CHAPTER 13

FINALIZING THE EVENT

CONCEPT WITH THE
EVENT TEAM
 LEARNING OBJECTIVES:
After studying this section, you will be able to:

Finalize event concept;

Identifying important committees for the event execution;

and

Select appropriate venue layout.

 GOING BACK TO THE DRAWING BOARD

Once the proposal is approved, go back to the drawing board .

Make sure that everything is already taken into consideration.
Review the following.

1. Timeline
2. Event attendees profile
3. Event site
4. Event theme and decor
5. Event layout
6. Event team
7. Event Budget
8. Event team
 FILLING -UP OF EVENT COMMITEE

The Event Concept

Event Head

Assistant Event Head

Program, Food/
Finance Registration Venue Support
Marketing, Refreshment
Group Group Group Group
and Invitation Group
Group
1. FINANCE GROUP
This group is
responsible for
managing the budget
of the team,
sponsorship, and
expenses. They
ensure that everything
is properly
2. Program, Marketing, and Invatation Group

This group is responsible for

ensuring that the sequence of
the program is okay, has no
dull moments, and is properly
coordinated with all the
members of the committee
3. Registration Group
This group is responsible for
the pre registration,
transportation, and on-site
registration of the event
4. Venue Group
This is a very important group since
they will be visiting the venue from
time to time to check its
completeness, decor the area, and
make sure that the atmosphere is
good enough to holad an event
5. Food/Refreshment Group
The group sees to it that
the menu as required by
the client is properly
coordinated with the
catering service
provider.
The following are sample event layouts that the venue
group should be knowledge about.

A. Banquet/Dining setup
B. Classroom set up
(Round Tables)
C. Runway Setup

D. Auditorium setup

E. U-shape setup
6. Support Group
This group will support the whole
team in all aspects. they are
responsible for crowd control,
guest parking areas/spaces, and
guest safety and security
Screening Manpower Requirement
Based on the chart above, manpower
requirement will be the next step to be
considered (should there be no enough
people to man the event). All members
must have the skills matched to their
task assignment to ensure that all details
will be properly executed.
Leading the Team
As a manager, it would be
expected that you exercise
good leadership skills. This
means that you show
motivation to your team to
get them into the act
 The following will help the team get on the right back

1. Gather the team before the event execution.

2. Clearly communicate their responsibilities.
3. Clearly emphasize the event and its objectives.
4. Enumerate expected outcomes by the client and discuss
the responsibilities the team has on their shoulders.
5. Guide them along the way.
6. Allow them to ask questions even during execution proper.
7. Most Importantly, never forget that COMMUNICATION is
very vital to the event's success
for listening
Members:
JESSIERIC S. CULAMAN
ELAIJAH JL P. GLORIA
TERSITO M. EMPENO
ALI-ASGAR M. MANGUNDAO
JOHN PATRICK C. MENOR