NAME:__________________________________________

GRADE/SECTION:______________________________
10/12

TLE/TVL
Events Management
Services
Contextualized Learning Activity Sheets
Quarter III – Week 1&2
Monitoring Meeting/Event
Operation

CONTEXTUALIZED LEARNING ACTIVITY SHEETS

SCHOOLS DIVISION OF PUERTO PRINCESA CITY
TLE/TVL – Events Management Services - Grade 10/12
Contextualized Learning Activity Sheets (CLAS)
Quarter III - Week 1-2: Monitoring Meeting/Event Operation
First Edition, 2020

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authors do not represent nor claim ownership over them.

Published by the Schools Division of Puerto Princesa City

Development Team of the Learning Activity Sheets

Writer: Madelyn O. Cartas

Content Editor: Kenneth E. Roque

Language Editor: Connie Grace C. Carlos

Reviewers: Dennis M. Lucas, PhD, EPS – EPP/TLE/TVL

Illustrator: Madelyn O. Cartas

Layout Artist: Madelyn O. Cartas

Management Team:
Servillano A. Arzaga, CESO V, SDS
Loida P. Adornado, PhD, ASDS
Cyril C. Serador, PhD, CID Chief
Ronald S. Brillantes, EPS-LRMS Manager
Dennis M. Lucas, PhD, EPS-EPP/TLE/TVL
Eva Joyce C. Presto, PDO II
Rhea Ann A. Navilla, Librarian II

Division Quality Assurance Team: Ronald S. Brillantes, Mary Jane Parcon, Jim Paul
M. Belgado, Cynthea H. Cabanero, Rhea D. Romero, Rosario T.
Gonzales, Liezl O. Arosio, Karl Gabriel

Division of Puerto Princesa City-Learning Resource Management Section (LRMS)

Sta. Monica Heights, Brgy. Sta. Monica, Puerto Princesa City
Telephone No.: (048) 434 9438
Email Address: puertoprincesa@deped.gov.ph
 Lesson 1
Monitoring Meeting
or Event Operation

Learning Competencies:

LO 3. Monitor meeting/event operation. TLE_HEEMS912OEM-IIIa-c-53.

Objectives: 1. Identify issues and problems during the conduct of meetings/events

2. Discuss events emergency contingency plan
3. Prepare a running sheet for event operation

Let’s Try
Directions: Read and answer the following questions carefully. Circle the letter of the correct
answer.
1. The following are contingency plans if VIP guests failed to arrive on time EXCEPT?
A. Delay the programme.
B. Instruct staff to continue the event programme.
C. Use other people or guest to make a presentation.
D. Use the event team to make a presentation.
2. When inclement weather happens during an event, what are the contingency plans?
A. Alter the event programme C. Relocate activities
B. Go to other place D. All of the above
3. What do you call to the ability to react stems from anticipating emergencies, accidents,
and problems, formulating plans, and training staff in what must be done?
A. Contingency Plan C. Problem
B. Emergency D. Running Sheet
4. Which of the following refers to a list of procedures or events organized in temporal
sequence.
A. Contingency Plan C. Event planner
B. Emergency D. Running Sheet
5. Which of the following list that tracks all vendors.
A. Event’s list C. Running list
B. Planning list D. Supplier’s list
6. When breakages happen during an event, what are the contingency plans?
A. Always have back-up C. Move out to find items
B. Contact suppliers D. All of the above
7. Which of the following is NOT included in the running sheet?
A. Contact number C. Task
B. Person’s involved D. Time
8. Which of the following is a common problem during an event?
A. Attentive staff C. Good weather
B. Faulty equipment D. VIP arrived on time
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9. Which of the following is included in the supplier’s list?
A. Contact information C. Ratings
B. Product or Services D. All of the above
10. Which of the following statement is TRUE?
A. Injuries may occur to participants, spectators and/or event staff.
B. Run sheet is list of suppliers.
C. There’s no odd hairy moment in event.
D. We can predict emergencies.

