HO CHI MINH CITY UNIVERSITY OF FOREIGN

LANGUAGES- INFORMATION TECHNOLOGY

FACULTY OF INTERNATION RELATION

EVENT PROPOSAL BRIEF 1: HOA AM NAM BO

SUBJECT: Management of Event Operations

Lecturer: MSc. Nguyen Minh Tri

Students list: G.A.U

STT Họ và tên MSSV

1 Phùng Thị Thu Hà 20DH700936

2 Hoàng Ngọc Quỳnh Phương 21DH703439

3 Võ Thị Thuý Vi 21DH702414

4 Đặng Thị Thanh Xuân 21DH702527

5 Phạm Quỳnh Như 21DH701466

6 Trần Nguyễn Xuân Thanh 21DH701747

7 Nguyễn Tấn Kiệt 20DH712005

8 Trần Kim Ngân 21DH701146

9 Phan Ngân Khánh 21DH703291

20
22
 OUR TEAM

GAÜ
Phùng Thị Thu Hà Hoàng Ngọc Quỳnh Phương Võ Thị Thúy Vi
20DH700936 21DH703439 21DH702414

Đặng Thị Thanh Xuân Phạm Quỳnh Như Trần Nguyễn Xuân Thanh
21DH702527 21DH701466 21DH701747

Nguyễn Tấn Kiệt Trần Kim Ngân Phan Ngân Khánh

20DH712005 21DH701146 21DH703291

1 Management of Event Operations

 TABLE OF
CONTENTS

Management of Event Operations 2

 PROCESS 1:

PRE-EVENT
3 Management of Event Operations
1 Overview
of the client and organizer

1.1. Overview of the client 1.2. Overview of the organizer

Ho Chi Minh City University of
Foreign Languages – Information
Name: G.A.U
Technology (HUFLIT) is a private
university in Vietnam and has
established many international

GAÜ
relationships with universities in the
region and around the world. With
the mission of training students
capable of lifelong learning to
become global citizens, this
university has actively and
effectively contributed to the cause
of educational socialization and the
construction and economic
development of the culture of
Vietnam. The highlight of the
" Nothing is impossible "
university is the Faculty of
International Relations (FIR) which is
known as a dynamic and creative
unit. FIR students always directly Description
organize various events with
GAU organization was founded in 2023, with
different large and small scales right 9 members. The organization was established
from the first year. The types of to serve the event management course of the
events are quite diverse such as Faculty of International Relations of HUFLIT.
seminars, workshops, exhibitions,
music concerts, academic contests,...
The Faculty of International Experience
Relations is always an attractive
choice when applying to the Organized 10 large and small programs at
school and outside of school, including
university.
outstanding programs such as the English
Speaking Contest, Techcombank International
Marathon, and so on.

Management of Event Operations 4

 2
Event description
Event name: Hòa Âm Nam Bộ
Slogan: “Young voice - old echo”
Event concept
This event includes 2 main activities:

1. Culture fair “ Vui Hội Văn hóa Nam Bộ với Đờn Ca Tài Tử ”
Food stalls and popular specialties of the South, stalls displaying typical Southern cultural
items: costumes, musical instruments, activities to enjoy paintings, and folk games associated
with the childhood of Southern people such as O an quan, Tug of war,... The fair is set in the
Southern region, so the audiences coming here will experience the unique culture of the South.

2. Music Show “Hòa Âm Nam Bộ”

The art form of Don Ca Tai Tu will be shown through performances of veteran artists and
singers. With the hope to deliver the message "Young voice - old echo", the highlight of the
concert will be the old cultural melodies performed by young generations who are young artists
and students of universities.

Type of event: Education and Entertainment Events

Target audience:
Subjects: Students from universities: HUFLIT, Van Lang, Hoa Sen, Ton Duc Thang, and
Ho Chi Minh City University of Social Sciences and Humanities.

Gender All genders

Ho Chi Minh City

Area scope
Have to reach 600 participants for all event activities (100 audiences of each
university)

Objective:
Spread the image of Don Ca Tai Tu to a Promote cultural diversity by following
large number of young people. the guidelines for students studying at
Introduce and promote in the country educational institutions in Ho Chi Minh
the traditional culture of Southern City with a major in International
Vietnam.. Relations, Cultural Studies traditional art
form in the Southwest region of our
country thereby creating an opportunity
to organize a cultural event for
Vietnamese students and citizens in Ho
Chi Minh City.

5 Management of Event Operations

 Site description:

Venue/Location:
Hoc Mon HUFLIT Campus - 10 National Highway 22, Tan Xuan, Hoc Mon, Ho Chi Minh City.

