EVENTS MANAGEMENT

CHAPTER 3:
THE EVENT INDUSTRY

Targe
t
a. Understand what event industry is;
b. Enumerate and explain the characteristics of an event;
c. Identify and discuss the categories of events;
d. Identify and discuss events according to size; and
e. Enumerate the composition of an event team.

Discu
ss

Introduction
This chapter will deal on event management as an industry. It will focus on event
types, size, event team, industry players, industry knowledge and other
significant aspects in the industry.
Understanding the Event Industry
Now that we know what an event management is, it is important that we get to
know and understand the event industry itself. Let us not be contented on just
attending and observing events. Let's understand them, and see if we can be
one of the event planners and organizers in the country. Event industry in the
Philippines is still young and yet, grows rapidly. Some of these events can be
seen in marketing, advertising, tourism, hospitality business, exhibits as well as
expositions or trade shows. Execution of these mentioned activities are mostly
part of the jobs of the event manager or the event coordinator from which they
learned from the hits and misses that they make Some of the events range from
those managed by people who make this as their side-line to that something
well-manned or that of professionalized organizations. Most of the event planner
or organizers here in the country do not have formal schooling event
management. Some have learned those through engaging in events with their
colleagues, observing events that they attended, thus, self-study, and just enjoy
creating new ideas that became hobby, conceptualized and then eventually
materialized through trial and error.
For those who are just starting in the industry, events are made unforgettable
through the help of outside people, or what we call the suppliers. This may
include on catering food and drinks, audio-visual equipment, giveaways, flowers
and other decorating materials, staging expertise, and even on provision for
competent speakers. This may also in need for professional host/s should there
be a requirement from the client, event stylist, balloon artist, and anything that
could help the event more meaningful and enjoyable.
Characteristics of an Event
 EVENTS MANAGEMENT

With the discussion we had, we could say that the main focus of the event
industry is to satisfy the requirements of a client. This will probably help you in
marketing as he will not only avail main focus of your services but he will
recommend you also to his circle of friends.
The following are the characteristics of an event:
 It is 'once in a lifetime' experience - for the participants, an event should
be meaningful, enjoyable, and unforgettable as they consider it as a unique
experience.
 It is unique-oftentimes, an event is considered to be unique as people
prepare for this. It is distinct, not common, matchless, and even irreplaceable.
 It is generally costly to stage-an event is generally expensive to be held. It
requires capital to make everything available for the event, thus needs careful
attention to details to avoid wastage on investment.
 It brings people together - an event brings group of individuals together.
This is the time that they could chat in an occasion they can call theirs, the time
for exchanging of "hi's and hello's" and the time to celebrate with the people
they are close with or people they are in business with.
 It requires careful attention in planning - an event needs to be planned
well to avoid inconvenience during the event proper. From the biggest to
smallest details, all must be accounted for to ensure its successful execution. A
manager must be able to draw a cohesive plan, organize the elements or
resources that are significant in its execution, and lead people to achieve desired
objectives and meet client's expectation.
 It has a purpose - no one will have an event just because they find it cheap
or what. People organize events because they have their purpose. Be it for a
wedding, birthday, christening, graduation party, convention, training and
seminars or anything that will be held, these purposes must be met accordingly
by the event manager or Event Company.
 It is often a lot at stake for those involved - this is a crucial characteristic
because it involves all the players of the event. The event team, the clients, the
attendees or participants, all are involved in the happenings. How can you deal
with a newlywed couple when they are requiring you to make the event perfect
for them? How can you differentiate running a restaurant everyday than putting
up an event that is highly budget for a particular day and time?

