Chapter 6

BASIC FACTS ABOUT
EVENTS
MEANING OF EVENT
According to the dictionary

• An event is anything that happens or a very important occurrence. Events can range from local, national, regional
and international.
Other definitions of event are:

• Local community event may be defined as an activity established to involved the local population in a shared
experience to their mutual benefits ( Wilkinson )
• A special event recognizes a unique moment in time with ceremony and ritual to satisfy specific needs. ( Goldblatt )
KINDS OF EVENTS
The following are the various kinds of events in leisure and tourism and other related fields:
1. artistic performances 15. boat trips 29. pageant
2. carnivals 16. historic tours 30. theatrical performances
3. festivals 17. museum displays 31. nature tours
4. training days 18. careers exhibition 32. motoring rallies
5. trade exhibitions 19. music festivals 33. royal tournaments
6. environmental days 20. marathons 34. street parties
7. war games 21. educational seminars
35. garden parties
8. civic galas 22. fetes
36. parades
9. celebrity appearances 23. sports competition tournaments, displays
10. agricultural shows 24. art displays 37. town shows
11. open days 25. firework displays
12. garden days 26. sponsored walks
13. band contests 27. dog shows
14. caravan rallies 28. round the world races
IMPORTANCE OF EVENTS
• If properly done, events can be the thrill of a lifetime.

• If poorly done, they can bring about a very unpleasant experience.
• All events and their customers are important. Thus, they need the best attention and treatment they deserve.
• Since each event is unique, the event organizer should identify its unique features before organizing an event.
SIMILARITIES AND DIFFERENCES BETWEEN
EVENTS
• Events have unique characteristics that makes one event different from another. They could vary depending on the
following factors:
1. Geographical factors
2. Size of population
3. Age of population
4. Number of voluntary organizations
5. Affluence of the community
6. Ability of organizers
7. Nature of the site
8. Facilities and equipment available
STEPS TO A SUCCESSFUL EVENT
1. Ask the initial event questions.

2. Clarify and establish the aims and objectives of the event.
3. Undertake a feasibility study and evaluate the results.
4. Establish planning and implementation methodologies and draw up a time schedule.
5. Obtain finance and other required approvals.
6. Launch the event into the public area.
7. Establish operating structures and recruit key personnel.
8. Carry out all necessary preplanning and establish appropriate control systems.
STEPS TO A SUCCESSFUL EVENT
9. Achieve pre-event preparation through a trained efficient workforce and a good communication system.
10. Publicise the event.
11. Complete a comprehensive double check on all arrangements.
12. Carry out the event according to the plan and contingency strategy.
PLANNING THE EVENT
• Planning is the process which identifies aims and objectives and establishes the methods of achieving them.
• Event organizers should remember that proper planning promotes perfect performance.
• Project planning should be undertaken in a structured and logical manner.
1. The first step in the event planning process is to identify and state the aims and objectives of organizing a particular event.
2. The second step is to undertake a feasibility study. The feasibility study should specify structures, persona requirements,
financial sources and an appropriate timetable.
3. The third step is to ensure that the event is set within the context of an organizational or corporate plan. It must fit in with the
aims and objectives of the organization.
PLANNING THE EVENT
4. The fourth step is the implementation. The implementation requires are marketing, budgeting, and resource
availability. The implementation plan consists of partnerships and logistics staffing.
5. The last step in the event planning process is a comprehensive evaluation to determine the potential of the event
to satisfy its aims and achieve its objectives
OBJECTIVES OF AN EVENT
• It is very important that objectives are set, agreed upon and understood by everyone involved.
• Everyone must commit himself to accomplish these targets.
• This will lead to clear focus, coordinated and effort and unity of purpose.
• Objectives should be specific, measurable, achievable, realistic and time around the evnt schedule. ( SMART )
CHARACTERISTICS OF THE BEST EVENTS
1. A clear vision and a definite purpose.

2. Clear objectives to which everyone is committed.
3. An appropriate, flexible organizational structure that is able to ahieve specific tasks but retaining an overall unity of
purpose.
4. Committed personnel willing to go one step beyond.
5. A leader of caliber, authority and personality
6. Precise, detailed planning carried out and documented within an appropriate timetable.
7. A coordinated team effort operating within budget limits, drawing on all available resources.
8. Efficient lines of communication
CHARACTERISTICS OF THE BEST EVENTS
9. A good public image.

10. Effective publicity and presentation and built-in contingency plans.
11. A total commitment to customer care.
12. Efficient on going control and monitoring systems.
13. An atmosphere of unity, focus, hard work, humor and enthusiasm
14. Good post-event evaluation
HOW TO BID FOR INTERNATIONAL EVENTS
• For international events, it is the host federation or national governing body that formality makes a bid to its international
federation to secure an event.
• Once the event is secured, and the contractual agreement with the international federation has been made, the host
federation will have to enter into a contract with its chosen host city.
• The host federation is the one that selects the appropriate venue.
FINANCING OF BIDS AND EVENTS
• The cost of bidding and organizing international events can often be a financial burden to the host city.
• Many governing bodies require the prospective host city to fund the bid process and shoulder the total cost of the event.
PROGRAM MONITORING AND EVALUATION
• It is vital to incorporate a mechanism for monitoring and evaluation.

• The feedback from this mechanism can show the effectiveness of the city marketing strategy.
• Success can usually be measured by the quantifiable and tangible benefits to the city.
IMPORTANCE OF HOSTING INTERNATIONAL
EVENTS
• The significance of hosting international events is the way events stimulate the local economy through multiplier
effects.
• These events can contribute significantly to a city’s overall economic regeneration plan.
• The expenditures in the city by participants, spectators, officials and visitors boost the local economy.
• Hotels, restaurants, clubs, shopping centers and local transporation all benefit from the event.
GROUP 2
Leonardo Cardosa
Ara Jane B. Chata
Maridhel C. De Jesus
Aaron P. Detiquiz
Richelle Ann C. Lorenzo
Airenee C. Malong

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BASIC FACTS ABOUT

According to the dictionary

Other definitions of event are:

• If properly done, events can be the thrill of a lifetime.

1. Ask the initial event questions.

1. A clear vision and a definite purpose.

9. A good public image.

• It is vital to incorporate a mechanism for monitoring and evaluation.

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