EVENT PORTFOLIO

MAKING
FRANCISCO B. BULALACAO JR.
STEPS IN PORTFOLIO MAKING
LETTER OF INTENT
EVENT BRIEF
EVENT CONCEPTS/THEME
SWOT
RISK MANAGEMENT
VENUE (3 OPTIONS)
LAY-OUT (FLOOR PLAN)
PRORAM FLOW/INVITATION
Letter of intent
 Prepare a letter to the client informing your desire to
offer your services.
 Which will include the following:
 Company name
 Logo
 Email
 Contact no.
 Address
 Business card
EVENT BRIEF
Overview of the event the client wish to have
that will include the following:
No. of pax to be invited
Budget
Venue
Nature of the event whether formal or informal
PREPARING INVITATIONS

Business invitations can be informal or

formal. Although invitations are usually sent
through postal mail, informal invitations such as
emails and phone invitations are becoming
more acceptable.
INVITATIONS TIMING

For most informal occasion, it’s best invite guests

three to four weeks in advance. If you choose to
invite your guests by phone, remind them again
in writing two weeks before the gathering. It
gives you enough time to add and delete
guests from your list. It gives the guest enough
time to decide whether to accept or decline
you invitation.
Here are some additional guidelines to follow:

EVENT TYPE INVITATIONS SEND OUT TIMETABLE

Conferences (with invite out-of-town 6 to 8 Months in advance

executives)

Important dinner (with out-of-town) 4 to 6 Months in advance

Luncheon 3 to 5 Weeks before

Evening Reception 4 Weeks before

Breakfast for a large group: 2 to 4 Weeks before

Cocktail Party 2 to 4 Weeks before

Tea Party 2 to 3 Weeks

INVITATIONS FORMAT
 On the business invitations, you will find:
 Company Logo
 Names of the Host
 Invitation Phrase (any of the following, depending in your company and
the occasion)
 “ You are cordially invited to”
 ”request the pleasure of your company at”
 “request your presence of your company at”
 “invites you to”
 “Requests the honor of you presence.”
 Nature of the party: State whether the event is
for breakfast, luncheon, or dinner, a cocktail
party or some other occasion.
Purpose of the Party: For example, to introduce
someone or a new product, to honor a retiree,
or celebrate an occasion or another festive
event.
Date and Time: The date and time is completely
written out. Most formal style: “Friday, the
twenty-seventh of July at six-thirty o’clock” and
the least formal style: “Friday, July, at 6:00 P.M.
Place: The exact address where the event
will be held. A map is typically included with
the invitation if the venue is difficult to find or
if guests haven’t been there before.
RSVP: The RSVP phone number is in the
bottom left-hand corner of the invitation.
Special Instructions: Across from the RSVP
phone, write special instructions such as
attire, parking instructions, where the event
will be held in case of rain, etc.
SWOT ANALYSIS

 STRENGTH - What are the possible potentials each

option has.
 WEAKNESS - What are the possible Challenges that
needs to be addressed
 OPPORTUNITIES - What are the helps that may be
available at hand.
 THREATS - What are the impending hindrance that
may thwart the event.
RISK MANAGEMENT

 EQUIPMENT OF POWER FAILURE

 MADICAL EMERGENCIES
 SPONSOR WITHDRAWAL
 FIRES AND FLOODS
 LAST MINUTE CANCELLATION
 FOOD SAFETY CONCERNS
 SEVERE WEATHER OR NATURAL DISASTER
 FINANCIAL TROUBLES
FLOOR PLAN
PROGRAM FLOW/INVITATION

Sequence of the numbers to be presented in

hard copies.
Voice over
Lupang hinirang
Doxology
Welcome address
Etc.