HOW TO ORGANIZE YOUR EVENT

(CONFERENCE / CONVENTION)

Ronaldo P. Tiotuico
Regional Director
Department of Tourism Region III
Email: tourismregion3@gmail.com
Website: www.visitmyphilippines.com

HOW TO BE A SUCCESSFUL EVENT ORGANIZER

40th Kiwanis International Asia Pacific Convention
March 5 7, 2015, Fontana Convention Center

Clark Freeport Zone, Philippines

Host: Philippine Luzon District Office
Towards another century of growth and service.

OBJECTIVE
To be the most outstanding convention host ever to have organized
a Kiwanis International convention and for the 2015 national
convention to be the most memorable, most technologically
efficient and most awe-inspiring event ever to be held anywhere in
the country thru use of state-of-the-art equipment and utilities.

TOURISM PROMOTIONS BOARD

(FORMERLY PCVC)
An attached agency of DOT;
M.I.C.E. Unit provides FREE
information, technical
assistance and guidance to
business events, and meeting
planner and organizers;
Arranging site inspection trips
and technical visits to help in
planning and decision making;
Pre- and Post- tours; and
Airport Reception.

TPB - M.I.C.E. UNIT

To oversee and direct the development of the convention industry;
Promotion of the Philippines, its suitable destinations and convention
sites for international meetings and events;
Selling the idea of hosting international meetings and conventions to
local associations;
Assist local associations in their bid to host events; and
Encourages and supports Professional Congress Organizers.

WHAT ARE THE FREQUENT COMPLAINTS VS. CONFERENCE

ORGANIZERS?

Unreasonably long queue at the

registration line.
Lost in getting to the venue (no
signage).
Lack of transportation (airport to
venue).
No greeters at the airport (no port
reception).
Audio-visual equipment conked out.

WHAT ARE THE FREQUENT COMPLAINTS VS. CONFERENCE

ORGANIZERS?

Registration fee too high.

No more hotel rooms.
Food is unhealthy / too little.
Nobody to assist me on what to do
next.
My room is filthy (toilet is not
working).
I cant find my luggage.
Venues are too far away
Too much socials, few knowledge
sessions.

WHAT ARE THE FREQUENT COMPLAINTS VS. CONFERENCE

ORGANIZERS?
Nobody there to change my
flight schedule.
I am not feeling well; nobody
bothers to attend to me.
I need to buy pasalubong.
I was not informed about the
event.
Who do I contact for
information?
Its a dull one (not a learning
experience)
Long speeches
Lack of respect for peoples
time

ROLE OF HOST COMMITTEE

Selection of Congress
Chairman
Organizational Structure
Formation of the Organizing /
Host Committee
The Secretariat
Honorary Chairman

Commitment and
Cooperation

DEFINE YOUR OBJECTIVES

Social and financial objectives

THE ORGANIZATION
HOST ORGANIZING COMMITTEE
HONORARY CHAIRMAN

CONGRESS CHAIRMAN

BOARD OF ADVISERS

FINANCE

PROGRAM COMMITTEE

SECRETARIAT COMMITTEE

CONFERENCE
ARRANGEMENTS COMMITTEE

BUSINESS SESSIONS

CENTRAL COMMUNICATION
AND INFORMATION

AIR TRANSPORTATION

OPENING/CLOSING
CEREMONIES

ADMINISTRATIVE SERVICES

AIRPORT RECEPTION &

FACILITATION

PROMOTIONS

DOCUMENTATION/
PRINTING

ACCOMMODATIONS

PHYSICAL/
TECHNICA L
ARRANGEMENTS

LANGUAGE SERVICES

TOURS AND
TRANSPORTATION

REGISTRATION AND
INFORMATION SERVICES

SERVICES

SECURITY

EXHIBITS

FINANCE - SOURCES

Registration fee
Sponsorships
Exhibits
Advertisements
Fund-raising campaigns
Grants
Donations

CREATE OPERATING COMMITTEES

Set up your teams of different skills
Secretariat:
Central communication and information:
- Admin services (personnel, legal,
communication facilities, office mgt, supplies
and materials)
- Printing / documentation
- Language services
- Registration and info services
- Conference evaluation

