROFILE CHECKLIST
PUBLICITY & PROMOTION
CONSIDERATIONS
media fact sheets
news releases
talk show appearances & press room
special phone lines & internet connectivity for
media (phone patch)
EMS PROFILE CHECKLIST
ACCESS TICKETING
prices
advance sales
printing
distribution
sales reports
ticket and money control
EMS PROFILE CHECKLIST
ACCESS TICKETING
complimentary tickets
press tickets
sales at doors
collection at events
collecting officers & auditors
 EMS PROFILE CHECKLIST
ADDITIONAL CONSIDERATIONS
valet parking
bad weather planning
exhibits, displays
security
technicians for equipment
disaster management
 EMS PROFILE CHECKLIST
ADDITIONAL CONSIDERATIONS
ambulance on stand-by
police, traffic control, security
HOMEWORK#2:INVENTORY of SUPPLIERS
for DISTRICTS of Nueva Ecija
• Caterers
• Photo Booth, Photo and Video Coverage
• Florist
• Cake Provider
• Lights & Sounds
• Venue/Reception
• Fresh Fruits and Vegetables
• Party Needs (Balloons, Fireworks etc. )
• Entertainers, Clowns, Magicians
DOCUMENTATION
COMPANY PROFILE
THEME / OBJECTIVE OF THE EVENT
PROGRAMME
LAYOUT / EVENT SET-UP
BUDGET PROPOSAL
LETTER OF INTENT / BID
ACTION PLAN

EVENTS MANAGEMENT SERVICES NC III

DOCUMENTATION
COMPANY PROFILE

Is a short description of a company and its background

• Company name
• Company tagline
• Company contact info (location, email address, website, phone
numbers)
• Company background (short history, services offered,
tie-ups/partners, experiences)
• Company representative (contact person)
• Representative’s contact info (location, email address, phone
numbers)
• Representative’s background (accomplishments & experiences)

EVENTS MANAGEMENT SERVICES NC III

 DOCUMENTATION
LETTER OF INTENT / BID

Is an intention letter committing a guaranteed services for the

event.

• Event expectations (presentation of event theme & objectives,

location , date and time, accommodation, plan B)
• Inclusive services for the event (service packages & people
management)
• Rehearsals schedules
• Menu plan (three choices)
• Total budget

EVENTS MANAGEMENT SERVICES NC III

DOCUMENTATION
BUDGET PROPOSAL

Is an itemized list of budget, incurring expenses and inclusions

• Venue rental & accommodation

• Transportation
• Equipment rental (sounds & lights)
• Food & catering services (food and beverages, tables, chairs)
• Printed programs and invitations
• Costumes & decorations
• Honoraria / token / give-away

EVENTS MANAGEMENT SERVICES NC III

DOCUMENTATION
PROGRAMME

Is a sequential list of activities of the actual event.

• Event name and its theme, location, date & time

• Master of Ceremony (scripts & instructions)
• List of speakers and their backgrounds
• Sounds & lights (background music, intermissions) operator &
technician
• Food & catering services (food and beverages, tables, chairs)
• Location map
• Printed programs and invitations
• Token / give-away

EVENTS MANAGEMENT SERVICES NC III

DOCUMENTATION
EVENT SET-UP

Is a presentation layout / diagram of the event venue.

• Location Map
• Sounds & lights set-up & placement
• Food & catering services area and arrangement (food and beverage
tables, chairs)
• Registration area
• Program entrance & exits
• Token / give-away distribution area
• Emergency exits

EVENTS MANAGEMENT SERVICES NC III

 DOCUMENTATION
ACTION PLAN

Is a detailed information of the event from preparation to actual event.

• Summary of the event

• Contingency plans
• Preparation list of activities
Example Event = Church Wedding:
Countdown Activity People Involved Instructions / Remarks

June 1, 2015 Brainstorming All event teams Orientation of tasks &

responsibilities

June 15, 2015 Church Rehearsal People in the entourage To practice in/out & ceremonial
expectations

June 20, 2015 Fitting Tailor/Dressmaker, People in the Dress fitting

Entourage

June 25, 2015 Invitation Printing & Token Sampling Bride & Groom Invitation & token selection for
finalization

… and so on

July 11, 2015 Wedding Ceremony All involved in the event

EVENTS MANAGEMENT SERVICES NC III

THE EVENT TEAM
Venue managers
Stage managers
Lighting, audio and video companies
Decorators and florists
Entertainers
Employment agencies
Rental companies
Public relations
Marketing consultants
Security companies
Catering companies
Cleaning companies
Ticketing companies

EVENTS MANAGEMENT SERVICES NC III

CODE OF ETHICS
Promote and encourage the highest level of ethics
Strive for excellence (Industry standards)
Protect the public against frauds and unfair practices
Use legal and ethical means
Maintain adequate and appropriate insurance coverage
Maintain industry standard of safety and sanitation
Provide truthful and accurate information
Commit to increase professional growth and knowledge
Cooperate with colleagues, suppliers, employees/employers and all
persons supervised
Subscribe the principles of professional conduct

EVENTS MANAGEMENT SERVICES NC III

 HAVE A GREAT
EVENT
ORGANIZING
JOURNEY AHEAD
EVENTS MANAGEMENT SERVICES NC III
HOMEWORK#3: Event Theme & Concept

• The GROUP shall List down different

events that you know (the more, the better)
• For each event, the group shall list down all
possible Event Theme & Concept
• Each Theme or Concept should have a short
write up or explanation about it
End of SLIDES
Thank you!