CHAPTER 1

INTRODUCTION

1.1. Executive Summary

This document describes of the entirety of the management corporate event that focuses on a
board meeting. Hence, this type of event is typically more formal and structured compared to
other types of events, that still require careful planning, coordination, and execution.
Nevertheless, board meetings are categorized as corporate events that involve a board member
coming together to discuss and make decisions on important matters related to the organization.
We, in our event management team, will also ensure that the meeting is well-organized, efficient,
and productive. Our management team's task includes settling objectives: with this, we need to
define the specific goals and outcomes that the meeting aims to achieve; creating an agenda: in a
brief explanation, we try to understand the meeting purpose which we collaborate with the
chairperson and executive team to determine the topics that need to be discussed; selecting a
suitable venue: we choose the venue that is convenient and easily accessible for all members,
several attendees, technical equipment needed and catering options; budget constraint: which we
need to consider the only total amount can afford within a current budget; managing logistics:
specifically, we start by creating a detailed timeline and checklist outlining all requirement for
the board meeting example of this is the transportation and venues; coordinating with
stakeholders, facilitating discussions, documenting decisions, and following up on the action. We
have to consider these things to enhance the overall effectiveness and impact of the important
gatherings.
Overall, we make sure that the board meeting is well-coordinated, allowing board members to
focus on strategic discussions, decision-making, and governance matters distractions. By
providing a well-organized and efficient meeting environment, we facilitate productive and
successful board meetings. For example, when organizing a conference, we work closely with
staff to ensure transportation to and from the venue is seamless and on time. We also coordinate
with venue staff to ensure that all necessary equipment and amenities are in place for a successful
event.

1.2. Overview of the Event Proposal

When it comes to planning a successful event, the board meeting is a critical step. Therefore, we
must choose a location that suits the organization's preferences. Many organizations hold board
meetings at their main office, while others reserve specific boardrooms designed for such
meetings.
Our ultimate goal is to secure approval from the board members for our proposed event. To
achieve this, we will provide a comprehensive overview that will help the board members
understand the potential impact of the event. We will also consider feedback from the board
members, which can provide valuable suggestions to improve our event proposal.

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In addition, we understand that budgeting is a crucial aspect of event planning. Therefore, we
will provide a high-level budget estimate that allocates funds to different aspects such as venue,
catering, entertainment, and logistics. This is vital as it helps us project expenses for the event
and ensure that necessary resources are available to perform a successful event and achieve the
organization's goals. Even when faced with shortages or unexpected expenses during the event
planning process, we can rest easy knowing that we have budgeted accordingly. By securing the
necessary resources and obtaining approval from the board, we as event planners can guarantee a
successful event that will achieve the organization's goals

1.3. Purpose and Importance of the event plan proposal

In the events industry, managing a board meeting is no small feat. As the facilitators, we
understand the importance of a comprehensive guide that outlines the goals, timeline, logistics,
and expectations surrounding the meeting. This not only ensures a seamless execution but also
guarantees the success of the meeting.
Our role doesn't end there. We are committed to facilitating communication among team
members, clarifying roles and responsibilities, and providing a clear framework for decision-
making processes. With our expertise, we can outline the agenda, discuss key points, and ensure
that all participants are well-prepared and informed.
In essence, we are here to make the board meeting a well-organized and purposeful gathering that
not only meets objectives but also maximizes the outcomes and impact on the organization as a
whole. With our guidance, the meeting can be a valuable tool for driving growth and success

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 CHAPTER 2

EVENT OVERVIEW

2.1. Background Information

The board meeting is a formal gathering of key decision-makers within an organization, typically
consisting of top executives, directors, and sometimes external advisors. It is a crucial forum for
discussing important issues, making strategic decisions, and setting goals and objectives for the
organization. Board meetings are typically held at regular intervals, such as monthly or quarterly,
and provide an opportunity for board members to review financial reports, receive updates on
key projects and initiatives, and provide guidance and direction to the organization's leadership
team.