PRE-CONGRESS REGISTRATION
Verify restricted
nationals (from foreign
countries)
Advance registration to
generate much-needed
funds
Computerized system
Outsource management
of event

Secretariat
First impression lasts
Adequate and well-trained
personnel
Sufficient space

Proper layout to effect

smooth flow and control of
registration traffic
Number of desks depends on
the number of expected
attendees

SECRETARIAT
Registration fees
(Confirmation, cancellation
/ refunds)
Verification and
identification procedures
Discounted fees for
advance registration
Content, design of
registration forms
Badges (design)
Convention kits (contents,
specification)

SECRETARIAT

Kit distribution counter

Information desk
Message counter
Tour desk (tour itinerary)
Media room (w/ wifi, computers, printers,
F & B, meeting table)
Speakers room (w/ program)
Admin office (copying machine,
computers, wi-fi, etc.)
Transportation desk (schedule of
departures / location)
Cash management (official receipt,
reports)
Security (escort service)
Roster of participants
Medical clinic / ambulance
Accessibility service (PWDs) / seniors

SECRETARIAT
Conference information sheet

Country information
Association information
Hotels

Physical arrangement
Furniture / decors
Information materials

Supplies and materials

Storage area

SECRETARIAT
Supplies and equipment
(typewriters, computers,
printers, copying machines,
telephones, websites)
Filling up registration forms
Set up dismantling dates
(egress)
Check-in and check-out
procedures
Accreditation of members,
volunteers, media, etc.
Assignments
Training
Work shifts
Security

PROGRAM / BUSINESS SESSIONS

Responsibility of
Host Committee vs.
International
Secretariat
Limitation of
functions of host
committee
Special participation
of local host
(opening and
closing)

POINTERS FOR PRESENTATION

Audio-visual instruments
(avoid technical
disruptions)
Speakers with public
speaking skills (speakers
bureaus)
Insist on rehearsals
Technical committee /
Program committee (time
management)
Documentation committee

OPENING AND CLOSING CEREMONIES

Glimpse of Filipino
culture
Use scripts,
technical cues,
lighting, rehearsals,
etc.

Master of
ceremonies

CHECKLIST CONFERENCE PROGRAM

Invitations,
confirmations
Speakers profile /
biodata
Arrivals, departures
Hotel amenities,
charges
Air transportation
Ground
transportation
Other arrangements

CHECKLIST CONFERENCE PROGRAM

Speakers technical
requirements
Briefing of speakers
Time management
Amenities for speakers
Special badges, ribbons,
leis
Plaques, certificates
Gifts
Master of ceremonies
Technical / stage director

CHECKLIST CONFERENCE PROGRAM

Performers, Entertainers, Bands

Ushers
Decors
Seating arrangements / signage
(delegates by country /
observers / guests / press)
Protocol
Presidential table
Place cards
Water glasses
Send-off party

PROMOTIONS
Stimulate attendance to the
congress
Advertising, press center, press
conferences, presentations in
meetings / fora
Hire consultants to do the job
Print materials, direct mail,
personal communications,
publicity, advertising,
Outdoor dcor (billboards,
banners, street decors)
Promotional trips

ACCOMMODATIONS
Committee to facilitate booking of
participants
Negotiate with hotels
Adopt a reservation and booking system
Block rooms in advance (lookout for direct
bookings)
Rooms for local officials and staff, VIPs
Monitor room rates
Request for a liaison officer from the hotel
Rooming list
Check-in / check-out schedule (inform
attendees)
Payment scheme (down payment)
Potential source of income
Inspect facilities
Discounts, promos, incentives, etc.
Shuttle service
Senior citizens discount

PHYSICAL AND TECHNICAL

ARRANGEMENTS
Refers to seating arrangements and
furnishings inside meeting / function
rooms and reception area outside the
room
Two set-ups: theater-type and table
set-up
Use standard conference equipment
(LCD, vidi-wall)
Consider rental companies
Size, ventilation, acoustics, electrical,
lighting / control, safety, insulation,
liabilities, platform, lectern,
microphones, whiteboards, etc.
Video coverage / documentation
Stage backdrop (tarps or hi-tech?)

