Hawassa University

College of Business and Economics

School of Hotel and Tourism Management

Program of Hospitality Management

Conference and shows on culture day of wollegga peoples

Prepared by:

Abdi Workineh…………………………………ID. GPHosMR/0001/12

Submitted To: Mr. Engdu G/wold (Ass. professor)

January, 2019

Hawassa, Ethiopia
Event name: culture day conference

Theme: “Leqa Oromo people’s culture will again swell”

Starting date: march 20, 2020 at 08:30pm

End date: march 21, 2020 at 05:30am

1. Portrayal of the Event

1.1. Overview of the event

Planning event is core activity before going to run it. “Small issues can escalate into large
problems, if not taken care of during the planning process” (Heffernan, 2015). This
cultural event is planned in partnership with Eastern Wollegga Zone culture and tourism
office and municipality of Nekemte town. The issue of the event is “assessment of culture
in wollegga zones and related problems”. Elites, elders, government officials, and limited
number of residents will participate on this conference. It is big conference take place
within two days at Nekemte, which is center of Eastern wollegga zone districts. The
reason why Nekemte is selected is that it is center for all four zones of Wollegga and have
good facility than other towns in the region.

The event is aimed at addressing all four zones and digging out unknown cultural
activities and discussing on it. Assessing problems hindering development of the areas
culture is also another determination of the event.

Having a theme of “Leqa Oromo people’s culture will again swell”, it has various goals
and objectives to attain.

1.2. Objectives of the conference

The conference have goals and objectives to accomplish under set of procedures.
Generally objectives of the conference are as follows:

 Discovery of unknown cultural activities of surrounding local peoples

 Digging out problems hampering progress of culture of wollegga peoples

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  Solidification interaction of peoples in the zone

 Refining the delegates some culture related notions

 Entertaining the delegates with cultural spectacles and traditional singing group

Above mentioned objectives are expected to cover projected areas of problems in cultural
advancement of the local peoples and here below there are ways of achieving those stated
points.

1.3. Means of reaching the objectives of the conference

In above section objectives of the conference are listed. Specific ways of achieving those
points are also enumerated bellow:

1. Discovering unfamiliar cultures of the societies can be achieved through

selecting attendees from unlike areas and asking them for culture experienced
within their territory.

2. The audience is given opportunity to talk on some factors hindering growth of

culture from their areas and experts also present some Investigates conducted
on the issue.

3. At the end of the conference core points identified good to make unity among
peoples will be written and distributed for all audiences. They are obliged to
make same conference when returning back to their areas. So societies will be
aware simply about benefit of collaboration.

4. Making delegates more aware about culture through lectures by cultural

experts from wollegga university

5. The conference includes entertaining event entire the sessions for delegates by
traditional dancing group of the area and poetry too.

Through above mentioned ways we can achieve the objectives expected attained by the
conference.

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 2. Blueprint of the programs

The conference will be for two days. It starts on March 20, 2020 at 08:30pm and ends on
March 21, 2020 at 05:30am. In each days of the meeting there are sum of four sessions
(morning and afternoon sessions). The attendees are invited from all districts of the four
zones. East wollegga zone have 27 districts. From each districts one culture and tourism
officer and two selected elders will be attend. Then 81 attendees are from Eastern
wollegga zone. 51 attendees are from 17 districts of western wollegga zone, 57 attendees
from 19 districts of Qellem wollegga, 63 attendees are from 21 districts of Horo Guduru
wollegga, and 30 Nekemte city stakeholder are also invited. The total number of
attendees are 282.

Details of the activities and some useful information are displayed in table beneath:
Date Session Activities Time Concerned Venue Remarks
body

March 20, Morning Registration of 08:00 pm Facilitating Wollegga

attendees to 08:30 committee
2020 session museum
pm
hall

Introducing the 08:30pm Stage Wollegga

entire sessions to leader museum
program to 09:00pm (Mr. hall
audiences Hindhibu)
head of zones
cultural
heritage affairs
group
Well come and 09:00pm Dr. Eba ( Wollegga
introductory president of museum
to
speech college
09:30pm university) hall

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 Presentation on 09:30pm Dr. Getinet ( Wollegga
cultural
to culture expert museum
background of
the area 10:30pm at wollegga hall
university)

