Unit I:
CONTEXT
Prepared by:
Abbie Gaile B. Gigante, LPT, CHP, MSHRM
Learning Outcomes
Upon completing this unit, the learner is expected
to:
1. Define an event and its elements;
2. Differentiate the types of events;
3. Create an event concept paper;
4. Recognize significant industry milestones and
trends; and
5. Understand the significance of the events
industry in socio-economic development.
Lesson 1
What is an
Event?
Learning Outcomes
After this lesson, the learner is expected to:
1. Define an event;
2. Identify the elements of an event;
3. Differentiate the types of events; and
4. Create an event concept paper.
Definition and Characteristics
of Events
Events refer to the things that
happen around us.
Two Kinds of Events
Ordinary Events
events that occur
naturally in our
environment and in
our daily lives
Our
Mission
Special
Events
Impact reports cater to a variety of
audiences, so it's best to adjust it
events
where
many people
accordingly.
gather
together
for reader.
a
First,
identify
your target
Next,
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shift your
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what they
purpose;
people
need
to know.
to travelneed
to participate,
For example, your plans are in the interest of
while some
spend a lot of
your beneficiaries.
and
resources
Sometime
readers
might
prefer details like a
breakdown
your
funding
while
planningoffor
the
event
andothers,
like yourmaking
trustees, sure
will bethat
more interested
in the challenges you encountered and
everything
unfolds
as them.
the
lessons you learned
from
expected
Special events can therefore be
characterized as follows;
1. Organized for specific purpose/s;
2. Attended by a number of participants;
3. Held in a specific, pre-determined place;
4. Time-bound (such that it has a
beginning and an end); and
5. Cost a lot of resources.
Elements of a Special Event
"5Ws & 1H"
What event are we organizing?
Why are we organizing the event?
Who are expected to attend and to organize
the event? How many attendees and
organizers?
Where is it going to be held?
When is it going to be held?
How much is it going to cost?
Therefore, the elements of an event are:
1. Type and title of event;
2. Purpose for holding the events;
3. Participants of the event and the roles they
play (i.e., organizer, attendee, etc.);
4. Place or venue where the event is going to
take place;
5. Date and time of the event; and
6. Resources.
Table 1.1 Framework for Developing an Event Concept Paper
(5Ws & 1H)
Elements
(What)
Title and type of event
(Why)
Purpose/Objective: The owner or
organizer of the event must have
a good reason for wanting to
hold an event.
(Who)
Participants: The organizers
and attendees, and the roles
they play.
Example
Ana's 18th Birthday party
This is a once-in-a-lifetime event
and it has been a family tradition to
celebrate every member’s transition
to adulthood. The birthday party
aims to give Ana a fun and
memorable celebration of this
important day.
Ana’s immediate family members
(mother, father, and siblings) will
organize the party with the help of
an event planner. One hundred (100)
guests are expected to attend,
mostly family and friends. A guest
list will be prepared.
Table 1.1 Framework for Developing an Event Concept Paper
(5Ws & 1H)
Elements
Example
(Where)
Place: The size and availability of
the event venue affect the
schedule and number of
attendees. The venue can be
selected using a set of criteria
The venue must be in Z City and can
accommodate 100 guests with a
stage and a dance floor.
Options:
Room 1, X Restaurant, Y Avenue, Z
City
Room A, B Restaurant, C Avenue, Z
City
(When)
Date and Time of Event: Make
sure that the date and time
are identified early on. Setting
the date affects the venue
reservations and printing of
collaterals to be included in
the invitations.
July 4, 2014 (Friday) 7:00 p.m.
(Note that it is important to
indicate the month, day, year, and
starting time of the event. A
program detailing the schedule of
speeches and performances will
be prepared at a later time.)
Table 1.1 Framework for Developing an Event Concept Paper
(5Ws & 1H)
Elements
(How much)
Cost/Resources: One can
indicate a cost ceiling at the
onset. The details of the budget
can be prepared once
quotations from suppliers are
gathered.
Example
Php100,000.00 with the following
breakdown:
Php500.00 x 110 pax (with 10%
contingency) = Php55,000.00 for
food and venue Php45,000.00 for
cake, sound system, invitation,
photography, and miscellaneous
Contingency
This refers to a “Plan B” to
address unforeseen or
unexpected circumstances.
Types of Special Events
1. Personal Events
2. Corporate Events
3. Community Events
Thank You !