2.2. Objectives and goals of the Event

The objectives of the events are:

1. To inform the board members on strategic initiatives, operational measures, and financial
performance.
2. To work together to encourage the sharing of viewpoints and ideas.

3. To give the organization's leadership and individual board members a chance to assess the
organization's performance to pinpoint areas in need of development and recognize
accomplishments.
The goal of the gathering is to give board members a forum to have deep conversations, examine
pertinent data, and come to conclusions that will propel the company forward. The purpose of the
event is to guarantee that board members have access to the resources and information they need
to participate in the strategic planning process by creating a collaborative and open dialogue
atmosphere. Aligning the board's vision with the organization's aims and objectives will make it
possible to create profitable and sustainable growth strategies.
The ultimate objective is to provide board members the authority to decide wisely and in a way
that will benefit the organization's future.

2.3. Mission and Vision of the Event

Mission:

To plan a productive and provision board meeting that promotes teamwork offers strategic
guidance, and guarantees sound decision-making for the organization's overall success.
Vision:

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 To establish a stimulating and effective environment where board members can convene to
exchange thoughts, tackle obstacles, and chart the future for the organization's expansion and
success. Our ultimate goal is to accomplish our corporate goals and objectives by fostering an
atmosphere of openness, responsibility, and creativity.

2.3. Theme and Concept

Concept: The theme emphasizes a polished and refined atmosphere, with a focus on clear
communication, strategic planning, and professional development. The event could be held in a
boardroom, and it could be a formal feature set-up decor, high-quality catering, and expertly
curated activities.
Decor: the decor does not have to be boring and outdated so, we came up with this idea to be
simple design and technology improvements, efficient, enjoyable, and productive. something
classic color scheme, such as black, white, and gold,
Catering: We aim to provide a balance of healthy and tasty options to ensure the participants are
satisfied and able to focus on the meeting agenda

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 CHAPTER 3

TARGET AUDIENCE

3.1. Identifying the Audience

As a team of event managers, we organize events simply and securely, prioritizing audience
comfort and effective communication based on the specific event and the nature of the meeting.
Board meetings include board members, executives, shareholders, or employees, depending on
the topics and the organization. We also consider attendees' details and ensure a successful
meeting.

3.2. Demographics

It is important to know the audience that will be attending an event. We need to have accurate
information about their age, gender, ethnicity, location of their residence, location of their
workplace, and the name of their company to ensure the safety of the board meeting.
Understanding the demographics of the audience can have numerous benefits, and it can help
shape the planning and execution of the event to meet the needs and expectations of everyone
involved. This information is only necessary for those who are attending the board meeting, and
it will contribute to the overall success of the event.

3.3. Audience Analysis

To ensure that our audience is satisfied with the event, we need to find a better place creatively.
During the board meeting, it's important that all board members feel heard and that their
concerns are addressed. To do this, we need to gather information about our audience so that we
can understand their needs, expectations, and likely opinions. In this document, we need to be
creative with the event setup, including the chair, table, and everything else, to ensure that the
board members are comfortable when reporting and speaking to the audience. By doing so, we
can increase the chance of a successful event.

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 CHAPTER 4
EVENT PLANNING

4.1. Event Scope

• Selecting a suitable venue that aligns with the professionalism and privacy needed for
board.
• Arranging transportation and accommodation for board members travelling from out of
town.
• Setting up the meeting room including seating arrangements and presentation equipment.
• Coordinating with venue staff for room set-up and catering services.
• Implementing access control to ensures only authorized personnel can enter the meeting
area.
• Maintaining confidentiality and privacy of board discussions and sensitive information

4.2. Event duration and date

Event Duration Date
Board meeting can be vary
depending on the agenda and
topics to be discussed. They
Board Meeting typically range from a few hours (February 24-25, 2024)

or whole day
(3 to 4 hours)