Main timeline:

Event start date/s: 26/07/2023 Event end date/s: 26/07/2023

Event start time: 8:00 am Event end time: 7:00 pm

Event organizers contact details:

Head of organizing committee
Ms. Phung Thi Thu Ha | Gmail: [email protected]
Secretary Team (Planner)
Ms. Xuan Dang | Gmail: xuanthanh̉̀ [email protected]
Ms. Nhu Pham | Gmail: [email protected]
Ms. Ngan Khanh | Gmail: [email protected]
HR Team (Account)
Mr. Kiet Nguyen | Gmail: [email protected]
Ms. Ngan Tran | Gmail: [email protected]
Media Team (Copywriter)
Ms. Thanh Tran | Gmail: [email protected]
Ms. Vi Vo | Gmail: [email protected]
Design Team:
Ms. Phuong Hoang | Gmail: [email protected]

Management of Event Operations 6

 3.1. Major stakeholders
and agencies
STAKEHOLDER ORGANIZATION, GROUP, OR
INDIVIDUAL
Event management

POTENTIAL ROLE IN THE EVENT’S ACTIVITY

3
Faculty of International Relations HUFLIT university In charge of supporting legal procedures and
HUFLIT University student political affairs office. documents related to the operation.

Assisting in ensuring the health and safety of the

Event ambulance rental service – HDCare
event audiences

Providing technical equipment (walkie-talkie and

Phuc Thanh Nhan Trade Service Company Limited
micro)

Sai Gon Light Company Providing tables, chairs, and steam fans

Nguyen Le Phat mechanical engineering and

Tarpaulin supply and installation
construction limited liability company

Nguyen art Gallery Providing paintings to display at the event

Providing traditional musical instruments to display

Ho Chi Minh City Conservatory of Music
at the event

Entertainment: MC Le Dieu Anh from HUFLIT MICS,

Dance and Singing Groups from universities, singers Contribute to the event
and artists: Phuong My Chi, My Hanh, Anh Chang

TIKI, MB BANK, Lavie Event Partner, Sponsor

HUFLIT University, HUTECH University, Van Lang

University, Hoa Sen University, Ton Duc Thang
Collaborators
University, Ho Chi Minh City University of Social
Sciences and Humanities

Newspapers: VNExpress, Bao Tuoi Tre, Kenh 14, Bao Provide accurate and relevant data and information
Van Hoa to engage mass media

Human Resources: Volunteers from HUFLIT Distributing and supporting the operation of the
University event's activities

7 Management of Event Operations

3 Event management

3.2. Sponsorship
opportunities

REASON FOR SPONSORSHIPS SPONSOR

SPONSOR CATEGORY
CHOOSING BENEFIT PACKAGE

Sponsor for media Enhancing TIKI image 200.000.000

TIKI Gold
package to participants. (Media Package)

150.000.000
Support for transaction Enhancing MB Bank
MB BANK Silver (50.000.000 for
and payment issues image to participants.
vouchers)

YOLA 100.000.000
Enhancing YOLA
English Bronze Sponsor for money (50.000.000 for
image to participants.
Center vouchers)

20.000.000
Sponsor for drink Enhancing Lavie image
Lavie Bronze (3.000.000 for
during the event to participants.
drinks)

Management of Event Operations 8

 3.3. Venues/ location: Event map
Introduction: HUFLIT - Hoc Mon
Campus, Ho Chi Minh City, is a
place that has been chosen as the
venue for many events of the
university. This place covers an
area of 9.700 square meters and has
the capacity to seat up to 2000
people.
Location: 10 National Highway 22,
Tan Xuan, Hoc Mon, Ho Chi Minh
City
Benefits: A parking lot is available,
divided into two parts: for cars and
motorbikes, and the area can
accommodate up to 3000 vehicles.

The stage is available

Approvals and consultation

Event licensing agency from:
HUFLIT University: Faculty of
Waste and environmental management:
Name: TKT Cleaning Company
4
License to Organize/ Licensing of related parties/ Event-Facility Rental Agreement

International Relations, HUFLIT Address: 9th Floor, GIC Building, 161 Ung
University student political affairs office. Van Khiem Street, Ward 25, Binh Thanh
Time: 15 days before the event District, Ho Chi Minh City.
Security: HUFLIT guard Customer Service 01: 028.66.830.930
Email: [email protected]

9 Management of Event Operations

 SWOT Analysis
5
STRENGTHS WEAKNESSES
The event is held at the university Few human resources.
where many students and teachers are. Limited finances.
Experience in participating in 10 large Expensive contingency charges (if
and small events. any).
Experienced in working with many
different organizations and brands.
The organizers have specialized
knowledge of event organization.
Support from the Faculty of
International Relations (FIR) of
HUFLIT.
Communication
platforms' broad
reach.

