2. WHAT IS AN EVENT?
• Mt.22:4 “My feast is ready now. My steers and prize
calves have been butchered and everything is ready.
Come to the feast.”
• God has invited his people to come to his feast. This is
where He will speak, inspire and heal his people.
– In a feast, people dance sing and enjoy the whole
celebration. The feast is also a celebration of God’s
victory and goodness to his people.
• This is how we treat every event of our community.
Every event is God’s feast.
3. WHAT IS THE PURPOSE OF AN EVENT?
• It is a means for the Lord to speak to his people.
• It is an opportunity for CFC to gather and inspire
each other in doing God’s work.
• It empowers and unites people within an area
working for the preparation of the event.
• It is also a tool to generate funds for the
community and create opportunities for the work
with the poor beneficiaries.
5. PROCESS OF ORGANIZATION
During Event
This is the phase where the crucial elements of the event should be in
placed. This is the event proper already.
➢ The teams should be working in a synchronized manner so that the flow of
activities will be uninterrupted.
Areas to be considered
• Specific scope of work for each working team
• Decision makers(who decides on what)
• Involvement of community
6. PROCESS OF ORGANIZATION
Post Activity
This is the phase that is normally overlooked. The
responsibility of the service team does not end
until they are finish until the post activity.
• All rentals should be returned to the owners
• Dismantling of all constructions
• Inventory of materials and equipment that can still be
used
• Closure on the books of accounting
• Evaluation
7. GUIDE QUESTIONS:
• What is our situation?
• What is our need?
• What is the title of the event?
• What is the creative handle?
• What is the content of the event?
• What makes the event exciting and worth going?
• What are the committees needed?
• How many are expected?
• Is it self-generating?
• What are other sources of revenue?
• Where will your profit go?
• How will you meet your expected participants/delegates?
• How do you excite your participants/delegates?
• How do you ensure the support of CFC and other ministries?
• How do you mobilize the community?
• How do you make the event inspiring?
• How will the people experience Christ in the event?
9. Conference Head
* Oversees the entire preparation
for the conference
* Inspires the team
* Leads the event
*Follows up the committee heads
10. Conference Head
Roles and Responsibilities
Coordinates with the Elder-in-charge.
a. Coordinates with the Elder-in-charge (EIC) of the event for the direction and theme of the
event.
b. Reports regularly to the EIC for developments.
Team Formation.
a. Forms the team that will handle the different committees of the event.
b. Assign to the committee heads their respective roles and responsibilities with respect to the
needs of the event.
c. If there is a provincial/ state or country counterpart, the Head of Event coordinates with the
local area for the formation of their own team.
Team Meetings.
a. The Head of Event conducts regular team meetings to monitor the progress of the event
preparations.
b. He makes sure that the efforts of the different committees are geared towards the same goal or
objective of the event.
c. In case of counterparts, their progress report is monitored and evaluated by the Head of Event
through regular visits to the area or through the different forms of communication.
11. Budget Monitoring.
a. Evaluates the budget requirements of each committee and monitors their cash
disbursements.
b. Prepares (together or delegated to Finance ) and Reviews the projected event
budget and makes sure that the event will at least earn a 20% net income. The
income will then be turned over to the CFC central fund for future use.
c. Submits a financial statement to the Special Events Head or the Elder-in- charge
after the event.
Execution of Plans.
a. The Head of Event has to make sure that all the preparations are accomplished
before the day of the event by CREATING A TIME TABLE PLAN for
execution and monitoring
b. He has to make sure that everything has been done, and are being
executed according to plan.
c. He oversees the event proper and handles any problem that may arise with
regards to the event.
Conference Head
Roles and Responsibilities
12. Execution of Plans.
a. The Conference Head has to make
sure that all the preparations are
accomplished before the day of the
event.
b. He has to make sure that everything
has been done, and are being
executed according to plan.
c. He oversees the event proper and
handles any problem that may arise
with regards to the event.
