Practical Guidelines in Organizing and Managing Workshops, Conferences and Events

8/9/2019 Practical Guidelines in Organizing and Managing Workshops, Conferences and Events

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Practical Guidelines in Organizing & Managing Workshops/Conferences

Practical Guidelines in Organizing

Workshops/Conferences/Events



Practical Guidelines in Organizing Workshops/Conferences/Events i

Contents

Page

I. Organizing Workshops/Conferences 1

A. Pre-Workshop/Conference 1

1) Validate the Need for and Feasibility to Hold the Workshop/Conference 12) Design the Workshop/Conference 13) Choose the Training Team and Resource Persons 24) Select the Participants 35) Determine the Date 36) Choose the Venue 47) Prepare the Budget 5

8) Announce the Workshop/Conference and Inform the Participants 59) Determine Required Supplies and Equipment 610) Prepare Workshop/Conference Kits and Materials 811) Finalize Arrangements 912) Conduct Pre-Workshop/Conference Review 913) Prepare Opening/Closing Ceremonies 1014) Set up the Main Workshop/Conference Venue 1015) Set up Support Facilities 1216) Arrange for Arrival of Participants 12

B. During the Workshop/Conference 13

1) Overall Coordination 132) Registration 133) Workshop/Conference Facilitation 134) Documentation 155) Finance 156) Daily Clean-Up and Equipment Check 16

C. Post-Workshop/Conference 17

1) Closing Down 172) Documentation 173) Analysis of Evaluation 174) Finances and Liquidation of Expenses 175) Others 17

II. Practical Tips in Organizing Events 18





Practical Guidelines in Organizing Workshops/Conferences/Events 1

I. ORGANIZING CONFERENCES/WORKSHOPS

A. Pre-Workshop/Conference

In preparing for a training program, it is ideal and highly recommended that a 2-3 monthslead time be allocated.

Step 1: Validate the Need for and Feasibility to Hold the Workshop/Conference

Determine if there is a legitimate need to hold the workshop/conference by considering thefollowing:

a) A needs assessment of prospective participants: Is the training program reallyneeded by the participating offices? Will they benefit from it? Is theconference/training program really the answer to improving the capacities of the

participants? Or will another format such as forums, roundtables, etc be moreappropriate?

b) Identifying resource persons: Who is available to be part of the training team?

c) Funding: What will be the approximate training costs and where will the funds beobtained? Is the anticipated benefit worth the projected costs?

d) Timing: Is the timing appropriate for the training program? What is the workload of the prospective participants and the prospective training team and resourceperson(s)? When and for how long might the participants and training staff be

reasonably expected to be away from their offices?

e) Training venue: Where can the training program be held? Will the venue affect thedesign? Is transportation to and from the venue easily available?

Step 2: Design the Workshop/Conference

Brainstorm and finalize the following:

a) Objectives

b) Programme Schedulec) Session Objectivesd) Methodology and Process Flowe) Reference materials that may be includedf) Identification of team, which includes Secretariat, Resource Person(s) and

Conference/Training Facilitatorsg) Nature of post-training documentation required, i.e. will the final documentation

take the form of workshop/conference proceedings or training modules and tools?




h) Selection of appropriate venue

IMPORTANT: In cases where existing learning modules will be echoed, the design may haveto be adapted to meet the local or particular context. This would mean introducing somemodifications in the methodology of the training program. Some examples:

• Some learning exercises may not suit the local cultural context; therefore adjustmentshave to be made.

• Resources prescribed in the training module may not be available. For instance, anoverhead projector is not available in the area. A substitute audio-visual tool may beused such as flipcharts and posters.

• Venue: In some cases, the venue chosen may not be suitable for the type of methodologyused in the training package, thus modifications will have to be made.

Step 3: Choose the Training Team and Resource Persons

Training staff will be composed of Manager/Advisor in charge as Overall Coordinator,trainer/facilitator, and support staff. Resource persons may also be invited to be part of training team.

When choosing trainers/facilitators and resource persons, the qualifications to consider are:

• Expertise in the content area

• Track record/experience• Ability as a dynamic, interesting trainer• Skill in public speaking and presentations• Appropriate academic background• Willingness to work within the framework and design

Potential trainers/facilitators and resource persons should submit their CVs for review. Thetraining team should then consider at least 3 quotations or proposals from interestedindividuals, referring to the Philippines-Canada Development Fund (PCDF) current guidelineswith regards to professional fees and rates. If only one individual is to be considered, his orher appointment should be duly justified, i.e. person is the expert in a specific field.

