CNG TY C PHN O TO ASK

QUY TRNH
T CHC S KIN
M S: QT.ASK-01QT
NGY HIU LC: 01/09/2015

PH DUYT TI LIU
Ngi son tho

Ngi kim tra

Ngi ph duyt

Nguyn T.Thanh Ngn

L Th Quyn

Phm Ngc Anh

Trng B Phn

Ph Tng Gim c

Tng Gim c

QUY TRNH T CHC S KIN

Page 1

M s:

Cng ty c phn ASK

QUY TRNH T CHC S
KIN

Ngy ban hnh:

Phin bn:

1. Mc ch s dng quy trnh:

-

Kim sot vic thc hin theo ng cc bc, cc chun mc yu cu trong mi s kin, gip
cc s kin chuyn nghip v lun ng tiu chun ca o to gia tc.

Kim sot vic hon thnh cc deadline trc-trong-sau s kin.

Vn bn hng dn quy chun cho nhn vin s kin th vic v Lead s kin.
2. Phm vi p dng:
3. nh ngha/vit tt:
4. Ni dung quy trnh:
4.1.

Lu :

QUY TRNH T CHC S KIN

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Trch
nhim

Tin trnh

Din gi,
BG,
Ph trch
s kin

Ti
liu/biu
mu

Bt u

Cht lch o to +
Quy m

Lead s
kin

TRC KHA HC

Chun b
ti liu, o
c

Thu hi trng

B phn
Tm kim,
kho st
s kin,
k ton,
hnh xut
chnh
GP
h
duy
t
Lm hp
ng
Set up HT

1.Mu
k hoch
s kin

Lp k hoch t chc, phn

chia cng vic

Cht s
lng theo
quy m

Khng

Check tn
kho
Khng

Duy
t.
xut
t.n
g

Duy
t.
xut
m.h
Cng

P.KT Lm
phiu
chi
Mua
hng

P.HC:
t
hng
Nhn bn
giao

QUY TRNH T CHC S KIN

(1)

Tuyn Crew
Thng bo,
public
tuyn dng
Nhn ng
k
Khng
Hp hng
dn, phn
cng cng
vic
Gi d/sch
C
cho
NS,PG,TBP
SK

2.Mu
hp
ng
Nhn bn
giao danh
sch
Chia bn,
gi SMS
(ch p
dng vi
WU)
Lm th
tn

3.Mu
xut
tm ng,
mua
hng
4.Mu
danh
sch hc
vin
5.Bng
m t
cng
vic
6. Quy
chun s
lng
nhn s

Page 3

TRONG KHA HC

(2)

n tip ti cng
vo, hng dn
gi xe

7. Mu
timeline
chng
trnh

Pht ni quy

Check in

B phn
s kin

8.Cc
cu hi
thng
gp
trong
cht sale

Pht ti liu, qu
tng, th tn
(vng tay)
Hng dn hc
vin qua ca, n
nh ch ngi
T chc theo
timeline chng
trnh
Kt thc, dn dp

SAU KHA HC

3.1
Tng hp danh
sch tham d,
bng thu chi,
cht sale
Np doanh thu
cho th qu
Chuynd liu
cho KT,
CSKH(ch vi
WU)

3.2
Tng hp chi
ph t chc
Ly ha n,
chng t
Lm ngh
thanh ton
K ton thanh
ton

QUY TRNH T CHC S KIN

9.Mu
cht sale

(3)
3.3

Lp bng k
gi lm thm,
danh sch
crew h tr
P.TG k duyt

PNS lu gi
liu

3.4
Kim k tn
kho sau kha
hc
PHC k xc
nhn
PKT lu gi liu
Bo co s
kin, hp rt
k.nghim

3.5 10. Mu
bng k
thu chi
11. Mu
thanh
ton
12.Mu
bo co
s kin
13. Mu
tn kho
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4.2. Din gii lu :