13. Budget
REVENUES
Registration Fee* (2,000 pax x P500) 1,000,000 95%
20% from FMI sales (50% pax x P120 x 20%) 24,000 2%
Mass Collections (50% pax x P10) 10,000 1%
Sponsorships / Concessionaires 20,000 2%
_________ ______
TOTAL REVENUES 1,054,000 100%
EXPENSES*
Food (P60/meal x 6 meals) 360,000 34%
Venue 100,000 9%
Sound System 70,000 7%
Production 50,000 5%
Secretariat (P40/kit) 40,000 4%
Decorations 50,000 5%
Delivery/Freight 10,000 1%
Documentation/Multi-media 30,000 3%
General Services 10,000 1%
Entertainment 25,000 2%
Rental 20,000 2%
Transportation (Local and speakers) 25,000 2%
Accommodations (Guests) 12,000 1%
Liturgy 10,000 1%
Supplies 10,000 1%
Miscellaneous 20,000 2%
________ ______
TOTAL EXPENSES 845,000 80%
_________ ______
NET INCOME 209,000 20%**
====== ====
* The budget is based on a projected 2,000 participants with a registration fee of P500 per head.
** The projected expenses are relative to the number of participants, registration fee and venue.
*** The event should earn at least a 20% net income.
14. Attributes of a Conference Head
a. ORGANIZED
Since the Head of Event is tasked to coordinate and oversee the different committees, he should be organized to make sure
that all committees are working and headed towards the same objective.
b. FOCUSED AND DETERMINED
Event preparation, oftentimes encounter a lot of trials and “oppressions”. One has to be focused and determined and not easily
disheartened when faced with these kind of situations.
c. PASTORAL HANDLE
The Head must be able to handle not only the administrative side of the event but the pastoral side as well. He coordinates
with the Elder-in-Charge with regards to the pastoral handle of the event.
d. PEOPLE ORIENTED
This work entails the person to deal with a lot of people. The event committees, the provincial/country counterparts and the
different companies that he will be dealing with. One must have the ability to motivate, inspire and work well with the team.
f. TEAM PLAYER
The success of the event relies on teamwork. The Event Head has to emphasize the importance of team playing and the need of
every member to participate and contribute to the success of the event.
g. SERVANT’S HEART
The Head of Event must recognize the privilege that God has given him to lead the people in serving God and the community.
As head, he should set the example to the team by being humble and available for service at anytime.
15. Secretariat
▪ Comes up with the registration
procedure
▪ Releases memos to schools and sectors
▪ Follows up the areas
▪ Prepares the conference kits (IDs,
companion, & food stubs)
▪ Finance & Marketing
▪ Prepares budget and system for request
of cash
▪ Monitors inflow and outflow of cash
16. Setting-up
a. The Secretariat in coordination with the Head of Event reserves and finalizes the venues for any
special event including payments and other requirements.
b. The Secretariat Head coordinates with the I.T. group in setting-up the computer system for
payments, accommodation and transportation bookings and final list of delegates.
c. The Secretariat Head forms a team to handle the bookings and reservations of delegates. The
areas are divided among them geographically. For instance, 1 member will handle Luzon, another
Visayas, another Mindanao, another Metro Manila and another Foreign. Each one’s reponsibility
includes the follow-ups of the areas.
Sending of the Invitation Memo and Promotional Material
a. An invitation memo is released for the delegates ideally 5 months before the event. It shall state
basic information such as the date of event, venue, registration fee and deadline for payments.
Attached are the registration form, registration procedure and the list of allocation per area.
b. If any promotional material such as brochures shall be released, the secretariat takes
responsibility in following up the Head of Event for the approval of lay-out/item that it may be
coordinated with the purchasing department or committee in-charge of production.
c. All materials including the memo are sent to all areas by the secretariat team.
d. Follow-ups through telephone are done by the secretariat team to ensure the receipt of the
invitation letter including attachments and the promotional material and to secure payments on
or before the deadline.
Secretariat
Roles and Responsibilities
17. Accommodations Aside from Tents
a. The Secretariat negotiates with prospective hotels and/or pension houses in
the vicinity of the conference site for the delegates. The objective of the
negotiation is to have the hotels/pension houses available with lower rates
during the event. Thus, in any negotiation the following points are taken into
consideration:
• Availability of the hotels/pension houses on the dates of the event.
• Lowest rate the hotels/pension houses can offer (flat rate)
• Maximum number of occupants per room.
• Maximum number of rooms/cottages that can be reserved until 2-3 weeks
before the event.
• Check-in and check-out time.