Let’s Explore and Discover

What is your most unforgettable moment during your birthday?

Unlocking of Is it happy or a disaster? How did you handle it?
Difficulties

•
• A run sheet is a
list of procedures
or events organized
in temporal
sequence.
• Contingency Plan
is ability to react
stems from
anticipating
emergencies,
accidents and
problems,
formulating plans
and training
staff in what must
be done.
• Supplier’s list is
(Source: Earthquake Birthday, Drawing by Croco Style, Accessed January 24,
to keep track of all
2021. https://drawception.com/panel/drawing/xUsV3336/birthday-party-
the suppliers ruined-by-earthquake/)

Emergencies take many forms, but they all share one commonality: you cannot
predict when one will occur.

2
 Contingency Plan is ability to react stems from anticipating emergencies, accidents and
problems, formulating plans and training staff in what must be done. When a major problem
does occur event organisers are expected to be able to react quickly and appropriately.

Some problems are reasonably foreseeable, even predictable. These include:

COMMON PROBLEMS IN EVENTS

Problem Cause Contingency Plan
Failure of • May be caused by people • Have a back up sound system
public tripping over wires, faulty • Include people with skills to fix
address equipment, faulty electrical such equipment in event
sound connections, missing management team
systems components.
Failure of • Visiting dignitaries often • Make plans and instruct staff to
VIP's to have multiple continue the event programme
arrive on responsibilities most of rather than delay it
time which are far more • Identify and use other people in
important than their the event management team or
appearance at an event to other guests who can step into to
make a speech or make a presentation if necessary
presentation. They may
cancel at the last moment.
Inclement • Particularly affects outdoor • Make plans to relocate activities
weather events to sheltered areas or to alter the
event programme to salvage the
day if possible

Event staff • Causes might include a • Roster more staff than are
who go chance meeting with an old actually needed so that there are
missing friend, treatment of an a few "spares" that can be
injury, confusion over assigned to positions anywhere.
times and places where
they are supposed to be,
and toilet and refreshment
breaks.
Breakages • Breakages and losses could • Keep spares and back-up
and other include competition systems
losse equipment, electrical • Roster on a "troubleshooter" who
equipment and lighting, detect these problems as early as
trophies, event paperwork, possible
canteen equipment and • Roster on other surplus staff
supplies, keys, money and whose job it is to contact
many other items. supplies, run out to stores
and/or move about the venue to
find items.
Injuries and • Injuries may occur to • Train all event staff what to do in
accidents participants, spectators an emergency and when
and/or event staff. unexpected events occur

(Source: Isaac, Leo “Contingency Plan”, Accessed January 29, 2020

http://www.leoisaac.com/evt/top091.htm )

A run sheet is a list of procedures or events organized in temporal sequence. As it

relates to television or the stage, a run sheet breaks the show up into segments and lists
which guest will appear when, for how long, and when breaks will take place.

3
 SAMPLE RUN SHEET: WEDDING TIMELINE
MR. AND MRS. NUPTIAL
Beach Front Hotel, Puerto Princesa
January 31, 2021 at 2:00 pm
TIME Task PERSON’S NOTES
INVOLVED
2:30 pm Chapel opens. Ushers to arrive, Masters of Programmes to be
welcome early guests and hand Ceremony given to MC. Give
out programmes/service checklist for Chapel
sheets
3:00pm Arrival of Bride with Father. Bride, Father, Final list given to
Processional music to begin Bridesmaid musician.
with entry of bridesmaid.
3:10pm to Ceremony Recessional music
3:40pm on leaving. Do up
list so that everyone
knows who they
walk out with.
4:40pm to Formal photographs-Bride, Wedding Do up list so that
5:35pm Groom and wedding party. Party everyone knows
Guests depart for Reception where they need to
Venue be.
5:15pm DJ starts playing music once Guests
guests start arriving at
Reception Area
6:00pm Wedding party leaves for Wedding Make sure everyone
onwards Reception Venue Party knows way to go.

