HO CHI MINH CITY UNIVERSITY OF FOREIGN LANGUAGES -

INFORMATION TECHNOLOGY
DEPARTMENT OF INTERNATIONAL RELATIONS

MANAGEMENT OF EVENT OPERATIONS

FINAL EVENT PROPOSAL
EX-STEPS

TEAM: Bees Run

CLASS: 222172206304

INSTRUCTOR: MA. Tran My Hai Loc

Academic year: 2022 - 2023

Ho Chi Minh City, May 2023

MEMBER’S TEAM
 CONTENT

Contents
PART 1: PRE – EVENT............................................................................................................... 4
I. Overview of the organizer and client ............................................................................... 4
1. Organizer: ................................................................................................................... 4
2. Creative Brief .............................................................................................................. 4
II. Event description ............................................................................................................ 7
III. Event Management ........................................................................................................ 8
IV. Approvals and consultation: ....................................................................................... 11
V. SWOT Analysis ............................................................................................................ 11
VI. Timeline ......................................................................................................................... 12
VII. Invitation .................................................................................................................. 14
VIII. Advertising and Promotion...................................................................................... 14
IX. Media activities ............................................................................................................. 22
X. Budget............................................................................................................................ 28
XI. Risk Management......................................................................................................... 29
XII. Pre-Event Staffing .................................................................................................... 34
PART 2: ON THE DAY ............................................................................................................. 36
1. Event Staging.................................................................................................................... 36
2. Agenda .............................................................................................................................. 36
3. On the day staffing ........................................................................................................... 39
PART 3: AFTER THE EVENT ................................................................................................ 45
1. Event Evaluation .............................................................................................................. 45
2. Event Feedback ................................................................................................................ 48
3. Thank you, letter:............................................................................................................. 49
 PART 1:
PRE – EVENT
I. Overview of the organizer and client
1. Organizer:
Organizer: a group of students from the faculty of international relations - at
HUFLIT, responsible for ideas and implementation, inspired by bees who work hard,
and always try to complete success for the day.
Bees Run is an agency with:
 Types of events are diverse, humane, and meaningful to the social community.
 Unique and creative ideas, always catching up on trends in time, coming up with
entirely new and unique ideas, bringing their own features, and creating
unforgettable impressions for each program.
 Staff are young, enthusiastic, full of potential, dynamic, flexible, adaptable, and rich
in ideas.
2. Creative Brief
Module: Management of Event Operations
Client Information: Worldwide Fund for Nature in Viet Nam (WWF)

THE TASK THE BARRIERS

Maximum 3 event activities (unlimited Lack of funding
event types)  Manpower shortage
Location: District 1or District 3  Legal issue
 Scandal of participants, KOLS, guests
 At least 10 articles on the reputable to after  Not attracting enough participants
event  Media coverage of the event did not get
At least 2 breaking news on TV Channels enough interaction.
(HTV and VTV)  The cost of renting a venue in District 1

>=500.000 targets know about the event is too expensive

Maximum of 200 guests, including:
 Representative of Universities in HCMC
 Representative of WWF Vietnam,
HUFLIT
 Special Guests (Sponsors + KOLS+
Diplomatic missions in HCMC + Local
Authorities)
Create a new fanpage for the event:
 Run media 45 days in advance.
 Maintain around 500 interactions per post.
 The number of people who like the

fanpage must reach at least 5,000 people

after the event

The main target audience all gender >= 18 years old (But mostly in 18-
31).
THE
TARGET
Customer characteristics: difficult to please, always changing, and
following trends
Must reach at least 2.000 participants for all event activities.
THE HEINEIKEN: Cash 500.000.000 VND
BRAND Samsung: Outdoor Advertising and Samsung Gear VR Virtual
OFFERS equipment
REASON – TO
Proofs: based on the given brief
– BELIEVE

COMMUNICATION PROPOSITION
Suggested ideas.
 The series of activities includes 3 events.
▪ Activity 1: growing plants in used HEINEIKEN beer cans. At the end of Activity 1,
the Organizing Committee will give gifts to the participants. The sponsor for this
activity is OMO. Propaganda activities about the importance of trees in
environmental protection.
▪ Activity 2: will be held in parallel with activity 1, showing documentaries about
wildlife, for participants to wear virtual reality glasses sponsored by Samsung to
have the most authentic experience as well as better understanding. about the pain
of animals being hunted and losing their habitat. This activity helps to raise public
awareness of wildlife protection.
▪ Activity 3: organize a recycled fashion show and a music night with the theme of
protecting the environment and animals with two special guests, Model Chau Bui
and Singer Truc Nhan. Recycled costumes and demonstrations will be made by
Huflit students and students from other schools. At the end of the program, there will
be gifts given to guests, sponsors, ...
The key message: MUST include or similar meaning with these keywords:
#WWFVN, #Wildlife, # SavetheEarth, #HUFLITXWWF
MANDATORY TIMING

WWF is responsible for overseeing the One-Day Event, June 2023, From 08:30-
event, assisting with the licensing and 21:00
legality of the event. Communication
products on animal conservation and the
environment will be made by WWF.
 BTC will be a group of students from the
Faculty of International Relations-
HUFLIT, responsible for the idea of the
event and the management of all activities
of the event.

