Lesson 12,13,14

• Event program


  A schedule of activities and performers during the day/s of the event
• Sequence guide


  An internal, more detailed document which includes contingencies and further explanation to serve as organizer's guide/manual
• Major activity categories in a program


  • Main Event Focus
  • Secondary Focus
  • Support Activities
  • Ancillary Activities
• Sequence guide


  A detailed program that indicates the particular activity, the corresponding time for each program element, the persons involved in and leading each activity or element, the venue or specific part of the venue where these activities are carried out, and sometimes the rationale
• Exhibitor's manual


  Contains all the information that an exhibitor needs to know in order to have a successful participation in a particular trade show or exhibition
• Risk


  The possibility of loss or injury
• Risk management functions


  • Recognizing the need and identifying the risks
  • Reacting to the need and knowing what can be done to mitigate loss
  • Recording or tracking measures and improving on them
  • Relaying or communicating the mitigation plans
• Examples of risks to consider during events


  • Fire
  • Earthquake
  • Bomb threat
  • Acts of terrorism
• What to do when a fire risk happens


  1. Make sure alarms are working before event

  2. Include emergency numbers in exhibitor's manual and staff guide

  3. Post emergency numbers

  4. When fire happens, call fire station and evacuate
• What to do when receiving a bomb threat


  1. Note exact time of call and details about caller

  2. Try to know type of bomb, location, and time of explosion

  3. Inform security and top management

  4. Let security inform police and visitors

  5. Do not attempt to handle situation beyond these steps
• It is important to have contingency plans considering typhoons or heavy rains, such as availability of umbrella racks, foot rags, and mops to avoid muddy floors
• Crisis communication plan


  • Prepare a directory with names, numbers, and assignments of staff and authorities for emergencies
  • Select a single spokesperson from the organization to talk about the crisis and measures being undertaken
• Insurance


  A payment guarantee in case a risk indeed happens
• Contract


  A binding agreement which the law can enforce, entered into by two or more parties to exchange promises
• Contract


  A binding agreement which the law can enforce, entered into by two or more parties to exchange promises to do, or refrain from doing, acts
• The rule of thumb in dealing with contracts is to agree or sign on something only when it is fully understood
• Agreements and contracts executed for an event, including supply agreements, must be written in simple English or a language that the parties prefer
• It is always better for a lawyer to check these legal documents on the organization's behalf
• Parts of a simple agreement


  • Parties
  • Background
  • Body of the Agreement
  • Integration Clause
  • Signature
• Integration Clause


  Indicates that the agreement is the only agreement between the parties with respect to the matters covered in the agreement and that the agreement may only be amended in writing
• Other clauses which may be important for an event organizer


  • Choice of Law
  • Force Majeure
• A full-blown contract can be too intimidating for student projects like an event of a MICE Management class
• Using a letter format signed by both parties is a simpler option
• The class chairman outlines all the terms that the class has with a sponsor or supplier in the letter
• The letter ends with a statement like "Should the above description be acceptable to you, please sign below and make this a binding contract between us"
• Briefing


  • Staff meeting before show time
  • Run through the day's program
  • Make sure staff knows emergency lines
  • Keep spirits high
• Responsibilities of committees on D-Day


  • Registration Committee
  • Marketing Committee
  • Finance Committee
  • Program Committee
  • Logistics Committee
• Egress


  • Move-out operations after the event
  • Shorter move-out time than move-in
  • Double-check the area to make sure nothing important is left behind
• The event manager or committee heads should never tell-off or reprimand the staff on-site nor should disagreements between staff members ever take place in public
• Reprimand causes a domino effect that dampens the spirit of the team and results in further damage
• Focus on solving the problem instead of reprimanding
• Maintain grace under pressure
• Keep an eye on your hair, make sure it is never messed up
• Tips for ushers


  • Familiarize with venue and event program
  • Stand up straight, feet in 10-12 or 12-2 o'clock positions, hand resting on both sides
  • Do not point with finger, hold out hand with palm up
  • Do not leave post unattended or chatter with friends
  • Keep a penlight in dimly lit venues
  • Be courteous and smile
• Planning


  A process that involves setting the objectives and the means to achieve them
• Steps in event planning

  1. Concept

  2. Feasibility

  3. Tasking

  4. Scheduling

  5. Budgeting

  6. Approval

  7. Site Selection

  8. Marketing

  9. Risk Assessment

  10. Monitoring and Evaluation
• Gantt chart


  A tool used to prepare a schedule
• Budget


  A tool used to prepare a budget
• The objective of event planning is to make sure that everybody involved knows: (1) what they are responsible for; (2) when they must start their tasks and when they must accomplish them: (3) how much funds are available and how they are or will be sourced; and (4) what they must do in case something goes wrong
• Concept


  1. Create an event concept

  2. Come up with general objectives and project ideas by asking the SW and 1H questions

  3. Establish the event's purpose and relevance