Core 2

SUMMARY OF COMPETENCY-BASED LEARNING MATERIALS
NUMBER UNIT OF COMPETENCY MODULE TITLE CODE
1 Plan and develop event proposal Planning and developing event TRS342315
or bid proposal or bid
2 Develop an event concept Developing an event concept TRS342316
3 Develop event program Developing event program TRS342317
4 Select event venue and site Selecting event venue and site TRS34231
5 Develop and update event Developing and updating event TRS342319

industry knowledge industry knowledge
6 Provide on-site event Providing on-site event TRS342320

management services management services
7 Manage contractors for indoor Managing contractors for TRS342321

events indoor events
8 Develop and update knowledge Developing and updating TRS342322

on protocol knowledge on protocol
MODULE CONTENT
Date Developed: Document No. DHS TD-007-24

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MANAGEMENT Date Revised: Issued by:
NC III Developed by:
Porio, Docala, Dator Revision#0

UNIT OF COMPETENCY DEVELOP AN EVENT CONCEPT
MODULE TITLE DEVELOPING AN EVENT CONCEPT
MODULE DESCRIPTOR This module describes the knowledge, skills, behavior
and motivations required to develop the overall concept,
theme and format for a major event comprising multiple
components. An event manager would generally
undertake this process at the commencement of the
event management cycle in consultation with the
stakeholders. Sometimes the concept development
phase is undertaken as part of the bidding process.
NOMINAL DURATION 8 hours
QUALIFICATION LEVEL NC III
LEARNING OUTCOMES At the end of this module you MUST be able to:
1. Identify overall event objectives and scope.

2. Establish event concept, theme and format.
LEARNING OUTCOME SUMMARY

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LEARNING OUTCOME #1 IDENTIFY OVERALL EVENT OBJECTIVES
AND SCOPE
CONTENTS:  Developing practical concept and format that is
achievable and reflects the event objectives.
 Internal and external factors to be considered
when developing an event concept.
 Key management issues that impact on
development of an event concept.
ASSESSMENT CRITERIA: 1. The key objectives of the event are identified,
clarified and agreed with the stakeholder.
2. Key information is analyzed and stakeholders are
consulted to determine the broad scope of the
event including indicators for:
- size and numbers of guests/delegates
- audience/ participant needs
- location (s)
- duration
- financial investment and other resource
issues.
3. Internal and external factors are analyzed which
may impact on the event.
CONDITION: The students/trainees must be provided with the

following:
 Equipment:
 LCD Projector (optional)
 Overhead Projector (optional)
 Computer
 Printer
 Tools and Accessories:
 Software for presentation skills
Supplies and Materials
 Sample proposal
 Sample brochures and other pertinent document
relating to proposal writing
Learning Materials
 Books relating to business proposal writing
ASSESSMENT METHOD:  Evaluation of concept, theme and format through a

candidate presentation or “bid” for an event
 Oral or written questions to assess knowledge of
the range of key market factors and management
issues to be considered in the concept development
phase
 Review of portfolios of evidence and third party

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workplace reports of on-the-job performance by the
candidate.
LEARNING EXPERIENCES
Learning Outcome 1
IDENTIFY OVERALL EVENT OBJECTIVES AND SCOPE
Learning Activities Special Instructions

1. READ Information Sheet 1.1-1 on PERFORM all activities required by the
interpret event brief. module.
2. ANSWER Self-Check 1.1-1 on interpret CHECK your answer with Answer Key
event brief. 1.1-1.
industry practices relevant to event module.
management.
4. ANSWER Self-Check 1.1-2 on industry CHECK your answer with Answer Key
practices relevant to event management. 1.1-2.
5. READ Information Sheet 1.1-3 PERFORM all activities required by the
organizational skills in terms of event module.
planning.
6. ANSWER Self-Check 1.1-3 on CHECK your answer with Answer Key
organizational skills in terms of event 1.1-3.
planning.
7. READ and PERFORM Task Sheet 1.1-3 Evaluate your work in accordance with
on organizational skills in terms of event Performance Criteria Checklist 1.1-3.
planning.
8. READ Information Sheet 1.1-4 PERFORM all activities required by the
communication skills. module.
communication skills. 1.1-4.
10. READ and PERFORM Job Sheet 1.1-4 Evaluate your work in accordance with
on preparation and presentation of bid Performance Criteria Checklist 1.1-4.
material.
INFORMATION SHEET 2.1-1

DEVELOPING PRACTICAL CONCEPT AND FORMAT THAT
IS ACHIEVABLE AND REFLECTS THE EVENT OBJECTIVES

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The Concept of the Event
This module will enable us to learn how to conceptualize an event based on the
information we gathered from our prospective clients and the objectives we set and drafted.
How to Develop the Concept

