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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
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
How to Plan an Event?
I. Develop Strategies 
 Develop event goal and objectives
 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.
 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)
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
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.
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.
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.
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.
What is your target date for your party? 
Where the party be held? 
Is it an indoors or outdoors? 
Is it easy to access?
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?
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?
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?
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?
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
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.
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
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.
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)
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
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
Venue(suppliers) 
Sound Systems 
Lighting 
Invitations 
Souvenir 
Tarpaulin 
Gown for the Debutante 
Gown for the 18 candles 
Attire for the 18 roses
Sample 
Program
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…
Sample 
Tarpaulin
January 25, 2015 
7:pm to 11mn 
@Alejandra Hotel 
Zobel Roces St. Brgy. 
Palanan, Makati City
Sample 
Souvenir
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
Action Plan: 
Make the team be prepared. 
Improve planning based on the 
previous output. 
Develop our marketing strategy.
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
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
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.
References: 
•http://www.olx.ph/index.php/view+classifieds/id/55638896/PROMO+for+P 
arty+room+venue+debut+venue+weeding+venue+function+room?referralK 
eywords=Debut+venues&event=Search+Ranking,Position,1-7,7 
•http://www.olx.ph/index.php/view+classifieds/id/52463485/Debut+Package 
s+Affordable+but+Elegant?referralKeywords=budget+for+debut+party&ev 
ent=Search+Ranking,Position,1-9,9#advertisementDetails 
•http://www.olx.ph/index.php/view+classifieds/id/54578939/For+Budget+M 
inded+Parents+pinakamurang+debut+package?referralKeywords=debut+bu 
dget+package&event=Search+Ranking,Position,1-5,5
Thank you 
for listening 
 
Thank you for 
listening
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.

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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
  • 3. How to Plan an Event?
  • 4. I. Develop Strategies  Develop event goal and objectives
  • 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…
  • 28. January 25, 2015 7:pm to 11mn @Alejandra Hotel Zobel Roces St. Brgy. Palanan, Makati City
  • 30.
  • 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.
  • 37. References: •http://www.olx.ph/index.php/view+classifieds/id/55638896/PROMO+for+P arty+room+venue+debut+venue+weeding+venue+function+room?referralK eywords=Debut+venues&event=Search+Ranking,Position,1-7,7 •http://www.olx.ph/index.php/view+classifieds/id/52463485/Debut+Package s+Affordable+but+Elegant?referralKeywords=budget+for+debut+party&ev ent=Search+Ranking,Position,1-9,9#advertisementDetails •http://www.olx.ph/index.php/view+classifieds/id/54578939/For+Budget+M inded+Parents+pinakamurang+debut+package?referralKeywords=debut+bu dget+package&event=Search+Ranking,Position,1-5,5
  • 38. Thank you for listening  Thank you for listening
  • 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.