Group One Event Proposal: Nicole - Apolinar@lspu - Edu.ph
Group One Event Proposal: Nicole - Apolinar@lspu - Edu.ph
Group One Event Proposal: Nicole - Apolinar@lspu - Edu.ph
Event Proposal
Thank you.
Sincerely,
Nicole L. Apolinar
The event planner manager
Email: [email protected]
Contact no. 09202735580/09361589334
II- Prepare the introduction
1 Event logo, name, theme, Music video, official theme song and type
MADAYAW FESTIVAL
Madayaw means “Good, Valuable, and superior.
It is the celebration of life, a thanksgiving for the gifts of nature, the wealth of
culture, and bounties of harvest and serenity of living.
2.2 Venue
PHILIPPINE ARENA – we choose this event venue because it the
world's largest indoor arena. It is a multipurpose indoor arena with a
maximum seating capacity of 55,000 at Ciudad de Victoria, a 140-hectare
tourism enterprise zone in Bocaue and Santa Maria, Bulacan, Philippines
about 30 kilometers north of Manila. And it can accommodate the one-week
celebration of the Seven Festivals in the Philippines.
Day (2) Two 7:00 – 8:30 AM Floats Parade (Panagbenga, Pahiyas, Kadayawan)
October 12, 2021 8:30 – 10:00 AM Ati- Atihan Costume Making Contest
Day (3) Three 9:00 – 12:00 NN Masskara Fashion Show and Costumes Exhibit
October 13, 2021 2:00 – 4:00 PM Longanisa fusion on the spot cooking competition
(Pahiyas)
Day (6) Six 8:00 – 10:00 AM Larong Pinoy ‘Carrera de Bao’ (Pahiyas)
Management Commitment to the Event entails direct participation by the highest level
management, as well as important considerations such as the safety of all candidates
and guests who attended the event, as well as the quality of the environment, security,
and so on. To manage our employees, we need to gain their trust, integrity, honesty,
and consistency. Management commitment must be motivated by a strong desire to
increase the quality of our event festival, and top management must not only lead but
also ensure that appropriate choices and actions are implemented. Only top
management has the drive and power to make changes
Marketing tactics is a method of utilizing the marketing mix to satisfy and attract all
participants in order to make an event more engaging. Marketing Methodologies These
actions assist us in achieving our goals.We can use our video presentation, logo, and
soundtrack from this statement to promote a good Marketing tactic and feedback for our
upcoming big event of the seven festivals from different place in the Philippines, by
posting it on social media websites like Facebook, Youtube, Tiktok, Twitter, Instagram,
and others.
3.3 Staffing
Event Manager
Nicole Apolinar
Assistant Event
Manager
George Michael
Cahanap
The risk
management
team needs to
put a staff that
will secure the
emergency exits
to make sure the
exits is wide.
During an
earthquake, the
risk
management will
help the people
Earthquake High High High to remain calm
and command
them to do the
duck, cover and
hold action. The
aiding team must
ready their tools
and equipment’s
outside the
Philippine arena.
Risk
management
must do a
checking of bags
Unexpected High Medium Low and physical
fights including inspections to
Risky tools avoid people to
bring risky
weapons
- The We Got You Events management team requires a swab test or rapid test result for
those attending the event. We will be conducting health checks such as temperature
screening and other symptom checking in a way that is safe and respectful, and in
accordance with any applicable privacy laws and regulations.
- Physical (Social) Distancing is advised upon arriving on the event venue. Stay at least
6 feet away from people. There will be tape on floors or sidewalks and signs on walls, to
ensure that people remain at least 6 feet apart in lines and at other times.
- We require that everyone wear well-fitting masks that fit completely over their nose
and mouth.
Event Checklist
7 to 12 MONTHS YES NO
Concrete the main goal of the event (To showcase the Abundance and gifts
and talent of seven (7) Festival in the Philippines )
Choosing event venue
Selecting a theme( design ,decoration)
selecting committee and delegate
Create an event Budget
computing cost estimate
Selecting Event Date
decide the equipment’s needed
choosing list of activities
Selecting the speakers of the event
Create event Logo w/ Tagline
Compose banners layouts, Brochure and invitation
Contact with event suppliers such as (Sound system, Lightning system,
catering, photographer, Videographer, Media)
Create promo video
Create Emergency Plan
Crowd controlling measure
Selecting Volunteers
Conducting a potential incidents and conflicts
Plan for a fund raising
Book Event Venue
Brand the event ( creating social media pages)
Preparing Awards (medal, Trophies and Certificate)
Write and contact request for sponsors
Create event goals and objectives
Creating Master plan
Hired Security personnel
Create promo video
Get Event permit
4 to 6 MONTHS YES NO
Finalization of the activities of the event
Finalize the venue
Finalize the date
Distributing invitations
Confirming event supplier( Sound system, caterer, Media, Lightning system,
photographer and etc.