Categories of Events
Events can be categorized as follows:
 EVENTS MANAGEMENT

Family Events
There are a lot of reasons why families gather. Most events of these families are
celebrating birthday, wedding and wedding anniversary, christening, and even
get together. Nowadays, soma family requires services from the event industry
during funerals. It is therefore significant that an event manager is updated of
the changing trends on family events so that once there is a need for event
services, he or she is ready to meet its requirements.
Festivals
In the country, we have a lot of festivals being celebrated annually. When a
festival is well-known to the people, expect a large audience to see a wonderful
celebration. Also, food and wine festivals are now becoming increasingly popular,
not only in the country but even in other part of the globe. Events like this may
require the event industry to supply the needs of a particular celebration thus,
one must be aware of these to prepare for whatever it might need.
Entertainment
An entertainment (though festivals can be part of entertainment) event is well-
known especially when it has the ability to attract huge audience. Example of an
entertainment event is a concert held in big locations such as Smart Araneta
Coliseum in Quezon City and Aliw Theater in Manila. Catering event like this will
require various industry players, thus, being a part of it will mean revenue for the
company. However, it would be a risk if the event organizer is the one who
initiated to have a concert for a particular occasion especially when tickets sales
do not reach tar gets. Timing and pricing therefore are significant factors to be
considered because they are critical to the financial success of such events.
Sports Event
Sporting events are another venue for the event industry to cater to. Though this
is most common in other countries, this attracts guests from the international
scene at the highest levels. Examples of this are football, tennis, car racing, and
golf. In the country, a sport like car racing is already known. The Philippine Azkals
are also famous and can draw a lot of sports enthusiasts.
Marketing and Promotional Events
Marketing and promotional events are most common for product launches like
computer hardware or software, motor cars, perfume and any other products
that draw a huge crowd for the purpose of informing the public about the product
differences to its competitors. In most cases, media are invited that makes the
impact and the risk high.

Fundraising Events
This is also common in the country. An example of this is the Run for Pasig River
or concerts for a cause. The event organizers for this are mostly from the local
committees. Though the event is intended for a cause, this can never stand
alone and will need other event suppliers to make it successful.
 EVENTS MANAGEMENT

Business Events
This includes meetings, conferences, conventions, and exhibitions or trade
shows. These events attract a huge number of participants especially for
conventions and exhibitions. A careful planning of such event is vital to its
success as they cater mostly to professionals of different ranks. Examples of
conventions held annually are those of educators' organizations such as The
Council of Hotel and Restaurant Educators of the Philippines (COHREP),
Association of Administrators in Hospitality, Hotel and Restaurant Management
Educational Institutions (AAHRMEI), and Union of Filipino Tourism Educators
(UFTE) to mention a few. Although these organizations are the one who plan for
their annual events, the tourism and hospitality industry plays a vital role in their
success, as their suppliers like for instance hotel accommodation for participants,
convention hall, transfers, food and beverage, speakers, and others. Trade shows
on the other hand are another special area. It can be an exhibit of various
products where the attendees maybe from the public or maybe exclusive to its
members. Either which, it has to be planned accordingly to meet its objectives.

Classification of Events
Events can be classified according to the basis of its size. This section will tackle
on this aspect so that as event managers, we know how to deal with such.
Mega-events
These are events that are generally developed through a competitive bidding
which cater to a large number of audiences, generally targeted at the
international markets. Examples of this are the FIFA World Cup and the Olympic
Games to mention a few. It is somewhat difficult to fit into this category for many
other events because the volume of its visits should exceed to one million, their
capital should be at least $500 million and their reputation should be similar to
that of a 'must see' event as mentioned in the book entitled Event Management
by Allen, Bend Harris, McDonnell and O'Toole (2011). Such events have varying
impacts on the host country's tourism and its economy. Various walks of life also
are present including medias from almost all of the networks including those in
print. The problem with mega-events is the accuracy on the calculation of costs
with so many stakeholders involved who are mainly from the governors sector. In
this light, careful planning and delegation of tasks must be in place to ensure
that everything will be managed.

Major Events
Events of this size also attract local interests and basically with a large number of
participants with maybe some international media coverage. This helps
generates income in tourism as it may also be participated in by international
market. In the country major event can be seen as executed in Smart Araneta
 EVENTS MANAGEMENT

Coliseum, or in the Mall of Asia Concert Grounds, Breaking the records concert
can be considered a major event like that of Michael Jackson.
Minor Events
For tourism and hospitality professionals, this size of event became their training
grounds asTarge
most of their experiences are coming from this since most of the
events fallt into this category Be it annually, biennially, quarterly or monthly,
events mostly are under this category as it does not require too much cost like in
the previous discussions we had. Examples of this size are meetings conventions,
conferences, birthday celebrations, and wedding ceremonies among others.
These as observed are common in the country to which one can learn from
towards attaining success holding bigger events in the future.
Hallmark Events
To highlight a specific tourism attraction especially when it is new to the public
falls under hallmark size of event. In this event, the host city is inseparable in the
minds of the attendees.
The Composition of an Event Team
An event can never be successful without the event manager's expertise and
leadership Likewise, no matter how skillful an event manager is, he or she can
never be successful in executing all the details of a particular happening without
the help of the whole team. In this light, below enumerates the team composition
that may include any if not all of them to ensure success of an event all the way
from planning, designing, organizing, marketing, executing, and evaluating as
enumerated by Wagen (2009):
 Venue managers Stage managers
 Lighting, video and audio companies
 Decorators and florists
 Entertainers
 Employment agencies
 Rental companies
 Public relations and marketing consultants
 Security companies
 Catering companies
 Cleaning companies
 Ticketing operations Printers

All of them play a vital role in the success of an event. Careful planning and
staffing must be done to make sure that all aspects are manned well to avoid
inconveniences on the event proper.

