Lesson 9 (Planning and Approval Process)

Browser
LESSON 9
PLANNING AND
APPROVAL PROCESS
Page 01 12:01 PM
What You Will Learn
Step One: Plan
Contents Identify and Assign the tasks
Scheduling
The Budget
Securing Approvals and permits
Page 02 12:01 PM
Step One: PLAN
PLANNING
– is a process that
involves setting the
objectives and the means
to achieve them.
Page 03 12:01 PM
OBJECTIVE
OF EVENT • What they are responsible for?
• When they must start their tasks and when they
PLANNING must accomplish them?
• How much funds are available and how they are
or will be sourced?
• What they must do in case something goes
wrong?
Page 04 12:01 PM
1. CONCEPT
– Create an event concept. Come up

with general objectives and project
ideas by asking the 5W and 1H
questions.
Steps in Planning for an

Event:
Page 05 12:01 PM
2. FEASIBILITY
– Test the ideas by doing a

feasibility study. Scan the
environment for opportunities and
threats.

Event:
Page 06 12:01 PM
3. TASKING
Examples:
– Create a “to-do” list. List all • Secure approval for the
necessary tasks and group them event concept
together. • Reserve the venue
• Invite resource persons
• Send out sponsorship
requests
• Print tickets
• Collect fees (i.e.,
sponsorship,
registration, ticket sales,
Steps in Planning for an etc.)
• Write the terminal report
Event:
Page 07 12:01 PM
4. SCHEDULING
– Create a timetable. Estimate the

time needed to accomplish each
task.

Event:
Page 08 12:01 PM
5. BUDGETING
– Create a budget by identifying

revenue sources and expense items.

Event:
Page 09 12:01 PM
6. APPROVAL
– At this point, secure the approval

of school authorities, like the Dean
and/or Vice President for Academic
Affairs before proceeding to the
next step.

Event:
Page 10 12:01 PM
7. SITE SELECTION
– Upon selecting a project, finalize

the theme, date, and venue. Do an
ocular of potential venues before
deciding which one best fits your
event.

Event:
Page 11 12:01 PM
8. MARKETING
– Be creative in planning your

revenue sources. Prepare your
promotional materials and campaign
for sponsorship and attendance.

Event:
Page 12 12:01 PM
9. RISK ASSESSMENT
– Identify all the threats and possible
impediments to the event, note how each can be
mitigated, and if they do happen, what each of
the team members should do. Write a risk
management plan and disseminate it to the
members of the team.

Event:
Page 13 12:01 PM
10. MONITORING AND EVALUATION
– Plan on how you are going to

monitor the performance of the team.
Make room for improvements and
adjustments. Make sure that everyone
is well-informed and feedback is
communicated properly.

Event:
Page 14 12:01 PM
Identifying and
Committees:
Assign the Task
1. Program
2. Logistics
3. Finance
4. Marketing or Sponsorship
5. Registration or Attendance
Promotion
6. Documentation
Page 15 12:01 PM
COMMITTEES:
PROGRAM LOGISTICS FINANCE
It is the job of the program Ensure that all equipment needed on The Finance Committee provides
committee to identify and secure the day of the event is secured and to financial analysis, advice, and
what is needed be delivered on time oversight of the budget of the

event.
Page 16 12:01 PM
COMMITTEES:
MARKETING OR REGISTRATION OR
SPONSORSHIP ATTENDANCE PROMOTION DOCUMENTAION
They are responsible for implementation of the