TICKET SHOULD be FREE.

II. Event description

Event name: Ex-Steps

Event concept: Awareness as an awakening, and actions will be evidence of that

awakening. Starting from the smallest and simplest actions such as planting more trees,
condemning the poaching of rare animals, reducing plastic waste, etc. Contribute to
the protection of the environment and rare animals. In addition, providing opportunities
for people to act will increase their awareness of environmental and animal issues.
 Theme: Green/When we think of nature, we immediately think of the green color of
the leaves, and green also represents life, freshness, and positive energy. When green
is combined with yellow, it not only brings sophistication and elegance but also creates
the feeling that every ray of warm sunlight is creeping through each green leaf.
Type of event: Awareness building event, social event.
Target audience: The main target audience of all gender >= 18 years old (But mostly
in 18-31).
Objective: To create opportunities for people to experience and act and raise
awareness of environmental and animal protection in each person.
Event Content
Venue/ location: Hoa Lu Stadium+
Event start date/s: 18/06/2023 Event end date/s: 18/06/2023
Event start time: 14:00 Event end time: 21:00
 Event organizers contact details:
NAME EMAIL

Leader Phan Ngọc Thiên Kim [email protected]

Account Trương Thị Ngọc Liễu [email protected]

Copywriter Nguyễn Thảo Vy [email protected]

Designer Mai Khánh Ngân [email protected]

Planner Lê Anh Thư [email protected]

III. Event Management

Major stakeholders and agencies:
 Organizer: WWF, HUFLIT and Team Bees Run
Sponsors: Heneiken, Samsung, Omo
Media Agencies: Tuổi trẻ, Thanh niên, Hoa Học Trò, Mực Tím, Yeah1, Yan News, Zing News,
VnExpress, 24h News, Soha

Guests:
 The representatives of WWF Vietnam, HUFLIT

 The representatives of Universities in Ho Chi Minh City

 The representatives of Samsung, Heineken & Omo

 Model Chau Bui

 Singer Truc Nhan, Singer Trong Hieu

 The representatives of Ho Chi Minh City External Relations

 The representatives of People’s Committee of District 1

 The representatives of People’s Committee of DaKao Ward

Medical: Clinics of Da Kao Ward and District 1
Sanitary: Pan Pacific Company
 AV System: F5 Media Vietnam Joint Stock Company
Sponsorship opportunities:
Gold/ 1st Silver/ 2nd Bronze/ 3rd
BENEFITS Sponsor Sponsor Sponsor

Heineken Samsung Omo

Sponsor’s logo is appearing on platforms FB, YT, TT FB, YT FB

Publications of the kit for the audience and the organizers X X X

Locate booth and give voucher in the event 1000 800 500
Sponsor's name appeared in gratitude articles on
X X x
digital platforms

MC mentions sponsor’s name 4 2 1

Invite sponsor’s representative to deliver speech O, C O, C O

Invite sponsor representatives to receive flowers and
X X x
medals from the concert

Receive invitation to the event (Number) 10 8 5

Promotional articles for sponsors on social media platforms X X X

Receive thank you letter and certificate from the

X X X
Organizing Committee

Separate PR article for sponsor in each newspaper (No of 5 3 2

articles/ Name of Press or News)

Logo appears on the event’s summary video clip 10 5 3

Provide database of the audience Full Name, Tel Email

300,000,000 150,000,000
500,000,000
SPONSOR PACKAGE VNĐ (or VNĐ (or
VNĐ
products) products)
 Venues/ locations:
Hoa Lu Stadium. The venue is large enough to celebrate an event

Event map: Areas:

 Main Stage: Stage
 Activities: Location that happened activity 1
 GA 1, 2, 3: Standing site, location for activity 3
 VIP 1A, VIP 1B: Sitting site, location for activity 3.
 Approvals and consultation:
 License to Organize/ Licensing of related parties/ Event-Facility Rental Agreement
 Security: Security Guards of People’s Committee of District 1 and Da Kao Ward
 Facilities: Facilities of Hoa Lu Stadium, F5 Media Vietnam Joint Stock Company
 Waste and environmental management: Cleaner Section of Pan Pacific Company