CHAPTER 4:
YOUR ROLE AS A MANAGER OF EVENT

a. Identify and explain your role as event manager;

b. Discuss how to manage team effectively;
 EVENTS MANAGEMENT

c. Identify the industry players in event management;

d. Explain how to update industry knowledge and know the
competitors;
e. Discuss the ethical issues and concern in events management;
and
f. Know how to create event planning checklist.

Discu
ss

Introduction
In every organization, a leader is important in order to facilitate the objectives of
the team towards its success. A bus should have a driver, to bring its passengers
to their respective destinations. An airline should have a pilot so that tourists or
travellers are safe in going to their chosen arrival area. In tourism, travellers
should have a tour guide who will facilitate their tour and give information that
will be of benefit to them. Similarly, an event needs to have you as a manager, in
order to envision, execute, and evaluate it and serves as a benchmark in the
upcoming events. This chapter will deal on your role as a manager of event, now
that we know the composition of your team.
The Event Manager
If you are an event manager, you are at the helm of every event. You need to
bring together the talents of the event team, put together the different elements
of events to come up with an exciting and enjoyable experience, and make sure
that these elements and the talents are working harmoniously ensuring direction
being attained towards event success.
The following are the usual tasks of an event manager:
 Information gathering - as event manager, you a responsible for information
gathering. This means that aside from your people, you alone have to create a
list of contacts that may be needed in the future for event organization services.
Likewise, should you or your staff has confirmed a particular event, it is
important that you gather information about how the event will look like, how
many are attending, what is the motif, where is the venue, what menu and type
of food service do they want, any special arrangement or requests, and the likes.
As manager, it is significant that you know all about this because your concept
will depend on these. Also, it is advisable that you are updated in the industry in
order to give suggestions to a client should he or she needs one. This may be a
sort of suggestive selling since you are adding services or suggesting maybe a
more expensive service but this shows that you are an expert in event planning
because you know about how
it should happen than never saying anything at all that may create an impact
that you are not an experienced one.
 Concept Development - once you have the details about what is going to
happen, you will not go to developing the concept. A lot of elements need to be
 EVENTS MANAGEMENT

considered in developing the concept of an event as mentioned above. We will

discuss this further in the latter part of this book.
 Planning - now that you have a concept, the next step is for you to plan for
this event. The plan will be based on the concept made and the information
gathered. It is important to have a contingency plan, meaning, plan for the best
things to happen but do not forget to anticipate the worst things to be
encountered. This should have a remedy when it arises. Remember, during the
event, 'sorry will never be a good reason when things went wrong. As tourism
and hospitality professionals, we are trained in dealing with such a problem.
 Coordinating - after the planning process, you may now coordinate this to the
team. This is like putting flesh into the plan map to get it into action. All the
different tasks must be coordinated well to the team to ensure that everybody
has the task to focus on, thus, ensuring a wellorganized event. When an
execution is already in place, the manager now becomes the overall in-charge of
the event. He or she sees to it that everything is under control and that
everybody is attended to with good customer service.
 Evaluating - the manager shall also make sure that everything is evaluated.
This is one way of controlling everything that has a vital role in contributing
success of an event. This would help him in knowing if the initially set out plan
was met and that only the best service was carried about. Should there be lapses
(which in most cases occur, but must not be a big one), it should be noted and
served as a lesson so as not to let it happen in future events.
With these tasks, a manager must have the skills needed for a successful
execution of event that will eventually allow the participants to get something
meaningful from it.
Managing Event Team
Simple and yet, in some cases, this is overlooked. No matter how good we are as
manager of an event if we don't know how to assess the needs of our team,
expect that their performance will not be that good.
To avoid such inconvenience on performance, vital in meeting, if not exceeding
clients’ expectation, we will discuss those things that a manager must be able to
do for effective team management.

