HOW TO ORGANIZE YOUR EVENT(CONFERENCE / CONVENTION)

Ronaldo P. TiotuicoRegional Director

Department of Tourism – Region IIIEmail: 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; andAirport 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; andEncourages 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 can’t 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? It’s a dull one (not a learning

experience) Long speeches Lack of respect for people’s

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 OBJECTIVESSocial and financial objectives

THE ORGANIZATION

HOST ORGANIZING COMMITTEE

HONORARY CHAIRMAN

BOARD OF ADVISERS

FINANCE

PROGRAM COMMITTEE SECRETARIAT COMMITTEE CONFERENCE ARRANGEMENTS COMMITTEE

CONGRESS CHAIRMAN

EXHIBITS

BUSINESS SESSIONS

OPENING/CLOSING CEREMONIES

PROMOTIONS

PHYSICAL/ TECHNICAL

ARRANGEMENTS

CENTRAL COMMUNICATION AND INFORMATION

ADMINISTRATIVE SERVICES

DOCUMENTATION/ PRINTING

LANGUAGE SERVICES

AIR TRANSPORTATION

AIRPORT RECEPTION & FACILITATION

ACCOMMODATIONS

TOURS AND TRANSPORTATION

SERVICES REGISTRATION AND INFORMATION SERVICES

SECURITY

FINANCE - SOURCES

Registration feeSponsorshipsExhibitsAdvertisementsFund-raising campaignsGrantsDonations

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

• 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

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 formsSet up dismantling dates

(egress)Check-in and check-out

proceduresAccreditation of members,

volunteers, media, etc.AssignmentsTrainingWork shiftsSecurity

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 rehearsalsTechnical 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

Speaker’s profile / biodata

Arrivals, departuresHotel amenities,

chargesAir transportationGround transportationOther arrangements

CHECKLIST – CONFERENCE PROGRAM

Speaker’s technical requirements

Briefing of speakersTime managementAmenities for speakersSpecial badges, ribbons,

leisPlaques, certificatesGiftsMaster of ceremoniesTechnical / stage director

CHECKLIST – CONFERENCE PROGRAM

Performers, Entertainers, BandsUshersDecorsSeating arrangements / signage

(delegates by country / observers / guests / press)

ProtocolPresidential tablePlace cardsWater glassesSend-off party

PROMOTIONS

Stimulate attendance to the congress

Advertising, press center, press conferences, presentations in meetings / fora

Hire consultants to do the jobPrint materials, direct mail,

personal communications, publicity, advertising,

Outdoor décor (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 companiesSize, ventilation, acoustics, electrical,

lighting / control, safety, insulation, liabilities, platform, lectern, microphones, whiteboards, etc.

Video coverage / documentationStage 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 radioHire professional tour guidesChoose tourist-quality buses only

with audio set-upAnnounce 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 moderationRemember the world-renowned

Filipino hospitalityF & B – take note of increasing

health awarenessFree-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 publicityPress conferencesFlyer-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, location, 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 best convention ever to be held?)

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

• Call regular meetings to monitor progress and identify lapses. Keep them regularly abreast of what is happening. Require everyone 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 service, bus companies, hospitals, cell phone carriers, local government units, music lounges, night clubs, GROs, etc.). Keep records of their 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 female 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 their 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 means 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 40th Kiwanis International Asia Pacific Conference OPEN….”) should be multi-media 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, optional 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, service providers (taxi, jeep, car for hire), etc.

• Travel assistance center (contact travel agency) for reconfirmation of plane tickets, optional tours, inquiry for golf or casino 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 site for the duration of the convention.

• Provide facilities and services for persons with special needs such as wheel chairs, ramps, accessible toilets, etc. Remind accredited 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 senior 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 documents 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 come 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 appreciation 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 processing 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-of-the-art. Don’t 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 speaker’s 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 no-parking 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 numbers at the phone booth and secretariat.

• Maintain uniformed security personnel at the convention hall. Meet with them to inform them of your requirements including their 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 over. 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 delegate’s 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 (don’t 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. Eyesight-related 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

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Thank you!