The committee reviews and monitor Review the existing CAMS
annual sponsorship campaign as well as
the policies, procedures and provision documentation and make
maintaining relationships with the existing
for registration recommendations on a new
sponsors
platform.
Page 17 12:01 PM
Scheduling
the Task
It is done to achieve your desired results and

priorities in the defined timeframe by managing
it accordingly.
Page18 12:01 PM
3 Key Questions:
How long it will take?
What other tasks must be completed

before this one can be started?
What other tasks can only be started after

this task has been completed?
Page 19 12:01 PM
GANTT CHART
- by Henry Laurence Gantt
- A Gantt chart, commonly used in project management, is

one of the most popular and useful ways of showing activities
(tasks or events) displayed against time. On the left of the
chart is a list of the activities and along the top is a suitable
time scale.
Page 20 12:01 PM
1
Writing:
Page 21 12:01 PM
• A budget is the estimate of
revenue and expense.
The Budget • Budget provide date on an
event’s funding requirements as
well as a means to monitor
expenses.
• Major budget items include cost,
revenue, break-even point and
cash flow.
Page 22 12:01 PM
Cost:
the experiences or how much it will take to stage the
event. Cost can either be fixed or variable. Fixed costs
are expenses unaffected by economies of scale or by
the results of attendance promotions. Variable cost
varies depending on materialization, such as the

1. Cost
number of booths rented in an exhibit, the quantity of
food and beverage consumed, or the number of kits
produced. However, there is usually a minimum cost
for variable items, which is skin to a fixed cost.
Page 23 12:01 PM
2. Revenue
how much the event earns in gross receipts. Revenue sources include
sponsorship, exhibit, space rental, advertising space in souvenir program
or directory of exhibitors, product presentations, gate receipts or ticket
sales, sale of exhibitors’ directory and/or merchandise items, seminar
fees, website advertising, and any other activity which results in the
inflow of money.
Page 24 12:01 PM
3. Break-even Point
the minimum point where revenue meets cost. It is discussed in

detail in the next unit under accounting principles.
Page 25 12:01 PM
Cash Flow
the schedule of cash inflow and outflow. Cash needs to be ready at hand when you need it.
Receivables are good, but cash is needed at some point when preparing for an event. A cash
flow chart is thus an important tool. It details when money promised by sponsors must be
received at the latest in order to cover certain costs or meet payment deadlines to suppliers. If
the cash flow chart is poorly done, organizers will be deemed to advance money from their
own pockets to meet payment deadlines.
4. Cash Flow
Page 26 12:01 PM
Securing Approvals and Permits
Secure the approval of school authorities, like the Dean or Vice President for
Academic Affairs. Follow the chain of command. For corporations, secure
approval from the management of present the study to the client. Adjust the
details according to the feedback on the presentation. Make sure that you get the
signature of approving authorities in the final proposal for record purposes and to
avoid future coordination problems. Keep signed originals properly.
Securing Approvals and

Permits
Page 27 12:01 PM
REPORTERS:
Michaelle Anne Garcia
Krisha Mary Quiambao
Chin Chin Tangan
Thank You
Page 28 12:01 PM

Lesson 9 (Planning and Approval Process)

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Lesson 9 (Planning and Approval Process)

Uploaded by

Copyright:

Available Formats

Browser

Step One: Plan

Contents Identify and Assign the tasks

Securing Approvals and permits

– Create an event concept. Come up

Steps in Planning for an

– Test the ideas by doing a

Steps in Planning for an

– Create a timetable. Estimate the

Steps in Planning for an

– Create a budget by identifying

Steps in Planning for an

– At this point, secure the approval

Steps in Planning for an

– Upon selecting a project, finalize

Steps in Planning for an

– Be creative in planning your

Steps in Planning for an

Steps in Planning for an

– Plan on how you are going to

Steps in Planning for an

PROGRAM LOGISTICS FINANCE

what is needed be delivered on time oversight of the budget of the

SPONSORSHIP ATTENDANCE PROMOTION DOCUMENTAION

They are responsible for implementation of the

It is done to achieve your desired results and

What other tasks must be completed

What other tasks can only be started after

- by Henry Laurence Gantt

- A Gantt chart, commonly used in project management, is

the experiences or how much it will take to stage the

event. Cost can either be fixed or variable. Fixed costs

are expenses unaffected by economies of scale or by

the results of attendance promotions. Variable cost

varies depending on materialization, such as the

food and beverage consumed, or the number of kits

produced. However, there is usually a minimum cost

for variable items, which is skin to a fixed cost.

the minimum point where revenue meets cost. It is discussed in

Securing Approvals and

You might also like