These are the following:

FIRST: You must know your team
As a manager, make sure that you know the names, faces and job profile of your
team members. More than that, you must have good knowledge of their
personality and lifestyles. Do not forget their likes, dislikes, family background,
status educational qualification, knowledge level, customs, religion and
especially their needs and wants. Understand that every person has different
needs and different priority to fulfil them. You must be able to determine the
 EVENTS MANAGEMENT

needs of your team members and fulfil them in order to get optimum results
from them.
SECOND: Satisfy their physiological needs
You must be able to satisfy the need to have food, water, shelter and other
things necessary for survival as these will affect their performance. Your team
members feel that they are regarded as important if these needs are met.
However, it may cause them discomfort, sickness and pain if these needs are not
fulfilled. So you need to make sure that all the physiological needs of your team
are met from time to time. Can you imagine how a team member who hasn't
eaten anything all day will perform his duty in the event proper?
THIRD: Make sure to fulfil their safety needs
In an event, even during the concept development up to the post event
activities, the need to be safe from physical and psychological harm must also be
regarded. Ensure their safety especially the ladies. Just imagine a person if he
can give his best in an unsafe environment. One way to protect your team from
psychological harm is by making it sure that there are no internal conflicts (like
ego clashes, altercations, conflict of interest, etc.) among the team members.
Should there be conflicts, resolve them immediately and judiciously.
FOURTH: Make sure that they belong within the group
This means that you make them feel that they are important in the team, in
other words a sense of belonging and acceptance. There must be a cordial
relationship between you and the team and among the team members in order
to achieve this.
FIFTH: Make sure to recognize your team
Respect, recognition, fame and status esteem needs that you as a manager must
be able to fulfill with. One way to do this is by recognizing the effort they exerted
in a particular event by means of uttering words of encouragement like "very
good", "good job", "keep it up", and others or just by merely tapping their
shoulders. It will motivate them surely and will reflect on their performance.
SIXTH: Give back to their efforts
After the event, thank your team. You may even think of gathering them for a
dinner or party especially when event was successful. This simple thing will make
them fully motivated to join you in the next projects.
Once you fulfill all of these, you will have an effective team based on the
experiences of people who have shared their knowledge on managing people
from the event industry
Identifying the Players in Event Management
As event manager, it is also your role to identify who are the players in an event
management. This is important because we will be dealing with them, or we will
need them. Let's take a look on the following figure:

The
Tourism
Industry
 EVENTS MANAGEMENT

Tourism
Sports and
Hospitalit
Industr y
y Education
al

THE
Busines EVENT
s The
INDUST Hospitalit
Establis
h-ments
RY y Industry

Safety
Entertain- Services
ment and (Emergency
Arts , Police,
Industry etc.)
Govern-
ment
Bodies

Figure1: Industry Players

With the figure above, we can say that there are a lot of industry players that are
significant in the event industry in general. Their relationship is vital because in
one way or another, some, if not all, are present in a particular event.

Other than this, the event players specifically for a certain occasion can be
summarized in the following figure:

The Client

Event
Management
team/Player

Guests Event Committee Financer Supplier Other Entities

 EVENTS MANAGEMENT

Figure 2: Players for a Specific Event

As gleaned from figure 2, it shows the players for a specific event. Below
explains this figure:
The Client - is either a group of people or an individual who have asked for your
service in managing their event. They can also be called as hosts who are
responsible for that particular event.
Event Management Team/Planner - if you are part of it, then you are
responsible in attaining the expectations of your client. You will be tasked to
manage the overall aspects of the event (or some aspects depending on the
needs of the client.
Guests - these refers to the people who are invited to attend in that event. Since
they are invited, it is important that they are treated as your client because the
overall impact of what you have done will be experienced by them.
Event Committee - these are the people who are assigned by the client to be
the one to talk to for the event itself (in case he or she has assigned one) who
are involved also in the planning and execution. This may also include your own
team as they will be working together to ensure that everything is to be carried
out according to the client's expectation.
Financer - from the word itself, this refers to the money man or the person who
foots the bill. Meaning, he is the one financing for this event so he may or may
not be included in the planning and execution phase of the event. However the
person will make sure that he gets a reasonable return out of his investment.
Note that a financer may not be needed should the event manager (you, as the
planner) has the financial capacity to run that event.
Suppliers - they are the event manager's contacts or partners in delivering
quality event execution. As their role is vital an event manager must be able to
build good relationship to ensure a successful event.