Tea break 10:30pm Wollegga Cost

covered by
to museum
organizers
11:00pm café and
restaurant

Discussion on 11:00pm Mr. Leta ( Wollegga

cultural issue to Nekemte city museum
with audience
and questions 12:30pm tourism hall
from audience bureau officer)
and Mr. Abdi
(mediator)

Break of lunch 12:30pm Wollegga Cost

to 01:30am covered by
museum
organizers
café and
restaurant

Afternoon Reflections on 01:30am to Dr. Getinet, Wollegga

session comments and Mr. Leta and museum
03:00am
questions of
audience Mr. Kuma ( hall
tourism
department
teacher at
wollegga
university)

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 Cultural food 03:00am to Wollegga Wollegga
theatre group
and dance 04:00am museum
show hall

The second 04:00am to Dr.wendewse Wollegga

issue will be
04:30am n (WU museum
presented to
audience research hall
institute head

Open stage for 04:30am to Moderator( Wollegga

questions from
05:30am Mr. Abdi) and museum
audience
Tourism team hall
leader ( Mr.
Mamo)

March 21, Morning Rough guide of 08:30 pm Mr. Abdi Wollegga

2020 session the sessions to 09:00 (moderator) museum
programs to pm hall
audiences

Mr. Abdi 09:00 pm Mr. Leta Wollegga

invites head of
to 10:30 museum
culture and
tourism office pm hall
and Reflections
to the audience
questions from
the stage

Tea break 10:30 pm Wollegga Cost

covered
to 11:00 museum
by
pm café and organizers
restaurant
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 Presentation of 11:00pm to Tourism experts Wollegga
research 12:30am of a zone
museum
conducted on
cultural hall
value of
the zone

Break for lunch 12:30pm to Wollegga

01:30am
museum
café and
restaurant

Afternoon Short speech 01:30am to 3 selected Wollegga

session
08:00am elders museum
hall

Visit of 02:00am to Site guides Wollegga Entrance

museum cost covered
wollegga 04:00am
museum

The programs 04:15am to Wollegga Nekemte 15 minutes

go to Nekemte theatre group considere d
05:00am cultural
city cultural to arrive
venue
venue and short there
drama will be
held on stage

Departing speech 05:00am to Nekemte Nekemte

municipality
05;30am cultural
office head
venue

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 3. Financial plan

In most cases you will need to be realistic about what is affordable within the limits of
your budget income. There are a lots of things to be fulfilled while organizing events. In
our case we planned budget of 300,000 ETB considering the size of the audience. This
budget is allocated to fulfill need for transportation, accommodation, venue, equipment
required for the event like audio visual, water, and decoration of the stage.
Cost breakdown of the event have two dimensions namely components and apparatuses.
Cost is calculated as follows:
Components
Transportation to and around the venue ……………..…………………. 80, 000 ETB
Accommodation ………………………………………..…………………. 100, 000 ETB
Per-diem ……………………………………………………………………...55, 440 ETB
Venue rent…………………………………………….………………………20, 000 ETB
Entertainers payment ………………………………………………….……20, 000 ETB
Total ……………………………………………………………………….....275, 440 ETB
Apparatuses
Audio visual…………………………………………………………………...10, 000 ETB
Decoration ………………………………………………………………..….....5, 000 ETB
Total …………………………………………………………..………………. 15, 000 ETB
Total cost of the event becomes the summation of the two which is 290, 440 ETB. Around
9000 ETB left on hand is to cover some non-estimated costs and for contingency plan if
any change in equipment is needed.

4. Event committee
The easiest way to delegate tasks is to divide the biggest task (organizing the conference)
into smaller areas of responsibility and then assign individuals to these categories. While
organizing conference there are some tasks to be performed. Below is a suggested list of

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committees and areas of responsibility to which we assign committee members. These
are:

I. Executive committee
The event has executive committee responsible for the following tasks:

 Planning whole event master plan and advising the rest committees on every
issue they need

 Managing the tasks to be done by each individuals

 Giving training, supervising and assisting staffs on activities they accomplish

 Staffing of workers on areas they are more skilled. II. Finance committee

Our finance committee will be responsible for beneath tasks.