4.3. Destination and Venue Selection

Destination Venue

Philippines General Luna of Happiness Beach Resort

Siargao

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4.4. Event Agenda and Schedule of Activities

Day 1:
Morning Session (10:00 AM - 12:00 PM)

1. Welcome and Introductions

2. Review and Approval of the Previous Meeting Minutes
3. Financial update and Presentation of the quarter results

Lunch break (12:00 PM – 1:00 PM)

Afternoon Session (1:00 PM – 4:00 PM)

1. Committee Reports
2. Discussion on Market Trends
3. Review of Risk Management
4. Vote on decisions

Day 2:

Morning Session (10:00 AM - 12:00 PM)

1. Recap on a previous day discussion

2. Presentation of strategic plan
3. Board governance and succession planning

Lunch break (12:00 PM – 1:00 PM) Afternoon

Session (1:00 PM – 4:00 PM)
1. Approval of budget and capital
2. Presentation of a new business opportunities
3. Conclusion and action assignment
4. Closing remarks and adjournment

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 CHAPTER 5

MARKETING AND PROMOTION

5.1. Multi-channel for Marketing Strategy

A multi-channel marketing strategy to promote an event management board meeting could

involve using email marketing to send personalized invitations to board members. The strategy
could also include providing updates, agenda details, and logistical information through email.
Additionally, creating a web-page on the event's website with information about the board
meeting, including registration forms, agenda details, and venue information, would be useful.
Another option is direct mail, such as sending physical invitations or postcards to board members.

5.2. Sponsorship and Partnership Opportunities

Board meetings require costly technology and services, but partnerships with tech companies can
provide valuable solutions. Venue sponsorship and catering partnerships with local restaurants
can create memorable experiences. Companies that manufacture or sell office supplies could
sponsor items such as notepads, pens, folders, and other meeting essentials. Additionally, if board
members are traveling to the meeting, partnerships with airlines or hotels could be beneficial in
terms of travel and accommodation arrangements. Partnerships with professional service firms
can showcase expertise and create longer-term relationships. For successful partnerships, there
must be a meaningful exchange of value and alignment with the company's values and meeting
purpose.

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 CHAPTER 6

LOGISTICS

6.1. Transportation Arrangement

For the convenience of the attendees, we are arranging a private bus that will transport them to
the meeting location. We will work closely with the transportation service provider to ensure
timely pickups and deliveries. Attendees will receive advance notice of the transportation. We
will also consider the individual transportation needs of participants, such as those who require
special accommodations or wheelchair access. Following the meeting, we will arrange
transportation to return guests to their original pick-up locations.
By organizing transportation for the board meeting, we can ensure that everyone arrives on time
and free up our minds to focus on important planning and discussions rather than worrying about
travel details.

6.2. Equipment and requirements

In order to ensure a successful and smooth board meeting, it is important to have specific
equipment and supplies available. For instance, power outlets may be necessary to power a
variety of gadgets. A small toolbox can be useful for quickly fixing or modifying furniture or
other items in the conference room. Bluetooth speakers can be used to provide audio for
presentations. A dolly or cart can help move supplies and equipment to the conference space.
It is wise to always keep an extra set of clothes on hand in case of spills or accidents. Notepads,
pens, and an itinerary of activities are just a few of the items and equipment that we, as an event
planner may need. To stay organized and communicate with clients, a laptop and a sturdy cell
phone with a good camera are essential. Having a reliable Wi-Fi connection is crucial for using
event planning tools and communicating updates and ideas to the team.

6.3. Accommodation Options

When selecting accommodation options for our clients' board meetings, we prioritize their needs.
There are several options available to us, such as negotiating a room block with a hotel,
considering alternative venues like conference centers, colleges, or holiday cottages, utilizing
online booking tools to manage the reservation process, and working with a travel agent for
larger or unfamiliar meetings. Additionally, it is important to consider the attendees' needs, such
as proximity to the meeting place and accessibility for individuals with disabilities, when
choosing accommodations. By utilizing these strategies, we can ensure a successful and
comfortable board meeting experience for all.