Other entities - this may refer to the other people or group of people who are
external to the host and the event manager who has/have the personal,
financial, political, or social interest on that event. Examples of this are the
media, community, government, and corporate shareholders to mention a few.
Though these players may not be common in all events, it is important that we
know as managers how to deal with them properly and effectively. All of them
have something in common, they want a successful and memorable event as
their reputations lies within it. It is therefore important for a manager to strike a
balance within this as not all of them define success similarly.
Knowing the Industry and Competitors
Another role that you as a manager must play is being updated with what is
happening in the industry, knowing its trends, and taking advantage of the new
 EVENTS MANAGEMENT

technologies that could enhance more your knowledge. Keeping abreast with the
legislative changes will help you in your decision-making moment as wen
monitoring the consumer trends. It is vital for you to be updated because the
consumers are always looking for something new, something that is in, and
something that fits their needs and wants. Similarly, it is important that you are
aware of what your competitors offer and evaluate them so that it can be mad as
your reference in the future.
Simple ways of keeping abreast of the industry and your competitors are the
following:
 Networking with friends and colleagues
 Observing events
 Attending seminars and workshops
 Upgrading qualifications
 Watching events management-related shows
 Watching food and beverage shows
 Joining industry-relevant organizations
 Reading magazines and newspapers
 Surfing the net for related articles

Reviewing Ethical Concerns and Issues It is also important that a manager

understands the code of ethics in doing such thing, event management. The
presence of it is vital for enhancing your reputation and those who are involved.
What are those simple issues that we have to look into and worth thinking of?
These are the following:
 Asking for gifts or kickbacks
 Disclosing confidential information of clients
 Overbooking
 Overpricing
 Subcontracting

For the purpose of this discussion, let's study the following principles of
professional conduct and ethics of the International Special Events Society (ISES)
and evaluate how would this help in the execution of your services as a manager
of an event:
 Promote and encourage the highest level of ethics within the
profession of the
special events industry while maintaining the highest standards of
professional
conduct.
 Strive for excellence in all aspects of our profession by performing
consistently at
or above acceptable industry standards.
 Use only legal and ethical mean in all industry negotiations and
activities.
 Protect the public against fraud and unfair practices, and promote all
practices
which bring respect and credit o profession.
 EVENTS MANAGEMENT

 Provide truthful and accurate information with respect the

performance of duties.
Use a written contract dearly stating all charges, services, products,
performance
expectations and other essential information.
 Maintain industry accepted standards of safety and sanitation.
 Maintain adequate and appropriate insurance coverage for all
business activities.  Commit to increase professional growth and
knowledge, to attend educational
programs and to personally contribute expertise to meetings and
journals.
 Strive to cooperate with colleagues, suppliers, employees, employers
and all
persons supervised, in order to provide the highest quality service at
every level.
 Subscribe to the ISES Principles of Professional Conduct and Ethics,
and abide by
the ISES By-laws and policies.

There may be other roles of a manager that were not included in this chapter.
One thing that we have to consider here is that, everybody wants to have a
successful event. If that is in our mind, everything will follow to come up with this
and meet or even exceed our client's expectation.
Knowing How to Create a Checklist for an Event
As an event manager, it is also important that you know how to make a checklist
for a particular event. This checklist will help you not to forget a single detail that
may be of significance for the event execution.
The following is an example of event planning checklist (adapted from
www.thegreatevent.com). You can make it as model when planning an event.

Event Planning Checklist

6 to 12
Month
s
Ahead
ye no
s
 EVENTS MANAGEMENT

Decide event purpose (raise funds, visibility, celebration, etc.)