• Terms of payment.
b. As soon as negotiations are finalized, the Secretariat shall prepare another
memo with the approval of the Head of Event. It shall include all specifications
of the hotels/pension houses, rates per person per day, and payment scheme
and deadline. This memo is an attachment of the follow-up memo.
Secretariat
Roles and Responsibilities
18. Transportation Arrangements
a. The Secretariat coordinates with the Transportation committee with regards to the details of
the final negotiations made.
b. A memo shall be released by the Transportation committee and sent by the Secretarait as
attachment of the follow-up memo.
Follow-up Memo
a. To ensure payments on or before the deadline, a follow-up memo must be released to remind areas and to provide them
additional information regarding the accommodation and transportation arrangements and guidelines for the creative
components of the conference.
b. The Secretariat takes responsibility in gathering the attachments that it may be sent at the same time.
• Transportation arrangements from the Transportation committee.
• Creative guidelines from the Creative committee.
• Cover letter and accommodation arrangements from the Secretariat.
Payments
a. All payments are coursed through a central office, the CFC Global Mission Center for international and regional conferences and all
other Metro Manila special events.
b. Payments are made personally or through the bank. in the latter’s case, a bank deposit slip must likewise be submitted with the list
of delegates paid for. payments for the registration fee must be made first before paying for any accommodation or
transportation.
c. Bookings for the accommodations coursed through the CFC Global Mission Center is done by the Secretariat.
(Note: The Transportation committee handles reservations for any medium of transportation provided by the event.)
Secretariat
Roles and Responsibilities
19. Production and Packaging of Kits
a. Orders for the production of conference kits is done by the Secretariat. It coordinates with
the graphics department for the finalization of designs, with the Head of event for the final
approval and with the purchasing department or committee in-charge of production for
quotations and production of items for the kits. Items for the kits are finalized and produced
within a month before the event.
b. Kits for the delegates are prepared 2 weeks before the event. The Secretariat handles all
the preparation that it may not have any discrepancies in number as it is packed by area.
Release of Confirmation Letter and Blank Ids
a. 2-3 weeks before the event, the Secretariat releases a confirmation letter with the list of all
registered delegates who have made payments on or before the deadline, accommodation
bookings and transportation reservations of each delegate per area.
b. The Head of delegation is given a week to confirm the list sent to him. Any changes may be
accommodated at this time.
c. 1-2 weeks before the event, the Secretariat sends the blank ids with instructions to the
areas to allow them to print the names of the delegates on the ids. The stub of the id is
exchanged for the conference kit at the conference site on the day of registration.
Secretariat
Roles and Responsibilities
20. On-site Registration
a. Registration is done on the first day of the event until half of the second day.
b. Each member of the Secretariat team is stationed in a strategic place where they will be able to
accommodate the Head of delegations as they exchange the stubs of his/her delegates for the conference
kits.
c. After the registration period on the first and second day, the head of Secretariat reports the final number of
delegates to the Head of event that any adjustments especially on the food supply may be attended to.
d. The Secretariat team remains to have a booth all throughout the conference to accommodate any inquiry,
complaints and be able to help in any emergency situation.
Arrangements for the Service Team
a. The Secretariat completes the list of the service team that proper arrangements for the accommodation, food
and transportation may be made. Ids are provided as well.
Coordination Meetings
a. Arrangements for the regular coordination meetings of the committees of a certain event or conference is the
responsibility of the Secretariat. Members of the committees are informed days before the meeting.
b. The Secretariat head sits in all the coordination meetings of the event or conference for the minutes of the
meeting.
c. Reminders to the committee heads with regards to assigned tasks are coordinated by the Secretariat.