Supplier’s list is to keep track of all the suppliers. There are sections to
include contact information, contract status, costs, and services provided. You can also
include a rating score based on your experience of working with a vendor, professional
reviews, or comparison with their competitors.

SAMPLE SUPPLIER’S LIST: WEDDING VENDOR LIST

Supplier’s Contact Contact Services/Products Remarks

Name Number Person
Sony Flower 09991234567 Sony Flowers in Chapel To be decorated at
Shop and Reception 9:00 pm
Cate Catering 09997654321 Cate Foods and Drinks To be set up at
Services Menu: 3:00 pm
Buffet Set up for 50
pax.
Man Lee 09992143657 Man Officiating To be at Venue
before 2:00pm.
H Beach Resort 09997654123 Jen Venue, Beach Front Ready at 10:00 am.
(Source: “Wedding Vendor List, Smart Sheet, Accessed February 7, 2021
https://www.smartsheet.com/free-event-planning-templates)

Remember: No matter how much experience you have, or how well prepared you are,
there will always be the odd hairy moment working in the unpredictable world of event
planning.

4
 Let’s Practice

Directios: Search and strike through the five (5) words listed below. Words appear
straight across, backward straight across, up and down, down and up,
and diagonally.
C O N T I N G E N C Y
1. Runsheet V H J E N O A W A B J
2. Contingency
3. Vendor U E L E R N H U L T L
4. Problem
5. Cause L K M H U I S K M R A
A M I S N E A J S J W

D V E N D O R N A O X
F N O U T L E T T U Y

J T P R O B L E M C D

Directios: Read the statement carefully. Write TRUE if the given statement is correct
otherwise FALSE.
_____________1.Supplier’s list include contact information, contract status, costs, and
services provided.
_____________2.Run sheet is a list of procedures or events organized in temporal
sequence.
_____________3. Contingency Plan is ability to react stems from anticipating emergencies,
accidents, and problems, formulating plans and training staff in what
must be done.

_____________4. Emergencies can predict when one will occur.

_____________5.There will always be the odd hairy moment working in the unpredictable
world of event planning.

Did you enjoy answering the Word Search activity? Yes or

No?_____________________________________________________________________________
_________________________________________________________________________________

5
 Let’s Do More

Direction: Match the problems in Column A to its contingency plan in Column B.

Write the letter of the correct answer on the space provided.

COLUMN A COLUMN B

________1. Inclement weather A. Move about the venue to find items.

________2. Breakages and other losse B. Roster more staff

________3. Failure of sound system C. Relocate activities to sheltered areas

________4. Injuries and accidents D. Have a back up sound system

________5. Event staff who go missing E.Train all staff what to do during

emergency

Directions: Rearrange the jumbled word/s in the box using the given clue in the arrow.
Write your answer in the space provided.

1. STIL SUPPIERL This is to keep track of all the

suppliers

It is a list of procedures or events

2. TSHEE NNRURING organized in temporal sequence.

It is ability to react stems from

3. CYENGNETNOC NALP
anticipating emergencies,
accidents and problems,
formulating plans and training
staff in what must be done.

6
 Let’s Sum It Up

Directions: Make a Running Sheet and follow the given template. Below are the time
and tasks of a birthday program for your reference.

Time Task
7:00 am Catering and Décor Arrival
8:00 am Set up of food, tables and chairs
9:00 am Arrival of guest
9:30 am Parlor Games
10:00 am Birthday Wishes
11:00 am Food is Ready
12:00 am Guests start to leave the venue

Running Sheet Template:

Name of Event:
Place of Event:
Date and Time:
Time Task Persons Involved Notes

Do you feel like an event planner now? Share your thoughts.

