Issue of July 15, 2018
     
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2018
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The world of events management

Planning or organizing an event is like writing a project proposal.

The difference is the proposal is the actual writing of the concept, while event management is the actual implementation.

The event maybe small or big, but it has the same components: the title, the venue, the date or dates or duration, the actors and players, the venue, the objectives and expected output or outputs, and the strategies of implementation, mainly to answer the questions, what, when, who, where, why, and how.

In event planning and implementation, you go into the details before, during, and after the event. First, who are your target audience? How do you satisfy your client, if you are being compensated for doing it? The biggest factor is the budget involving the detailed expenses and miscellaneous. You cannot implement a project without the budget component assured, which allows you to more or less target a successful event.

I have seen and witnessed grandiose events being implemented. Forgetting the audience component is a big no-no. Even if you have perfected the most beautiful event, if you forgot to invite your audience ahead of time, sayang, kasi walang tao ang grand event, ‘di ba?

First thing to do if you are the main implementer or planner is to ask yourself, what is the title or the topic? Where will the event be done, is it available? Will your stellar actor or actors be available? Be sure to confirm first the attendance of the main actors and those playing the supporting roles. Secure your venue and dates, they will be needed when you do your invitations and program, which are usually attached to your invitation letters. Disseminate, disseminate. Deliver your invitations two to three weeks before the event or earlier.

In the preparation phase, make a checklist of the things you will need during the actual date. Registration paraphernalia (guest book, list, kits, etc.) and reception needs like leis, flowers, streamers, tokens, and certificates. Think about the physical arrangement. Do you need flags, decors, sound system, podium or lectern? How are you going to arrange the chairs and tables? What are the protocol when hanging a flag or in the seating arrangements? Who sits next to the host or main guest? Who sits to the right and to the left of the host? How do you position the flags? Always remember that when you position the flag of the Philippines, it should be to the right facing the audience or to the left facing the speakers or panel. The flag should always be higher and should be of utmost importance.

If you are having catering or cocktails, be sure to locate it where it is accessible to all. Put more than one distribution area if you have numerous guests. The best way of serving or catering is through controlled buffet. You not only keep the food warm, but you are also able to estimate and count the number of people. If you need to market the event, do it also two to three weeks before. Tokens, gifts or certificates are prepared early. For government programs, a certificate of appearance is needed. Post event work will usually involve liquidation of expenses or cash advances, report making, and the return of things borrowed or rented and press releases.

Calendar of events in Baguio:

“Take a closer look” art exhibit by the La Union Timpuyog Artes ti Ilocandia, Baguio Museum from July 14 to 31.

Opening of “Light boxes and assemblages” by Leandro and Willy Magtibay, Vocas Gallery, top floor La Azotea, Session Road on July 14.

“Mainstreaming environmental planning in the local and national level” by the Philippine Institute of Environmental Planners-Northern Luzon Chapter at the Crown Peak Hotel with the following resource speakers: Arch. Ma Teresa Quimpo (The professional environmental planner), Dr. Candido Cabrido (Mainstreaming sustainable land management in municipal and national development plans), Councilor Mylen Yaranon-Pangan (Fashioning the creative city of Baguio), Dr. Mary Anne Alabanza-Akers (Creative place-making for a heritage urban planning), Dr. Judith Teano (Econometric analysis: The ASEAN case), Dean Fatina Rabang-Alonzo (Synthesis of mainstreaming the environmental planning), Dr. Carmel Chammag-Matabang (Synthesis, panel discussions), with EnP Eleonor Uboan and Arch. Maria Jorquesa Hakcholna-chapter president, PIEP NL on July 12 and 13.

“A Talk of RP-U.S. Relations, the Influence of the Americans in the Art and Architecture of Baguio” by Deputy Chief of Mission of the U.S. Embassy in Manila, Michael Klecheski, at the Baguio Museum on July 20 at 10 a.m.

“Filipino-Japanese events,” in celebration of Filipino-Japanese Friendship Month on July 22, 9 a.m. – Floral opening and candlelight ceremony at the Filipino-Japanese Memorial Garden and at 2 p.m. – Opening program at the Baguio Country Club. Featured are Japanese traditional music “Shamisen” and the Sayaw Hapon Sakura from Manila.

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