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Event organizing and management
1. 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
2. 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
5. 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.
6. 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)
7. 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
8. 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.
9. 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.
10. 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.
11. 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.
12. What is your target date for your party?
Where the party be held?
Is it an indoors or outdoors?
Is it easy to access?
13. Who are the people invited for the party?
Size of your expected guest?
What type of food being serve at the
party?
What type of beverages will be served?
What are the desserts and appetizers?
14. 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.
What type of entertainment?
There is a production number?
Who will be the host of the party?
15. Who will be the photographer and videographer?
There is the photo boot?
How’s the invitation and tarpaulin?
How can it be produce?
What the sequence for the party?
16. What 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?
17. What to do Who will do Time
1. Plan for your
debut party
Mostly the
celebrant/ family.
6 months before
the event.
2. Contact the
person who
can help
you.(coordinat
or,friends,relati
ves 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/coordina
tor
5 months before
the event.
5.Style/setting/dec
orations
Coordinator/
celebrant
3 months before.
6. For the
cake/souvenirs/
foods
Celebrant/
coordinator
2 months before
7. Finalizing Celebrant A 1 month before
18. 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.
19. 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
20. Debut Duration Checklist
7 weeks (49days)
1st week -2nd week
1st-14th day
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
3rd week
1st day-2nd day
Assigning task responsible for the (venue, catering package, entertainment,
program, invitation, tarpaulin)
3rd -7th day
Negotiating with the supplier’s venue and catering services regarding for the
decorations, sound system, and program emcee.
21. 4th week
1st day
Finalizing the guest list
2nd day-4th day
Starting to lay-out the invitations, program and tarpaulin
5th day-6th day
Buying Souvenirs, decorations and prizes
7th day
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)
22. 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
23. Services/Supplies and materials needed
for the party
Debut Package (upon the supplier)
Catering Services
Decorated Stage Area
Debutants special chair
18 Roses and 18 Candles
Program Emcee
Sound System with lights
Photo Booth/photo souvenir 2hrs unlimited
Photography and Videography
cd copy of all photo
24. Venue(suppliers)
Sound Systems
Lighting
Invitations
Souvenir
Tarpaulin
Gown for the Debutante
Gown for the 18 candles
Attire for the 18 roses
26. PROGRAMME:
I. Prayer
II. Welcome Remarks
III. Cotillion de Honor
IV. Dinner
V. The 18 Roses, Candles, and Treasures
VI. Games
Debutante
VII.Intermission number
VIII.Happy Birthday Song, Thank-you Speech
IX. Dance…Dance…Dance…
31. 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
32.
33. Action Plan:
Make the team be prepared.
Improve planning based on the
previous output.
Develop our marketing strategy.
34. Total Budget Cost
Luxure Debut Package ( 100 guest) P45, 000
(including the following)
Catering Services for 100 guest ( menu upon request)
Decorated Stage Area
Debutants special chair
18 Roses and 18 Candles
Program Emcee
Mobile Sound System with lights
Photo Booth/photo souvenir 2hrs unlimited
Photography and Videography
cd copy of all photo
1 photographer / 1 videographer / 1 light man
Edited Video
35. Debut Party Venue P 8,000
30 Invitations P 1,500
Tarpaulin (25 per square) P 787. 50
100 Souvenirs P 2000
Total: P 57, 287.50
36. Entertainment
Games
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.
39. 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.