The number of persons to be included on the training team will vary from training totraining, and this must be decided by the senior program management team. Choose theminimum number of qualified persons necessary to be able to assist and provide support.Usually, 2-3 support staff members are required: assistant coordinator, documentationofficer, and an administrative/finance assistant (for costs and logistical requirements)

The training team should be briefed well in advance with information on their specific rolesand responsibilities and the overall objectives and design of the workshop/conference.Thereafter, a work plan detailing the 1) timeline, and 2) clear delineation of tasks and




respect ive roles should be draf t ed by the overall coordinator to ensure efficient and costeffective workshop/conference management. (See Annex A1 for a sample template)

Step 4: Select the Participants

It is best to identify the final list of participants soon after the analysis of the TNA and the

finalization of the workshop/conference design. The earlier the participants are selected,the better since the logistical preparation depends largely on the number of participants.Things to remember:

• Send letter to LGSP Area Managers with the following information:a) Rationale and Objectives of workshop/conferenceb) Potential date and venuec) Results of TNA (if there was one)d) Criteria for selecting participantse) Deadline for submitting names of suggested participantsf) Attach draft or final workshop/conference design

The core workshop/conference team should be in close consultation with the Area andregional offices for the f inal select ion of the participants. Other key partners may alsobe consulted.

• Participants will be required to submit to the organizers an accomplished ConfirmationSheet to register (See Annex C1 for sample form)

• Send a final list of participants to respective Area Offices or institutions

Step 5: Determine the Date

Some factors to consider when choosing dates are:

• Identify alternative dates in the beginning in order to facilitate the discussion within thetraining team in choosing the most appropriate time for the workshop/conference

• Synchronize training with other activities in the program

• Ensure that the training is timely and relevant i.e. learnings from it can be applied soonafter to concrete projects

• If possible, schedule the workshop/conference during relatively slower period or beforepeak seasons when the projects are in full speed

• Take note of local holidays and religious practices

• When possible, time the activity to take advantage of low season hotel rates




Step 6: Choose the Venue

In choosing the venue for the workshop/conference, the following should be considered:

• Location of training should be accessible to participants i.e. preferably direct flights, busroutes are available

• Secure quotations from at least 3 conference/training centers. Costs should becompetitive. Negotiate for discounts/ package conference rates and request for a list of complimentary items. Some venues provide conference facilities, i.e. Secretariat Roomfree of charge when the organizer can guarantee a minimum number of participants.Please check.

• Hotels or training centers should have an acceptable track record in hosting training

programs, workshops or conferences and should have a reputation for excellent service.

• Availability of a suitable Training and Conference Room that should have the followingfeatures:a) Quiet and provides a conducive learning environmentb) Free from posts or pillars that block sight linesc) A reliable supply of electricity and sufficient electrical outlets of the appropriate typed) Space to accommodate extra tables for workshops materialse) Enough wall space for displays

The conference room should be available full time during the workshop and ensure that it

is not required in the evenings for other activities. It is also a good idea to find out if someone else is using a conference room next door, as a noisy event nearby may ruin agood venue. LACK OF GOOD CONFERENCE ROOM FACILITIES CAN UNDERMINE ANOTHERWISE WELL PLANNED WORKSHOP.

• Availability of a Secretariat Room (preferably a complimentary room) and/or space closeto the function room where staff can work and equipment/supplies can be stored, withaccess to well-functioning telephone facilities.

• Access to well-functioning communication technology i.e. telephone, fax and cell sites.Availability of Internet access is advantageous.

• Availability of reliable office equipment such as photocopy machine, overhead projector,LCD projector, video player, TV, radio-cassette player, microphone and speakers e.g.karaoke

• Availability of breakout rooms, extra tables, chairs, whiteboards, poster panels and flipchart stands.




• Comfortable and clean accommodations and well prepared meals.

• Check the deadline for confirming number of participants. This is an important basisfor the deadline of selected participants to confirm their slots with LGSP.

There should be regular correspondence between the conference organizers and the venuecoordinator/contact person. Such correspondence should include updates such asinformation on additional participants, any changes in room assignments and, if possible,flexibility in adjusting the number of reserved rooms that will actually be charged during theactual conference itself, additional logistical requirements, etc. (See Annex B1 for a samplecorrespondence).

Once a venue has been chosen, submit a proposal and/or draft contract for approval or fillout a Canvass Form (See Annex C2).