Confirm designated task for every team assigned
Finalized emergency plan
Contact Security officers
Checking event facilities ( Rooms, Toilets )
Finalize event theme
Confirming attendees such as Sponsors, Delegates and Committee
Confirm request approval
Check the parking place
Check remaining funds
Finalize Event script
1 to 3 MONTHS YES NO
Advertise in social media
Hang a poster/ banner
Meet all the staff ( Delegate, committee and sponsor)
Create meeting in all participants
Review the plan, activities and assigned task
Print event program such as schedule, script
Check and prepare emergency supplies
Finalize of all participants in events
Check supplies and equipment
Give the list of all participants
2 WEEKS BEFORE THE EVENT YES NO
Finish plan follow up
Double check the details( such as schedules ,activities,)
Double check the facilities
Check the remaining funds
Remind participants
Remind, VIP, delegate and etc.)
Secure all item needed in the event
Give final schedule and mechanic of every activities
DAY BEFORE THE EVENT YES NO
Last call meeting for the event
Remind all you teams and volunteers to be well prepared
Prepare all things you will needed
Make sure all supplier did their part( sound system, lightning system and
etc.)
EVENT DAY YES NO
Go Early to the event
Be sure all tables of the committee and delegate organized
Assist sponsors, delegates, committee and etc.
Preparation food and snacks for the Committee , delegate and volunteers
DAY 1
DAY 2
DAY 3
9:00 – 12:00 NN Masskara Fashion Show and Philippine Arena Ciudad de Victoria,
Costumes Exhibit Santa Maria, Bulacan.
2:00 – 4:00 PM Longanisa fusion on the spot
cooking competition (Pahiyas)
4:00 – 5:00 PM Lechon Eating Contest
DAY 4
DAY 5
DAY 6
8:00 – 10:00 AM Larong Pinoy ‘Carrera de Bao’ Philippine Arena Ciudad de Victoria,
(Pahiyas) Santa Maria, Bulacan.
10:00 – 12 NN Landscape Competition
DAY 7
Police
Police typically are responsible for maintaining public order and safety,
enforcing the law, and preventing, detecting, and investigating criminal
activities.
In the Event they usually policing principles of preventing crime, keeping
the peace and helping reassuring the event is safe.
Government
Government authorities play a key role in ensuring community events are
organized, supported and facilitated. The government also help through
providing venues, funding, skilled labor or access to resources, or by
taking on event management responsibilities to deliver a public event.
Environment
Considering environment for choosing a good location or potential venue
that will help attendees to feel comfortable and safe.
Health
Building
Insurances
License on liquor
- A liquor license states where and when you can serve alcohol.
Different licenses are available to suit different businesses or
community organizations. Fees and legal obligations for liquor licenses
vary, depending on the type of business and license.
• Apply for business permit and licenses from the city or municipality
where your business is located. (1) brgy. Clearance (2) business
permit
• Apply for mayor’s permit
• Sketch for business location
• Fire extinguisher
• After releasing the mayor’s permit, you will receive a business
plate.
• Register with the BIR district office where the business is to be
located for authority to print invoice and book of journal.
Contracts for service
• Payment, Deposit
• Scope of Services
• Amendment
• Termination
• Liability insurance
• Confidentiality
Security
A big part of effective event promotion is meeting your ticket buyers where
they are. That means making it easy for them to buy tickets from whichever
environment they’re already in.
This includes:
There’s an added benefit here. Someone who comes to check out one of your
events might get interested in some of the other ones. Or perhaps they have
a friend who’s interested. Either way, it’s a great way to give some exposure
to all events you’re organizing.
Quick tip: If you create a Facebook event using your Facebook page (rather
than a personal profile), you’ll be able to paste a direct link to your event page
within a separate “Ticket URL” field, like so:
That way, people will get a “Find tickets” link on the Facebook event, which
should make buying tickets more straightforward:
The key takeaway here is: Don’t make people click more than necessary.
1. GOALS
The first thing that you need to do is revise your event goals, understand what
you can bring to the table, and identify how your event will provide a unique
value to potential sponsors.