Choose a theme
Visit potential sites
Research/appoint an event coordinator/manager
Research/select committees/chairpersons
Chairperson forms subcommittees
Get cost estimates (site rental, food, drinks, sound/lights, etc.)
Get recommendations for entertainment
hold auditions
Get bids for entertainment
Get bids for decorations
Get bids for design/printing
Get bids for other major items
Finance committee drafts initial budget
Decide on admission cost
Create sponsorship amounts/levels
List items to be underwritten and possible sources
Research/approach honorees
Compile mailing list (individuals/businesses)
Check proposed date for potential conflicts, finalize date in writing
Get written contracts for site, entertainment, etc.
Develop alternative site (if event is outdoors)
Consider pre-party event for publicity or underwriting Invite/confirm
VIPs
Pick graphic artist
begin invitation design
Create logo for event with graphic artist
Order hold-the-date cards or other event announcements
Set marketing/public relations schedule
Develop press release and calendar listings
Select photographer
arrange for photos of VIPs, chairmen, honorees
Get biographical information on VIPs, celebrities, honorees, chairmen
Investigate need for special permits, licenses, insurance, etc. 3 to 6
Months
Begin monthly committee meetings
Order hold-the-date cards or other event announcements
Write/send requests for funding or underwriting to major donors,
corporations, sponsors
Request logos from corporate sponsors for printing Review with
graphic artist invitations, programs, posters, etc
Prepare final copy for invitations, return card, posters
Prepare final copy for tickets Complete mailing lists for invitations
Order invitations, posters, tickets, etc. Sign contract with
entertainment company
Make list of locations for posters
Finalize mailing lists; begin soliciting corporations and major donors
Obtain lists from honorees, VIPS
Obtain radio/TV sponsors, public service announcements, promos
Set menu with caterer for food and beverages
Secure permits and insurance
Get written confirmation of celebrity participation/special needs
 EVENTS MANAGEMENT

Finalize audio/visual contract

Select/order trophies/awards
2 Months Ahead
Hold underwriting or preview party to coincide with mailing of
invitations
invite media
Assemble/address invitations (with personal notes when possible)
Mail invitations
Distribute posters Finalize transportation/hotel accommodations for
staff, VIPS, honorees
Obtain contracts for decorations and rental items
Confirm TV/radio participation
Release press announcements about celebrities, VIPS, honorees
Follow up to confirm sponsorships and underwriting
Obtain logos from corporate sponsors for program printing
Review needs for signs at registration, directional, etc committee)
All major chairpersons to finalize plans
Hold walk-through of event with responsible committees,
chairpersons and responsible site staff/members at event site
Review/finalize budget, task sheets and tentative timeline
Start phone follow-up for table sponsors (corporate, VIP, committee)
1 Month Ahead
Phone follow-up of mailing list (ticket sales)
Place newspaper ads, follow up with news media, on-air
announcements
Confirm staff for registration, hosting, other
Write to VIPs, celebrities, program participants, confirm participation
Complete list of contents for VIP welcome packets
Get enlarged site plan/room diagram, assign seats/tables
Give estimate of guests expected to caterer/food service
Meet with all outside vendors, consultants to coordinate event
Review script/timeline
Continue phone follow-ups for ticket/table sales
Continue assigning seats, set head table, speaker's platform
Confirm transportation schedules: airlines, trains, buses, cars, limos
Confirm hotel accommodations
Prepare transportation and accommodations (include arrival time,
flight number, airline, person assigned to meet flight)
Confirm special security needed for VIPs, event
Prepare welcome packet for VIPs, chairmen, and key staff Schedule
deliveries of special equipment, rentals
Confirm setup and tear down times with event site
Finalize plans with party decorator
Give caterer revised numbers
Meet with chairpersons, key staff to finalize any of the above
1 Week Before
Meet with all committees for last-minute details
Finish phone follow-ups
Confirm number attending
Finish seating/table arrangements
Hold training session with volunteers; finalize assignments
Secure two or three volunteers to assist with emergencies
 EVENTS MANAGEMENT

Finalize registration staff Distribute seating chart assignments to

hosts/hostesses
Schedule pickup or delivery of any rented or loaned equipment
Double-check arrival time and delivery times with vendors
Reconfirm event site, hotel, transportation
Deliver final scripts/ timelines to all program participants
Confirm number of volunteers
Finalize catering guarantee, refreshments
Make follow-up calls to news media for advance and event coverage
Distribute additional fliers
Final walk-through with all personnel
Schedule rehearsals
Schedule volunteer assignments for day of event
Establish amount of petty cash needed for tips and emergencies
Write checks for payments to be made for the day of the event
Day Before Event
Lay out all clothes that you will need the day of the event
Recheck all equipment and supplies to be brought to the event
Have petty cash and vendor checks prepared
Event Day
Arrive early (with your change of clothes)
Unpack equipment, supplies and make sure nothing is missing
Be sure all VIPs are in place and have scripts
Reconfirm refreshments/meal schedule for volunteers
Go over all the final details with caterer and setup staff
Check with volunteers to make sure all tasks are covered
Setup registration area
Check sound/light equipment and staging before rehearsal Hold
final rehearsal