Enhancing
the HUFLIT It is possible to
image duplicate the
through the exam schedule
event. of students.
Enhancing the HUFLIT University image It is possible to duplicate the exam
through the event. schedule of students.
Students yearn to have events to Time to prepare for the event is
participate in. limited.
Southern Vietnamese culture and There is a possibility of a resurgence
traditional events consistently attract of the Covid - 19 epidemic.
significant attention. Power outage.
Much support from the Faculty of Overexcited crowds.
International Relations (FIR) of HUFLIT. Traffic jams.
In Vietnam, a high-tech application Artists' reputation problem.
cleared the door for a new trend.

OPPORTUNITIES THREATS
Management of Event Operations 10
 6. TIMELINE
Person-In-
Duration Duty Note
Charge

Sending the event plan 05/05 reminder to check the response

02/05/2023 -
for Faculty International Leader from FIR. (Re-edit the plan in case the
10/05/2023
Relations. plan is rejected)

Sending the permission

15/05 reminder to check the response
11/05/2023 - paper for the HUFLIT
Leader from the HUFLIT University student
20/05/2023 student political affairs
political affairs office.
office.

Sending the plan for Mr.

21/05/2023 -
Nguyen Anh Tuan
31/05/2023 Leader 25/05 reminder to check the response.
principal of HUFLIT.

Sending the invitations to

universities include Van
Lang University, FPT
01/07/2023 - 19/07 copywriter in charge to remind
University, Hong Bang Copywriter
22/07/2023 checking the response.
University, HUTECH
University, and Hoa Sen
University.

01/07/2023 - Sending the invitations to

Planner 5/07 reminder to check the response.
10/07/2023 sponsorship.

15/07/2023 -
Sending the reminder
20/07/2023 Planner 18/07 reminder to check the response.
letter to sponsorship.

11 Management of Event Operations

 Timeline
Event
Time
Activity Place Staff’s missions
(July 26, 2023)

Welcome
guests, At the entrance gate of Assisting in guiding guests and
8AM - 8:30AM
sponsors, and HUFLIT Hoc Mon Campus. audiences to all the areas
audiences.

Assist in guiding the guests and

In the main stage at G floor audience to their seats. Stabilize
The opening
8:30AM - 9AM of HUFLIT Hoc Mon seating for guests. Take care of
ceremony.
campus. guests, sponsors, VIPs, and
audiences.

The first
activity of the
At the booths located on G Assisting in guiding guests and
event: the fair
9AM - 12 PM floor of HUFLIT Hoc Mon audiences to the main area and
“Vui hội Văn
campus. enjoying the fair.
hóa Nam Bộ với
Đờn Ca Tài Tử”

Clean up and The fairground is on G floor Assisting in guiding audiences to

12PM - 1:30PM wrap things up. of HUFLIT Hoc Mon move out of the cleanup area to the
Break time. campus. canteen to have lunch and rest.

Welcome At the mall hall on 2nd floor

Assisting in picking up and guiding
2PM - 3 PM guests, of HUFLIT Hoc Mon
the guests and audience to their
sponsors, VIPs, campus.
seats.
and audiences.

Stabilize seating for guests and

The second audiences. Take care of guests,
activity of the At the mall hall on 2nd floor sponsors, and audiences. Distribute
3PM - 5:00PM event: “Hòa Âm of HUFLIT Hoc Mon collaborators at 4 corners of the
Nam Bộ” campus. stage area. Support the Director to
concert. run the event smoothly and monitor
the operation of the event.

Instruct guests, sponsors, and

At the mall hall on 2nd floor
audiences to leave in order. Take
5PM - 5:30PM Close the event of HUFLIT Hoc Mon
care of guests, sponsors, VIPs, and
campus.
audiences.

5:45PM - 6:45PM Clean up All the event are Clean up and wrap things up

Management of Event Operations 12

 7. Ticket
& price program
Ticket quantity: Total 600 tickets (Each university will be given 100 tickets and ask
their units to support the ticket sales)
Type of tickets: Standard Tickets

Price 90.000 VND

Online: through middle transaction company: MB Bank, Momo,
Official Fanpage.
Event tickets
Offline: HUFLIT University, HUTECH University, Van Lang
selling procedure:
University, Hoa Sen University, Ton Duc Thang University, Ho
Chi Minh City University of Social Sciences and Humanities.
Time Starting sell on 10/07/2023

TICKET OFFLINE

TICKET OFFLINE

13 Management of Event Operations

 8 Advertising and Promotion

" Spread the artistic value of the Don Ca Tai

MESSAGE
Tu art form to everyone, especially the
younger generations - FIR major students
of International Relations faculty.
Opportunity for young people to learn about
art and culture in the Southwest region.
Increase recognition and sympathy for FIR
students majoring in international relations."

