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Practical Guidelines in Organizing and Managing Workshops, Conferences and Events

Practical Guidelines in Organizing and Managing Workshops, Conferences and Events

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Published by Carl

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Published by: Carl on Jul 05, 2010
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03/26/2013

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Practical Guidelines in Organizing & Managing Workshops/Conferences
Practical Guidelines in OrganizingWorkshops/Conferences/Events
 
Practical Guidelines in Organizing Workshops/Conferences/Events
i
Contents
Page
I. Organizing Workshops/Conferences 1
A. Pre-Workshop/Conference 11) Validate the Need for and Feasibility to Hold the Workshop/Conference 12) Design the Workshop/Conference 13) Choose the Training Team and Resource Persons 24) Select the Participants 35) Determine the Date 36) Choose the Venue 47) Prepare the Budget 58) Announce the Workshop/Conference and Inform the Participants 59) Determine Required Supplies and Equipment 610) Prepare Workshop/Conference Kits and Materials 811) Finalize Arrangements 912) Conduct Pre-Workshop/Conference Review 913) Prepare Opening/Closing Ceremonies 1014) Set up the Main Workshop/Conference Venue 1015) Set up Support Facilities 1216) Arrange for Arrival of Participants 12B. During the Workshop/Conference 131) Overall Coordination 132) Registration 133) Workshop/Conference Facilitation 134) Documentation 155) Finance 156) Daily Clean-Up and Equipment Check 16C. Post-Workshop/Conference 171) Closing Down 172) Documentation 173) Analysis of Evaluation 174) Finances and Liquidation of Expenses 175) Others 17
II. Practical Tips in Organizing Events 18
 
Practical Guidelines in Organizing Workshops/Conferences/Events
ii
 Contents, cont.
Page
Annexes
Annex A Templates 20A1. Work Plan/Timeline 21A2. Invitation Template 23A3. Program Design Template (for conference kit) 25A4. Matrix of Participant’s Details 33A5. Finance Worksheets 35A6. Registration Sheet 37A7. Sample Nametag 38A8. Certificate of Appearance Participant 39Certificate of Appearance Resource Person 40A9. Certificate of Participation 41Annex B Sample Correspondences 42B1. Sample correspondence to venue coordinator/contact person 43B2. Sample correspondence to confirmed participants 45Annex C Forms 47C1. Confirmation Form 48C2. Canvass Form 49C3. Travel Advance Voucher 51C4. Service Contract Form 52C5. Transportation Reimbursement Form 53C6. Acknowledgement Receipt Form 54C7. Expense Claim Form 55C8. Activity Report Form 56C9. Evaluation Form 57Annex D Tips for the Training Team 60Annex E - Guide for Displaying the Philippine National Flag 64Annex F - Guide for Displaying Canada’s National Flag 72

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