TOURS AND TRANSPORTATION

Appoint an official tour operator
(pre- and post-convention tours)
Standard practice is to provide
complimentary city tour
May include cost of tours in
registration fees (or optional tours)
Set up a tour desk (tour packages
for sale)
Ground transportation airport to
hotel and back / shuttle
Use hand-held radio
Hire professional tour guides
Choose tourist-quality buses only
with audio set-up
Announce the tours beforehand

CITY TOURS

SOCIALS
Prepares social program (food and
beverage service, handles
arrangements for VIPs)
May include business component,
shopping, sports tournament, etc.
Do this in moderation
Remember the world-renowned
Filipino hospitality
F & B take note of increasing
health awareness
Free-flowing coffee

AIRPORT RECEPTION AND FACILITATION

Port courtesies / lei
reception / entertainment
Provide identifying
markers (luggage tags /
stickers
Coordinate with DFA, BI,
Customs, NAIA VIP room,
DOT for lei reception,
AFP for security
Arrange an inter-agency
meeting
Use hand-held signs,
welcome streamers,
reception committee

OTHER OPERATING COMMITTEES

Protocol and
security
Exhibits (buyers and
sellers)

Hire professional
exhibit organizers
Ingress and egress

FINANCE
Compute your expenses,
incomes, sponsors and
contingencies
Keep your costs low
Sponsorships
Exhibits
Advertisements
Fund-raising
Grants from foundations
Donations (professional groups,
alumni assns, etc)
Subsidy from LGUs, NGA)

THEMED EVENTS

MARKETING AND ADVERTISING

Poster (get the word out)
Email / snail mail /
Facebook / Twitter /
Website / etc.
Guidebook (app)
Tri-media publicity
Press conferences
Flyer-ing in malls,
special events

CONGRESS EVALUATION

Questionnaires / survey
form

THINGS TO DO

ORGANIZATION AND MANAGEMENT

First things first, develop a complete WORK PROGRAM for the convention hosting to include activity, description, timeframe, l ocation,
budget, partners, member responsible, etc. This work program will be the basis for all the actions of hosting members.

Create committees to handle the job (Programs, Secretariat, Finance, Tours and Travel, Transportation and Communication,
Accommodation, Food and Drinks, Marketing and promotions, Airport Reception, etc.).

Set the environment by identifying the purpose and objectives of the hosting of the convention (what is the aim? To be the be st
convention ever to be held?)

Do the organizational structure to define duties and responsibilities (chain of command). Print and distribute to all concern ed.

Call regular meetings to monitor progress and identify lapses. Keep them regularly abreast of what is happening. Require ever yone to
be in their best uniform during the convention. Let this be the best convention ever to be held in the country.

Require written committee reports (or let the Secretary do the minutes of all meetings) and distribute to all concerned.

Identify key milestones in the Gantt chart (monitor lapses here).

Give each one their own things to do list and start monitoring.

Secure and affiliate all potential service providers in Pampanga (hotels, restaurants, travel agencies, car rentals, taxi ser vice, bus
companies, hospitals, cell phone carriers, local government units, music lounges, night clubs, GROs, etc.). Keep records of t heir
names, telephone numbers, contact persons and addresses.

As an option, the host club can hire an Executive Director (with salary) to do the nitty -gritty part of the organizing, supervision and
management of the event. He will head the Secretariat before, during and after the convention.

On handling of delegates needs, the host club has the option to designate female members (spouses of regular members) or fem ale
volunteers to assist one or two clubs at all time. She will attend to all the needs of his assigned clubs at all times like t heir check-in
and check-out, ticket confirmation, tours, etc. She will be the convention escort to the clubs he is assigned to.

Seek a Sanggunian resolution from the city government declaring March 5 7, 2015 as Kiwanis Week for all people in the city to
celebrate and remember the event.

The host organization can now take the opportunity of hosting the convention by strengthening its recruitment program. This m eans
inviting more new members into the organization to work on a project that is international in scope.