Reason for choosing

Don Ca Tai Tu art form:
Don Ca Tai Tu is a unique art form, imbued with folk art in Vietnam
(liberal, emotional), so the team wants to popularize this art form to
everyone and especially to young peoples.
Create a playground for young generations to have the opportunity to
access traditional artistic values.

COLOUR
Blue: The color of water - the typical Orange: Alluvium from the Mekong
Mekong river in the Southwest region. River in the Southern region.

#364968 #E09664

Yellow: Represents the color of the Brown: The color of the soil is typical
instruments in the Don Ca Tai Tu such for the plain and honest Southern
as the moon lute. plains.
#FDDF97 #6C4343

Management of Event Operations 14

 LOGO

STANDEE

BANNER

TICKET

LED SCREEN
P.O.S.M
Ticket size Size : 1.97x5.93 (inch)

Main banner Size : 0.8x3 (m)

Standee Size : 0.8x1.8 (m

Consider P5 Screen (6mx 4m)

LED Screens
Resolution: 1200 x 800 Pixel

15 Management of Event Operations

 THERMOS WATER

TOTE BAG

T-SHIRT

Management of Event Operations 16

CHANNEL
TARGET MEDIA DETAILS NOTES

1,000,000 targets know about

Facebook the event.
Website 1,000,000 targets are aware of
Bring the image of the event and HUFLIT
Youtube FIR – HUFLIT
University to everyone
TikTok 50,000 targets search, ask for
more information about FIR –
HUFLIT

Each post:
> 2.000 likes
Event post
200 – 300 comments
Facebook > 100 shares

The official likes and follows on Fanpage >1.500 - 3.000 Likes & Follows

> 50.000 views

Event clips > 10.000 Likes
TikTok 50 - 100 comments

The official follows on TikTok account 1.000 - 1.500 Follows

Website Event posts 2000 - 4000 views/post

9Media activities
17 Management of Event Operations
 CHANNEL/
NO DATE CONTENT DETAILS NOTES
PRESS

MEDIA PLAN
Facebook Event coming
Pictures and short TVC 30s trailer re-enacts Don Ca
1 7/6/2023 TikTok soon-photo/30s
Tai Tu culture
Youtube trailer

Facebook
Event coming
2 9/6/2023 TikTok Video TVC for the music of Don Ca Tai Tu
soon
Youtube

Facebook Event coming Video trailer for Instruments related to Don Ca Tai
3 11/6/2023
TikTok soon Tu

Facebook Event coming Video trailer for Instruments related to Don Ca Tai
4 13/6/2023
TikTok soon Tu

Guess “What’s coming?”

Minigame: Like page + Share + Comment sharing
your thoughts about the event. The organization
Facebook Hints of event: board chooses people with the best comments to
5 15/6/2023 Run ads
TikTok What’s coming? give gifts.
Invite friends to share event information to have
an opportunity to receive gifts from the
organizer.

General introduction about the event

Facebook
Event’s The meaning of the event name
6 18/6/2023 TikTok Images
Overview The purpose and vision of our culture
Website
Cultural value of the event to the audience

In-stream Ads
Facebook
Overlay Ads
TikTok
Bumper Ads
Youtube
Masthead Ads
Website
Boost post on Facebook
Event
7 20/6/2023
promotion
A short video introducing 2 main activities of the event:
Banner
Activity 1: Culture fair “Vui hội Văn hóa Nam Bộ
Standee
với Đờn Ca Tài Tử”
LED screen
Activity 2: Music Concert “ Âm vọng Nam Bộ"

Management of Event Operations 18

MEDIA PLAN
No Date
Channel/
Content Details Notes
Press

Post: The value of content and General introduction about

8 22/6/2023 Facebook and Văn hoa Nam Bo: Don Ca the value and art of the Don
Tai Tu Ca Tai Tu

Introducing the activities of

Post: Vlog: Performing the art of
9 24/6/2023 Facebook Don Ca Tai Tu from the past Video
Don Ca Tai Tu in the South
until now

Post: Discover Origin of Southern Information about origin of

10 26/6/2023 Facebook Images
Don Ca Tai Tu Southern Don Ca Tai Tu

Information about the scope

Post: Discover the Scope of
11 28/6/2023 Facebook of activities of the Don Ca Tai Images
Activities of Don Ca Tai Tu
Tu

Post: Introducing the first Introduce the unique

12 30/6/2023 Facebook activity of the event: Exhibition characteristics of each Images
about Southern culture. locality through works

Introduce about the two main

Post: PHASE 2: Cultural elements
characteristics are the
of the person Cham, Khmer, and Video +
13 2/7/2023 Facebook characteristics of the river
Hoa into Vietnamese culture in Image
delta and the culture of the
the area.
ethnic people