Tip: Have an airtight event purpose and end goal. Start by having a deep
understanding of the event’s purpose and end goal. Think about why you are
producing it? What is the outcome you are hoping to achieve? What sets you
apart from other similar events? Sponsors will be asking these questions
when receiving your proposal. Doing this exercise will help you create
enticing proposals that showcase your unique incentives, also, it will make
you appear organized and passionate, which builds trust with your prospects.
Defining your criteria will help you determine whether or not a company is a
good fit for your event. Not only you’ll be able to save time by avoiding
reaching out to companies that don’t align with your brand, but also you’ll
bring value to your existing audience by introducing them to companies that
offer a product or service they are looking for.
Building relationships with companies before asking for their support will help
you successfully sponsor your event. Going to the same events decision-
makers attend, interacting with them, or attending their events are great
alternatives to start building connections with these companies. Don’t forget
that your goal is to create a relationship that isn’t an “ask” from the get-go.
Getting to know your sponsors better will help you address questions like:
Companies that sponsor events have their own financial goals, and data is
important in order to predict the success of the investment.
To present the most relevant information in your sponsorship proposal, think
first about why funding your event can benefit them and their customers the
same way they’ll benefit you and yours. Have you landed some big clients
lately? Do you have a new product on the horizon?
Use this opportunity to show your sponsors your biggest wins. Rail them in
with strong data visuals that outline relevant facts, figures, dollar amounts,
and anything else “shiny” and enticing about your event. Make sure to keep
your data up to date for when you present it in your proposal.
When reaching out to companies, don’t “cold pitch” sales associates who
can’t help you and probably won’t pass your information along. Also, don’t
randomly message people at the company in hopes they’ll put you in touch
with the right person.
These approaches are just a waste of time and it will not help you attract your
potential sponsor, at least not in a good way. There are several decision-
makers for event sponsorships, so make sure to find the right people to
communicate with and cut out the middlemen. You can start within your
network and reach out to people who you already know.
It is important to understand the buying center (see customer roles below) for
your Sponsorship and craft a pitch that answers questions from all the
relevant stakeholders.
Your sponsor opportunity may not be well received by others if that generates
a ton of extra work or may limit other important marketing initiatives.
Once you have pitched your proposal, don’t forget to follow up in a timely
manner. Not having an answer back from decision-makers doesn’t
necessarily mean that they are not interested. They are very busy people, so
it’s understandable if they missed your initial emails and/or social media
messages. Wait for a week or so to follow up at least once more.
Often making a quick call can be more effective than sending another email. If
they don’t get back to you within an acceptable time, move on with another
potential sponsor. It’s not recommended to put all your eggs in one basket, so
don’t rely solely on just one option.
VII- Discuss how financial aspect will be managed
Financial management is one of the most important responsibilities of owners
and business managers. They must consider the potential consequences of
their management decisions on profits, cash flow and on the financial
condition of the company. The activities of every aspect of a business have
an impact on the company's financial performance and must be evaluated
and controlled by the business owner.
It takes a lot of effort to arrange a festival, from setting goals to getting a crew
to making it all happen. This year, in particular, will necessitate even more
planning and preparation to guarantee that everyone has a fantastic and safe
experience at your festival.
COVID-19 has had a tremendous impact on events all around the world, but
with the licensing and distribution of vaccines, there is a light at the end of the
tunnel.
As you begin to prepare a festival, you must be aware of what local public
health officials require in terms of health and safety regulations. As you
arrange your event, keep an open line of communication with the relevant
health officials and consider going above and beyond minimal health
regulations to protect the safety of your staff, volunteers, guests, and the
general public.
Example:
Now that you know your festival goals well, it's time to allocate a festival
budget to achieve these goals. There are many moving aspects of a festival
for which your planning is necessary to be examined and financed.
Example:
1. Event venue rental fee
2. Catering fee
3. Light and sound system fees
4. Rental of equipment
5. COVID-19 health and safety measures
6. Budget event planning
Now that you've set your budget, it's time to start looking for a festival location
or venue. A festival venue can actually tell how participants and performers
perceive the festival, and it is therefore important that you choose a place that
is demographically accessible to the target and that suits the experience that
you want to offer.
It's time to take a look at the event's schedule, logistics, and all of the details
that go along with it. Keeping your event schedule on track is critical to ensure
that your attendees have a positive experience while also ensuring that your
food vendors and staff can keep up with everything.
Step 8) See how your festival preparations pay off on event day.
Nothing beats the satisfaction of seeing all of your festival planning and
preparation pay off. However, there are always last-minute issues that arise in
the lead-up to and on the day of the event. You should also try to plan for
those last-minute situations. you should always have a Plan A, Plan B, Plan C
and so on.