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6.4. Meals and Catering services

For breakfast, we are planning to serve a fresh fruit salad comprising a variety of berries, melons,
and tropical fruits. We could also set up a DIY fruit salad station to allow guests to customize
their bowls. To complement this, we will offer a selection of whole-grain bagels, served with
peanut butter, honey, and various other toppings. A coffee and tea bar with assorted snacks would
also be a great addition.
For lunch, we will grill chicken fillets and serve them with healthy side dishes such as steamed
broccoli, carrots, asparagus, and baked potato salad. We could also offer a freshly squeezed juice
bar to keep guests hydrated and provide beneficial nutrients from fresh fruits and vegetables.
For afternoon snacks, we will offer low-fat pretzels with cheese or yogurt dipping sauce, along
with a selection of fresh vegetables. This will be a healthy and satisfying choice.
For dinner, we suggest serving Filipino cuisine as a unique and flavorful option. We could serve a
variety of dishes, such as adobo, lumpia Shanghai, and pickled ginger and eggplant.
Finally, for dessert, we will serve mini muffins in a variety of flavors, such as blueberry,
chocolate chip, and lemon poppyseed. It would be a delightful way to end the day.
Of course, we can adjust these suggestions based on any dietary restrictions or preferences our
guests may have.

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 CHAPTER 7

BUDGET AND ALLOCATION

7.1 Allocation and Breakdown

Allocation and Budget Breakdown Amount

Venue ( Happiness Beach Resort Siargao) 50,000
AV Equipment (projector,screen,sound system) 10,000
Catering(food and beverage) 40,000
Staff and Labor 20,000
Marketing and Promotion:
Invitations and materials (digital options 500
Miscellaneous:
Transportation 5,000
Printing 1,000
Contingency 5,000
Total Budget breakdown: 131,500

7.2. Income Projection and Funding Sources

Total Budget: 160,000

Income Projection: Projected Revenue:
Management Fee ₱28,500
Catering ₱10,000
Technology rental ₱2,000
Marketing Materials ₱500
Sponsorship ₱5,000
Total Income Projections: ₱46,000
As for funding source we can get that through the Client Payment. This is the our primary
source of funding.

7.3. Cost Control Measures

 We have to negotiate for a discounts of Venue, Logistics, and catering services.

 Minimizing the equipment rental that only essential for an event

 As for transportation that utilizing in public transportation like van.

 Minimizing staff

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 CHAPTER 8

ORGANIZING COMMITTEE

8.1. Committee Structure

Core Committee

Glicy ann C. Gocela

Program Committee Finance Committee
Lead Organizer

Danila Jean R. Gocela Sheena C. Ren

Program Coordinator Finance Manager

8.2 Roles and Responsibilities

Roles Responsibilities

Lead Organizer Approve the event concept and objectives

and establish the overall budget.

Program Coordinator Responsible in creating and finalizing the

meeting agenda, including timings and
topics.

Financial Manager Manage the budget and track expenses.

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8.3. Organizational Chart

Glicy ann C. Gocela

Lead Organizer

Danila Jean R. Gocela Sheena C. Ren

Program Coordinator Finance Manager

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 CHAPTER 9

RISK MANAGEMENT

9.1. Identifying and Mitigating Risks

We and our management team has risk identification for possible risks including the venue-
related risks like; technical issues: power outages, internet connectivity problems, faulty
equipment. The capacity of insufficient space for attendees, potential overcrowded. The
health and safety: food allergies, medical emergencies, accidents and also the disruptive
behavior during an event and other possible risk. Hence, we have conducted risk mitigation
strategies for potential risk like choosing a venue with enough space, secure overflowing
areas. We have backup equipment, test technology thoroughly. Moreover, for security we
have to ensure to hire security personnel and providing a clear signage. Nonetheless, we
provide first-aid kits, and plan for medical emergencies. We also conducted a contingency
planning which is develop backup plans for potential disruptions. The ongoing monitoring
that we need to monitor the event progress and identify any emerging risks, and as much as
possible we have to make an adjustment as needed to ensure a successful event.