Post: Introducing the first activity

Introducing the cultural fair:
Facebook of the event: The cultural fair
14 5/7/2023 What’s interesting about the
Website “Vui hội Văn hóa Nam Bộ với Đờn
fair?
Ca Tài Tử"

19 Management of Event Operations

 9Media activities
MEDIA
NO DATE
CHANNEL/
PRESS
CONTENT
PLAN
DETAILS NOTES

Post: Introducing
the second activity
Introducing the music concert: What’s
15 7/7/2023 Facebook of the event: Music
interesting about it?
concert “Âm Vọng
Nam Bộ"

Facebook
Post: Event detailed Time, location, map of the event (display
16 9/7/2023 TikTok Images
information area and main show stage)
Website

Facebook Publish tickets &

Run ads
17 10/7/2023 TikTok Announce payment
Website methods

Like + Share + Comment Artist’s name.

Mini Game: Guess The winner is the one with the correct
18 Facebook
12/7/2023 the name of the answer and the organizers will spin a
artists random on the web

Announce the
19 14/7/2023 Facebook winners of the mini
game

Post: Introduce
20 16/7/2023 Facebook artists: My Hanh, Information and Image
Anh Chang

Post: Introduce
21 18/7/2023 Facebook Gold, Silver, Bronze
sponsors

Management of Event Operations 20

 MEDIA
NO
PLAN
DATE
CHANNEL/
CONTENT DETAILS NOTES
PRESS

20/7/202
22 Facebook Post: Introduce MC Image + Information
3

Hints about the

23 21/7/2023 Facebook Images
special guest

Post: Introduce
24 23/7/2023 Facebook special guest: Information and Images
Phuong My Chi

Remind
“Do you have an appointment with
Remind customers & audiences
25 25/7/2023 Facebook the Musical performance: Performing
audiences about the
Don Ca Tai Tu event this weekend”
event

26 26/7/2023 Facebook Update On-air Event Update photos, stories of event

Give special thanks to sponsors, Create a

local authorities, and the survey to
representatives of universities...for collect
End of the event joining the event. feedback
27 27/7/2023 Facebook
announcement Give thanks to customers & from
audiences for joining the events. audiences
Asking for feedback from about the
audiences. event

Summary of the
Facebook
28 27/7/2023 whole event + Summary content + Images
Website
On-air day photos

21 Management of Event Operations

 10. Budget
Currency: Vietnam Dong (VND)

CATEGORY DESCRIPTION QUANTITY UNIT COST ESTIMATE

Nguyen Le Phat mechanical engineering

and construction limited liability
Facility 20.000.000
company: tarpaulin supply and
installation.

Fire Safety Fire Center 10 per 10.000.000

Event ambulance rental service – 1 ambulances

Medical 10.000.000 10.000.000
HDCare 4 per

10 per 500.000 5.000.000

Sanitation Dry Tissue Boxes 10 15.000 150.000

Hand soaps 5 10.000 50.000

MC Le Vo Dieu Anh from HUFLIT

400.000 400.000
University

Dance and singing team from universities 6 1.000.000 6.000.000

Entertainment

Singers & artists:

Phuong My Chi 60.000.000 60.000.000
My Hanh 5.000.000 5.000.000
Anh Chang 5.000.000 5.000.000

Nguyen Art Gallery: Providing paintings for displaying 10 paintings 2.500.000 25.000.000

Ho Chi Minh City Conservatory of Music: Providing

traditional musical instruments (dan nhi, dan tranh, dan 2.000.000
bau)

Booths Set up booths, stalls and decoration 10.000.000

Management of Event Operations 22

 10. Budget
Currency: Vietnam Dong (VND)

CATEGORY DESCRIPTION QUANTITY UNIT COST ESTIMATE

Printing (POSM, Standee, Poster,

Banner, Ticket, Hashtag board)
Communication Backdrop (for check-in and 5.000.000
photograph)
Decoration: Entrance Gate & Stage

Tote bag 100 50.000 5.000.000

Gifts T-shirt 100 80.000 8.000.000

Thermos water 100 60.000 6.000.000

Support Team

Staff (20) Accessory (card strap) 20 3.000 60.000

Food and Drink (for pre-event and on-air) 40 meals 30.000/meal 1.200.000

Organize Team

Organizer (9) Accessory (card strap) 9 3.000 27.000

Food and Drink (for pre-event and on-air) 18 meals 30.000/meal 540.000

Estimate 189.427.000

Cost Incurred
28.414.000
15%

Total 217.841.000

BUDGET SUMMARY
Total Expense 217.841.000 VND
Total Income (Sponsor + Ticket Sales) 221.000.000 VND
Balance 4.308.000 VND

Management of Event Operations

 Management
11. Risk
PERSON PERSON
ISSUE/RISK RISK
AFFECTED/ SOLUTION IN NOTE
RATING
LOCATION CHARGE

Determine the precise

MC, judges, Before/
completion date.
Incomplete or missing mentors, General During
L Allow staff to utilize all forms
documents. contestants, risk the
of persuasion to expedite
speeches,… event
things in an emergency.