Step 7: Prepare the Budget

A budget estimate should be prepared. The main costs of a workshop include the following:

• Venue costs - meals and accommodations (Please refer to current PCDF guidelines, inconsultation with the Administrative and Finance Officer.)

• Travel costs, including resource persons and support staff

• Fees of facilitators, documentation staff, and main resource persons• Honoraria and/or tokens for additional speaker/resource persons• Rental of conference facilities and/or vehicles, if any• Production of Kits

•

Administrative supplies i.e. nametags, pencils, pens, meta cards etc.• Incidental charges i.e. photocopying, telephone calls, internet access• Props and/or backdrop, if required

(See Annex A5 for a sample template in budget preparation.)

Once the budget has been prepared, fill-out and submit a Travel Advance Voucher toAdministrative and Finance Officer (See Annex C3) for those expenses that will need to bepaid in cash during the conference.

Step 8: Announce the Workshop/Conference and Inform the Participants

It is important to send the final announcement of the workshop/conference as early aspossible once the key logistical preparations have been addressed.

Things to remember:




• Prepare an official confirmation letter to the LGSP area/regional office or directly to theparticipating institution/organization with the following information:

a. Workshop/conference rational and objectivesb. Final Date and Venue

c. Expenses to be shouldered by the participating institutiond. Reimbursements that will be handled by LGSPe. Deadlines for confirming slotsf. Administrative arrangements i.e. arrival dates, transportation plansg. Coordinates of person in charge for further information and/or clarificationsh. Attach final programme

• It is important to confirm the selected participants with an official letter, with aConfirmation Sheet (See Annex C1) attached. (See Annex A2 for sample invitation letter)Using the Mail Merge feature (MS Word) may help facilitate the creation of personalizedinvitations, especially if there are a large number of invitees.

• Follow-up confirmation with a telephone call and follow-up fax or email. (See Annex B2for a sample correspondence to participants in following-up and relaying of reminders/announcements.)

• Prepare a media release and send to CIDA Public Affairs Office (Chris Daniel) and to othermedia partners, if possible 10 days prior to date of workshop/conference

(See Annex A4 for a sample matrix to capture participants’ details).

Step 9: Determine Required Supplies and Equipment

Prepare a checklist of required items.

• Function Room:

- Tables and chairs to accommodate workshop groups, resource persons and materials- Small tables for projectors and video equipment- Video equipment/LCD- Laptop computer- Slide projector-

Cassette player for documentation purposes and blank tapes- PA systems and/or karaoke and/or CD player- Microphones- Extension cords and plugs- Podium- Panelist table, if required- Flags - Philippine and Canadian with flag stands- LGSP banner




- Conference banner (if venue was able to prepare in advance)- National Anthem (tape or CD)

If possible, specify any arrangements regarding the room’s lay out, backdrop designs, etc. atan early date. This can be relevant for organizer’s who have used the venue or training

facility before, and thus are already familiar with the supplies/equipment that will beavailable to them.

• Breakout Rooms

• Secretariat Room

- Desks and chairs for training support/staff - Photocopy machine (if necessary or may be located in the Business Center of venue)- Tables for storage and assembly (collation) of materials- Computers or laptops (with relevant files saved in hard disk)

- Back-up CD or diskettes with relevant files- Printer with extra printer ink and extra printer head- Bond paper (for printing)- Staplers and staple wire- Appropriately-sized paper punchers- Rulers- Scissors- Pencil sharpeners- Packaging tape and rope (to pack-up extra materials after the conference)

• Consumables

- Newsprint for workshop groups- Overhead projector transparencies- Wide tip permanent markers (various colors)- Whiteboard markers (various colors)- Overhead marker pens- Colored markers or crayons or craypas- Cloths for wiping transparencies- Bottle of alcohol for wiping transparencies- Pencils and pens (various colors)- Extra nametags

- Thumbtacks- Paper Clips- Computer diskettes- Masking tape - Staple wire- Adhesive tapes- Glue- Meta cards




- Bond papers (different colors)- Manila paper- Craft paper- Flipchart paper- Cartolina paper

- Folders- Envelopes

Step 10: Prepare Workshop/Conference Kits and Materials

• In preparing the kit, the following may be included:

a. Training Rationale and Objectivesb. Programmec. List of resource persons

d. List of participantse. House rules or administrative detailsf. List of organizersg. List of Readingsh. Workshop/conference Modulesi. Presentation Materials/handouts of resource persons (if available)

(See Annex A3 for a sample program document to include in kit)

Tips in assembling the kits:

Ø Evaluate whether all the information, particularly extra readings, are likely to beused. Limit the binders to essentials and optional handouts may be given out orarranged in a table at the venue.