IV.SWOT Analysis

STRENGTHS WEAKNESSES
WWF is a large, influential, well-known Payable sponsorship for HEINEIKEN and
organization that attracts many SAMSUNG.
participants. HEINEIKEN is a beer brand, difficult to
500 million in HEINEKEN - funded promote sponsor image.
cash available. If the event is not successful, it will affect
Outdoor advertising and sponsorship of finances, leave a bad image for participants,
Samsung Gear VN virtual device from and affect WWF and sponsors.
sponsor Samsung.
OPPORTUNITIES THREATS
WWF will expand its influence and The date of the event coincides with the date of
reach many interested people. another event, with few participants.
Attract many participants, directly The event venue is a central area, prone to
approach potential customers. traffic jams, and a small parking lot.
The sponsor is well known, helping to Weather problem.
develop and promote the brand through Participants cause chaos and disorder.
the event. Guests are late, the risk of costumes, speech.
Technical equipment risks.
Internally, the organizers were in turmoil and
disunity.
V. Timeline

Duration Duty Person-In-Charge Note

PRE-EVENT
22/01/ 2023 -
Forming the idea
22/02/2023
23/02/2023-
Finalize ideas
05/02/2023
Content
06/03/2023 -
Submitting to the superiors
19/03/2023
20/03/2023 -
Editing the final proposal
27/03/2023
28/03/2023 -
Dealing with sponsorship, stakeholders
06/04/2023
06/04/2023 - Booking the venue
External Relation
15/04/2023 Security services, health care, hygiene
15/04/2023 - Inviting customers
25/04/2023 Booking singers
26/04/2023 -
Operating media plan Media
01/05/2023
04/05/2023 Applying for the event license
Content, Secretary
Music copyright registration
20/05/2023 Minigame
Media
24/05/2023 Introducing contest: "recycling"

28/05/2023 - HR
Recruiting collaborators/volunteers
04/06/2023
10/06/2023 -
Meeting with volunteers
11/06/2023
31/05/2023 -
Design moderation Content, Secretary
07/06/2023
08/06/2023 - Stakeholders,
Decorating the venue
15/06/2023 Logistic
17/06/2023 Rehearsal All

ON AIR 18/06/2023
AFTER EVENT
18/06/2023 -
Cleaning up the venue Logistic
20/06/2023
19/06/2023 -
Thank you mail and receiving feedback Secretary
25/06/2023
19/06/2023 - Sponsorship payment External Relation
24/06/2023 Completing the event fee Finance
25/06/2023 Meeting teams and discussing ALL
VI. Invitation

VII. Advertising and Promotion

Message: Start acting from the simplest things
P.O.S.M
 BANNER

STANDEE
 SOCIAL
MEDIA POST
 SOCIAL
MEDIA POST
SOCIAL MEDIA ADVERTISMENT
LANYARD
T – SHIRT

STICKERS
 VIII. Media activities
Target media

No. Detail Target Prediction

1 The official like on Ex Steps Fanpage 700.000 likes

2 TikTok 200.000views/100.000likes

3 Ads running (Hashtag) #: >5%

4 10 articles (Tuoi Tre, VNExpress, Thanh

Articles on newspapers Nien, Hoa hoc tro, Zing News,Muc Tim,
Yeah1, Yan News, 24h, Soha)
Media planning or Marketing timeline

No Date Channel/Press Content Detail

Created on 2 main platforms,

Facebook, TikTok.
Facebook, Start creating social Hashtags:
1 9/5/2023
TikTok media, create hashtags. #WWFVN, #SavetheEarth
#HUFLITxWWF
#Beesrun, #Exsteps
Announce the event The event name:" Ex Steps"
2 11/05/2023 Facebook, TikTok
name, change the photo change avatar and cover photo
1 video about EX about the
Introducing the
environment and animals before
program Ex about the
modernizing
3 13/5/2023 Facebook, TikTok environment and
1 picture: Ask everyone about their
animals before
feelings, as well as their views
modernization
after watching part 1 called Ex
 Introducing the The environment where many
program Steps about vehicles and factories appeared
4 16/5/2023 Facebook, TikTok the environment and and developed.
animals after When animals have high
modernization exploitation and trading value.
banner
Image + text post about A true competition about recycling
our event + Open face, A place for you to create and
5 17/05/2023 Facebook, TikTok
curious about the express
upcoming contest What is the call for you to look
forward to the contest?
Mimi-game: guess the name of
activity 1
+Give 10 questions and prizes for
6 20/5/2023 Facebook, TikTok Mini game winning
+ When you win you will get a
good standing stick during the
show
Choose the type of tree you like
and plant it yourself
Announcement activity
Top 5 people who answer the
1: plant trees + the top 5
question correctly will receive a
correct and fastest
7 22/5/2023 Facebook, TikTok good standing award
answers and small
Do you know what can be
interaction what can be
recycled, creating a new item?
recycled after use
Please suggest for the upcoming
contest
 Contest to design recycled items
Introducing contest: "
8 24/5/2023 Facebook, TikTok from plastic, plastic bags, ...
recycling"
Requirements when joining
Open voting on Facebook and
TikTok
- 1st prize: 3,000,000 VNĐ and
first prize outfit will be worn by a
celebrity
Announcement of
- Second prize: 1,500,000 VNĐ +
scoring, prizes in the
Samsung glasses voucher
contest and the jury
9 25/5/2023 Facebook, TikTok - Third prize: 500,000 VNĐ + omo
Opening registration
voucher
link to participate
- Object: Students from high
contest "recycling"
schools and universities in Ho Chi
Minh City.
- Registration link is open, hurry
up and register. Close the form
when there is enough quantity