Secretariat
Roles and Responsibilities
21. Attributes of a Secretariat
a. ORGANIZED
Since the Secretariat is the institutional memory of the organization/community, one has to be organized in safekeeping the
files and documents.
b. FOCUSED
The Secretariat is the backbone of any organization or community. If one wants for a project/event to succeed, a Secretariat
must always be focused on the task to be undertaken by the organization.
c. PERSISTENT
The Secretariat is the support system to facilitate efficient and effective undertaking of work/task/functions. Thus, a Secretariat
must always be persistent in coordinating with people involved in the event, in follow-ups, in negotiations and the like.
d. PEOPLE ORIENTED
Since the Secretariat’s duties always deal with people, it is necessary that one should be people oriented. Coordination among
committees, assistance to the team head and accommodation to the members/delegates are inevitable.
e. SERVANT’S HEART
Duties of a Secretariat are basically a backroom job. Most of the time, it coordinates things from behind that the event may be
successful or that delegates may have the best accommodation there is or at times be the one to prepare things for the
committee heads, team head and the delegates. A lot of sleepless nights too. Thus, a Secretariat is always able to cope with all
these, joyfully and willingly.
f. FLEXIBLE
One must remember that though we exert all efforts in making things as orderly as possible by having guidelines and policies,
we cannot forget that all our undertakings are pastoral in nature. Thus, flexibility is one attribute that can be considered very
important. One must remember that all things must be considered for the good of the delegates.
22. Finance
Roles and Responsibilities
Solicits Corporate Sponsorships for Conferences and Events.
a. Prepares database of possible sponsors.
b. Drafts and finalizes proposals for corporate sponsors.
c. Sends out sponsorship proposals to possible sponsors.
d. Follows-up and negotiates with interested sponsors.
e. Finalizes arrangements with sponsors through written contract.
f. Monitors that all arrangements agreed upon are implemented before, during and after the event.
g. Monitors the collection of payments from sponsors.
Handles the Operations and Guidelines of Food Concessionaires.
a. Prepares the guidelines for food concessionaires.
b. In coordination with the provincial areas of the conference venue, finalizes arrangements with food concessionaires. (GK area
shall exclusively sell drinks).
c. Monitors that all arrangements agreed upon are implemented before, during and after the event.
Note: No non-food concessionaires shall be allowed to sell items during the event except for FLAME and Sikap.
23. Transportation
Roles and Responsibilities
Setting-up
a. The Transportation Head, in coordination with the Special Events Head, negotiates and
finalizes all arrangements with the different modes of transportation (i.e. ship, airplane, bus)
of the delegates.
b. The Transportation Head coordinates with the Secretariat for the computer system for the
bookings and payments of the delegates.
c. The Transportation Head forms a team to handle the bookings and reservations of the
delegates to the transportation of their choice. This includes encoding, ticketing and
inquiries.
Attachment to the Follow-up Memo
a. 3 months before the event, the Secretariat releases a follow-up memo to the delegates. Its
objective is to ensure receipt of payments on or before the deadline and to relay additional
information regarding the accommodation and transportation arrangements. The
Transportation Head must therefore prepare the transportation guideline that shall include
the following:
• Modes of transportation
• Transportation rates
• Payment procedure
• Other guidelines
b. The transportation guideline is submitted to the Secretariat for reproduction and
distribution.
24. Payments
a. All payments are coursed through a central office, the CFC Global Mission Center for international and regional
conferences and all other Metro Manila special events.
b. Payments are made personally or through the bank. In the latter’s case, a bank deposit slip must likewise be
submitted with the list of delegates paid for. Payments for any mode of transportation should be done after
registration.
c. Bookings for any mode of transportation provided by the event are done after full payment by the transportation
team. The team picks-up the names of the registered delegates who have paid for the transportation fee from the
encoded names of the Secretariat team and matches them on the mode of transportation paid for.
d. A final list of delegates for each mode of transportation is submitted to the respective companies for ticketing.
e. The Transportation team double-checks all tickets delivered to the central office and distribute them per area.
Confirmation List and Ticketing
a. 2-3 weeks before the event, the Secretariat releases a confirmation letter to all areas. included in this letter is a list
of all the transportation bookings of the delegates of every area.
b. The Transportation head gathers all the lists for each area from the encoders and provides the Secretariat a copy
that it may be prepared for distribution.
c. The head of delegation is given 1 week to confirm the list sent to him. Any changes may be accommodated at this
time.
d. 1-2 weeks before the event, the Secretariat sends the blank ids to the different areas. The tickets for transportation
may be sent with these upon the discretion of the head of delegation of the areas. Heads of delegations or
representatives may also personally claim the tickets at the central office. Due to accessibility or delay, tickets may
be distributed at the pier, airport or bus stations. In this case, the transportation team will be in-charge of
distribution.