It is not that easy to develop the concept of an event. As mentioned, there are various
factors to be considered in conceptualizing something that should meet the minimum
requirements of the client, as well as your requirements as a planner. The success of an event
depends on how it was conceptualized, and how the concept materialized. It is therefore
significant that a planner must work slowly but surely to ensure that every detail is carefully
attended to. This can be done by incorporating the ideas gathered during the interview with
the prospects. These are information where your concept should rely on.
The following factors should be considered in developing the concept:
The format of the event – how do you want the event to look like based on the data you
gathered from the client? Would that be using a convention type, hallmark type, or sporty
type? There are so many formats that you could make use of but the most important is, it
matches to the objectives you set prior to conceptualization of the event concept. Know the
tone of the event, check if it is formal or informal. When a format is finally chosen, don’t just
rely on it. Research on how the format was used in previous events and checks on how you
could exceed on it or at least not have exactly the same concept.
The purpose of the event – the purpose and the format should go together. This is because if
the purpose is to show sports-related products, the organizer may consider sporty type of
event. The purpose should be the driver in all aspects of the planning process. It is on this
where every detail lies on. To better understand this, suppose that we are going to run an
event for financial planners. This would be in a conference type. The purpose of this should
we say is to facilitate exchange of information that will bring each participant to the level
where they are updated on what’s happening in the corporate world. So, if this is the case so,
it is very obvious that we will need a fairly standard meeting or convention hall.
The theme of the event - theme of the event has something to say on the concept that we
need to develop. His should be linked to the purpose of the occasion, completely compatible
with attendees needs, and most importantly should be consistent in all respects. The theme
can be historical, cultural, geographical or artistic. Depending on how you assess the event,
the theme should follow on what you feel would be best and what the client expect from it.
The venue of the event – what venue will best fit the objectives of the event? It is important
that you as an event planner knows exactly where to stage an event based on the preference
of the client. Sometimes, the theme suggests as to where the venue should be best. Whatever
the venue will be, the most important is it will help you achieve what the objectives are.
Aside from this, things to consider in choosing a venue are the following:
 accessibility
 location

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 ambience
 seating capacity
 safety of attendees
 food and beverage facilities
 availability of other important supplies
 features like stage
 others that are necessary
The participants of the event - during the first phase, you interviewed the prospect and you
were able to know who the participants are. It is important consideration that you as a planner
exactly know who they are in order for you to match the concept of the event. For example, if
you know that majority of the attendees will be professionals and their purpose of gathering
is business conference, the best concept will be a formal type in a venue suitable for a
conference.
The budget for the event – the question on how much the client is willing to finance the
event is very important consideration in designing the event concept. If the event is just for a
day meeting, possibly the budget will not be that much since the main purpose of such is just
to share ideas either on what’s happening in their office , the new products, and competitor
analysis among others. In this regard, the concept will not be that suitable for a 3 day
convention since it will require a large amount for its budget. On the other hand, when we are
taking about budgeting for a wedding event, this may require just an average amount up to
the huge amount that the couple-to-be would be willing to spend. Either way, your concept
will still rely on how much is the allotted budget to make the event possible.
Timing of the event – another special consideration is the timing of the event based on when
the client wants it to be held. Should they have not given information about this, it is
important that you as a planner exactly know when to hold the event as per details of it is
concerned. Example, if the couple-to-be want a beach wedding, advisable for this is around
late in the afternoon. The reason is that, it would be too hot for the sponsors and other guests
if you will advise them to hold it around 11:00AM to 2:00Pm. Or, 8:00 AM to 10:00 AM will
do (but you must consider also if the participants can be gathered around that time),
depending on how exactly the beach looks like as long as everyone is taken into
consideration with regards to convenience. In other words, the timing of the event can be
linked to factors that a planner must never forget to attend to such as the season, the day of
the week, the time of the day, and the duration of the event.
The people behind the event execution – no matter how good is your concept for a
particular event without proper attention to who will man this and to whom will this event
need assistance, it will never become successful. Remember that in any organization, the
most important asset is he human resources. This is because they are the one who will be
working for the company. Similarly, a group effort of all the stakeholders for the event is
important than anything else because they will be the people behind the success or failure of
its execution.

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All aspects shall be considered from the registration down to safety group. To
mention a few, the following are important considerations (add if you think the event will
need more people or contractors other than this list):
 event team (such as crews, service ambassadors, guest relation officers, receptionists,
per-area coordinator, etc.)
 performers (should the event need to have this)
 emergency services
 event contractors / suppliers
How to Analyze the Event Concept

When a concept is already in mind, the next step is to analyze it. There should always
be an alternative concept whenever the first plan does not meet all your objectives. The
following questions can help you analyze your concept prior to designing it:
 Does it satisfy the objectives you have set in accordance to the requirements of the
client?
 Is it the concept that meets the kind of participants it has?
 Is the concept attainable?
 Is the concept suited to the kind of event?
 Is the concept applicable on the day, time, and season for that event?
 Are all areas covered?
 Are all areas considered when it comes to implementation of the event?
 Are there enough resources for this concept to materialize?
 Are the resource speakers (if any) available on the day of the event?
 Can your team hold such event in as much as skills is concerned?
 Are there contingency plans that will avoid or solve problems that may be
encountered along the way?
 Is the venue accessible for all the participants?
 Is the concept suited for the budget of the event?
There may be other considerations that you have to look into prior to designing the event.
Sometimes, along the way, there are concerns that during the event conceptualization you
were not able to look into. However, this should not be critical, meaning, not a big issue that
you as a planner did not able to think about it (example you forgot to look for a venue, wow!
Never do that!). Small details can be fixed along the way, but not the big one. Imagine if you
forgot to consider hiring a competent speaker when the client requested for one and during
the event, no one speaks for them. For sure, this event will be a disaster.
One Final Look on the Event Concept

Once you have analyzed the concept, take a final look into it. Are the missing
important details? Is there a need for alteration? Is there a need for total revision?