Ø Collate all the selected materials and put together a mock up kit to determine theappropriate size of binder. Be sure to order binders (and dividers, if necessary) wellin advance. Suppliers often require 7 working days, sometimes less or moredepending on the volume ordered, to deliver.

Ø Do not “overload” binders. If papers have to be ‘held down’ when the rings are open,chances are they will eventually fall out and be lost.

Ø Allow a contingency factor of 15-25% max. For example, if there are 28 participants,35 binders should be prepared and available at the workshop/conference.

Ø Assess if the budget will allow for bags.

Ø All materials to be included in the kit should be ready and available for reproduction15-10 days prior to the conference.




Ø Actual kit should be assembled 3 days prior to actual conference

• Prepare Nametags in advance (See Annex A7 for a sample nametag)

•

Prepare daily Registration Sheets for participants with Name, Institution, Address,Position, Email, and Telephone No. Cell No. Room Number and Signature (See Annex A6for a sample registration forms)

• Cut meta cards in advance

• Finalize the evaluation forms and reproduce for distribution on the last day (See AnnexC9 for a sample evaluation form)

• Prepare the following certificates (See Annex A8 and A9 for samples):

a) Certificate of Appearance - Participant (for government officials and staff)Certificate of Appearance – Resource Personb) Certificate of Participation

Step 11: Finalize Arrangements

• Ensure that Confirmation Sheets of participants have all been submitted

• Confirm hotel bookings as soon as number of participants is confirmed

•

Transportation arrangements should be finalized for NPMO and for Canadian resourcepersons, if any, and shuttle service if available for participants

• Schedule a meeting with venue staff and ocular inspection of the hotel/training centerfacilities prior to the date of the workshop/conference

• Finalize menu. Strictly no pork diet should be included in the menu for all LGSP activitiesin respect for Muslim participants.

• Finalize room assignments of participants, ideally 2 days prior to the conference/training

•

Secure short bios of resource person/speakers

• Arrange for equipment required at the conference internally at the LGSP office and/orwith the conference venue

Step 12: Conduct Pre-Workshop/Conference Review




• It is important to hold a team meeting 5-4 days before the date of theworkshop/conference for a final run through of the preparation

• As a rule, the training team should be in the training venue a couple of days in advanceparticularly if a pre-conference/training team meeting is to be held

• During the pre-conference team meeting, the training team should conduct a final reviewof the design, “walking through” the entire program, session by session, to ensureresource person(s), facilitator(s), documentation officer and support staff are aware of the logical flow, respective roles and responsibilities of each member of the team

• The kit and any other materials should also be reviewed at this time. For example, checkif the hand-outs have been reproduced and if the overhead transparencies or power pointslides, if any, have been prepared

• A meeting with key venue staff should also take place

Step 13: Prepare the Opening/Closing Ceremonies

• As a rule it is best to keep the “ceremonial” aspects brief. A twenty-to-thirty minutemaximum opening ceremony is ideal.

• Guests should be invited ahead of time. They may include: LGU or national governmentrepresentatives and/or local personalities involved.

• Opening and closing ceremonies may come in the form of a ritual or a creativepresentation.

• Make sure that props are prepared in advance and are ready, if required.

Step 14: Set Up the Main Workshop/Conference Venue

• The function room should be set up a full day in advance to allow for any unforeseendifficulties and adjustments to be addressed.

• Consider the methodology of the training program when deciding on the set up. Thediagram on the succeeding pages shows three alternatives:




Alternative 1: “Conference Style” sets a somewhat formal tone but puts everyone on moreor less equal footing, including the resource persons and participants

Alternative 2: “Groups Style” is preferred for programs that utilize the workshopmethodology. It sets an informal tone, allows for relative equality among participants andresource persons, and facilitates individual and group participation.




Alternative 3: “Classroom Lecture Style” is usually not appropriate because it sets a veryformal tone and creates distance between resource persons and participants. Interactionamong participants is also inhibited. If there is space limitation, be creative in arranging the

tables and chairs.

Step 15: Set Up Support Facilities

If possible, there should be a Secretariat room close to the main function room for ease of coordination and communication.