PROGRAMS AND INVITATION

The main convention hall should be positioned as a state-of-the-art convention hall of the future thru
computerized and multi-media equipment. The lighting effects should be superior than any of the conventions
held.

Set the tone and environment by setting the goals and objectives of the convention (for the member delegates
and to the local and global community).

Formulate the THEME for the convention (look at the theme of the Kiwanis International as reference). What do
you want to achieve during the convention and how.

Prepare and finalize the program for the convention (topics, speakers, seminars, etc.). The program must
accomplish the objectives of the convention theme. Invite speakers that can articulate on the theme. Seminars
must also be complementary to the theme. If possible, a performing arts group must do a short number on the
theme.

Include entertainment numbers in between speeches (invite host convention center to do a performance, if there
is any).

Make the Opening Ceremony the most colorful and entertaining ever to be shown in a convention. Bring
performers to do the National Anthem and Invocation. The introductory part from the Host President (Ladies and
Gentlemen, I now declare the 40 th Kiwanis International Asia Pacific Conference OPEN.) should be multimedia and hi-tech with confetti dropping from the ceiling.

The Closing Ceremony should be similarly projected: hi-tech and multi-media mode. Maybe hold it in an open
space where you will have a concert and fireworks display after the goodbye speeches. Let them cry before they
leave Clark and keep on telling stories about it.

Prepare and finalize the convention flyer to include the what, where, when of the convention. Include the
objectives of the convention, what the delegates should expect, the theme, about the venue and the community
(Metro Clark), the schedule of activities, template on registration, payment scheme (early birds, deadlines, etc.).

Do the letter of invitation to all prospective delegates/members to be signed by the President and Convention
Director.

Keep a master directory of all members nationwide and their addresses (if possible home addresses).

Computerize the registration of participants (keep tract of registration, payments, no. of accompanying persons,
hotel accommodation requests, advance room payment, dates of arrival and departure, optional tours, etc.).

SECRETARIAT

Project a hi-tech image for this committee. Bring in the multi-media equipment to give a first impression to delegates.

Designate a pool of members and volunteers (student on practicum) to man the Secretariat during the convention.

Equip the Secretariat with tools and materials (computers to input registration of members, forms to fill up (registration, o ptional tours, room requests, transportation needs,
etc.), copying machines, papers, telephone lines, phone booths, cell phones, cell cards, Internet connection, etc.)

Seek support of an IT-related company to computerize ID printing for delegates.

Set tables for registration (by regions / country), tours, hotels, airline ticketing (reconfirmation), convention kits, servi ce providers (taxi, jeep, car for hire), etc.

Travel assistance center (contact travel agency) for reconfirmation of plane tickets, optional tours, inquiry for golf or cas ino tours, post-convention extended visits to other
places.

Invite computer school to set up computerized registration system for instant recall and printing.

Maintain a lost and found section (left luggage room).

Provide a medical clinic with staff nurse on standby to be provided with equipment. If possible, provide ambulance at the sit e for the duration of the convention.

Provide facilities and services for persons with special needs such as wheel chairs, ramps, accessible toilets, etc. Remind a ccredited hotels to do the same for your delegates.
Registration form should contain info on special requirements of delegates like food preferences (halal). Do the same for sen ior citizens.

Provide training seminar for volunteers and host committee working group on Effective Customer Service / Tourist Reception a month before the convention.

Distribute questionnaire / survey form to delegates before the end of the convention to determine satisfaction rating.

There should be a documentation committee to gather and distribute to delegates all manuscripts, presentations and other docu ments presented by resource speakers during
the event. It is best to provide computers for delegates to download these documents using their own USB.

Consider the expertise of the Master of Ceremonies. At times, delegates satisfaction is dampened by poor delivery of the MC.

Meet with affiliated restaurants and hotels to prepare for the coming of delegates (give discounts if uniformed delegates com e to their place, hand streamers on their frontage
welcoming delegates at their expense, give souvenirs, if any)

Seek the speakers profile / resume before the convention for publicity and marketing purposes. Provide plaques of appreciati on for resource speakers.

Hire or assign a technical / stage director for the duration of the event to avoid untoward incidents.

Provide entertainment in between sessions like during lunch / snack breaks to keep delegates excited.