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Well not a problem. As we all know, everything to make it successful should be done
not on an overnight basis only. Relax and widen your horizons. Create a checklist. Look into
this, and then start all over again.
You may consider having three options or more. Depending on how will you do it,
your call. With other options you can choose from, you will have your point of reference.
You may consider the advantages and disadvantages of the options you have made.
When you are done, then congratulations! Finally, you will move on to designing the
event concept.
How to Design an Event Concept

So, we are now on the stage of designing the event concept. As this is crucial, all
details must not be overlooked to avoid inconvenience during the event proper, let’s use as an
example the Seminar Event held by the MBA Class of PUP in Manila under the course
Seminar in Marketing Trends and Issues. The group had organized an event for a 400-seater
venue which was entitled “Mark for Success: Emerging Marketing Strategies for 2012 and
beyond”. The following main creative elements, made the event concept successful:
 Come up with a theme – the group conceptualizes a theme where all details were in
accordance to that. A lot of suggestions came out, which is very useful because they
were able to gather more ideas and options to opt to. Until they finally agreed that the
title as mentioned above will best appeal their chosen audience, everything now
follows.
 Consider the layout – the team did their best in considering the event layout. From
the venue to the invitation, tarpaulin or marketing materials, all were in sync to the
theme. As this is a 400-seater venue, the layout for the area was a classroom type
which made the attendees comfortable. The entrance and exit areas were clearly
emphasized making the line so smooth even during the time of claiming the
attendees’ certificate of participation. Background music was carefully planned
ensuring that all audiences can relate to it.
 Do not overlook the décor – simply decorated, still the event area was conducive for
the attendees. The group believed that the lesser decoration, the better since the event
was a seminar. They made it sure that it still go with the theme. Some tower balloons
were placed at the stage with the LCD projector as its backdrop. At the reception area,
the organizer made it sure that the table was skirted with linens of the same color of
the event concept.
 Look for suppliers and sponsors – these groups are very important in an event.
Suppliers for the event’s need should be considered to ensure that they will give you
only the best supplies. Sponsors on the other hand make the vent more attractive
especially when these are well-known establishments or organization. The group in

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their seminar has a lot of sponsors that made the attendees more excited since they
were able to provide them with gift certificates and other items from the sponsors.
Based on the comments of the attendees, the raffle prizes were great and that it added
an appeal to them to attend said event.
 Create a technical support – as in every event technical glitches are always possible,
a technical group shall not be over looked. In the event of the PUP students, their
technical supports were just standing by ready for any technical problems.
 Consider ’ staging’ – the group did not overlook staging of the event. As mentioned
above, the stage was decorated by tower balloons and the LCD projector as backdrop
which makes it beautiful since the event flow is flashed on that screen.
 Add entertainment – to some events, entertainment is peripheral, and to some it is

central. What is important here is that, the entertainment suits the purpose of the
event. Since the group of students who held the seminar event focused the event on
marketing, they believed that adding sort of entertainment will make the audience
more alive and participative.
 Consider the talents – this may come in the form of musical performers, athletes,
dancers, speakers, and even the masters of the ceremony. As these people are
important for the success of an event, they must be well-taken care of. The event held
by the students is a seminar, with this, speakers and hosts are important to them. They
made it sure that the speakers were here prior to their time to speak. Although there
was one speaker who was not able to make it, the organizer did not panic since they
were ready ahead of time. Standby speaker filled in the gap and that was great. The
hosts were lively and had graced the event.
 Never forget the catering service – though the seminar needs not to ask for a caterer,
this is important that every event organizer should consider. No matter how good the
speakers and hosts are if the food were served late or with less quality, the mood will
surely be replaced by complaints on this kind of service. It is therefore significant that
service providers are well-trained and alert to the needs of the attendees.
Of these creative elements, none shall be overlooked if we are aiming for a successful
event.
What to consider for an Event Concept

Now that you were able to design the event concept, logistical elements shall not also
be taken for granted (Wagen, 2009). These are the following:
 Site access – would it be easy for the attendees to park their vehicles close to the
venue? Can they off-load easily? Is there enough parking spaces?

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 Physical limitations – is it easy to move around especially when carrying heavy
equipment?
 Cleaning – is it the organizer who will do the cleaning or contracted?
 Basic services – can be the event organizer provide water easily? Is there
electricity?
 Site dimensions – is the site too high? Is it too low or narrow?
 Toilet facilities – are these available in the area? Are these portable or fixed?
 Catering – would there be obstacles or problems when transporting, storing and

serving food?
 Safety – were the patrol, exits, fire procedures, first aid considered and in place?
Screening the Event Concept

You now have the event concept. You have developed it and were able to identify
what things are needed to make it successful. The next thing to do is to check whether the
concept will be feasible to the client, guests, and/ or expected participants, or shall we say
your target market. This chapter will enable you to scrutinize the most important aspect in
event planning, ensuring that the event will attract crowds and make sure that the one is
aware on the risks that he or she may encounter along the way.
Feasibility of the Event Concept

Truly, as discussed in the previous chapter, developing the concept is not that easy.
Once you have it, in which was emphasized in chapter 6, the next thing to do is to screen if it
will be feasible, not only to the clients but to all concerned. One thing that an event manager
must remember is the possibility of the event to go spectacularly wrong, than spectacularly
right.
Supposing that the event concept developed is for a wedding. Let’s assume that the
client is very strict on the perfectness of the details (which the author believes that all would
probably be strict on the details) as this is the most important event in her life, the following
will enable a manager to screen if it will be feasible:
1. The goodness of the idea- Was the idea good ( if not perfect) for the wedding? Were
all the details required by the client considered? Did you consider coming up with
another version should the first one not work?
2. The skills needed to run the event- with the details given and the expectations set by
client, are the skills of the event team fitted to successfully run the event? Would the