Done
Music/technology Resolves immediately/
before
right petition/dispute Sponsors L changes the content/uses
rehears
during the event. alternative solutions.
al

Remind the cleaning staff to

During/
keep the environment clean.
Unsanitary, rubbish in All areas of After
L In each of the stadium's four
many locations. the event the
23 corners, 2-3 cleaning
event
personnel are on duty.

Management of Event Operations Building a tarp for the event.

Move inside the House if it
Whole rains heavily and windy.
The weather suddenly During
people,equip Always inspect and organize
changed/Explosion E the
ment,outdoor fire extinguishers and
during the event. event
area maintain fire-resistant barriers
readily available in all places.
Evacuation is required.

Measure the event's sound

All areas of During
level ahead of time.
Noise pollution the event L the
Get the local authority’s
event
approval.

Management of Event Operations 24

 PERSON
Risk Management PERSON
ISSUE/RISK RISK
AFFECTED/ SOLUTION IN NOTE
RATING
LOCATION CHARGE

The sponsor suddenly

withdraws or changes Sign a contract with clear Done
the offer package Sponsors H terms. before
close to the time of Have a backup plan. rehearsal
the event.

Master plan
Personal image Sign a contract with clear Done
The
scandals (MC, L terms. before
reputation of
singers,…). Have a backup plan. rehearsal
the event

People flow and

Guards
crowding are During
Booths H Alternative space
burdensome, resulting the event
Roadblocks
in failure to facilitate.

Check during rehearsal and

before the event. Always
Main stage keep 2-3 replacement
Power outage, During
Backstage H devices available.
Internet cable loss. the event
Main area There are always 1-2 people
with technical expertise to
support.

Conflict, struggle, and Main stage Security and guards are

During
the struggle between Backstage H promptly summoned to put
the event
people. Main area an end to the acts.

Events Loss of There will be cameras to

general security and All areas of observe and monitor. During
M
outside intruders the event Always have a team of the event
(robbery, riots). police and security

Problems with sound Main stage Done

Checking and testing the
equipment, Backstage before/
H equipment
lighting, and event Main area during
Having a handling unit
machines. rehearsal

25 Management of Event Operations

 PERSON PERSON
ISSUE/RISK RISK
AFFECTED/ SOLUTION IN NOTE
RATING
LOCATION CHARGE

The number of
participants was more Main area Universities control their own
During
than expected/some Entrance students.
M the
individuals went in area, There are guards, security,
event
and out not according entrance gate and order at the entrance.
to the organization.

Singers, KOLs, and Contact reminder and Done

dance crews that don’t attendance before the event before/
Timeline of
show up to events on E Flexibly change the order of during
event
time unexpectedly performers in the event the
cancel schedules. timeline. event

Training for each staff how to

handle.
During
Bringing prohibited All areas of Police and guard are on duty.
E the
items. the event Set up rules and have an
event
inspection team when
checking in for participants.

Main stage Place medical personnel in During

Participants have
Backstage E each corner of each region. the
medical issues.
Main area Ambulances available. event

Team Always push the team leader

Leaders and Before
leaders/members are and members to complete the
members of M Leader the
not active in the task.
each team event
assigned work. Check the progress regularly.

The proposed budget Category, the Check the market price Before
does not match the quantity of L Detailed budget, revenues, Planner the
reality. budget and expenditures. event

Detailed budget, revenues,

and expenditures.
There are unexpected Category, the During
Prepare an unexpected
expenses incurred quantity of H Planner the
budget
during the event. budget event
Ask for support from
sponsors

Management of Event Operations 26

Risk Management
PERSON
ISSUE/RISK RISK PERSON IN
AFFECTED/ SOLUTION NOTE
RATING CHARGE
LOCATION

Regular meetings to
Misunderstood the Client and
discuss with clients. Before
client’s requirements account
L Encourage clients to give Account the
and ideas and made Client brief
opinions, requests, and event
unclear ideas. Creative brief
ideas to quickly improve.

Before/
Event content and Understand client brief.
Client brief During
media messages are L Always check content Copywriter
Media plan the
not logical. before publishing.
event

Interaction on social
Set KPIs and follow them
media platforms Before
Target media closely.
does not meet the L Copywriter the
Media plan Have a detailed plan for
client’s event
media content.
requirements.