- Act 2: Experience the feeling of

Activity 2: story + truth
10 27/5/2023 Facebook, TikTok authenticity when using the glasses
(about hunted animals)
to watch the short film like getting
lost in the deep forest
Contents of each department's
Officially recruiting
work
11 28/05/2023 Facebook, TikTok collaborators and
Registration form
volunteers
Time to accompany
 Heineken: image + hashtag:
#Heniekendonghanhcungexsteps
Announcement of
12 30/05/2023 Facebook, TikTok #WWFVN, #SavetheEarth
sponsors for the event
#HUFLITxWWF
#Beesrun, #Exsteps
Announcement closing Recycling competition:
register link of Preparation for 7-8 days
31/05/2023 Facebook, TikTok
participating contest List of the teams participating in
"Recycling" the recycling contest.
Samsung: image + hashtag:
#Samsungdonghanhcungexsteps
Announcement of
13 1/6/2023 Facebook, TikTok #WWFVN, #SavetheEarth
sponsors for the event
#HUFLITxWWF
#Beesrun, #Exsteps
Omo: image + hashtag:
#Omodonghanhcungexsteps
Announcement of
14 2/6/2023 Facebook, TikTok #WWFVN, #SavetheEarth
sponsors for the event
#HUFLITxWWF
#Beesrun, #Exsteps
Introducing activity 3:
- Highlights of the event
Enjoy the night of
15 3/6/2023 Facebook, TikTok - Recycled fashion show
music, be satisfied with
- Music
the performances
Announcement
Collaborators and Send email to suitable
16 4/6/2023 Facebook, Email
Volunteers to check collaborators & volunteers
mail of organizers
 Guessing singers
Image + Text
Announcement who
17 5/6/2023 Facebook, TikTok Chau Bui will show fashion
will show fashion
costumes
outfits
On June 7th everyone submitted
Announcement the
18 6/6/2023 Facebook, TikTok works to prepare for the June 8th
entries of the contest
opening of voting
Opening turning in the
19 8/6/2023 Facebook, TikTok
entries' link
Closing turning in the
20 9/6/2023 Facebook, TikTok
entries' link
21 10/6/2023 Facebook, TikTok Opening voting contest Open the voting board in 5 days
Announcement the
22 11/6/2023 Facebook, TikTok Truc Nhan and Trong Hieu
singer
Announcement it's
23 12/6/2023 Facebook, TikTok nearly closing voting's
time
Poster Ex Steps
24 13/6/2023 Facebook, TikTok
reminder full activity
Announcement closing
25 14/6/2023 Facebook, TikTok the vote and time to
show the winner
Post all the contest
26 15/6/2023 Facebook, TikTok photos + some videos
of the preparation
Post Event map +
27 16/6/2023 Facebook, TikTok Reminding participants
the parking areas
 post on stage +
26 17/6/2023 Facebook, TikTok rehearsal + full
reminder of everything
27 18/6/2023 ON AIR
Post moments from the
Facebook, TikTok
event
Send thank-you letters
to sponsors
29 19/6/2023
Send thank-you letters
Email, SMS
to agencies to remind
them write articles for
the event.
Upload photos and stories of top 5
30 20/6/2023 Facebook, TikTok Sharing the winners | to everyone, share the message
after the event
Post thank you notes to
guests, sponsors, |
31 22/6/2023 Facebook, TikTok judges who
participated in the
event
IX. Budget
 X. Risk Management
PERSON
RISK PERSON IN
RISK AFFECTED/ SOLUTION
RATING CHARGE
LOCATION
PRE-EVENT
Organizers
Shortage of manpower. - Recruit collaborators and volunteers. L Team HR
Event
- Forcing everyone to follow solution “5 no” to prevent
Organizer
pandemic
Audience Team Logistics
COVID-19 Pandemic - The space of chairman in activity 2 need to be larger (at H
Artists Team Security
least 2 chairs)
MC
- The space of people standing need to be at least 2 meters.
The date of the event
- It is necessary to carefully review the calendar to choose
coincides with another
the date of the organization.
event, the attendees are Event M Team content
- Contact and find out the events that coincide with the date
few and communication
of your program to choose the right organization date.
is not effective
The event idea has not
- A leader works with his team, investigates the person who
been announced but has
Event leaked the information, and deals with that person by kicking All members
been leaked to the M
Organizers him out of the group. of team
outside, affecting the
- Feel free to come up with other ideas for the show.
program
There was an internal
- A leader will arrange, resolve the conflict between
conflict between the
members, and choose the best idea for the program.
members when coming Event M Leader
- Explaining to people who have slip side to understand how
up with ideas, leading to
the best for group is
fierce arguments
The artist was caught in - Choose an artist with as few scandals as possible and post
a scandal, affecting the good media about that artist to appease the public. Leader
Event M
program, and the - If he/she is not having immoral scandals, we should cancel Team content
audience boycotted with that artists and switch to another artist.
- Choose a sponsor with a clean reputation for prevention.
Team content
The sponsor for the - If the sponsor has a scandal when participating in sponsorship,
Sponsors Team
show is caught in a bad run the media to spread the good news about the sponsor such as H
Event communicator
rumor charity activities, and projects participating in environmental
protection...
ON THE DAY OF EVENT
- Double-check before the event starts.
Main stage
Program sudden power - Prepare the generator and backup clean lights, and quickly
Backstage M Team logistic
failure switch the power sources to the generator for the program to
Main area
continue.
 Event Team
- The program starts at 2 pm and ends at 9 pm, avoiding rush
Organizers logistics
The venue is in the hour.
Team content
center, easy to get - Post a note to remind the audience to come at times when
M
stuck in traffic and the traffic is less congested.
parking lot is small. - Post instructions to participants about parking spaces
around the venue.