Coordinate with DFA, BI, Customs, NAIA VIP room, DOT for lei reception, AFP for security, prior to the event for efficient pr ocessing of delegates documents at the port of
entry.

Send your delegates each a thank-you note immediately after the event.

REGISTRATION AND RECEPTION

Only competent people should be made to man these tables. First impression lasts. The
tables should be well appointed and designed to match the theme of the convention.
The forms to fill up should be well-prepared in advance to expedite filling-up by
delegates. Delegates should spend no more than three minutes to accomplish any form.
Usherettes should be ready to provide lei reception to VIPs and special guests.
ID cards should also reflect the theme of the convention like computerized cards.
Convention kits should be ready as delegates sign up and have paid their fees. Delay in
distribution of kits dampens the excitement of delegates. They expect a souvenir of their
journey into Clark.
Receipt of payment and issuance of official receipts should be expedient and state -ofthe-art. Dont keep the delegate waiting for his official receipt.
Provide early-bird discounts to generate more funds.
Make ready maps, brochures, list of hotels with rates, bookings for optional tours,
information about Clark, Angeles City, Pampanga, etc. Insert them in their kit bags.

PHYSICAL ARRANGEMENT (SESSION VENUES / CLARK)

Presidential table with name cards, convention programs, etc. (should be elevated).

The stage and backdrop with title of convention and theme, flags, decors should be state -of-the-art. Get an artist to do this for you. The stage is the centerpiece
of attraction and therefore should be most impressive and it should carry theme of the convention.

Seating arrangement (by country or by club) may be predetermined for easy identification.

Information counter inside the convention hall (equipped with programs, brochures, maps, services offered, etc.)

Lightings system, audio-visuals, streamers, flower arrangements, air-conditioning.

Test run prior to the convention date (air-con, sound check, etc.)

Two (2) rostrums for emcee and speaker with flags (Kiwanis and Philippines).

Install closed-circuit televisions / video-wall around the convention hall for easy viewing of delegates.

Provide hi-tech video/computer system. Get the best LCD projector for the speakers powerpoint presentation (with a big screen or multi-video screen). Provide
the most advanced computer system to run presentations with views of the tourist attractions in the city and Central Luzon as backdrop on stage.

Get cultural groups to perform on a regular basis at the convention grounds / lobby (for non -attending guests). Bring the traditional brass bands in. Get
sponsors for the Ati-atihan groups.

Coffee outlet (free flowing), water dispensers, cups, etc.

Toilet facilities (toiletries, clean-up, etc.)

Prepare seminar venues, rostrums, sound system, program, identification, registration table, secretariat, etc.

Identify parking area, pedestrian and motorist entrance to the venue. Install directional signs from Clark main gate leading to the site (Fontana). Identify noparking areas. Prepare and distribute location site map and include this in kits.

Install markers with numbers at the parking area. Provide lighting to the area.

Maintain a centralized paging system booth (for calling drivers and other announcements).

Install phone booths around the convention grounds, if necessary. Cell cards for sale. Maintain a directory of emergency numb ers at the phone booth and
secretariat.

Maintain uniformed security personnel at the convention hall. Meet with them to inform them of your requirements including th eir liabilities in case of losses and
other incidents (they should have 2-way radios).

Provide umbrellas in case of a downpour.

The whole Clark area should be decorated for the convention with pylons, streamers, directional signs, welcome banners all ov er. The banners should be up a
month before the event.

The North Luzon expressway should also be ready with streamers welcoming delegates from Balintawak to Dau and Angeles-Magalang exits.

 MEDIA AND PUBLICITY

Flood the city with streamers one (1) month before the event.
Place ads on radio and print (local and national).
Issue press releases from time to time (media team).

Hold press regular conferences and invite media friends and tell them
about the convention and its significance to the community.
Hold press conferences on the date, during and after the convention.
Assign a protocol officer and chairman (spokesperson) of media
relations.
Provide press kits during press conferences with photos, if possible.
Provide an exclusive room for media personnel complete with wi-fi,
laptops, phone lines, office supplies, copying machine, briefing kits, press
releases, tables for interviews from radio and TV crew.
Provide posters and flyers to get the word out, use email, snail mail,
Facebook, Twitter, Guidebook app, website etc. for publicity.