_________________________________________________________________________________________

7
Directions: Complete the given Supplier List. The box below provides the information
for your reference.

1. Chen Ballons and Flower Arrangement- Chen Lee, 434-1234

Will set up at 10:00 am
2. Garry Videoke Rental- Garry Victor, 434-2345
Videoke will be delivered at 10:00 am
3. Hana Tables and Chairs Rentals, Hana Chua, 434-5673
Will be delivered by 9:00 am
4. Kier Photography- Kier Joe, 434-4444
Will arrive at 9:30 am
5. Luna Venue Rental, Luna Uy, 434-3847
Will open at 8:00 am

Supplier List

Supplier’s Contact Contact Services/Products Remarks

Name Number Person

8
 Let’s Assess
Directions: Read and answer the following questions carefully. Circle the letter of the correct
answer.
1. Which of the following refers to a list of procedures or events organized in temporal
sequence.
A. Contingency Plan C. Event planner
B. Emergency D. Running Sheet
2. Which of the following list that tracks all vendors.
A. Event’s list C. Running list
B. Planning list D. Supplier’s list
3. The following are contingency plans if VIP guests failed to arrive on time EXCEPT?
A. Delay the programme.
B. Instruct staff to continue the event programme.
C. Use other people or guest to make a presentation.
D. Use the event team to make a presentation.
4. What do you call to the ability to react stems from anticipating emergencies, accidents,
and problems, formulating plans, and training staff in what must be done?
A. Contingency Plan C. Problem
B. Emergency D. Running Sheet
5. When inclement weather happens during an event, what are the contingency plans?
A. Alter the event programme C. Relocate activities
B. Go to other place D. All of the above
6. Which of the following statement is TRUE?
A. Injuries may occur to participants, spectators and/or event staff.
B. Run sheet is list of suppliers.
C. There’s no odd hairy moment in event.
D. We can predict emergencies.
7. When breakages happen during an event, what are the contingency plans?
A. Always have back-up C. Move out to find items
B. Contact suppliers D. All of the above
8. Which of the following is included in the supplier’s list?
A. Contact information C. Ratings
B. Product or Services D. All of the above
9. Which of the following is NOT included in the running sheet?
A. Contact number C. Task
B. Person’s involved D. Time
10. Which of the following is a common problem during an event?
A. Attentive staff C. Good weather
B. Faulty equipment D. VIP arrived on time

9
 Answer Key
Let’s Try
1. A 2.D 3.A 4.D 5.D 6.D 7.A 8.B 9.D 10.A

Let’s Practice
Let’s Do More

1. C 4. E
2. A 5. B
1. TRUE
3. D
2. TRUE
3. TRUE
4. FALSE
5. FALSE 1. SUPPLIERS LIST
2. RUNNING SHEET
3. CONTINGENCY PLAN

Let’s Sum It Up

Let’s Assess
1. D 2.D 3.A 4.A 5.D 6.A 7.D 8.D 9.A 10.B

References
WEBSITES
Leo Isaac “Contingency Plan”, www.leoisaac.com accessed January 29, 2020
http://www.leoisaac.com/evt/top091.htm

Smart Sheet,“Wedding Vendor List, www.Smart Sheet.com Accessed February 7,2021

https://www.smartsheet.com/free-event-planning-templates
10
FEEDBACK SLIP

A. FOR THE LEARNER

Thank you very much for using this Module. This
learner’s material is aimed at ensuring your worthwhile
learning through the help of your family members. For YES NO
feedback purposes, kindly answer the following questions:

1. Are you happy and contented with your learning

experiences using this module?

2. Were you able to follow the processes and procedures

that were indicated in the different learning activities?

3. Were you guided by anybody from your family while

using this module?

4. Was there any part of this module that you found

difficult? If yes, please specify what it was and why.

B. FOR THE PARENTS / GUARDIANS

Do you have any suggestions or recommendations on
how we can make improvements to this module to better serve
the learners?

Yes (Please indicate what this is/these are.)

None

Contact Number: __________________________________

NAME OF SCHOOL:

Teacher’s Name and Signature:

Parent’s / Guardian’s Name and
Signature:
Date Received:

Date Returned:

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