Sudden failure of - There are technicians on duty to repair and overcome, use
equipment on the day of Main stage products from reputable brands, and should thoroughly check the M Team logistic
the event quality of equipment before the event date.
The participators are Audience - Prepare medical equipment, ambulances, and nurses on duty in
E Team logistic
suddenly painted area case of an emergency
The event took place - Set up a robust, reputable, and thorough security team before
Team
with a lot of electrical the event.
Main stage Coordinator
equipment, so it was - Equipped with fire extinguishers in many places around. H
Main area Team security
easy to catch fire and - Turn off all electrical equipment quickly, evacuate everyone to
Audience Team logistic
explosion safety from the exits, and call the fire department.
- Check the weather forecast to make sure that day is sunny, and
On the day of the event,
prepare specialized rainproof equipment for outdoor events time.
it suddenly rained while Main stage Team planner
- Prepare 4 staff on 2 sides of the chicken wing to promptly assist E
the artist was Main area Team logistics
the artist and prevent the audience.
performing
- Prepare raincoats for the participants
The event isn’t - Setting your media planning carefully, and run effective
Event Team content
attracting enough marketing on social media platforms. L
Organizers Team planner
participants. - Run ads on Facebook, TikTok, and Instagram...
- Spreading the wrong message means getting the concept wrong.
The program aims to
Therefore, the organizers must agree with each other in choosing Leader
protect the environment
Event the concept. M Team content
and animals but spreads
- Especially the designer and copywriter must convey the right Team design
the wrong message
message through images and media articles.
MC's statement is - Choose an MC with a high reputation and talent. Team content
different from the Event - Discuss carefully with MC and give the overall detailed script M Team
program script of the show 1 week before the show. communicator
The audience jostled in
the guest area and
Team
entered the wrong area VIP guest - Arrange security forces and coordinators, coordinate seating for
coordinator
leading to chaos for the area spectators and guests, and hang banners in the area for guests to E
Team security
show (a mixture Event avoid confusion.
Team logistic
between VIP and
casual)
Artists - Prepare the person in the chicken wing to come out to assist
Artist's and MC's Team
MC in editing the costume as soon as something goes wrong.
costumes have M logistics
- Make the MC ready to respond in case of unwillingness, in
problems Team content
case of unwillingness.
Guests are late for Event Prepare some light games or fun activities in advance to buy Team content
M
personal reasons Organizers time. Team planner
AFTER EVENT
The feedback of event
- Growing running ads to marketing.
does not satisfy the Organizers M Team content
- Receiving good feedback to client and sponsor.
client and sponsor.
- The finance team calculates and spends carefully.
Organizers - The content team is responsible for contacting and calling for Team finance
Lack of funds. M
Event additional sponsors. Team content
 XI. Pre-Event Staffing
Rosters: Including 5 groups
• Organizers: 15
✓ Designation: Art Director
Name: Phan Ngoc Thien Kim
In charge in: Team leader of the event
• 50 Volunteers (no salary) and 5 Coordinators (get salary)
Team/ Position/
No Responsibilities Requirements Quantities
Section Member
High school students or
- Design POSM
college students
3 Organizers - Social Media
1 Design understanding using 5
3 Coordinators Post
design applications (Ps,
- Event Map
AI)
- Compose the
entire program. High school students or
2 Organizer
2 Content - Write MC Script college student’s media, 8
5 Volunteers
- Write media public relation,
content
Financial &
- Plan for budget,
3 External 3 Organizers 3
internal issue,
Relation
- Plan media highschooler students or
2 Organizers
Communication activities, college student
4 2 Coordinators 10
& Marketing marketing understanding media,
5 Volunteers
campaigns, public relation,
 • Functions of different teams
CONTENT TEAM
▪ 2 Organizer - 5 Volunteers/ Coordinators
▪ Duties:
• 1.1 Event description • 1.7 Invitation
• 1.2 Event management • 2.2 Agenda
• 1.5 SWOT Analysis • 3.1 Event Evaluation
• 1.6 Timeline • 3.3 Thank you letter
DESIGN TEAM
▪ 3 Organizer - 3 Volunteers/ Coordinators
▪ Duties: Design for these tasks:
• 1.2 Event description
• 1.8 Advertising & Promotion (POSM)
• 3.3 Thank you letter Design.
COMMUNICATION AND MARKETING TEAM
▪ 2 Organizer - 7 Volunteers/ Coordinators
▪ Duties:
1.8 Advertising & Promotion; 1.9 Media Activities; 3.2 Event Feedback
LOGISTICS
▪ 5 Organizer – 40 Volunteers/ Coordinators
▪ Duties:
• 2.1 Event Staging
EXTERNAL RELATIONS AND FINANCIAL TEAM
▪ 3 Organizers
▪ Duties: Manage these tasks:
• 1.10 Budget • 1.12 Pre-event staffing
• 1.11 Risk Management • 2.3 On the day staffing
 PART 2:
ON THE DAY
1. Event Staging
Main stage decoration
Equipment’s
Services
Electricity Dressing rooms or preparation rooms
Parking Toilet facilities
Notification about the traffic Emergency area (if any)