Da vo lch o to c sn v k hoch o to ca cng ty, din gi, BG a ra lch d
kin t chc kha hc, km quy m t chc (d kin s lng).
Ph trch s kin cn i, phn cng ngi lead chu trch nhim t chc s kin ln lch
theo thng (vi lch c sn), tun (vi lch pht sinh)
Ngay khi nhn nhim v, ngi lead cn lp k hoch s kin, hp phn chia cng vic cho cc
giai on trc trong v sau s kin. Public lch ton cng ty.
a. GIAI ON TRC KHA HC:
a.1. Thu hi trng:
Bc 1: Tm kim, kho st:
Ai: Event ph trch thu hi trng.
Thi gian: Trc kha hc 3-4 tun.
Tiu ch la chn hi trng:
+ Phng: khng ct, kn, cch m, u tin phng khng c ca knh, khng c nh sng pha
ngoi lt vo, c ca ra vo pha cui hi trng, sn khu ty quy m c chiu cao t 3080cm (30cm vi quy m di 100-200 ngi, 40-50cm vi quy m 300-400 ngi, 60cm vi
quy m 400-500 ngi), 80cm-1m vi quy m 500- 1000 ngi), u tin phng tri thm.
+ iu ha: Cng sut ln, lun m bo nhit phng 21-23 phng phi lnh (s dng
nhit k o nhit chnh xc trong sut kha hc)
+ Gh: S lng gh ph hp vi quy m t ra, gh c th di chuyn v chng ln nhau c
(u tin gh banquet, gh phi c o gh).
+ nh sng: nh sng trng+vng, b tr u, sng, sn khu c n ht.
+ m thanh: Cng sut ln, m thanh chun 6-8 loa thng.
+ Khu vc n ung gn hi trng, phc v quy m hc vin.
+ Snh rng check in (din tch ti thiu = 1/3 din tch hi trng).
Da vo nhng tiu ch trn nh gi mc p ng ca hi trng ang kho st, nu
p ng c 90%, c 1 vi nhc im c th khc phc c (VD: ca s knh vn c
nhng s lng t, c th khc phc dn kn. Hoc m thanh nh sng khng p ng c c
th thu ngoi) th lu li.
Lp bng tng hp cc a im c th s dng c, nh gi u nhc im, kho st gi
4h, 8h, 12h, xin contact ngi c quyn quyt nh m phn, check lch trng.
Bc 2: xut.
QUY TRNH T CHC S KIN

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nh gi li cc hi trng kho st, xut nhng hi trng ph hp vi Tng Gim

c (din gi).
+ Nu c ph duyt: lm hp ng.
+ Nu khng c ph duyt: Tip tc tm kim hi trng ph hp.
Bc 3: Lm hp ng:
+ m phn li gi.
+ Lm vic chi tit v thi gian s dng, thi gian c mt set up hi trng vi bn cho
thu.
+ V s b cc hi trng: kch thc sn khu, s lng v b cc gh, khong cch cc
li i, khong cch cc gh vi nhau, khong cch khu vc gh ngi vi sn khu, s lng bn
BTC, s lng, b cc khu vc snh.
+ Thng bo v nhng o c s mang vo hi trng (o c, nc ung, teabreak nu c),
c b tnh ph hay khng? Nu c tnh ph nh th no?
+ Nhng iu khon cn lu , ph ngoi hp ng (mt mt, hng hc, ph ngoi gi, ph
thanh ton chm) cn chi tit ht trong hp ng.
+ Lu vic s dn giy ln tng vi bn cho thu (khng lm hng, bn tng).
+ R rng v cc ri ro c th gp phi, v d: nu mt in c my pht hay khng? Bao nhiu
lu s c? (iu ha phi m bo nhit lnh, khng t th nh th no?,)
+ Xin ph duyt ng du 2 bn
+ Lm ngh tm ng t cc hi trng (Mu tm ng).
Bc 4: Set up hi trng:
Trc kha hc 1 ngy bt u set up hi trng.
- Check list: Lead check list o c, ti liu y theo bng check list tng kha cn mang i.
- Vn chuyn:
+ Thu xe vn chuyn ph hp (5 t hoc 1,25 tn hoc taxi 7 ch -ty vo s lng, kch
thc o c mang theo). LH: Taxi Thnh Hng: 043 8733.733.
+ Vn chuyn n a im t chc, bc d, sp xp ng v tr.
- Set up hi trng theo b cc:
+ Khu vc sn khu: bn din gi (l hoa, 1 b 4 bt d phng mc y , sn phm ph,
sch, o c, ti liu kha hc, nc ng chai, giy note, bt bi, card din gi, khn t),
thng rc, music stand, backdrop, 2 flipchart, giy A1: 20-25 t/flipchart c l v treo sn,
b bt 4 mu mc)
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+ Khu vc gia hi trng: K gh hng chn, thng hng, khong cch gia mi chn gh t
28-30cm, c nh chn gh 2 u bng bng dnh giy, dng ruy bng c nh 1/3 s hng gh
cui kim sot s lng hc vin.
+ Khu vc cui hi trng: Bn ban t chc c khn tri bn, sp xp sn sng cc ti liu, o
c.
+ Khu vc n tip: bt cho mng trc cng vo gi xe, standy cho mng trc ca tng 1,
dy bn check in, my tnh, danh sch cng (bt buc, k c check in bng my tnh), bin
hng dn, backdrop din gi, tivi, qu tng, t ni quy, th tn (vng eo tay, ti liu, bt bi,
).
+ m thanh: lp t loa, mic, set up khu vc DJ pha cui hi trng, check li m thanh.
+ nh sng: set up n ht ln backdrop, flipchart.
+ Sp xp gn gng phng trc khi ra v, b tr ti rc trong phng.
Sp xp c, o c theo nhng hnh nh sau <Add hnh nh tng khu vc hi trng>
a.2. Chun b ti liu, o c:
Bc 1: Cht s lng ti liu, o c theo quy m:
Da vo timeline chun b cho tng kha hc, ln list cc o c, ti liu cn thit, s lng
chun b lun nhiu hn s lng hc vin d kin 10%.
Bc 2: Check tn kho:
Check li ton b list lit k theo lng tn thc t c trong kho.
o c, ti liu no thiu lm xut t mua thm hoc lm ngh mua hng.
Bc 3: xut:
-Lm ngh mua hng: Theo (mu ngh mua hng)
p dng vi nhng ti liu, o c tiu hao v thng xuyn s dng trong cc kha. Thi
gian: trc kha hc t nht l 1 tun vi cc o c thng thng v trc kha hc t nht 2
tun vi nhng ti liu, o c phi t hng gia cng lu.
+ Phng s kin lm xut theo mu c sn, phn loi ti liu, vn phng phm, o c.
+ Ly bo gi ca nh cung cp, tnh ton s tin cn chi.
+ Vi s tin <5.000.000: trng phng hnh chnh v trng phng s kin k duyt.
+ Vi s tin >5.000.000: cn c thm ch k ca Tng Gim c duyt.
+ Chuyn li giy ngh cho trng phng hnh chnh sau khi c y ch k.
+ Phng hnh chnh t hng m bo deadline v bn giao li cho b phn s kin.
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- Lm ngh tm ng: Theo (mu ngh tm ng)

