The document outlines the event planning and approval process, emphasizing the importance of defining objectives, tasks, timelines, and budgets. Key steps include creating an event concept, conducting feasibility studies, assigning tasks, scheduling, budgeting, obtaining necessary approvals, selecting a venue, and managing risks. It concludes with the necessity for monitoring, evaluation, and securing feedback for future events.

1. PLANNING
AND
APPROVAL

2. PLANNING is a process that involves setting the objective and
the means to achieve them. 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
(4)What they must do in case something goes wrong.
Step One:
PLAN

3. CONCEPT
FEASIBILITY
TASKING
SCHEDULING
Step One:
PLAN
BUDGETING
MONITORING AND EVALUATION
APPROVAL
SITE SELECTION
MARFKETING
RISK ASSESSMENT

4. • Create an event concept. Come up with
general objectives and project ideas by
asking the 5W and 1H questions. There
is no point in holding an event just for
the sake of it. The cost and energy
required to stage the event only to
make sense if it is relevant.
• Therefore, early on, the event
organizer must establish the event’s
purpose and relevance.
Is the project for profit?
CONCEPT

5. • Test the ideas by doing a feasibility
study. Scan the environment for
opportunities and threats. These factors
may include similar past events,
competing events, profile of target
audience, available venues and
suppliers, potential supporters and
sponsors, timeliness/schedule, and
school rules.
• Do the research properly and decide in
class whether the candidate events are
FEASIBILI
TY

6. TASKING
Create a “to-do” list. List all necessary tasks
and group them together. Example are:
a. Secure approval for the event concept;
b. Reserve the venue;
c. Invite resource person;
d. Send out sponsorship request;
e. Print tickets;
f. Collect fees (sponsorship, registration,
ticket sales)
g. Write the terminal report.

7. TASKING
Task of each committees:
• Program
• Registration
• Marketing
• Finance
• Logistics
• Documentation
Assign each task to specific persons. Make
sure that each person has an assigned task.
Determine if additional persons or services
are needed.

8. SCHEDULIN
G
Create a timetable. Estimate the
time needed to accomplish each
task. Determine the sequence and
relationship of tasks. Set
deadlines.

9. SCHEDULIN
G
The next step is to estimate the
time required to carry out each
task.
• How many days does it take to
print posters and invitations?
• How many days before the
event should posters and
invitations be sent out?
• How soon should tickets be
made available?

10. SCHEDULIN
G
The basic procedure is to work back from
deadlines which are difficult to control.
Examples include the day of the event (D-
Day) or the minimum number of days to
reserve a venue prior to D-Day. Start with
the tasks immediately related to these
tasks, the committee head must ask three
key questions:
1. How long will it take?
2. What other tasks must be completed
before this one cab be started?

11. BUDGETI
NG
Create a budget by identifying revenue
sources and expense items. Make a
conservative estimate for the revenues
and expenses.

12. BUDGET
A budget is the estimate of revenue and
expense. Budget provides data on an event’s
funding requirements as well as a means to
monitor expenses.
Major budget items include cost, revenue,
break-even point, and cash flow:
1. COST –the expenses or how much it will take
to stage the event.
2. REVENUE – how much the event earns in
gross receipts.
3. BREAK-EVEN POINT – the minimum point
where revenue meets cost.
4. CASH FLOW – the schedule of cash inflow
and outflow. Cash needs to be ready at hand
when you need it.

13. APPROVAL
At this point, secure the approval of
school authorities, like the Dean and/
or Vice President for Academic Affairs
before proceeding to the next step.

14. SITE
SELECTIO
N
Upon selecting a project, finalize the
theme, date, and venue. Do an ocular of
potential venues before deciding which
one best fits your event.

15. MARKETIN
G
Be creative in planning your
revenue sources. Ticket sales are
one of the options but it is not
the only source of revenue.
Prepare your promotional
materials and campaign for
sponsorship and attendance.

16. Expect the worst. Identify all the threats
and possible impediments to the event,
note how each can be mitigated, and if
they do happen, what each of team
members should do. Write a risk
management plan and disseminate it to
the members of the team.
RISK
ASSESSME
NT

17. MONITORING &
EVALUATION
• Plan on how you are going to monitor the
performance of the team. Make room for
improvements and adjustments. Hold
coordination meetings regularly. Make sure
that everyone is well-informed and
feedback is communicated properly.
• After executing the event, evaluate the
results. Note areas for improvement to be
included in the terminal report.
• Thank everyone after the project, with
planning for the next event in mind.

18. Secure the approval of school authorities, like the Dean or
Vice President for Academic Affairs. For corporations,
secure approval from the management or present the
study to the client. Adjust the details according to the
feedback on the presentation. Make sure that you get the
signature of approving authorities on the final proposal for
record purposes and to avoid future coordination
problems. Keep signed originals properly.
Securing Approval and
Permits

19. THANK
YOU