Step 16: Arrange for Arrival of Participants

Prior to the arrival of participants, secure a room assignment listing from the venue andmake sure that it is available on the first day of the workshop/conference.




B. During the Workshop/Conference

During the workshop/conference, a number of tasks have to be done to ensure the successof the program.

Step 1: Overall Coordination

The overall training coordinator is tasked with the responsibility of overseeing the flow of the training, monitoring and evaluating the individual sessions and activities as well as theentire program.

Step 2: Registration

Registration Procedure:

1. The Assistant Coordinator with the support staff should take charge of the registrationprocess at the beginning of the conference

2. All participants will be required to register as soon as they arrive at the trainingconference venue on the first day

3. IDs and the kits will be given upon registration4. Participants will be informed of their respective room assignments upon registration5. Registration table should be manned at all times the whole of the first day and on the

succeeding days to assist latecomers6. Participants should also be asked/reminded to register on a daily basis on separate

registration sheets; i.e. Day 1, Day 2, etc. to ensure participants’ attendance is

accurately captured. (See Annex A6 for sample registration forms)

Step 3: Workshop/Conference Facilitation

The Main Resource Person or Facilitator is in charge of:

A. Introducing, Moderating and Synthesizing the Sessions

• Ensure that sessions begin and end on time, as much as possible• Introduce the topic and any other panelists/speakers or guest resource person(s)

•

Link this session with previous ones• Oversee overall time management with the assistance from support staff • Encourage a reasonable number of questions related to the topic; and conversely try

to limit questions unrelated to the topic or those which will be answered witherduring the group work or in later workshop sessions

• Ensure that the general flow of the workshop is maintained




B. Ensuring Support Services Operate Efficiently

One of the main concerns of running a training program is to make sure that supportservices are operating efficiently. Some things to remember:

•A system should be set-up whereby participants and groups can submit reports,outputs for encoding during the workshop or have access to secretariat during theentire day for access to computer and photocopying facilities. The set-up should beinstalled in advance and monitored from time to time.

• Outputs of certain sessions are usually inputs for succeeding sessions; thus, thefacilitator and support staff should see to it that these outputs are available (printedand reproduced) when they are needed in close coordination with documentationstaff.

• Support staff should be assigned to take charge of logistical details such as food

arrangements, room assignments, availability of supplies and other administrativeconcerns

C. Conducting a Recap

A brief (1 0-15 minutes) “Recap” is usually advisable before the start of the daily sessionto review major points from the previous day and link them with both the objectives andtopic to be introduced in the new day. The Main Resource Person usually takesresponsibility for presenting the daily Review and Overview, but this responsibility maybe shared with other members of the training team. Participants may also be requestedto give insights and impressions from the previous day.

D. Undertaking a Daily Review and Evaluating the Workshop/Conference

Evaluation of individual sessions should be done on a daily basis in order to obtainparticipants reactions as soon as possible after the presentations and discussions.

The training team should undertake a day-to-day review/debriefing of the flow of thetraining program and should meet each night to review the day’s activities and plan forthe next day in light of participant feedback. The team may look at the following points:

• Is everyone participating? It not, what can be done?

• Are there problematic situations and/or participants? If so, what approaches maybe taken to address the issues?

• Are the groups evenly balanced? If not, what can be done?

• Have the session learning objectives been met? If not, what can be done?




• How might the next day’s sessions be handled differently?

• How is the support service? Is it efficient? Available? If not, what should be done?

A final evaluation of the entire training program should take place on the last day to

learn if the overall objectives have been met, if there is a need to adjust content,materials, organizations, and to identify the next steps. The final requirements from thedocumentation staff and main resource person and facilitator and the correspondingdeadlines should be stated clearly during this meeting.

Evaluation Forms should be distributed on the first half of the last day. These formsshould be made available in advance for participants who indicated early departures.(See Annex C9 for a sample evaluation form)

Step 4: Documentation

This is a crucial part of all training conferences. One member of the team should workclosely with documentation staff to ensure that the process is going on smoothly and alloutputs are captured and all materials that the documentation staff needs are suppliedi.e. workshop outputs, presentation materials etc.