Meeting with organizers

Event concept
Media publications and customers. Before
Color
do not match content H Editing media publications Designers the
Theme
or attract attendees. to be relevant and event
Target audience
engaging.

12. Pre-Event Staffing

Rosters: Including 4 groups

Organizer: In charge:
Monitor team
Designation: Leader
Delegate tasks and set the deadline
Name: Phung Thi Thu Ha
Listen to the team members’ feedback and
resolve any issues or conflict
Conduct performance reviews

27 Management of Event Operations

 Function of the different teams:
CONTENT TEAM MEDIA TEAM
2 Organizers 2 Organizers
5 Volunteers 10 Volunteers
Designation: Content Designation: Media
Duties: Duties:

Write clear and error-free content (copy). Produce cohesive and intelligent plans to bring
Propose concepts successful campaigns.
Internet creative direction and technical Drive the overall strategic direction of creative
information and turn them into persuasive campaigns.
copy concepts. Identify potential problems and devise ways to
Create event agenda with key stakeholders to rectify them.
optimize attendance flow. Quickly absorb the latest trends on social
Measure and select the results (evaluation, networks.
attendance, feedback) on all the content and Contact to publish articles in newspapers and
communication stakeholders. TV stations.
Arrange contact with the journalist and
manage the website of the event.
EXTERNAL RELATIONS AND
FINANCIAL TEAM
LOGISTICS AND HR
2 Organizers 5 Organizers
4 Volunteers 100 Volunteers
Designation: External Relations Designation: Media
Duties: Duties: Manage the overall human workforce of the
event.
Finding stakeholders/ sponsors. Survey team (20 volunteers)
Contact and maintain the relationship with In charge of
stakeholders/ sponsors.
Arranging meetings with stakeholders/
sponsors.

2 Organizers
2 Volunteers
Designation: Financial
Duties:
Manage funds.
Plan for the expenditure of funds on various
assets.
Record financial transactions.
Guarantee the amount of the events ticket
budget collection.
Management of Event Operations 28
 Function of the different teams:
CONTENT TEAM MEDIA TEAM
2 Organizers 2 Organizers
5 Volunteers 10 Volunteers
Designation: Content Designation: Media
Duties: Duties:

Write clear and error-free content (copy). Produce cohesive and intelligent plans to bring
Propose concepts successful campaigns.
Internet creative direction and technical Drive the overall strategic direction of creative
information and turn them into persuasive campaigns.
copy concepts. Identify potential problems and devise ways to
Create event agenda with key stakeholders to rectify them.
optimize attendance flow. Quickly absorb the latest trends on social
Measure and select the results (evaluation, networks.
attendance, feedback) on all the content and Contact to publish articles in newspapers and
communication stakeholders. TV stations.
Arrange contact with the journalist and
manage the website of the event.
EXTERNAL RELATIONS AND
FINANCIAL TEAM
LOGISTICS AND HR
2 Organizers 5 Organizers
4 Volunteers 100 Volunteers
Designation: External Relations Designation: Media
Duties: Duties: Manage the overall human workforce of the
event.
Finding stakeholders/ sponsors. Survey team (20 volunteers)
Contact and maintain the relationship with In charge of
stakeholders/ sponsors.
Arranging meetings with stakeholders/
sponsors.

2 Organizers
2 Volunteers
Designation: Financial
Duties:
Manage funds.
Plan for the expenditure of funds on various
assets.
Record financial transactions.
Guarantee the amount of the events ticket
budget collection.
29 Management of Event Operations
 PROCESS 2:
ON THE DAY

Management of Event Operations 30

1. Event staging
Event stage decoration

LED P5 Indoor

Equipment’s
The screen has a module size of
320*160mm and a module resolution of
64*32 = 2048 Dots providing realistic, Services
sharp, vivid images and state-of-the-art
SMD2121 LED technology. The screen has a Electricity
high brightness (4-5 times higher than Parking
conventional TVs) allowing viewers to Notification about the traffic
view sharp, vivid images from a distance Dressing rooms or preparation rooms
of more than 5m. There will be 1 large main Toilet facilities
screen placed in the center of the stage. Emergency area (if any)

31 Management of Event Operations

2. Agenda

ACTIVITY 1: Culture fair

8:00 - 8:30 Welcome audiences and guests. Check in to the event (Check tickets
& give bracelets for audiences)

9:00 Opening ceremony

The first activity of the event:

9:00 - 12:00
The fair "Vui hoi Van hoa Nam Bo voi Don Ca Tai Tu".

Tidy up
12:00 - 12:30
Wrap up

12:30 - 13:30 Break time

ACTIVITY 2: MUSICAL PERFORMANCE

14:00 - 14:30 Check in.