Transportation
Roles and Responsibilities
25. Arrangements for the Service Team
a. The Secretariat completes the list of service team and submits to the
Transportation committee for their bookings.
b. The service team is usually booked at the lowest rate of accommodation
except when special instructions are given by the Head of Event.
c. Complimentary passes are used for the bookings of the service team.
On-site
a. The Transportation head coordinates with the Secretariat for any inquiry
or needs of the delegates with regards to the transportation
arrangements.
Transportation
Roles and Responsibilities
26. Marketing
▪ Souvenir Program
▪ Advertisement and promote
conference, facebook, twitter, etc
▪ Looks for possible sponsors and
concessionaires
▪ Coordinates with FLAME regarding
novelties to be sold and the production
of conference shirt
27. Marketing
Roles and Responsibilities
Solicits Corporate Sponsorships for Conferences and Events.
a. Prepares database of possible sponsors.
b. Drafts and finalizes proposals for corporate sponsors.
c. Sends out sponsorship proposals to possible sponsors.
d. Follows-up and negotiates with interested sponsors.
e. Finalizes arrangements with sponsors through written contract.
f. Monitors that all arrangements agreed upon are implemented before, during and after the event.
g. Monitors the collection of payments from sponsors.
Handles the Operations and Guidelines of Food Concessionaires.
a. Prepares the guidelines for food concessionaires.
b. In coordination with the provincial areas of the conference venue, finalizes arrangements with
food concessionaires. (GK area shall exclusively sell drinks).
c. Monitors that all arrangements agreed upon are implemented before, during and after the
event.
Note: No non-food concessionaires shall be allowed to sell items during the event except for FLAME
and Sikap.
28. Assists the Beverage Vending Team
a. Negotiates with Beverage company regarding arrangements for beverage supply.
b. Monitors the strategic placements of booths within the conference site.
c. Monitors that all arrangements agreed upon are implemented before, during and after the event.
Monitors the Linkage with FLAME and Sikap Products.
a. As sole non-food concessionaires, FLAME and Sikap can maximize the potential spending capability
of the attendees.
b. Assist both FLAME and Sikap in the positioning of booths within the conference site.
c. Integrates possible product launches of major product lines within the conference program.
d. Monitors sales and determines the percentage commission the conference gets.
Handles External Promotions of the Conference.
a. External promotions pertains to promotions done outside traditional information dissemination of
the community.
b. Prepares a promotional plan and budget for the promotions using variuos mass media.
c. Implements the promotional plans for the event.
Marketing
Roles and Responsibilities
29. Attributes of a Marketing Team Member
a. ORGANIZED & FOCUSED
The Marketing team deals with external people and may not be as understanding as community members, hence, being
organized and on top of the situation will help create a good image for the community.
b. PERSISTENT & PATIENT
Persistence and patience is needed in getting sponsorships. Rejection is ordinary and should be taken in stride. It should even
become a challenge to get more sponsors.
c. FLEXIBLE & PEOPLE PERSON
There is a need to adapt to different types of people to generate support and sponsorships. Since we are dealing with people
outside the community, we need to be more understanding and relational to other people. As such, we also become good
witness and evangelizer.
d. SERVANT’S HEART
The Marketing team is a big income earner for the conference but the hard work that the team puts into it is hardly recognized
by the attendees of the conference. A servant’s heart in needed to tide us over the tedious task of marketing
e. BUSINESS-MINDED
Almost all the corporate accounts we will deal with is in it for the money. Having the mind-set of business will allow us not to
be shortchanged and given our true worth.
f. FIRM and IN CONTROL
Some companies will try to put our backs against the wall and push us at a disadvantage. We should be in control and firm
about our decisions to make it a win-win situation for CFC and the other party.
30. Logistics
▪ Venue Set-Up
▪ Decorations
▪ Stage back draft, lights,
▪ Materials needed in coordination with
creatives/pfo
▪ Sound system, wiring
▪ All electrical and technical , equipment,
etc
31. Logistics
Roles and Responsibilities
Implements the Venue Decor and Layout.
a. Coordinates with Creative Department the decor and layout of the venue.
b. Facilitate the production or construction of the decors/structures to be used.
c. Coordinates with assigned service team from CFC and/or Family Ministries for setting-up and implementation
of the design.
d. Hires skilled and non-skilled workers for specialized work or in the absence of a service team.
e. Oversee and directs the implementation of the design.
f. Ensures that deadlines are met for completion of the set-up.
g. Oversee the dismantling of equipment and decors after the event.