Step 5: Finance

A. Reimbursements

Any and all reimbursements should be done at the end of the conference and never atthe beginning. The following procedure should be strictly followed:

• Participants claiming reimbursements should be given all or some of the following:

(1) Transportation Reimbursement Form (See Annex C5)(2) Expense Claim Form (See Annex C7)(3) Acknowledgement Receipt Forms (See Annex C6)

• A Transportation Reimbursement Form captures all travel and transportation-relatedreimbursable expenses. A filled-out form should be submitted to the Secretariat, or

training team member in charge of finances, together with the following requiredsupporting documents:

(1) Original ticket(s) for transportation(2) Boarding passes (for air travel)(3) Transportations by jeepney, tricycle, taxi or other conveyances that do not

issue receipts/tickets




i. If less than P150 – indicate in Transportation Reimbursement Formii. P151 or more – indicate in Transportation Reimbursement Form, with details

re: Driver’s Name and Vehicle License Plate Number. Official receiptsshould also be submitted where available.

Transportation by owned vehicles will be reimbursed at an all-inclusive rate of P4.00per kilometer traveled on primary or secondary roads and P4.50 per kilometer ontertiary roads. LGSP will determine a reasonable distance for the origin anddestination claimed. (Refer to a matrix of distances for the region concerned, inconsultation with the Finance and Administrative Officer.)

As a general rule, the amount reimbursed for travel (as supported by the submitteddocuments) is multiplied by 2 because it is assumed that the participant’s returntravel route will be the same. It will also be the Secretariat’s responsibility to collectreturn tickets and boarding passes post-conference for submission to the Finance andAdministrative Officer.

• An Expense Claim Form captures and summarizes other reimbursable expenses besidestransportation, i.e. meals, lodging, etc. Evidence of such expenses such as officialreceipts should also be attached before submission to the Secretariat.

• Acknowledgement Receipt Forms can be filled-out and issued to participants uponrequest.

B. Other Finances

Other expenses such as the documentor’s fees, facilitators’ professional fees, honoraria

for co-facilitators, etc. should also be settled via a Service Contract Form (See AnnexC4). In cases where a Service Contract Form is not to be filled out (i.e. a mainfacilitator would have a full contract in place), an Acknowledgement Receipt Form (SeeAnnex C6) should be filled out to confirm the receipt of professional fees.

Step 6: Daily Clean-up and Equipment Check

Training Team should conduct a daily clean-up, usually at the end of each day’s session,and also secure all equipment and other valuables.




C. Post-Workshop/Conference

Step 1: Closing Down

The support staff, in liaison with the workshop/conference coordinator and facilitator should:

• Ensure that all training (as opposed to individual) bills have been settled.• Pack all equipment and unused materials.

• Pack all workshop outputs and ensure that all outputs are intact.

• Check with hotel staff to ensure the facilities have been left in good order.

Step 2: Documentation

Finalize the documentation of the workshop/conference. Submission of final document

should not be later than a month after the workshop/conference

Step 3: Analysis of the Evaluation

An evaluation report should be prepared based on the evaluation sheet as well as anyadditional feedback from participants and training team. This may or may not be part of thefinal documentation.

Step 4: Finances and Liquidation of Expenses

The budget and finance spreadsheet should be completed (See Annex A5) to capture andcompare actual expenses to what was originally budgeted. An Expense Claim Form (SeeAnnex C7) and Activity Report Form (See Annex C8) should also be accomplished andsubmitted together with relevant receipts for liquidation of expenses to the Administrativeand Finance Officer.

Return tickets and boarding passes of those participants given travel reimbursements shouldalso be followed up and collected for submission to the Finance and Administrative Officer.

Step 5: Others

Original copies of the daily registration sheets should be submitted to the Administrative andFinance Officer.

----------------------------------------------------------------------------------------------------------------Reference: How to Organize and Run Training Workshops: A Unicef Guide




II. PRACTICAL TIPS IN ORGANIZING EVENTS

1. The organization of events such as expos/fairs, launches, media conferences, dignitaryvisits, etc., requires the production/use of promotional materials such as:

•

Media releases• Press kits

• Speeches or talking points

• Scenario briefs

• Flags (See Appendix E and F)

• Banners

Events that will be attended by dignitaries such as the Canadian Ambassador or CIDAofficials will also require close coordination with the Political and Economic Relationsand Public Affairs (PERPA) section of the Canadian Embassy.

