PAMANTASAN NG LUNGSOD NG MAYNILA

PLM Business School

Department of Hospitality Management ITM 3109-1 INTRODUCTION TO MEETINGS, INCENTIVES, CONFERENCES AND EVENTS MANAGEMENT (LECTURE)

Module 8: PRESENTING THE EVENT PLAN

MODULE OBJECTIVES This chapter will help students:

1. Organize information for the presentation of the event plan.

2. Get ready for the presentation.
3. Deliver the presentation.

INTRODUCTION After working on the event plan for many days (and probably nights), the next hurdle is to present the
plan to the approving committee usually a panel of event stakeholders. Of all stakeholders, the event
manager must have the clearest vision of the coming event. He/She has to share this vision in one
make-or-break presentation. This chapter prepares the event manager to clear this hurdle and get the
show on the road!

I. The Preparation Gather all the bits and pieces of the plan together in an organized and comprehensive file, and then
create a cohesive presentation. While the use of one's creativity is highly recommended, there are
certain elements which the presentation must have:

 The Rationale: Why must this event be held? — state how the event will help the client solve a
problem or take advantage of an opportunity thru the event. This is a good opener that anchors
the listeners firmly on the purpose of the event.
 Audience Profile — briefly describe the target audience, their interests, and what they would
like to get out of the event, or what they will benefit from it.
 Event Objectives --- state the S.M.A.R.T.E.R. event objectives that you have previously drafted.
 The Event Vision — a brief description of the event being planned and the expectations from
this in one or two sentences. Remember to reiterate the purpose, objectives, and the target
audience; and make mention of the total budget and how success will be measured.
 Format — what kind of event will best deliver the stated objectives? Discuss how this format
will help achieve the client's objectives. A lengthier discussion might be needed if the proposed
format is different from previous events held or deviates from "the usual."
1
 Venue — discuss why specific venues or destinations are selected. Rationalize the choice of
venue, particularly if it is controversial, or not a usual choice of the client, or unusual for the
chosen event format. Emphasize the significance of the venue in the achievement of event
objectives. At this point, the following may be discussed:

o Details on accommodations for participants, guests, VIPs, and staff.

o Details about the locale, and nearby places of interest, if the venue is out of town.
o Contingency plans should there be safety and security issues concerning the venue.

 The Experience give the intricate details of the event but stick to those that will be of interest to
the stakeholders, or the approving committee. Take the approving committee through the
event experience as it will eventually unfold for the target audience. This is the show-and-tell
part of the presentation; be ready with photographs, samples, and props that will help create a
vivid picture of the event.

o Invitation - How will people know of the event? How will they be invited? Present
samples of the invitation s.
o Registration - How will the participants sign up or confirm attendance to the event?
How will they get to the event? What will happen when they arrive at the event?
Samples to show: pre-registration procedures, forms needed for on-site registration,
etc. Take the stakeholders through the process of pre-registration, transportation, and
arrival at the event.
o Atmosphere - What will be the overall look and feel of the event? How will this be
executed thru décor, room layout, sounds, lights, tablescapes, and even smell? Show
sample photos or idea pegs.
o Program — Present the day-to-day or hourly program for the event and detail each of
the activities, particularly those which some of the stakeholders will participate in.
Highlight how each activity links with other activities in the program.
o Treats — State other elements of the event: food and beverage, gifts, recreational
activities, companion programs, pocket events, etc. Show the stakeholders how these
treats tie in with the program and enhance the total event experience.

 Budget — The approving committee will be interested in knowing whether your plan can be
implemented on a budget originally earmarked for the event. Report on this aspect first, and
then supply the details if the panel appears to be interested in knowing the details. Be ready to
provide all information that the client needs to know particularly those that will affect the final

2
 budget. Importantly, have a clear and concise list of what is not included in your program and
cost summary. If the budget is beyond the original amount allotted for the event, defend why
more funds have to be spent and for what expenses. Show how well the event team will be
handling the client's resources.

 Summary — Wrap up the presentation by homing in on why the proposed event plan will work
to achieve the objectives set, and how the staging of the event will be meaningful and
memorable to all stakeholders.

The amount of time that the presentation will take depends on how complex the event plan is, the
completeness of the details to be presented for approval, how well prepared the presentor is in
answering questions to support his/her own claims with information, and how many questions the
approvers will ask. Aside from the presentation you have prepared, bring other materials and data that
will substantiate the plan. Among the materials you need during the presentation meeting are:

 References — data gathered about previous events (for example, the previous year's budget,
attendance statistics); information on the chosen theme for the event; audience profile; other
data.

 Back-up Materials
o Destination brochures
o Hotel brochure
o Hotel layout
o Meeting room specifications
o Brochures from restaurants, caterers' menus, venues, activities mentioned in the
proposal
o Promotional materials
o Sample gifts and giveaways
 And for the event management companies bidding for an event, the company profile, including
a list of clients and a creative reel (a video showing previous events handled).

II. The Presentation Be punctual and very well prepared when coming to the meeting. Wear clothes that enhance your self-
confidence and give you an air of authority. Take at least one other member of the event team to the
presentation. As you do the presentation, the other member takes notes of the ensuing discussion. If
there are a number of visual aids that will be shown, a third team member must be on hand to assist in
the presentation.

3
 Have only one person doing the presentation. This makes for a quicker presentation with less
transitions. However, if there are parts of the presentation that require an expert on the topic, then
bring one on. For example, someone from the accounting department will be a good resource person
when it comes to the discussion of the event budget.

Master the presentation. The best way to do this is write the presentation yourself. Avoid presentation
materials that are too cluttered or confusing. Allow the panelists to focus on the plan. Provide copies of
the plan or its salient elements for the panelists to study individually. Also practice how to answer tough
questions from the stakeholders. You may set the rules early on: Will questions be entertained only
after the whole presentation is over? Or can the panelists ask questions anytime?

Give the presentation your best shot. The sooner you get approval, the sooner you can start executing
the plan and that is where most of the work is done.

REFERENCES 1. Eloisa Altez-Romero. EVENTS MANAGEMENT (OBE ALIGNED). Rex Book Store, 2019.

2. Zenaida Lansangan-Cruz. INTRO. TO MEETINGS, INCENTIVES, CONFERENCES AND EVENTS

MANAGEMENT, Rex Book Store. 2020.

3. Germaine Angelica Salvador. EVENT MANAGEMENT – ENVISION. EXECUTE. EVALUATE. C and E

Publishing, Inc. 2019.

4. Philippine M.I.C.E. Academy, PROFESSIONAL EVENT MANAGEMENT: A GUIDE TO MEETINGS,

INCENTIVES, CONVENTIONS, EXHIBITIONS AND EVENTS, C & E Publishing, Inc., 2019.

5. C. A. Preston, Leonard H. Hoyle, EVENT MARKETING: HOW TO SUCCESSFULLY PROMOTE

EVENTS, FESTIVALS, CONVENTIONS, AND EXPOSITIONS, John Wiley & Sons, 2012