2. REVIEW:
We already discussed the STEP ZERO:
The Organizational Structure
And also the STEP ONE: Planning,
under the planning step, we have 10
step to plan. The
Step 1.1: Creating an Event Concept
Step 1.2: Feasibility Study
3. Now, we are going to
continue the discussion with
the Step 1.3 which is Secure
Approval
4. Step 1.3: Secure Approval
Secure the approval of school
authorities, like the Dean or the
Vice President for Academic
Affairs. For corporations, secure
the approval from the
management or present the study
to the client.
5. Adjust the details according to
the feedbacks on the
presentation. Make sure that
you get the signature of
approving authorities on the
final proposal for record
purposes.
6. Step 1.4: Identify the
Tasks
This step can be done in the
form of a classroom exercise.
Ask everyone to write down
as many specific tasks as they
can thin under each
committee.
7. At the end of the
exercise, make sure
that everyone has the
exact same list of tasks.
8. Step 1.5: Identify the
Assigned Person for Each
Task
The most ideal way to divide
the tasks among the class is
by asking for volunteers,
because this assures interest
and perhaps commitment
from the volunteer.
9. Another option is to asks the
class to choose their
committee and then ask the
committee head to assign
the tasks based on the
talents and interest of each
committee member.
10. Step 1.6: Create a
Timetable
The next step is to estimate
the time required to carry
out each tasks. How many
days does it take to print
posters and invitation?
12. Site Selection Consideration
•In choosing a venue for your event,
Gunn’s (1994) list of tourism supply
components provides a good framework
for the selection area.
13. • Cruz (2000) refers to this list of
the four A’s of tourism.
FOUR COMPONENTS IN
THE LIST
Attraction, Access, Amenities,
Amount.
14. 1. Attraction
Refers to the value itself, its
form and functionally. Does it look
good? Does it fit the event concept,
or can modified the concept? Can it
provide all the technical
requirements for the event.
15. Will the venue contribute to the
novelty of the event as well as in
getting good attendance and media
exposure? Does it have a parking
space? How the area’s safety and
security.
16. 2. Access
Refers to the ease of getting to the
venue. For international events,
accessibility considerations include
distance to and the airport and
accommodation facilities. Infrastructure,
like roads, is also factor.
17. 3. Amenities
Include ancillary services which may be inside
the venue or within the general area. Such as services
include entertainment establishments, shopping malls,
banks, accommodation facilities, restaurants, among
others. Both high-end ang budget amenities must be
available.
4. Amount
Refers to the cost of rental. Does it fit the budget?
18. A fifth can be added to the list,
the most important of all five
considerations:
5. Audience
The venue must fit your type of audience, are
they students or are they professionals? Will a high-
end venue suit the audience’s taste instead of
something that attracts the general public? You must
understand your audience to ensure that expectation
are met.
19. Ocular
• Do an ocular inspection before
deciding on the venue. Measure
everything, especially the mounts for
streamers and decors. Inform the
venue management that you need
time to set up and rehearse
21. • It’s the estimate of revenue and expense
• Provides data on event’s funding
requirements
• Estimate for overall costs and major
categories must be made early in the
planning stage.
• Be resourceful in making budget
estimates.
• Get a copy of terminal report of a similar
events
• Provision should also made for budget
reviews and adjustments.
22. • Events managements companies must keep a
detailed and accurate record of cost for each
events, this data become a valuable basis for
budgeting for succeeding events.
23. 4 MAJOR BUDGET ITEMS
1. COST - Refers to the expenses or how
much it will take to stage the event.
2. REVENUE - Refers to how much the
events earns in gross receipts. Revenue
sources include sponsorship, exhibit space rental,
seminars fees, etc.
24. 3. BREAKEVEN POINT - Minimum
point where revenue meet cost.
4. CASH - Needs to be ready at hand when
you need it. Receivables are good, but cash is
needed at some point when preparing for an
event. A cash flow chart is thus an important
tool.
26. MARKETING PLAN IS
COMPOSED OF 5 STAGES
• Market Analysis ( the feasibility study)
• Identify the target
• Defining the marketing mix and
• Marketing Strategy
• Control
28. The end goal of marketing efforts is the
number of attendees to an event.
The first step in preparing the marketing
plan is to define your target audience.
The purpose of this step is to determined
whether there is a gap between your target
attendance expectation and the likelihood
of that target person to go to event. What
would attract of your target person.
29. To do this, you must know the answer to
these two question: (1) Who is your target
audience (2) Where is your target
audience?
Put your money on existing and potential
new audience, and do not waste your
efforts on indifferent people who are very
unlikely to attend.