Guide and stabilize guests, sponsors, VIPs and audiences to the stage area.

14:00 - 14:30 Opening the event.

The second activity of the event: "Am vong Nam Bo: Concert Don Ca Tai Tu".
15:00 - 17:00
Musical performance.
Main performance:
Song 1: Liêu Giang - Dạ Cổ Hoài Lang. - Performer: Ban Đờn Ca Tài Tử.
Song 2: Trích đoạn Bên Cầu Dệt Lụa. - Performer: Elite artist Mỹ Hạnh - Anh Chàng.
Song 3: Gánh Hàng Rong. - Performer: Elite artist Mỹ Hạnh.

ENDING

17:00 - 17:30 End the performance, check out

Instruct audiences and guests to leave in order.

17:45 - 18:45 Re-inspect the quality and quantity of furniture and equipment.
Clean up and wrap things up.

Management of Event Operations 32

 NUMBER
TIMES WORK CONTENT TEAM NOTE
OF PEOPLE

All Predict the weather and traffic and the

6 AM – 7 AM Gather together and start rehearsal 60
teams solutions for bad situations

Check the list of volunteers and allocate

the assignment. Check again and make Distribute cleaning, rescue, and security
Team
sure all the licenses are done. Check the 10 staff on duty at 4 corners of the stadium.

33 Management of Event Operations

HR
list of guests, authorities, VIPs, and Prepare for bad situations.
sponsors.

Check the quality and quantity of

equipment from the delivery service.
Rehearsal
Check the event’s fairground: items of the Team
7 AM – 8:30 AM 10
exhibition, booths, barricades, facilities, and Logistic
the photo booth of the event. Check for
security issues.

Check the changes and review the event Team

5
script. Media

Team
Check the changes in the event script. Content
 NUMBER
TIMES WORK CONTENT TEAM NOTE
OF PEOPLE

Open the cultural fair.

Team Take care of the
Manage the operation of equipment – technical for the 10
Logistic participants.
fair. Oversee activities and ensure the ceremony.

Interview journalists, reporters, and broadcasters.

Provide them with information about the event.
9 AM – 11:30 AM
Interview the audiences about their feelings and

Management of Event Operations

feedback. Team
10 Handle the media.
Take photos during the fair and coordinate with the Media
Content team to upload posts on social media
(Facebook,
Website)

ON AIR 11:30 AM – 11:45 End the fair. Team

15
AM Instruct guests and audiences to leave in order. Logistic

Check the content, and work with the Media team to Team
11:45 AM – 12 AM 10
post on social media. Content

Wrap up. Check the facilities.

12 AM – 1:30 PM ALL teams
Break time. (Decoration, artifacts, etc)

Distribute cleaning, rescue,

Prepare for the concert. Work and give guidance to and security staff on duty
1:30 PM – 2 PM volunteers and staffs involved in the event planning Team HR at 4 corners of the stadium
and execution. Allocate manpower and assignment. and the stage area. Prepare
for bad situations.

34
 NUMBER
TIMES WORK CONTENT TEAM NOTE
OF PEOPLE

Welcome guests and audiences. Checking tickets. Team

2:15 PM – 2:30 PM 10
Logistic

Open the concert.

Pick up and guide the audiences and guests to their
Team
2:30 PM - 3 PM seats 10
Content
Support the other teams. Support the Media team to
interview guests, celebrities, and audiences.

35 Management of Event Operations

Manage the operation of equipment – technical for the
Take care of guests,
second activity of the event. Oversee activities and ensure Team
20 sponsors, VIPs, and
details are handled as planned. Working with the stage Logistic
audiences.
Director to run the event smoothly.

ON AIR Work and coordinate with journalists, reporters, and

broadcasters.
Interview guests, VIPs, and audiences to collect their
feelings and feedback. Take photos and record videos
Team
3 PM – 5 PM during the event. 20
media
Take photos. Interview audiences to collect their
feelings and feedback.
Take photos and record videos during the event.
Support Logistic, Design, and Content teams.

Support the other teams to manage and monitor the Team

20
operation of the activity. Content

Manage and allocate volunteers to support the Logistic team. Team HR 10

 NUMBER
TIMES WORK CONTENT TEAM OF NOTE
PEOPLE

Close the concert.

Give gifts to customers. Team logistic,
ON AIR 5 PM – 5:30 PM 6
Guide participants to Team Content
leave in order.

ENDING 5:45 PM – 6:45 PM Clean up All teams 60

Handle the media.

Evaluate the statistics,
activities, and the event.
Work and coordinate
AFTER 7 PM – 9 AM Team Media 5
with the Content team
to upload posts on social
media (Facebook,
Website).

Management of Event Operations 34