Facilitate the Technical Requirements of the Event.
a. Expedite the technical requirements of the event, e.g. sound system, stage, and multi-media.
b. Sources and negotiates with the suppliers for the technical needs.
c. Creates a file or directory of suppliers.
Handles the Maintenance of the Special Events Supplies and Equipment.
a. Handles the storage and upkeep of the supplies and equipment used in events.
b. Keeps a supplies and equipment inventory.
c. Facilitate the lending of equipment to the community for their respective special events.
32. Attributes of a Logistics Person
a. ORGANIZED
The Logistics person has to be organized. The work in logistics involves a lot of details and has many aspects. One has to be organized to
ensure that all logistical requirements are implemented according to plan.
b. FOCUSED AND DETERMINED
Logistics is a very tedious job. The work sometimes lasts for weeks. One has to remain focused and determined to finish the job and to finish
it on time.
c. HARDWORKING
Logistics involves a lot of physical work. Hence, the person must be ready to get his hands dirty in the process of performing the task.
Sometimes, it’s even necessary for the person to work overtime if it means finishing the job.
d. PATIENT AND FLEXIBLE
The person will sometimes encounter last minute changes, adjustments and unanticipated logistical needs in the course of the event
preparation. Thus, patience and flexibility are essential for the person to still deliver despite the limited reaction time.
e. PEOPLE ORIENTED
This work entails the person to deal with a lot of people, both in community and out. The person has to have the ability to relate well with
the people, e.g. service team, that he will be working with. The skills to negotiate for the best deals from the equipment suppliers is also
necessary.
f. TEAM PLAYER
The success of the event relies on teamwork. Every member of the team has a role to play and they have to play it well. For the logistics
person, he has to be coordinated always with the rest of the team to ensure that the needs of the event are met.
g. SERVANT’S HEART
The logistic person is the first to arrive and the last to leave, and the effort that was put into the work is seldom recognized. But in spite of
this, he still has to continue performing his job whether he is acknowledged or not. He has to remember that this is a service to God and to
the community.
34. Competitions / Games
▪ Guidelines
▪ Brainstorms for games and other
enhancements for the conference
▪ Prepares the guidelines for all
competitions
▪ Looks for prizes for winners
(trophies / certificates)
▪ Looks for judges
▪ Prepares all materials needed for
the game
35. GENERAL SERVICES
• Food / Basura Inc.
• Negotiates with caterer
• Prepares procedure for food
distribution
• Chairs , tables, etc
• Takes care of the waste management
for the conference
36. EUCHARISTIC SERVICE
▪ Contact Priest
▪ Prepares all mass materials, songs, etc
▪ Readers,offeretory
▪ Mass songs, singers
▪ Order in mass especially durig holy communion
▪ Eucharistic ministers
37. Security / Parking
• Coordinates with the venue
regarding security
• Parking assistance and guide
KFC
38. Creative Department Head
a. Shall train and empower creative directors, dance trainors and choreographers.
b. Shall build creative teams all-over the country and the world.
c. Shall coordinate all the creatives of events and field it out to the different teams.
d. Shall prepare and coordinate training programs for all the creative directors, trainors and choreographers.
Creative Director Team Leader
a. Attend the teamleaders’ meetings to ensure proper coordination and management of all events.
b. Attend all training sessions for creative directors.
c. Support, train and build up the members of his or her team.
d. Will be a part of the brainstorming group of the creative department.
e. Shall be ultimately responsible for all the events assigned to the team.
f. Shall build rapport and team spirit.
Creative Director Team Member
a. Shall attend all training sessions for creative directors.
b. Shall take turns directing conferences.
c. Shall support whoever is assigned to direct in their team or other teams if requested.
d. Shall attend all meetings called by the Department Head or by the Team Leaders to better coordinate our
projects.
Creative
Roles and Responsibilities
39. Choreographer
a. Shall be part of the choreographer’s pool of the Creative department.
b. Shall choreograph or execute concepts for the events based on the
instructions and guidance of the Department Head or the director of
the event.
c. Shall attend all the training for choreographers of our department.