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skills of the team translate what the client expected to have in her most important day
of her life.
3. The venue for the event- is the venue, if chosen by the client, if chosen by the client,
fitted to the concept developed? If chosen by the planner, is it suitable for the client’s
expectation? Is it accessible for the attendees? Are there amenities or facilities that
will support the team in providing excellent service to the attendees? It is affordable?
4. The event’s attractiveness- is the event attractive for the attendees? Will it give a
good impression that will stick in the minds of the attendees? Or would it be the other
way around?
5. The flow of the event- is the flow of the event acceptable according to the
instructions of the client? Would the sequence not create a boring moment or dead
air? Is the host (emcee) confident to manage the flow of the event? Are all aspects of
the wedding ceremony considered?
6. The risks that might be encountered- most importantly, have you considered the
risk that may be encountered during the event? Have you considered the following
and provided a contingency plan should they happen:
 Crowd control
 Security of attendees as well as event team
 Weather
 Water breakdown
 Power interruption
 Food poisoning
These keys to the event success are very important that should be considered. As
these will be dependent on how the event team managed the event, the result will always fall
on the shoulders of the organization.
SWOT Analysis for the Event Concept

Strengths, weaknesses, threats, and opportunities, or simply called SWOT analysis is
very important for every event. In the concept that you have developed for the wedding ( as
our example), the following will also help you in ensuring that the event will be successful.:
Strengths- this refers to what the team has in order to come up with a successful
event. The commitment of the team, their skills, knowledge and attitude towards this are
internal factors that the organization will be able to make use so as to present a perfect event
for the client.
Weaknesses- opposite of what strengths the team has, these are internal weaknesses
or shortcomings of the team that will become a big hindrance in ensuring a successful event.
The simple absence of most of the members of the organization during event
conceptualization is a weakness that should be looked into to avoid inconvenience in the

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event proper. The inability to understand instructions of the team members will also be a
weakness of the group.
Opportunities- these refer to the external aspects that may be of help to the success
of the event. Since wedding are personalized event, sponsors may not be in common,
however, the help of the family of the soon-to-be wed couple will allow the organizer to
come up with a perfect design and concept since they better know their relatives than the
team. For other events, sponsorships are important that would help an event more exciting
and successful.
Threats- another external aspect that would ruin the perfectness of an event are the
threats such as poor crowd behavior and poor communication with the suppliers.
Event Concept Deliberation

Not because you had proven yourself being an effective event manager, you will no longer
ask the opinion of other people. It would be best to get the opinion of the team or at least any
of the people whom you will be working with aside from yourself. The saying ‘two heads
are better than one’ is always a good factor to be considered especially when we are to
present an idea to a discriminating client. Deliberate or brainstorm with your team.
The following will help you get at the right track:

1. Present the project (wedding, sports, pageant, birthday, book launch, etc.)
2. Introduce the client (who they are)
3. Enumerate client’s expectation (what they want to have, to expect for the event,
their objectives.)
4. Show your plan (lay down what you wanted to be for the event, emphasize where
the expectations of the client were met.
5. Get the idea/reaction/suggestion of the team ( know what they wanted to be
included, or what they see from your concept.)
6. Let them explain why they suggest this/that (allow for explanation per suggestion
or comment, after all, your decisions will still be final).
7. Incorporate suggestions/ recommendations (should you find their suggestions will
be beneficial in achieving the objectives of the event.
8. Summarize what were discussed (recap what has been discussed, this will also
serve as draft prior to filling the gaps for this event.)
9. Prepare the proposal and meet the client for approval (prepare a good proposal
and be ready for questions that will be possibly asked by the client.)

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SELF CHECK 2.1-1
MULTIPLE CHOICE:
1. The following are factors to consider in developing event concept except

a. The purpose of the event
b. The venue of the event
c. The food in the event
d. The venue of the event
2. The following are factors to consider in venue selection except
a. ambiance
b. safety of attendees
c. seating capacity
d. none of the above
3. It has something to say on the concept that we need to develop. His should be linked to
the purpose of the occasion, completely compatible with attendees needs, and most
importantly should be consistent in all respects.
a. Event concept
b. Event attractions
c. Event theme
d. Event objective
4. Is the product of consolidated details based on the information we gathered from our
prospective clients and the objectives we set and drafted.
a. Event concept
b. Event attractions
c. Event theme
d. Event objective

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SELF CHECK ANSWER KEY 2.1-1
1. C
2. D
3. C
4. A

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JOB SHEET 2.1-1
Title: EVENT CONCEPTUALIZATION

Performance Objective: Draft an event concept in compliance with the give
requirements
Supplies/Materials : Ball pen and bond paper
Equipment: N/A
Steps/Procedure:
Design a plan / concept for a debut party of a well-known personality (daughter of a
politician or any other reason why the client is well-known.) You need to consider the
following as instructed by the client:
1. Motif- combination of red, white and light pink.
2. Garden ceremony with red, white and light pink flowers.
3. With overlooking terrace to the garden (venue will be dependent to the
recommendations of the event planner)
4. Menu is Mediterranean.
5. Flow of the event (18 roses, 18 wines, etc.) will be dependent to the event planner.
6. Good for 150 pax.
7. Other details will be dependent to the suggestions of the event planner (creative ideas
from the planner since the client might consider service from other event planners as
well.)
Assessment Method:
Oral questioning.
Performance Criteria Checklist 2.1-1

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CRITERIA YES NO
1. The information written is complete and realistic.
2. The trainee was able to present the proposal.
3. The trainee is knowledgeable about the details of the
proposal.
4. The trainee communicates the contents of the proposal
clearly.
5. The requirements for the event are met and emphasized.

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WRITTEN TEST 2.1
MULTIPLE CHOICE
1. It is not that easy to develop the concept of an event. There are various factors to be
considered in conceptualizing something that should meet the minimum requirements
of the client, as well as your requirements as a planner.
a. Both statements are correct

b. Both statements are incorrect
c. Statement 1 is correct while statement 2 is incorrect.
d. Statement 1 is incorrect while statement 2 is correct
2. The success of an event depends on how it was conceptualized, and how the concept
materialized. It is therefore, significant that a planner must work slowly but surely to
ensure that every detail is carefully attended to.

