events planning

8/12/2019 Events Planning

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EVENTSPLANNING


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PRE-EVENT

PLANNING SYSTEM, PROCESSING OFPAPERS AND ETC


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PROJECT HEAD (PH) May be a member, apprentice, officer Must have passion Hardworking Willing to finish what they have started Must prepare an overview and description of his/her/their

plans for the event


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EXECUTIVE VP FORINTERNAL/EXTERNAL AFFAIRS PH must now seek help of Exec. VP Exec. VP assess either for Internal or External Affairs Exec. VP for Int/Ext now must be given details about the

EVENT of PH Exec. VP assesses the NATURE of the event whether it is

to be under community development or other categories Exec. VP Int/Ext acts the official OIC of PH throughout the

planning and execution of the event Exec. VP Int /Ext now gives GO SIGNAL to PH for

him/her/them to proceed to the President


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PRESIDENT Must be given details regarding proposed event Overview of plans Brief background Gives pre-approval for processing of the event


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EVENTS VP & Director for Events must now guide and help PH to

create the ff.:

1. Project Proposal

2. Cover Letters (Letter to Dean, Letter to OSA)3. Letter to official for reservation of venue

4. E-Reserve

5. Others


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EXECUTIVESECRETARY Secretary now creates SAF/E-Reserve Responsible for double checking the official documents

and critiques and helps PH to edit necessary mistakes

Tracks the processing of papers Explains to PH the processing of papers and helps

him/her/them also


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FINANCE Approves budget proposal of PH If PH is having trouble in budget proposal, finance heads

must help and guide PH in finalizing and creating thebudget proposal

Must counter check the contents of the budget proposalof PH


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EVENTS PH now coordinates with events heads in order to finalize

all official documents before processing After all editing for official documents and papers, PH now

coordinates with Exec. VP and then to the President Plans with PH for materials and other props needed Events Heads now guides through with PH systematic

plans and etc. pre-event


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PRESIDENT President now checks all documents PH now signs documents PH now asks President to sign documents PH coordinates with President for schedules of advisers

and other signatories After all signatories, pass all documents to all offices


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BUSINESS ANDMARKETING Helps PH assess if there is a need to look for sponsors for

the event or other ways of funding the event Looks for sponsors for PHs event

Helps PH in thinking of the different ways to market theevent Example: poster design, GM message


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EVENTS PH now gives events final list of materials needed Events heads prepare and counter checks all materials,

props and etc.

Events coordinate with Auditing and Inventory heads


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AUDITING ANDINVENTORY Checks EXISTING materials (prizes, props, office supplies)

that PH needs Authorizes EVENTS to buy other things that we do not

have Prepares all materials that PH needs in preparation for

event proper Events heads now submits list to Exec. VP, Exec. VP shows list of materials that needs to be

bought/acquired to President President gives go signal to Finance heads on budget


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ARTS PH must seek Arts heads help in ff.:

1. AVP

2. Poster

3. Flyers

4. Floor plan (if necessary)

5. Name tags

6. Program flow design

7. Certificates

8. Others


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COMMUNICATIONS PH must now asks for Communications heads to

disseminate information about event PH must ask help from Communications heads to create

GENERIC message for all members for text messagingand social website

Communications heads also responsible for invitingalumni, outside organization (Example AFICS/KAISA/OSAOFFICIALS/DEANs/OSG/STUDENTCOUNCILS/SOCC/CSC/MEDIA/TOMCAT/TOMWEB/FOTOMASINO and etc.)

Disseminate info


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PROFESSIONALDEVELOPMENT If PH needs man power Prof. Development Heads provides staff Plans with PH division of labor of staff during event proper


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PROJECT HEAD Must have all approved documents Report to Exec. VP and President and Events Head Must prepare program flow/itinerary


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EVENTPROPEREXECUTION


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EVENTS Must prepare and lay out all materials before the day of

the event Must have a check list to ensure quality and quantity

In charge of set-up, must acquire floor plan from ArtsHeads and photocopy of approved documents from PH On the day of the event, together with PH and staff must

help each other in setting up all booths/tables and etc


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DOCUMENTATION Fotomasino Tomcat Director for Internal Affairs Director for External Affairs Executive Secretary Director for Events


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POSTEVENTEVALUATION


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EXECUTIVE VP ANDPH Saf Documentation Reimbursement OSA


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EVENTS AND FINANCE Event heads must counter check all submitted receipts for

SUSPICIOUS EXPENSES and take notes of allreimbursements (to whom and how much)

Finance heads reimburses all those who have abono-ed Finance heads creates financial statement and submits to

Exec. VP and President


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HAPPYPANDA

events planning

Documents