2. For large events that will involve various stakeholders and will require coordination andorganization of numerous activities, a professional events management firm may becommissioned to provide technical assistance and logistical support, in closecoordination with LGSP. The following is a checklist of event requirements:

PRE-WORK:

• Organize a event management team in the organization that will spearhead themanagement of the event and/or work directly with the assigned event organizer

• Development of overall thematic concept, design and implementation plan andwork plan for the event

• Coordination of the implementation plan of the event• Coordination of and participation in production and implementation meetings and

consultations

• Venue arrangements, including liaison and negotiation with venue representatives

• Design of logistical and marketing plans

• Design of the physical layout of the event• Sourcing and facilitation of bidding process and coordination of contractors and

suppliers as required for overall production, video, sounds and lighting systems,catering, collateral materials e.g. posters (This involves ensuring costefficiency, competitiveness, value for money and fairness in securing bids.

Event Manager is expected to coordinate the bidding process in coordination

with LGSP)• Design and supervision of the production of souvenir programs, kits, and collateral

materials for the venue e.g. streamers, posters, flyers, signage, IDs/name tags,among others as required

• Coordination in marketing the event, including media promotion• Design and construction of façades, stage backdrops, platforms

• Management of travel and accommodation requirements




• Coordination and conduct of a technical rehearsal a day before the actual eventwith technical and/or production team (to check lights, sounds, video materialsetc.)

EVENT PROPER:• Venue management, including general secretariat management

• Coordination of event security requirement and janitorial detail with the venue• Handling of visitor registration and secretariat work

• Perform any other related tasks as required for the efficient handling and conductof the event

POST EVENT:

• Conduct a debriefing at the completion of the event with the organizing team

•Prepare a post event report and documentation which includes photo and videodocumentation




Annex A:Templates




Annex A1 – Work Plan / Timeline

Sample 1:

<Conference Title><Sub-title><Venue><Date>

WORKPLAN/TIMELINE

Task Resource(s) Week 1 Week 2 Week 3 Week 4 Week 5 Week 6

<Date> <Date> <Date> <Date> <Date> <Date>

1 Review Conference Management Kit

2 Design workshop/conference

3 Select participants

4 Send out invitations

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20




Sample 2:


WORKPLAN/TIMELINE

Task Resource(s) Target Done Remarks

1 Review Conference Management Kit 1st week of <Month>

2 Design workshop/conference

3 Select participants

4 Send out invitations

5

6

7

8

9

10

1112

13

14

15

16

17

18

19

20




Annex A2 – Invitation Template

<Date>

<Title> <First Name> <Last Name>

<Job Title>

<Company or Organization>

<Address>

<City>

<Fax No.>

Dear <Title> <Last Name>:

The Philippines-Canada Local Government Support Program (LGSP) would like to officially invite you to a

<indicate number of days> conference, <Title of Conference> to be held on <Date> in <Venue>.

<Explain conference rationale>

<Summarize conference objectives (can be bullet points)>

In preparation for finalizing this activity, we would like you to request you to CONFIRM your attendance by

filling up the attached Confirmation Sheet and submit to us, not later than <Date>. Please fax to 637 3235

to the attention of <Contact Person> or send the form by e-mail to <Contact Person’s email address>

Some IMPORTANT reminders:

1. TRANSPORTATION

<Indicate who will shoulder and/or provide transportation to the conference.>

2. ACCOMMODATIONS

<Indicate who will cover costs of accommodations; start and end of accommodations; check-in and check-

out dates and times; other reminders regarding room assignments>

3. VENUE

<Give venue details: Name, Address, Contact details>

Programme de soutien aux

gouvernements locaux

Unit 1507Jollibee Plaza

Emerald AvenueOrtigas Center

Pasig City 1600Philippines

Phone: (632) 637-3511 to 13Fax: (632 ) 637-3235

E-mail: [email protected]: www.lgsp.org.ph




4. ARRIVAL

<Request date and time participants should arrive given date and time conference is scheduled to

start; can also include any instructions on registration>

5. DEPARTURE

<Request date and time participants should schedule their departure given date and time conference is

scheduled to end>

6. MEALS

<Indicate dates and times that meals will be served; i.e. from Day 1, lunch to Day 4, breakfast.

7. CANCELLATIONS (only if LGSP is covering costs of accommodations)

Any cancellations should be made before <Date> . Otherwise, you shall be requested to shoulder the

costs of the first night accommodations. LGSP will not be responsible for reimbursing any and all travel

costs, i.e. airline cancellation and the like.

8. DRIVERS (applicable to LGSP regions, for example)

Please indicate in the attached confirmation sheet if your driver(s) will avail of live-in arrangements at

<Venue>. We can facilitate the reservations but you will be requested to shoulder these accommodation

costs, and directly settle with <Venue>.