3. If your question as a planner is ‘how do I want the event to look like’ based on the
data you gathered from the client, what factor are you considering in developing the
event concept?
a. Format
b. Purpose
c. Theme
d. Venue
4. This factor consider in developing the event concept should be linked to the purpose
of the occasion, completely compatible with attendees’ needs, and most importantly
should be consistent in all aspects.
a. Format
b. Purpose
c. Theme
d. Venue
5. What factor in developing event concept should you consider if you are concerned
about staging the occasion?
a. Format
b. Purpose
c. Theme
d. Venue

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6. Which of the following is NOT a thing to consider in choosing an event venue?
a. Accessibility
b. Ambience
c. Dependability
d. Seating capacity
7. The question on how much the client is willing to finance his event is not an
important consideration in designing the event concept. If the event is just for a day
meeting, possibly, the budget will be much since the main purpose of such is just to
share ideas either on what’s happening in their office, the new products, and
competitor analysis among others.

8. No matter how good is your concept for a particular event without proper attention to
who will man and to whom this event need assistance, it will never become
successful. Remember that in any organization, the most important asset is the human
resources.

9. The purpose and the format of the event should go together. If the purpose is to show
sports-related products, the organizer should consider sporty type of event.

10. Bernard would like to come up with something forest-like ambience for the event of
the ABC Campers. What factor is he considering in the process of developing the
event concept?
a. Format
b. Purpose
c. Theme
d. Venue

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ANSWER KEY WRITTEN TEST 2.1
MULTIPLE CHOICE
1. A
2. B
3. C
4. A
5. D
6. C
7. B
8. A
9. A
10. D

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LEARNING OUTCOME SUMMARY
LEARNING OUTCOME #2 ESTABLISH EVENT CONCEPT, THEME AND

FORMAT
CONTENTS:  Different styles of event.
 Creative options to be considered when
developing an event concept
 Key event stakeholders
 Use of office electronic equipment
ASSESSMENT CRITERIA: 1. An overall event concept, theme and format are
developed which reflect key objectives and meet
the needs of the potential audience.
2. Creative elements are incorporated into the event
concept and theme.
3. Operational practicality and cohesiveness of the
concept, theme and format are verified through
consultation and analysis.
4. A summary of key logistical requirements is
developed based on the overall concept, theme
and format.
5. Accurate and complete information on the
concept, theme and format is provided to all
relevant stakeholders to facilitate timely and
effective planning and implementation.
6. Approval from stakeholders is obtained prior to
implementation.
CONDITION: The students/trainees must be provided with the
following:
 Equipment:
 LCD Projector (optional)
 Overhead Projector (optional)
 Computer
 Printer
 Tools and Accessories:
 Software for presentation skills
Supplies and Materials
 Sample proposal
 Sample brochures and other pertinent document
relating to proposal writing
Learning Materials
 Books relating to business proposal writing
ASSESSMENT METHOD:  Evaluation of concept, theme and format through a
candidate presentation or “bid” for an event
 Oral or written questions to assess knowledge of
the range of key market factors and management
issues to be considered in the concept development

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phase
 Review of portfolios of evidence and third party
workplace reports of on-the-job performance by
the candidate.
LEARNING EXPERIENCES
Learning Outcome 2
DEVELOP PROPOSAL AND BID DETAILS
Learning Activities Special Instructions

1. READ Information Sheet 1.2-1 on the PERFORM all activities required by the
proposal/bidding process for a specific module.
meeting/event.
2. ANSWER Self-Check 1.2-1 on the CHECK your answer with Answer Key
proposal/bidding process for a specific 1.2-1.
meeting/event.
requirements and professional module.
presentation of bid materials and
documents.
requirements and professional 1.2-2.
presentation of bid materials and
documents.
typical bid/proposal requirements and module.
formats.
6. ANSWER Self-Check 1.2-3 typical CHECK your answer with Answer Key
bid/proposal requirements and formats. 1.2-3.

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DIFFERENT STYLES OF EVENT
Types of Events
There are almost countless types of events, some are demanded frequently by customers,
others seldom Find in-depth information about the most important types of events.
EventManagement.com presents and describes the diversity of the event planning
industry. Corporate Events
Conferences are popular and important business events. Everything about the
event management of academic, medical and business conferences
Seminars educational events for the training of managers and employees.

Most seminars are not comparable with boring lectures. Interactivity is core!
Meetings are common business events in large companies, perfect to discuss

operational and financial strategies
Team Building Events a key to develop and motivate teams in companies

and divisions. Everything about the planning of professional team building events
Trade Shows exhibitions where companies can present and demonstrate their
latest products. A professional presentation is crucial

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Business Dinners a long-standing corporate tradition to conclude fiscal years,
celebrate new milestones or to get in contact with key customers
Golf Events golf tournaments or retreats. Those events aim to acquire new
customers, to increase customer loyalty or to motivate employees
Press Conferences perfect business events to promote new products, launch

marketing campaigns or to inform the shareholders and public about financial
issues
Networking Events are personal marketing galas. Such events are great
opportunities for contact establishment and personal marketing
Incentive Travel are perfect to reward and to motivate employees or to

increase customer loyalty and retention. Everything about incentive travel:
Opening Ceremonies are held to start conventions, annual meetings and

other events that last for two or more days. Find everything about opening events
Product Launches are critical for the successful market introduction of some
products. A perfect product presentation might also increase the media coverage