9.2. Risk Assessment and Management Strategies

Once we identified risks, they need to be assessed based on the impact or what are the
potential consequences if it is high, medium, low.

 A high that is very likely to occur, the risk could have a significant negative impact on the
meeting.

 A medium the risk could have a moderate negative impact.

 The low the risk would have a minimal negative impact

The event management strategy involves identifying and addressing various risks and
uncertainties, such as accessibility; ensuring compliance with accessibility regulations, provide
assistive devices. For attendees; we need to send reminder and confirm attendance. The time
management is also important, which is we need to stick to a strict agenda, use timers, providing
clear time limits for presentations.

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9.3. Health and Safety Protocols

In health and safety protocols we clearly need to communicate to attendees before the meeting
occur. This could be done through email, meeting invitations, or signage at the venue.
Emergency contacts: like providing contact information for emergency service and onsite
personnel. Ensuring through cleaning and disinfection of the meeting space, including high touch
surfaces of the doors handles, tables, restroom, before and after the event. Hand sanitizer,
providing enough hand sanitation throughout the event. Moreover, in terms of food and beverage,
we are going to work with catering services to ensure food safety like proper handling, storage,
and serving. In dietary preference for attendees, we have to gather information on any dietary
restrictions or allergies to provide safe and suitable options.

9.4. Emergency Procedures and Contingency plan

 We need an emergency plan including preparation like contact lists and evacuations
procedures Designate emergency exits.
 Ensuring a well-stocked first aid kit is readily available.
 Creating a backup plan for potential disruptions
 And also we need to share the contingency plan with relevant stakeholder

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 CHAPTER 10

EVALUATION AND FEEDBACK

10.1. Criteria for Evaluating Event Success

 Attendance and Participation: The board meeting was scheduled for 10 AM. Board members
actively participated in discussions, with each member contributing insights and opinions on
agenda items.
 Agenda Completion: The board efficiently managed time, ensuring that each agenda item
received adequate attention and discussion.
 Decision-Making: Key decisions included approving the annual budget, appointing a new
board member, and endorsing a marketing campaign. Decisions were made through
consensus-building and voting processes.
 Communication and Transparency: Board members communicated effectively, sharing
relevant data, insights, and perspectives to facilitate informed decision-making and
collaborative problem-solving.
 Conflict Resolution: A disagreement arose regarding budget allocations for a specific
program. The board engaged in a constructive debate, considering various viewpoints and
reaching a compromise.
 Feedback and Evaluation:Board members were given feedback forms at the end of the
meeting to provide input on meeting structure, content, and facilitation.

10. 2 Post Evaluation Plan

Board Meeting Event:

- Date: May 20, 2024

- Time:10:00 AM - 4:00 PM

- Location: General Luna in of Happiness Beach Resort Siargao

- Attendees: 15 board members attendees present

Post-Event Evaluation Plan:

Before the event, we define clear and measurable objectives that align the organization goals.
These objectives will serve as the foundation for our evaluation. Moreover, we Plan and
implement feedback mechanisms during and after the event. This can include surveys, polls, or
focus groups. We make sure to ask specific and relevant questions that will provide valuable
insights.

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10.3. Methods for Collecting Participant Feedback

The methods we used to collect the attendees feedback we used surveys, polls or focus groups.
we make sure that all questions are are relevant and specific so that it cam give us insight for our
next event.

