The document provides guidance on planning an event by outlining key logistical considerations such as developing specifications for needed items and services, checking the budget, and determining what information will be requested from suppliers. It also describes including important event details in a brief, listing evaluation criteria and procedures, and maintaining a directory of potential suppliers. Guidelines are provided for the event team regarding punctuality, breaks, attire, meals, and cleanliness. Finally, tips are offered for selecting and communicating with event speakers.

1. EVENTS
LOGISTICS

2. WHAT IS NEEDED?
Develop specification of items or
services needed.
Take note of quantity required.

3. HOW MUCH HAS BEEN ALLOCATED IN
THE BUDGET FOR THIS?
Check how much has been budgeted for
the item.
Check policies regarding the budget.

4. WHAT WILL BE ASKED OF
THE SUPPLIERS?
List what information will be asked of
the suppliers.

5. Event Brief
INFORMATION ABOUT THE EVENT
Event Title
Event venue, date and time
Event Objectives
Audience profile and expected number
Program Content or activities

6. INFORMATION ABOUT THE
REQUIREMENT AND PROPOSAL
Product specifications or
expected roles and
responsibilities of supplier
Format of the Proposal Budget Guidelines
Deadline of
Submission of the
proposal

7. INFORMATION ABOUT THE BIDDING
OR THE EVALUATION PROCEDURES
Evaluation Criteria or procedures
Contact Person for more information

8. HOW WILL PROPOSALS BE
EVALUATED?
Will lowest price be the basis for
supplier selection?
Will there be internal criteria for
selection?
WHO ARE LIKELY THE
SUPPLIERS?
Maintain a directory of suppliers

9. RULES FOR THE
TEAM

10. PUNCTUALITY
BREAKS
ACCESS
ATTIRE
BAG
INSPECTION
MEALS
CLEANLINESS AND
ORDERLINESS

11. A WORD on
SPEAKERS

12. Select speakers that suit the
purpose of the event.
Communicate with the speaker
Provide the speaker a written letter or
document.
Inform the speaker about the minutes
allotted for his/ her speech

13. Inform the speaker in advance of available
audio- visual equipment for his
presentation.
Get the material before the day of the
event.
Some speakers, require specific travel,
lodging and meal arrangements.