 HOTEL ACCOMMODATION
Accredit hotels, resorts and tourist inns to cater to delegates. Inspection
must be made before to determine capability to accommodate delegates.
Check establishment for sanitation, complete facilities, comfort and
convenience of delegates.
Meet with all hotel managers or their assigned liaison officer to apprise
them of the forthcoming convention, dates of check-in and check-out,
payment scheme, liabilities of host club and delegates (laundry, meals
ordered, telephone bills, etc. on pax account)
Set rules and regulations for delegates (no drinking, no unannounced room
mate inside the room, etc.)
Provide discounts for senior citizens / early booking, give-aways, flyers, etc.
Provide streamers at the frontage of hotel (welcome delegates). Ask other
establishments like restaurants and friends of Kiwanis members to provide
welcome streamers in front of their establishments.
Provide ID tags or sticker on each delegates luggage for easy identification
in case of loss or misplacement.

 TOURS AND TRAVEL/SHOPPING

Provide a schedule of optional tours (itinerary, schedule, meeting place, shuttle bus
to use, time of departure and time of arrival, qualified to go, etc.)
Set tour fees, if required, to cover cost of transportation, packed lunch, etc.
Secure the services of a travel agency to do the job. Secure the services of a tour
guide. Provide training seminar for accredited tour guides before the event.
Ready transportation for the tours at the appointed time and place.
Test run the tours before the convention to ensure clockwork precision and
convenience for delegates.
Meet with duty-free shops, souvenir shops etc. to tell them about your requirements
and requests (discounts upon presentation of a convention tag or membership card,
welcome company streamers, give-aways, rebates for the host club, if any).
Consider special needs of delegates who wish to play golf, casino, red light district,
etc.

FOOD AND REFRESHMENT

Accredit caterers and food suppliers. Set the menu for each meal. Seek lowest price from
suppliers.
Check on the quality of service and equipment of caterers (food warmers, plates, spoons, etc.).
Determine track record. Be cautious about possible food poisoning.
Identify area for kitchen and mess hall (must have sanitized facilities with water supply, hot and
cold water, etc.)
Designate person to be in-charge of food service (what time to serve, whom to serve, etc.)
Buffet table must be amply spaced and the number sufficient to accommodate all delegates at
the least possible time (dont let delegates stand in line for a long time).
Require and secure meal stubs for each meal, if required. Monitor and coordinate with food
suppliers.
Identify complimentary meal stubs (volunteers, host members, special guests, VIPs, etc.).
Require caterers to decorate tables and chairs with centerpiece
Food handlers and waiters, if any, to be in proper uniform (white long-sleeve shirt with tie, for
example).
Provide caterers information on delegates special food requirements like halal for Muslim
guests, vegetarian meal, etc. Take note of increasing health awareness.

 FINANCE
Prepare budget for the entire convention (including
pre- and post-convention expenses, expenses of
each committee)
Check budget against expected revenue from
delegates registration fees.

Seek sponsors and donors. Conduct fund-raising

projects to augment budgetary deficit, if any.
Pay all bills/accounts after the convention. Prepare
accounting (income statement) reports for
presentation to the club.

 CONVENTION KITS
Seek and bid the purchase of convention bags. Set the
kind of material to be used, design and logo.

Contents of bags: convention program, writing pad and

pen, program and invitation, souvenir program if ready,
flyers about Clark, Angeles City and Central Luzon,
brochures of accredited hotels and suppliers, give-aways,
pills for headaches and colds, Certificate of Attendance
(with certificate of appearance for government
employees).
Secure kit stub before giving bags to delegates. Maintain
record of distributed kits and name of recipients.

 SOUVENIR PROGRAM
Appoint a chairman to do the layout and design,
seek sponsors, appoint a printer to do the job,
seek write-ups, messages, schedule of activities,
pictorial, advertisements, etc. Consider doing the
souvenir program on DVD to save on cost.