2. Agenda Commented [HTMHL1]: Phần này các em chỉ ghi timeline

chính quan tr5ng cho khách mời bik nha. K làm râu ria
- 14:00 – 17:00: 2 activities “Bóng mát” and “Tưởng”.
- 17:00 – 18:00: Prepare for music night.
- 18:00 – 21:15: Program ending.
3. Detailed timeline

Total Detailed
Number Position Quantity Mission Note
time time
Organizers and
7g00 - collaborators Attendance
8g00 present at Hoa Lu personnel
7g00 - Stadium
1
8g30 Meeting to divide
Divided into 2
8g00 - work for
groups:
8g30 organizers and
- Stage area
collaborators
 - Planting area and
glass experience
Preparation, rehearsal before the program
- Check the stage,
sound system,
light, image will be
Review of the
projected.
performance in
- Review of
the music night
performances and
8g30 - order of
12g00 performances
- Check the
Check out the
number of tools in
planting area and
the planting area
experience the
and the number of
8g30 - glass
2 glasses.
14g00
- Eat, drink, rest
12g00 - - Gather and take
13g00 attendance of
volunteers
Meeting to re- Location in 2
13g00 - share the location areas:
13g40 before the start - Plant a tree
time - Glass experience
Organizers,
13g40 - Collaborators,
14g00 Volunteers in
assigned positions
Planting + Glass Experience
Start opening 2 - Opening hours
activities 14:00
Coordinate the
14g00 - entrance to 2
14g00 16g45 areas
3 - Coordinate
18g00 participants in 2
activities
Close the Remind you to
16g45 -
operation of 2 participate about
17g00
areas the time to close 2
 activities (remind
before 15 minutes)
Focus on resting,
17g00 - checking the
17g40 position at the
music night
About the
17g40 -
assigned position
18g00
in the music night
Music night
18g00 - The dance group Move up and down
18g10 opens stage + jump
- Introduction to
the music night

- Introduce
18g10 -
MC introduces sponsors
18g35
- Special guests
present at the
music night
18g35 - Trong Hieu sings
18g45 + dances
18g00 MC + Respectful
18h45 -
4 - audience
18h55
21g00 exchange
18h55 -
Dance group
19h05
Introducing the
19g05 - MC introduces + contest + journey +
19h40 awards First, second, third
announcement
MC introduces + - MC introduces
19g40 -
Demonstration of the meaning of
20g10
recycling design each outfit
Trong Hieu sings
20g10 - + Chau Bui and
20g30 the contestants
perform
 MC + Chau Bui
20h30 - exchange +
20g45 representative of
the winning group
20g45 - Truc Nhan sing
20g55 the first song
MC + Truc Nhan
20g55 -
exchange
21g05
audiences
Truc Nhan sings
21g05 - the last song +
Post: Thật bất ngờ
21g15 End of the
program

4. On the day staffing

Number
Time Work content Note
of people
Staff in the attendance
7AM-8AM All the staff present at the stadium 70 people
committee

Split into 2 groups:

8AM- Meeting and assigning work to all -Stage area.
70 people
8:30AM staff -Planting area and the
virtual reality glasses.