+ K v ly bo gi cc o c cn mua phc v kha hc.
+ Chuyn li chng t tm ng cho k ton sau khi c y ch k ca trng b phn s
kin, k ton, tng gim c.
+ B phn k ton lm phiu chi.
Bc 4: Mua hng, nhn bn giao:
- Mua b sung cc o c theo list xut, ly y ha n bn l, ha n trc tip, ha
n VAT.
- Nhn bn giao hng t phng hnh chnh.
a.3. Tuyn Crew:
Vi ty quy m v c th s kin, da theo bng quy chun s lng nhn s h tr s kin
d tr s lng crew.
Bc 1: Thng bo tuyn dng:
Thi gian: Trc kha hc 1-2 tun.
+ Gi SMS cho danh sch crew c sn, la chn nhng thnh vin tch cc, trch nhim
+ ng tin tuyn crew h tr trn cc knh facebook CTV,
Bc 2: Nhn ng k
Nhn ng k, chn lc n khi s lng cn cho s kin.
Bc 3: Hp hng dn, phn cng cng vic.
Thi gian: Trc kha hc 2-3 ngy
+ Ph bin cc quy tc, quyn li ca crew.
+ Thng nht v thi phc v v pht b quy tc ng x crew.
+ Chia 3 b phn ring bit trong s kin: b phn h s (check in, n tip, cht sale, ti liu),
b phn hi trng-bi cnh (set up hi trng, m thanh, nh sng, n hc vin pha trong,
chy mic, pht ti liu), b phn chm sc (chun b teabreak, nc ung, gi v sinh snh,
trong lp hc, khu vc v sinh). Cho lead cc b phn nhn ngi, phn cng cng vic c th,
pht bng m t v tr cho c nhn theo v tr. Tham kho bng m t v tr trong s kin.
+ Hng dn tr li nhng cu hi thng xuyn gp phi trong s kin
Bc 4: Gi danh sch
Thi gian: trc kha hc 1 ngy.
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Gi danh sch h tr bao gm crew+staff, v tr ca tng ngi trong s kin. Gi cho Ph