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Theme Parties events that devote to a special topic. Popular events are casino
nights or Halloween parties. Ideas and planning tips
VIP Events are used to increase customer loyalty. Professional planners

organizing VIP events that ultimately increase your revenues
Trade Fairs are a great opportunity to present your latest products to

customers and business partners.
Shareholder Meetings are yearly and obligatory events to inform a

corporation's shareholders about company issues and to elect the Board of Directors
Award Ceremonies are great events to honor and motivate key staff or to
acquire and retain customers. Event planners are able to organize events to remember
Incentive Events motivate employees or close the ties to customers. Event

managers are planning events that help to enhance customer loyalty
Board Meetings focus on strategic goals and visions. The event venue and
the planning process should reflect the prestigious nature of these meetings

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Executive Retreats escapes from stressful work schedules and the day-to-day
business. Learn how they should stimulate free thinking and creativity
Weddings should be the most important days in the life of brides, grooms and
their families. Professional event managers help to plan the events
Birthdays require seldom a professional event manager, but there are

exceptions. Find out how event managers can help you to make your party a success
Wedding Anniversaries celebrate milestones in a couple's life together.

Ideas and hints that help you to plan those events or find professional even managers
Family Events are great opportunities to assemble whole families. We offer

hints and ideas to plan perfect family events like birthdays, weddings, etc.

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SELF CHECK 2.2-1
IDENTIFICATION
1. It focuses on strategic goals and visions. The event venue and the planning process should
reflect the prestigious nature of these meetings
2. It aims to motivate employees or close the ties to customers. Event managers are planning
events that help to enhance customer loyalty.
3. Are popular and important business events. Everything about the event management of
academic, medical and business conferences
4. Are exhibitions where companies can present and demonstrate their latest products. A
professional presentation is crucial

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1. BOARD MEETING
2. INCENTIVE EVENTS
3. CONFERENCE
4. TRADE FAIR

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CREATIVITY OPTIONS TO BE CONSIDERED WHEN
DEVELOPING AN EVENT CONCEPT
Common denominator in event planning is creativity. No one sets out to coordinate

the “most uninspired meeting of all time.” Event planners want to be remembered for
integrating originality and imagination into their events. Often times though there is a
boundary to our creativity. It could be a limited budget, or a conservative theme that leaves us
wondering where we can sneak in a dash of personality.
To help conquer situations like this, I’ve listed outlined some of the nearly-infinite
event components where planners can add their creative touch. Next to each one you’ll see an
example of how to invigorate these details beyond the standard fare.
Event Title
Your title is the first thing that sells prospective attendees on your event.
Standard Example: The 23rd Annual Black & White Ball
Creative Example: 23 Years in the Making… Tuxedos under Twilight
Invitations
This is another first impression element that should effectively market your event.
Standard Example: White card with plain text in a white envelope.
Creative Example: Bright envelope with image-rich postcards that describe the occasion.
Venue
A special location can spark excitement weeks before the event takes place.
Standard Example: Hotel meeting room.
Creative Example: Restaurant or private suite at an arena or ballpark.
Catering
Every meeting and theme can be partnered with a unique food experience.
Standard Example: Grilled chicken with rice.
Creative Example: Chipolte BBQ pork loin served with mashed sweet potatoes.
Lighting
Lighting is one of the most basic elements of design, and it can be used in variety of ways.

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Standard Example: Spotlights on stage.
Creative Example: Colorful uplighting to illuminate walls and white linens.
Seating Arrangements
After registration, the next top concern for guests is where they will be seated.
Standard Example: Round tables of 8.
Creative Example: Crescent rounds of 6 to eliminate guests having their backs to the stage.
Design Props
Props come in many different forms, from simple stage ferns to detailed scenery motifs.
Standard Example: Backdrops and banners on the stage.
Creative Example: Themed inflatables set outside the room or venue entrance.
Staff
Greeters, servers, and registration staff can integrate the theme of your event into their
uniforms.
Standard Example: Monogrammed polo shirts and khakis.
Creative Examples: Sports uniforms, construction hats, or costumes.
Stage Design
The stage is the focal point throughout the event so keep it visible and engaging.
Standard Example: 8x12 rectangular stage centered on the wall.
Creative Example: Runway stage that extends into the audience for more engagement.
Table Linens
Napkins by themselves have the capacity to become a visual design element.
Standard Example: White table linens with burgundy flat-folded napkins.
Creative Example: Floor-length table linens in a solid color with contrasting napkins in a
pyramid fold.
Chair Covers
Even the nicest banquet chairs look complacent at a large event.
Standard Example: White linen chair cover with bow tie.
Creative Example: Spandex stretch covers that match the table linens.

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Guest Speakers
Speakers and their message represent the content of your event and thus are tied closely to its
success.
Standard Example: Vice President of Sales and Marketing.
Creative Example: Celebrity or outside presenter who can tie past success with your
company’s objectives.
Entertainment
Entertainers can perform before or after the content to add another unique element to the
occasion.
Standard Example: DJ or Jazz Trio.
Creative Examples: Recording artists or talented performers from an area school.
Centerpieces Whatever sits in the center of each guest table will be viewed for hours. Don’t
waste opportunity!
Standard Example: Fresh cut flowers or potable plants that can be taken home by guests.
Creative Examples: Ceramic artwork, picture collages or fiber optic centerpieces.
Table Cards
These are the signs placed at each table to identify the table number or guest seating position.
Standard Example: Printed card stock.
Creative Example: Framed table numbers that match the décor of the table.
These are just some of the nooks and crannies where planners can add a creative touch to
events. The truth is that just about any facet of event production can be customized in some
manner. The easiest way to get inspired is to attend as many industry conferences as you can,
and network with other planners when possible.