TEAM DESIGNER

-Check the stage, sound

system, light, and image to
6 people
-Recheck the stage design be projected.
8:30AM- -Check out the planting area and -Review of performances
12AM experience the virtual reality and order of performances
glasses -Check the number of tools
in the planting area and the
number of glasses.
12AM-1PM Break time

In 2 areas:
1PM- Popularize the working position for
- Planting trees
1:40PM staff
-Glass experience

All staff including volunteers,

1:40 PM- collaborators and organizers have
2PM been assigned to the assigned
positions

-Volunteer coordinator to start

opening / operating
2PM-
-Coordinate the entrance to 2 areas Open at: 2PM
4:45PM
-Coordinating participants 2
activities

4:45PM- Closed 2 activities. Remind participants about

5PM (Reminder 15 minutes in advance) closing time for 2 activities

5PM- Focus on resting, check the position

5:40PM at the concert

Check the sound and light

About the assigned position in the equipment, ensure stage
5PM-6PM
music night safety, costumes, avoid
unexpected incidents.
6PM- behind the scenes technical support
9:15PM for the program

All volunteers, fans and staff

9:15PM- collect and clean the stage and the
10PM entire stadium area, ensuring the
stadium is clean
 TEAM CONTENT

8:30AM- Monitor the process on social

12AM media

12AM-1PM Break time

Coordinating volunteers to
1PM- Popularize the working position for
post about the event on
1:40PM staff
social media

All staff including volunteers,

1:40PM- collaborators and organizers have
2PM been assigned to the assigned
positions

2PM-
Check the time frame of events 2 events: event 1 & 2
4:45PM
7 people
Remind participants about
4:45PM- closing time for 2 activities
Closed 2 activities
5PM (reminder 15 minutes in
advance)

5-PM- Focus on resting, check the position

5:40PM at the concert

5:40PM- About the assigned position in the

6PM music night

outside the stage to support

6PM- observation and security for the
9:15PM audience to avoid unfortunate
situations
 All volunteers, fans and staff
9:15PM- collect and clean the stage and the
10PM entire stadium area, ensuring the
stadium is clean

TEAM COMMUNICATOR & MARKETING

8:30AM- Review event briefs and

Recheck the event briefs
12AM operate properly

12AM-1PM Break time

1PM- About the staff and all the

Checklist performances
1:40PM risks might happen

All staff including volunteers,

1:40PM- collaborators and organizers have
2PM been assigned to the assigned
positions 9 people

2PM- -Planting trees event

Operate 2 actual events of the event
4:45PM -Virtual glasses

Remind participants about

4:45PM- closing time for 2 activities
Closed 2 activities
5PM (reminder 15 minutes in
advance)

5PM- Focus on resting, check the position

5:40PM at the concert
 5:40PM- About the assigned position in the
6PM music night

6PM- Behind the scenes supporting the

9:15PM care and security of the guests

All volunteers, fans and staff

9:15PM- collect and clean the stage and the
10PM entire stadium area, ensuring the
stadium is clean

TEAM FINACIAL & EXTERNAL RELATION & TEAM LOGISTICS

About the stage equipment

8:30AM- Check the quality and quantity of
(speakers, lights, stage,)
12AM all equipment
and the roof

12AM-1PM Break time

In the events 1,2 and stage

1PM- Advocacy and coordination of
areas, the audience stands
1:40PM security in many areas
and important guests

48 people
1:40PM- Check the spectator area into the
At 2 gates
2PM stadium

Observe to stay on top of

2PM- Always observe all spectators and
the situation and possible
4:45PM guests at the event
risks

4:45PM- Remind participants about

Closed 2 activities
5PM closing time for 2 activities
 (reminder 15 minutes in
advance)

5PM- Focus on resting, check the position

5:40PM at the concert

5:40PM- About the assigned position in the

6PM music night

Collaborate with the copywriter

6PM- team to observe and ensure the
9:15PM security of fake guests throughout
the event