TG, phng k ton, phng nhn s, trng b phn s kin.
a.4. Nhn bn giao danh sch.
Bc 1: Nhn bn giao danh sch t cc b phn lin quan
Thi gian: Trc kha hc 2 ngy v 1 ngy.
Bc 2: Chia bn, gi SMS thng bo thi gian, a im cho hc vin (i vi wake up gi li
danh sch chia bn cho CSKH)
Thi gian: trc kha hc 2 ngy.
Bc 3: Lm th tn (hoc xut vng tay)
Thi gian: Trc kha hc 1 ngy.
-

Lm th tn:
+ Da theo danh sch cht, xp Anpha B, nh s th t tng ng, dng lnh, phn mm lm
th tn lm th.
+ Ct th, cho th vo v th, kp th
+ Xp th tn theo s th t ca hc vin (t 1 n ht)
+ Check li ngu nhin th tn v danh sch xem m s khp cha, nu cha, lm li th.
+ In thm th v v th trng d phng trng hp pht sinh (20% s lng hc vin ng
k)

xut vng eo tay:

Da vo s lng cc loi v thc t ca hc vin ng k, xut vi hnh chnh s lng
vng tay tng ng + 20% mi loi (C nhn gi xut gi email cho hnh chnh, cc cho k
ton v trng phng s kin)
b. GIAI ON TRONG KHA HC:
Khu n tip:
Thi gian: t 6h45-8h15 i vi wake up hoc 8h15-9h15 vi cc kha chuyn su.
+ n tip ti cng vo: t standy, bt cho mng hc vin ngay t cng vo, 1 crew n hc
vin ti tng 1.
+ Ca thang my: Khi hc vin bc ra khi thang my, mt crew pht t ni quy kha hc v
hng dn hc vin ra bn check in.
+ Bn check in: 2-15 bn (ty vo quy m s kin), check in theo tn hc vin hoc m s
check in c gi n hc vin trc .

QUY TRNH T CHC S KIN

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+ Hng dn hc vin n khu vc nhn ti liu, th tn (hoc vng eo tay)

+ Ca hi trng: 1-2 ngi kim sot ca, thi gian hc vin ra vo v kim sot th tn (hoc
vng tay).
+ Pha trong hi trng: 3-4 crew pha trong kim sot v hng dn hc vin vo gh
ngi.
Khu t chc trong kha hc:
+ Check thi gian c mt ca din gi: trc 15-30 pht trc kha hc.
+ Check DJ v m thanh, nh sng 30 pht trc khi kha hc bt u. Trc 3 pht: thng bo
cn 3 pht, DJ chun b nhc MC v din gi bt u.
+ Nhc MC trc 5 pht, 3 pht sau ln su khu. Lun bt u trc khi kha hc vo gi 2
pht. Tham kho kch bn MC.
+ Thng bo s lng hc vin sau 15 pht khi din gi ln. Vit s lng ra giy A3, vit full
giy, gi ln n khi din gi thy th thi.
+ Chun b ti liu, o c theo timeline tng kha hc. Tham kho mu timeline kha hc.
+ Chia sn ti liu, o c theo s lng hng-dy. Tham kho cch chia trong bng m t cng
vic.
* Hp crew cc c ngh gii lao:
+ Tng kt v qu trnh t chc v kt thc
+ Nhng g lm tt? Nhng g lm cha tt? Bi hc rt ra cho nhng ln tip theo?
+ Hng dn v bi tp, nhng phn lu cho hc phn tip theo.
*Chun b trong gi ngh:
+ K li gh: Rt bt hng gh (nu cn), k li gh cho thng hng theo nt bng dnh c nh
di chn gh.
+ Nht v thu gom giy rc.
+ Dn giy flipchart: Ch dn cao (m bo tt c cc hc vin khi ng u nhn thy c),
thng hng, cc t st nhau, dn giy bng bng dnh giy c di khong 10cm, m bo khi
dn, din tch bng dnh phn dn ln tng chim 2/3 di ca ming bng dnh ( m bo
chc).
+ mc bt d du: Kim tra u bt, nu b tt ngi hoc hng u cn thay ngi bt mi.
Ngy 1 1 ln, ngy 2 1 ln. Mi ln dng ng ht mc, ht y v bm trc tip ln u
bt, bm t t trnh b dy mc, mi bt bm 3-5 ln (ty m nht ca bt). Nu bt dy
mc, cn dng axiton lau sch.
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+ B sung giy A1: Nu cn di 10 t, b sung hoc i cun mi.