• Propose for board approval a budget that reflects the organization’s goals and
board policies

• Ensure that the budget accurately reflects the needs, expenses, and revenue of
the organization

• Educate the board about financial matters

III. Sponsorship committee

• To report on all sponsorship matters

• To build long term relationships with sponsors encouraging them

• Liaise with Events management company

• Ensure Sponsors are informed of all publications and feedback

IV. Technical committee
Technical committee is responsible for technic related assistances and problems. The
areas they responsible for are:

• Periodic consideration of technical issues, challenges and risks facing mining

operations, with a view to giving Management advice about appropriate solutions;

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 • overseeing the detailed technical aspects of conference, as well as obtaining regular

updates from Management regarding progress and performance; Any

additional matters delegated to the Committee by the Board.
V. Food and transport committee

This committee is responsible for:

• Projection of food and beverage required to accommodate delegates

• Facilitating transportation to and around the venue for attendees

• Preparation of required food and beverage projected

• Dealing with transport company with effective price

5. Venue
We have considered factors like the size of the venue against number of attendees,
facilities of the venue like electric power, water, and seat number, its suitability for
disabilities, parking area and location of the venue. Wollegga museum venue is located
at the center of the city around the second roundabout which enables audiences to get
there simply. The venue is large enough to accommodate expected attendees. Parking is
compulsory service. There are adequate safety features, like emergency exits. There are
plenty of indoor and outdoor seating options. The venue has someone who will clean
before and after the event. The venue can provide adequate tables, chairs, linens,
silverware, and other supplies. The Wi-Fi access is strong throughout the entire venue.
The venue is available on our preferred dates. Those above factors made us to select this
venue over other alternatives.

6. Speakers of the conference

Celebrity, industry, motivational speakers are selected by the organizers of the
conference as the aim of the event is entertaining, educating and motivating peoples
towards unity and cooperation. Dr. Gemechu (Ph.D. holder in psychology) will be the

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one who speaks out on basic concepts of the tourism industry and motivational stories
related to the event’s issue.
7. Promotion of the event
Event without promotion is invalid. We have few promotional program for our event.
Those promotional practices are preparation of flyers and media promotion (Nekemte
FM 96.1Mhz).

8. Event checklists
Master plan of the event should be considered in order to run the event smoothly without
any misses and forgetting of things seem minor but make the program boring. Checklist
have detail of activities from the starting to last day of the event.
When setting the date:
- Determining time, concepts and theme of the event

- Establishing budget

- Outline of the logistics; rentals, furniture, office calendar

- Meet necessary VIPs Two or more months out:

- Design invitations or announcements

- Invitation list

- Write scripts; include VIPs introduction

- Decoration

- Sponsorship plan

- Updating of budget Four weeks out:

- Photographers deals

- Mail invitations

- Call all vendors to confirm

- Walk through every step of the event

- Promotional plan and solicit volunteers Three days out:

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 - Finalize production schedule and script

- Create and distribute staff

- Nametags and registration/check in materials

- Head tables/ seat assignment

Day before the event:

- Prepare nametag in alpha order

- Ensure as signage and equipment are at place and working properly -

Reconfirmation of venue, caterers, valet, musicians, and florists.

- Brief the staff once again on their responsibilities Day of the event:
- Be there half an hour before the event begins

- Check venue temperature, cleanliness, furniture and seat arrangement

- Confirm audio visual equipment working properly

- Supervise and assist all staffs with their activities to be successful

- Check for any errors and take quick remedial actions

- Greeting guests on gateway Day after the event:

- Review the attendants

- Send appropriate than you to attendees, speakers, entertainers, sponsors,

and everyone contributed to success of the event

- Final budget review

- Updating checklist

- Release videos highlights from the program on promotional website of the

organization which attracts peoples for next planned events.

9. Evaluation of the event

This is the final step at which we evaluate what we have accomplished against master
plan projected. There are sets of objectives and aims established on the plan of the event.
Here we check whether we have accomplished what we have planned or not. All
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committees meet and talk on entire event’s overview, its strengths, and weaknesses to be
corrected for the future. There will be award program by award committee for best
performed bodies in the process.

References
https://www.thebalancesmb.com/preparing-a-conference-planning-guide-4045968
https://www.acm.org/special-interest-groups/volunteer-
resources/conferenceplanning/table-of-contents
https://www.eventmanagerblog.com/event-planning-checklists
https://blog.capterra.com/how-to-plan-an-event-a-10-step-guide/

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