Dance Trainors
a. Shall be part of the pool of dance trainors of the Creative
Department.
b. Shall commit to train and develop a dance ministry assigned to
her/him.
c. Shall give training once a week.
d. Shall attend trainor’s training once a week.
Creative
Roles and Responsibilities
40. Adhoc Committee per Event: Production Team
Over-all Director
• Shall oversee all the aspects of the preparations for the conference (rehearsals, coordination meetings and other preparations).
• Shall represent the creative department and the production team in all meetings with the other committee heads.
• Shall be in close coordination with the event head and the pastoral elder assigned.
• Shall ensure the productivity of the whole production team.
• Shall be responsible for the smooth flow of the entire conference.
• Shall give directions to the production team during the event.
Stage Managers
• One is assigned on each side of the stage to ensure total control of what is happening on stage.
• Shall take directions only from the director.
• Shall control the flow of the talents, ensuring that no one misses their cue and no one goes on stage without the director’s permission.
• Shall attend all the production team meetings that the director calls.
• Must be very knowledgeable on the sequence and flow of the event.
• Must stay in constant communication with the director.
• Must remain alert during the duration of the event to anticipate anything unexpected.
Creative
Roles and Responsibilities
41. Production Assistants
•Shall assist the stage managers and the director in ensuring the program flows without a snag.
•Must be familiar with the flow of the program.
Technical Director
•Shall assist the director in all technical requirements (audio, video, lights, special effects) Must be familiar with the flow
of the program.
•Must be very knowledgeable on the sequence and flow of the event.
•Must be knowledgeable in the equipment to be used. In the event where we need to man the control ourselves, he/she
must possess the basic knowledge to operate the system.
Segment Producers
•In cases of weekend events or complicated programs, segment producers are created to ensure proper management of
all the details involved.
•Shall oversee the preparation of the segment assigned to her/him.
•Shall provide all needs that may arise to ensure excellence in her/his segment.
•Shall coordinate all the persons needed of the segment assigned. Shall orient, brief and support the people assigned to
him/her.
•Shall ensure the smooth flow of his/her segment during the event.
Creative
Roles and Responsibilities
42. Attributes of a Creative Director
We must recognize the fact that being called to serve is a privilege to witness to people being touched by the conference.
When we serve and the going gets tough and it is tempting to complain and grumble, remember the blessings of privilege
given to you.
Attitude of a Christian Director/Choreographer/Trainor
a. GENEROUS. Never be stingy with God. Never hold back anything but give all for God. A lot of us dream of martyrdom and
sainthood, experiencing persecutions, aching bodies, sleepless nights are ways of dying to oneself.
b. ENCOURAGING. Let us remember that the most important considerations in our work is that we inspire people to love and
serve God more. Let us be encouraging in our speech. Encouragement is a good teaching tool as well. It yields far better
results that threats or rewards.
c. HUMILITY. The talents and skills we have are from the Lord. Never be proud or act high-handedly. We are but servants, not
masters. Respect the pastoral structure in the local area you will be serving in. Greet, acknowledge and respect the elders of
our community.
d. PATIENCE. It is a virtue that you need a lot of. Be patient in explaining and imparting the vision of the conference. Be patient
in teaching dances or skits. You are dealing with brothers and sisters not with professional dancers and actors.
e. EMPOWERING. Always be ready to share your knowledge and train other people. Share the burden and the limelight. As you
work with local areas, help them and build them.
Attitude of the Christian Artist
a. CREATIVE. Aside from coming up with good and fresh ideas, your creativity will be put to the test when you have limited time,
limited budget, usually rushed in schedules, and using amateur performers.
b. DARING. Dare to be different especially when conceptualizing concerts or creative components for conferences, dare to think
against the usual. Go for the fresh new and bold ideas.
c. PREACH THE GOSPEL. Remember that each segment of our show or conferences is meant to preach the gospel. You can do
this by using secular songs given a new and Christian songs with great mass appeal.
d. GO HIGH TECH. Remember that you can go multi-media. An average dance number can look fabulous when we use video as
background or add models walking around or balloon drop. Use “intelligent lights” or laser lights to enhance a production
number.