+ B sung nc cho din gi thng xuyn, m bo lc no trn bn din gi cng c 2 chai
nc nguyn. Nu c chai ung d t hn chai, i chai mi.
+ Chun b o c cho hc phn tip theo.
Khu kt thc, dn dp:
-

Thng bo qu cash in cho din gi.

Dn dp: thu dn, check list mang v. Vn chuyn v ASK.

c. GIAI ON SAU KHA HC:
c.1. Tng hp danh sch tham d, bng thu chi, cht sale:
Bc 1: Tng hp danh sch, doanh thu, bng thu chi:
+ Tng hp danh sch tham d kha hc
+ Nhp bn ng k, cp nht bn mm, chuyn sang mu cht sale
+ Tng hp doanh thu. Tham kho mu thu-chi sau kha.
Bc 2: Np doanh thu tin mt sau kha cho th qu.
Bc 3: Chuyn ton b d liu bn cng cho k ton. Chuyn bn mm cho b phn kinh
doanh, b phn k ton, CSKH.
c.2. Tng hp chi ph t chc:
Bc 1: Tng hp chi ph thc t chi ra ngay sau kha hc. Chuyn cho trng b phn s
kin v Tng Gim c k duyt. Chuyn bn mm cho k ton v CC cho b phn s kin
Bc 2: Ly y ha n, chng t hp l, hp l thanh ton. Nhng khon khng c
ha n phi ly ha n bn l thc t.
Bc 3: Lm ngh thanh ton:
+ Lm ngh thanh ton theo s tin thc t chi. Tham kho mu ngh thanh ton.
+ Xin y ch k ca trng b phn s kin, trng phng k ton v Tng Gim c.
+ Chuyn li ngh thanh ton km bng k cc khon chi v ha n y cho k ton.
Bc 4: K ton lu chng t v thanh ton hon ng hoc lm phiu chi cho b phn s kin.
c.3. Lp danh sch crew, staff:
Bc 1: Lp bng k gi lm thm + Tng hp danh sch crew.
Thi gian: trc 15h ngy ngay sau s kin.

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+ Lp bng k gi lm thm theo mu bng k gi lm thm.

+ Thi gian lm thm c tnh l khong thi gian ngoi khung gi hnh chnh: t 8h-17h30
cc ngy trong tun (v th 7 i lm theo lch cng ty quy nh).
+ Vi tng gi lm thm trn 5h, tr 1 gi ngh. Vi tng gi lm thm trn 9h, tr 2 gi ngh.
+ C ch tnh gi lm thm: Vi DJ v Lead: vi ngy trong tun mc nhn 1,5, ngy ngh mc
nhn 2. Vi h tr Lead: vi ngy trong tun mc nhn 1,2, ngy ngh mc nhn 1,5.
+ Tng hp danh sch crew h tr s kin va kt thc.
Bc 2: Xin ch k xc nhn ca Ph Tng Gim c.
Bc 3: Chuyn bn cng bng k gi lm thm c y ch k cho phng nhn s.
Chuyn bn mm danh sch crew cho b phn k ton lu tnh lng crew.
c.4. Kim k tn kho sau kha hc
Bc 1: Kim k tn kho:
Thi gian: Ngay sau s kin.
Ngi ph trch qun l kho cng phng hnh chnh kim k cc ti liu, o c thc t s
dng trong kha v tn kho sau kha theo mu kim k tn.
Bc 2: Chuyn bng k bn cng cho phng hnh chnh xc nhn .
Bc 3: Chuyn li phng k ton bn cng v bn mm bng k tn kho.
c.5. Bo co s kin, hp rt kinh nghim:
+ Lm bo co sau s kin theo mu bo co s kin. (Ngi lead s kin)
+ Tng kt nhng g lm tt, nhng g cha tt, bi hc rt ra l g?
+ Tng kt doanh thu cht sale sau kha hc, doanh thu bn sn phm ph.
+ Hp rt kinh nghim cng cc thnh vin trong i, chia s bi hc.
5. Lu h s:
Bn ng k cc kha hc, bin bn cht sale, bng k cc khon thu c lu tr ti phng
s kin.
6. Ph lc: Biu mu
1. Mu k hoch s kin
2. Mu hp ng
3. Mu xut tm ng, mua hng
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4. Mu danh sch hc vin

5. Bng m t cng vic
6. Quy chun s lng nhn s
7. Mu timeline chng trnh
8. Cc cu hi thng gp trong cht sale
9. Mu cht sale
10. Mu bng k thu chi
11. Mu thanh ton
12.Mu bo co s kin
13. Mu tn kho

QUY TRNH T CHC S KIN

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