Ready to distribute souvenir program during the

convention (or after)
Print names and photos of all clubs in the
Philippines (fund-raising)
Get an artist to do the design of the front page.

 COMMUNITY RELATIONS
Issue press releases to better inform the public.
Keep the public informed about your community projects
before the convention.

Do a community project before or during (even after) the

convention with some delegates in attendance (e.g. Eyesightrelated projects, medical-dental mission, etc.)
Organize school clubs before the convention (they can serve
as volunteers during the convention)
Ask a group of delegates to bring something for indigent
people, for example. Adopt an indigent community for this
purpose.

 TRADE FAIR AND EXHIBITS

Seek the assistance of an event organizer for this
purpose so the host club can concentrate on the
convention proper.
Set up exhibit/sale booths near the convention hall.
Secure sellers and exhibitors from DTI-RIII or DOT R-III.
Provide incentives for them to be encouraged to
participate.
Provide schedule for ingress and egress. Provide them
with fascia board for the names of sellers with a table and
chair. Variety is the key here. Native items from
Pampanga are a priority.

 FELLOWSHIPS AND THEMED PARTIES

Ready schedule (date, time and place) of fellowships,
cocktails and other parties. Distribute in advance to delegates
for them to prepare. Provide transportation, if necessary.
Provide a theme for each fellowship (Filipiniana, Western,
Masquerade, etc.) and set the mood of the event accordingly
such as the music, attire of delegates, decorations, food and
performers, etc.
Identify in advance the seat plan (by country or by club).
Seek sponsors for the dinner. You may set up dinners in
various venues / locations. Acknowledge sponsors or invite
him as guest of honor and speaker during the fellowship.

TRANSPORTATION AND COMMUNICATION

Seek and accredit transport groups on a need basis. Consider Limo service.
Secure/hire vans and cars to shuttle delegates to and from their hotels and other places.
Accredited hotels may also provide service to the venue (Fontana). A regular run of vans and
cars will help make life convenient for delegates (if they want to go to the duty -free shops).
Provide a dispatching section for this so delegates can book their trips.

Secure/hire vans and buses to be stationed at the airports (ports of entry) all the time to
transport delegates to Clark (from NAIA or CIA). The same goes for all departing delegates
(shuttle them to the airports). Time of arrivals and departures of all delegates must be pre determined for car-pooling purposes. Assign some host members including usherettes to be
stationed at the airports to welcome delegates; lei reception for VIPs. You can also send in
advance the guidelines or maps showing what buses or taxi to take to Clark in case one gets
late in coming in.
As an option, host club can charter a Cebu Pacific flight from Cebu to Clark for the duration of
the convention.
Seek assistance of communications groups to provide 2-way radio communication (from
parking to convention hall and around). Or host club can rent two-way radios for the duration
of the convention. A central communication unit is needed to process all incoming and
outgoing communications/messages.
Key host members will have access to these units. They should all be identified with their
codes.
Aircon tourist buses should be equipped with audio set-up for tour guiding services.

 LANGUAGE SERVICES

Provide efficient interpreters for delegates with difficulty in understanding

English. This is especially needed for delegates from Taiwan, China,
Korea, Japan, among other countries.
Provide honoraria for interpreters, if required.

SECURITY SERVICES
Seek assistance from host convention facility (Fontana) to provide
complimentary security service at all times.
Provide security personnel in such places like parking area, exhibit hall,
dining area, etc.
Make sure security personnel are given orientation on what is happening
to allow them answer questions from arriving delegates.

IN SUMMARY

Plan your event

Set your goals
Prepare your work program
Gather your team
Prepare your budget
Decide on time and place
Think about logistics
Think about marketing and advertising
Create a website / Facebook / Twitter
Collect sources of money
Market the event
Do one last check-in with your team
Check all invitations and responses
Take photos and document your event
Clean up the place
Send your attendees thank-you note

WORK PROGRAM
(REFER TO ORGANIZATIONAL STRUCTURE FOR LIST OF COMMITTEES

Projects / Activities

Person Responsible

Timeline

Budget

PHOTOS

PHOTOS

PLAY THIS VIDEO

PLAY THIS VIDEO

PLAY THIS VIDEO

Thank you!