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SELF CHECK 2.2-2
MULTIPLE CHOICE
1. All of the following are attachment of bidding forms except

a. Performance Security Form
b. Technical Specifications
c. Contract Agreement Form
2. It is a document used in the procurement process which consists of all the products needed
for your project, the quantity of each product, its specifications.
a. Bid Form
b. Bid Data Sheet
c. Schedule of Requirements
3. It provides the information necessary for Bidders to prepare responsive bids, in accordance
with the requirements of the Procuring Entity
a. Instruction to Bidders
b. Bid Form
4. It provides information that enables potential Bidders to decide whether to participate in

the procurement at hand
a. Technical Specifications
b. Bid Data Sheet
c. Invitation to Bid

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1. b
2. c
3. a
4. c

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KEY EVENT STAKEHOLDERS
Event stakeholders are individuals and groups who have some form of interest in the
event. Such interest may be financial, emotional, political, social or any form of personal
involvement in the event. The event manager is just one of those who have interest in the
success of event.
The Host. This is the group or person who is giving the event. The host may be the
originator or champion of the idea to gather people together for a particular occasion; the
main celebrator; or the one financing all the expenses for the event. For the event manager,
the host is the client-the group or person from whom you are to get directions from. The host
is also a partner with whom the event manager works to ensure a successful event. The host’s
expectations must be clearly understood and managed very well.
The Guests. These are the people attending the event; they are variously called
audience, participants, attendees or visitors. Purportedly, the event is created to please this
distinguished group; therefore, it is their needs that must be understood and satisfied. Guests
may be passive; they just go with the flow of activities, watching, observing, taking it all in.
On the other hand, guests may be active- they are made part of the experience of the whole
event. The event manager must have a very vivid picture of who the guests would be or who
would be in the audience, so as to make the event as suited to get their investment’s worth
from the event-be it an investment of money or of time. Therefore, the event manager must
know what the guests’ needs are, and how these could best be satisfied before, during and
after the event.
The Event Committee. This refers to the group involved in the planning and
execution of an event. This can be an ad hoc group from the host organization, a team of
volunteers, the host’s staff, plus, the event manager’s own team. Together, this group is
tasked with putting together all the elements that will make the event success.
The Financer. This is the money man-the one who foots the bill. He/She may or may
not be involved in the planning and executions of the event, but he/she is out to make sure
that he/she gets a reasonable return on his/her investment.
The Suppliers. The event manager works with other companies that will bring the
event concept into reality. These companies also stake their time, resources and reputation on
the event. Suppliers are also among the event manager’s partners to ensure a winning event.
The Externals. These include other entities external to the host or the event manager,
but have a financial, emotional, political, social or personal interest in the event. Government
regulatory agencies, the media, the local government, the community, corporate shareholders,

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etc. might have their own stake on the event-and it is the job of the event manager to make
sure that all concerns are duly addressed.
While all stakeholders have the event’s success in mind, each may define success
differently. It is inevitable for each of these stakeholders to have varied and, at times,
conflicting concerns on one event. The event manager must be able to identify these
concerns, and strike a balance that would allow each party the best return on its investment,
in the light of the event’s overall objective.
An event manager effectively and efficiently envisions, executes and evaluates unique
happenings that bring people together-people who are meant to enjoy the happening, people
who create the happening, people who provides resources for the happening, and people who
in one way or another benefit from the happening.

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SELF CHECK 2.2-3
TRUE OR FALSE
1. The Bid Form and the Price Schedule submitted by the Bidder is part of the Contract
Agreement Form.
2. Bank Guarantee Form for Advance Payment is a substantial part of typical bid
requirement.
3. Goods offered from abroad and goods offered in the Philippines are listed in only one
form.
4. Technical Specification is a part of Bank Guarantee Form for Advance Payment.

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1. TRUE
2. TRUE
3. FALSE
4. FALSE

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USE OF OFFICE EQUIPMENT

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SELF-CHECK 2.2-4
TRUE OR FALSE
Agreement Form.
requirement.
form.

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SELF CHECK ANSWER 2.2-4
1. TRUE
2. TRUE
3. FALSE
4. FALSE

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TRUE OR FALSE
Agreement Form.
requirement.
form.

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SELF CHECK ANSWER 2.2-4
1. TRUE
2. TRUE
3. FALSE
4. FALSE

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WRITTEN TEST 1.2
TRUE OR FALSE
1. Public transportation to the venue is not part of the content of bid.

2. The club or organization that wins the bid may be entitled to an amount of funding from
the governing body to alleviate certain costs that will likely be incurred.
3. If the venue has staged similar events in the past, it is not necessary to mention this.
4. It is not necessary to put in the qualification of persons in the event management team.
Agreement Form.
requirement.
form.
MULTIPLE CHOICE

a. Bid Form
b. Bid Data Sheet
b. Bid Form

b. Bid Data Sheet

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TRUE OR FALSE
1. FALSE
2. TRUE
3. FALSE
4. FALSE
5. TRUE
6. TRUE
7. FALSE
8. FALSE
MULTIPLE CHOICE
1. B
2. C
3. A
4. C

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JOB SHEET 1.3-5
Title: PREPARATION AND PRESENTATION OF BID

MATERIAL
Performance Objective: Given an event brief template, prepare a proposal for an event
and discuss the contents to your trainer.
Supplies/Materials : Ball pen and event brief template
Equipment: N/A
Steps/Procedure:
1. Using the provided event brief template, prepare a
proposal for alumni homecoming of Araullo University
batch 1975.
2. After completion of the template, present the details to
your trainer. Oral questioning comes right after the
presentation of the proposal.
Assessment Method:
Oral questioning.