All volunteers, fans and staff

9:15PM- collect and clean the stage and the
10PM entire stadium area, ensuring the
stadium is clean
 PART 3:
AFTER THE EVENT
1. Event Evaluation
Objective:
 The aim of the event organizer is to improve the feasibility and to reduce risk.
 Creating a good reputation and good impression for WWF and HUFLIT to the
public
 There is going to be an upcoming event.
 Building long-term relationships with WWF, other Universities and Sponsors for
the upcoming event.
Planning
 The feasibility of the plan (is the whole process of program implementation as
planned or not?)
 The level of attractiveness of the content (Do activities and games in the mini
festival attract target audiences to participate?)
 Design of the event (Is the color, theme suitable for the event?)
Papers
 The application for a license of the local authorities or relevant agencies (Did the
organizers face any difficulties with the procedure? application denied? is it smooth,
is it on time?)
Media advertisement
 Did we have enough advertising/PR for the event? What could have made this better?
 Do social media posts get a lot of likes, shares, hashtags, or target audience's
responses?
 Send mail to customers (open rate, click rate in the mail link, email forward rate for
others)
Set up, decorate.
 Is the general space of the Event eye-friendly?
 Is the red carpet for visitors in the proper place?
 Stage installation and decorating (aesthetic level, ease of observation, how to
decorate, how to backdrop?)
 How should the celebration be prepared and decorated? Does it make sense in terms
of the concept?
 Arrange and arrange the ticket booth in such a way that target audiences would be
enticed to purchase tickets.
 Additional utilities: Parking and restrooms (Is the parking space convenient, is the
restroom not clean?)
Technology
 Is the sound good, is it clear, is it echoing, is the microphone malfunctioning, is the
light too bright?)
 Is the slideshow device set up good enough, has it been cut off in the middle, or is
it obscured from view?)
 Are the light sources good?
Logistics
 The production and printing of P.O.S.M items (Is the standard color, quantity, and
quality satisfactory reach the goal?)
 Whether gifts or flowers are suitable for special guests, VIPs, stakeholders, partners,
how much is missing?
 Are the vehicles convenient for guests to move?
 Is the time to prepare invitations to confirm participation soon for guests, VIPs,
stakeholders, partners?
Personnel
 Is the MC hosting the performance fluently, behaving adaptably, and engaging the
audience in festival activities?
 Do VIPs and performers show up on time? Are their performances enthralling and
enthusiastic?)
 Guests, representatives of sponsors, and local brands: Is anyone late, and what
happened throughout the event?
Organization of implementation
 Is the guest reception thoughtful? Is the procedure for greeting guests in the lobby
reasonable? Do you make your consumers wait a long time? Is there any traffic
when checking in?
 Is the ticket sale going well? Is there an issue with having too many tickets?
 Is it too cluttered to direct spectators to their seats?
 Is there a plan in place to motivate target audiences and heat up such a program?
Coordinating events, solving risks
 Is the quality of ideas, the tightness in implementation coordination, the allocation
and coordination of collaborators appropriate or not, and are there any problems?
 What about the rehearsal period?
 Throughout the program (from the event start time to the event conclusion time, the
opening time, the content introduction time, the entertainment time, if the program
is smooth or not, yes or no) Is there a problem, or are there a lot of downtimes?)
 If a problem or danger occurs as a result of the plan, do the organizers have a viable
solution? (For example, insufficient parking, intruders, speaker issues, microphones)
General evaluation after the Event
 Is the message's or concept's level of transmission consistent through the Event
(through message, tagline, layout, activities, etc.)? Is it truly enticing target
audiences to join?
 What were the target audiences' reactions to the event? Are they pleased with the
event-planning process?
 What was the reaction of the target audiences after participating in the festival? Are
they genuinely curious?
 Has the target number of tickets been reached?

2. Event Feedback
Press/ Channel Detailed information
~100.000 likes
About 500.000 views per videos
Facebook Maintain about 500 interactions for each post

• Positive feedback: > 495 comments

Negative feedback: < 10 comments
~700.000 likes
~700 comments
Tik tok About 1.000.000 views per videos
• Positive feedback: > 500 comments
• Negative feedback: < 20 comments

Tuoi tre News/ Thanh nien News/ • 60.000 viewers

Zing News/ VnExpress • 2 articles on the reputable newspaper

Hoa Hoc Tro News/ Muc Tim • 30.000 viewers

News • An article on the reputable newspaper

Yeah1/ Yan News/ 24h News/ Soha • 30.000 viewers

News • An article on the reputable newspaper

• A breaking news on HTV/VTV channel

HTV/VTV
• Reached 30.000 viewers
3. Thank you, letter:
 GROUP EVALUATION FORM
No. Full name Role Rating Signature
1 Phan Ngoc Thien Kim Leader 100%
2 Truong Thi Ngoc Lieu Account 84%
3 Nguyen Thao Vy Copywriter 95%
4 Bui Kim Tu Copywriter 90%
5 Nguyen Tran Kim Ngan Copywriter 88%
6 Le Anh Thu Planner 93%
7 Nguyen Thi Ngoc Nhi Planner 89%
8 Mai Khanh Ngan Designer 84%
9 Nguyen Thi Hong Nhung Designer 94%

LECTURER’S COMMENTS

DISCLAIMER
We hereby confirm that the proposal was created and completed by our ideas. We also take
all responsibility if our proposal overlaps with any previous proposal due diligence checks to
carry out fraud prevention checks. This is an imaginary proposal for the subject of
Management of Event Operations, thus everything particularly mentioned within the plan
isn't real and is not the official event nor legality related to the actual operation of the
enterprises or organizations.