Gathering feedback from participants satisfaction with the meeting content, format, and overall
experience, enabling us to address any concerns and enhance participant engagement. And it also
helps to identify the strengths that can be leveraged and weaknesses that need to be addressed in
future board meetings

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 CHAPTER 11

CONCLUSION

11.1. Summary

In this type of event we are made regarding the allocation of the budget, with a focus on ensuring
that all aspects of the event are of high quality and aligned with the event's objectives.Hence, we
are confident that through our teamwork, the event plan would result successful outcome

11.2. Call to Action

We are taking swift action and following through on these important steps, we will set ourselves
up for success in delivering an exceptional event. We remain committed, stay proactive, and
collaborate, ensuring the event is memorable for everyone who attends.

Email: [email protected]

Number: 09070900980

11.3. Contact Information

For any inquiries,we maintain open lines of communication, and remain accessible. We will
deliver a successful throughout the event that meets expectations.

Email: [email protected]

Number: 09070900980

11.4. Gratitude

We want to extend our sincere gratitude to our team for decision-making process, and even lead
more innovative solution. And this structured approach not only foster effective communication
but also it can enhance the overall success of an event.

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 CHAPTER 12

APPENDICES

12.1. Additional Information & Document

 Proposed Resolutions:Cover a range of issues, such as approving budgets, appointing

executives, authorizing transactions, or setting strategic goals. Proposed resolutions are
presented during the meeting for discussion, debate, and voting by the board members.

 Reports from Committees: Boards often have committees that focus on specific areas such
as audit, governance, or compensation. Committee reports provide detailed updates on the
committee's activities, findings, and recommendations.

 Strategic Plans and Goals: Sharing strategic plans and goals with the board helps align
board members with the organization's long-term vision and objectives. Strategic plans
outline the company's direction, priorities, and initiatives, while goals provide measurable
targets for performance and progress tracking.

 Legal and Compliance Documents: Legal and compliance documents are essential for board
meetings to ensure that the organization operates within legal boundaries and complies with
regulations. These documents may include legal updates, contracts, regulatory changes, and
policy updates that require board review and approval.

 Confidential Information: Confidential information, such as sensitive financial data,

strategic plans, or proprietary information, is handled with strict confidentiality during board
meetings. Access to confidential documents is restricted to authorized board members to
maintain privacy, security, and integrity within the boardroom.

12.2. Floor Plans

Boardroom Layout: Conference Table: The conference table is a central element of the
boardroom layout. And has a large enough to accommodate all board members comfortably that
allow of easy interaction and communication.

Seating Arrangement: Chairs are arranged around the conference table, with the board
chairperson typically seated at the head of the table. The seating arrangement has promote
engagement and visibility among board members.

Projection Screen: A projection screen or monitor is positioned strategically in the room for
presentations, and slideshows,. The screen are visible to all board members to enhance
engagement and understanding.

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Technology Hub: A designated corner of the room serves as the technology hub, housing
equipment such as laptops, projectors, and audiovisual controls to support presentations and
communication seamlessly.

For seating Arrangement: Round Table Setup, for smaller board meetings, a round table setup
can be used to encourage equal participation and collaboration among board members in a more
intimate setting.

12.3. Vendor Contracts

This section identifies the vendor that is the catering services, resort accommodation and the
event organizer.

In the context of a board meeting event, we include the items like tables, chairs, decorations,
also the technology operations and the catering, in here we serve a type of Filipino dish with a
specific menu for attendees who might have a food orientation like allergies, we made this type
of order for the safety of the attendees.

Price and Payment: This section states the total cost and the payment terms.

12.4. Sponsorship Packages

Silver Sponsorship Package - ₱5,000

Benefits Include:

 Recognition: As a Silver Sponsor, your company will be acknowledged in all event

communications, including pre-event promotions and announcements.

 Complimentary Ticket: You will receive one complimentary ticket to attend the board
meeting event, allowing you to network with key industry professionals.

 This Silver Sponsorship package offers a great opportunity for your company to gain
visibility and recognition at the board meeting event. If you have any specific requirements
or would like to discuss further details, please do not hesitate to contact the event organizers.

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