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Performance Criteria Checklist 1.3-5
CRITERIA YES NO
9. The information written in the template is complete and
realistic.
10. The trainee was able to present the proposal.
11. The trainee is knowledgeable about the details of the proposal.
12. The trainee communicates the contents of the bid clearly.

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WRITTEN TEST 1.3
TRUE OR FALSE
1. An event is often described as something that ‘happens’.

1. Getz writes that events are an important aspect of human life and that our
understanding of them is poorly developed.
2. According to Goldblatt, “No matter how hard one tries, it is literally impossible to
replicate an event”.
3. Small business breakfast is considered event.
5. The club or organization that wins the bid may be entitled to an amount of funding
from the governing body to alleviate certain costs that will likely be incurred.
7. It is not necessary to put in the qualification of persons in the event management
team.
Agreement Form.
requirement.
form.
MULTIPLE CHOICE
1. It involves allocating a time period for specific tasks or workload, and then assigning tasks
to certain employees
a. Scheduling
b. Planning
c. General Organizing Skills
2. It allow employees to determine the supplies they need, how to arrange their files and
whom to contact for specific information
a. Scheduling
b. Planning
3. A marketing manager often hires a marketing research agency to conduct surveys, tabulate
the results and deliver the data tables. It is an example of what organizational skills?
a. General Organizing Skills
b. Coordinating Resources

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4. This organizational skill usually related to the ability to prioritize tasks, delegate and be
productive.
b. Meeting Deadlines

a. Bid Form
b. Bid Data Sheet
b. Bid Form

b. Bid Data Sheet

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TRUE OR FALSE
1. TRUE
2. FALSE
3. FALSE
4. TRUE
5. TRUE
6. FALSE
7. FALSE
8. TRUE
9. FALSE
10. FALSE
11. TRUE
12. TRUE
13. FALSE
14. FALSE
MULTIPLE CHOICE
1. A
2. C
3. B
4. B
5. B
6. C
7. A
8. C

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WRITTEN TEST 1.3
TRUE OR FALSE
1. An event is often described as something that ‘happens’.

2. Getz writes that events are an important aspect of human life and that our
understanding of them is poorly developed.
3. According to Goldblatt, “No matter how hard one tries, it is literally impossible to
replicate an event”.
4. Small business breakfast is considered event.
6. The club or organization that wins the bid may be entitled to an amount of funding
from the governing body to alleviate certain costs that will likely be incurred.
8. It is not necessary to put in the qualification of persons in the event management team.
Agreement Form.
requirement.
form.
13. Good communication skills are vital in helping you to work effectively, build solid
relationships and prevent unnecessary misunderstandings.
14. Confidence is not a relevant aspect of communication skills.
15. The best way of communicating is to dither around the point, or to express uncertain
with what you are saying.
16. Opinion of others is insignificant in establishing good communication.
MULTIPLE CHOICE
1. It involves allocating a time period for specific tasks or workload, and then assigning tasks
to certain employees
a. Scheduling
b. Planning
2. It allow employees to determine the supplies they need, how to arrange their files and
whom to contact for specific information
a. Scheduling
b. Planning
3. A marketing manager often hires a marketing research agency to conduct surveys, tabulate
the results and deliver the data tables. It is an example of what organizational skills?

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b. Coordinating Resources
4. This organizational skill usually related to the ability to prioritize tasks, delegate and be
productive.
b. Meeting Deadlines

a. Bid Form
b. Bid Data Sheet
b. Bid Form

b. Bid Data Sheet

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TRUE OR FALSE
1. TRUE
2. FALSE
3. FALSE
4. TRUE
5. FALSE
6. FALSE
7. TRUE
8. TRUE
9. TRUE
10. FALSE
11. FALSE
12. TRUE
13. TRUE
14. FALSE
15. FALSE
16. FALSE
MULTIPLE CHOICE
1. A
2. C
3. B
4. B
5. B
6. C
7. A
8. C

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SUMMARY OF COMPETENCY-BASED LEARNING MATERIALS

NUMBER UNIT OF COMPETENCY MODULE TITLE CODE

2 Develop an event concept Developing an event concept TRS342316

3 Develop event program Developing event program TRS342317

5 Develop and update event Developing and updating event TRS342319

6 Provide on-site event Providing on-site event TRS342320

7 Manage contractors for indoor Managing contractors for TRS342321

8 Develop and update knowledge Developing and updating TRS342322

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NOMINAL DURATION 8 hours

QUALIFICATION LEVEL NC III

1. Identify overall event objectives and scope.

LEARNING OUTCOME SUMMARY

Date Developed: Document No. DHS TD-007-24

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CONDITION: The students/trainees must be provided with the

ASSESSMENT METHOD:  Evaluation of concept, theme and format through a

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IDENTIFY OVERALL EVENT OBJECTIVES AND SCOPE

Learning Activities Special Instructions

INFORMATION SHEET 2.1-1

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How to Develop the Concept

The following factors should be considered in developing the concept:

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How to Analyze the Event Concept

One Final Look on the Event Concept

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How to Design an Event Concept

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 Add entertainment – to some events, entertainment is peripheral, and to some it is

What to consider for an Event Concept

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 Cleaning – is it the organizer who will do the cleaning or contracted?

 Site dimensions – is the site too high? Is it too low or narrow?

 Catering – would there be obstacles or problems when transporting, storing and

Screening the Event Concept

Feasibility of the Event Concept

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SWOT Analysis for the Event Concept

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Event Concept Deliberation

The following will help you get at the right track:

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1. The following are factors to consider in developing event concept except

Date Developed: Document No. DHS TD-007-24

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