9. SHUTTLE SERVICE

<Indicate if any shuttle service can be provided; give schedule or ask for participant’s schedule

preferences in the confirmation sheet; give clear instructions on where to assemble>

<For participants arranging their own transportation, give clear instructions on how to get there from

the airport, approximate taxi costs, etc.>

Thank you very much. Looking forward to hearing from you soonest.

Sincerely,

Marion Maceda Villanueva

Canadian Field Program Manager

A JOINT PROJECT O F

Department of the Interior andLocal Government (DILG)

National Economic andDevelopment Authority (NEDA)

Canadian International

Development Agency (CIDA)

Canadian Executing Agency

In Association With




Annex A3 – Program Design Template (for conference kit)

<Conference Title>

<Sub-title>

<Venue><Date>

TABLE OF CONTENTS

A. Programme Page

Rationale

ParticipantsMethodology

Objectives

Training Conference Schedule

Training Team

Facilitators

Co-facilitators

Organizers

House RulesDirectory of Participants

B. List of Reading Materials




<Conference Title>

<Sub-title>

<Venue><Date>

PROGRAMME

Rationale

Participants

Methodology

Objectives

Training Conference Schedule

DAY 1: <Date>, <Topic(s) for the Day>

Time Topic Session Objectives

DAY 2: <Date>, <Topic(s) for the Day>

Time Topic Session Objectives




<Conference Title>

<Sub-title>

<Venue><Date>

FACILITATORS

<Name>

<Position, Organization> <Location Based>

<Insert short bio>

CO - FACILITATORS

<Name>

<Position, Organization> <Location Based>

<Insert short bio>




<Conference Title>

<Sub-title>

<Venue><Date>

TEAM OF ORGANIZERS

<Name><Position>

<Organization>

<Name><Position>

<Organization>

Documentor:

Logo design:

Visit www.lgsp.org.ph Contact: Tel. No. 637-3511 to 13

Fax No. 637-3235




<Conference Title>

<Sub-title>

<Venue><Date>

LGSP welcomes you to the training conference for <Participants>: <Conference Title>

HOUSE RULES

Conference Venue

Registration and Room Assignments

Registration will be from <Date, Time>. You will also be asked by the Secretariat to register/sign ona daily basis. Conference kits and nametags will be handed out during Registration. Roomassignments will also be given out at the Front Desk.

Please wear your nametags at all times.

Conference Schedule

Morning sessions will start promptly at <Time>Afternoon sessions will start promptly at <Time(s)>

PLEASE COME ON TIME.

This is a working conference and we would appreciate your active

participation. LGSP has designed a productive and output-orientedprogram for you.

<Name of Venue><Address>

<Contact Details>




Conference Rules

Accommodations

LGSP will pay for the hotel accommodations of all confirmed participants (except those with specialarrangements with LGSP) starting <Date, Time> until <Date, Time>. Room accommodations will beon a twin-sharing basis. Rooms are not equipped with hotel amenities such as mini-bar and NDD/IDDtelephone access. Telephone calls will be screened prior to transfer to your room.

All other incidental expenses, e.g. NDD/IDD calls, meals outside the function room (bar, resortoutlets), laundry, dry-cleaning, etc. will NOT BE shouldered by LGSP. All other expenses that youmay incur during your stay will be charged to your personal account and shall be settled uponcheckout before <Date, Time>.

Food

Certificates of Participation and Appearance

Certificates of Participation and Appearance will be distributed at the Closing session on <Date> tothose who successfully completed the conference.

Check-out

Check-out is at <Date, Time>. For efficiency, you are advised to settle your personal account the

day before checking out. Any expenses incurred on your check-out date can be settled quickly justbefore your departure.

- The Secret ari at

LGSP has arranged for all your meals starting <meal, Date> to <meal,Date>. <Indicate location/venue for meals.

For other concerns or needs, please approach the LGSP staff at theSecretariat table at the back of the conference hall. Thank you for

your attendance and we wish you an enjoyable workshop.

Please turn your mobile/cell phone to SILENT MODE during theconference. Should you need to make or receive calls, arrangeduring breaks to avoid interrupting the conference.




<Conference Title>

<Sub-title>

<Venue><Date>

DIRECTORY OF PARTICIPANTS

Name Organization/Agency

1.

2.3.

4.

5.

6.

7.

8.9.

10.




<Conference Title>

<Sub-title>

<Venue><Date>

LIST OF READING MATERIALS

Session Title




Annex A4 – Matrix of Participant’s Details


PARTICIPANTS’ DETAILS

CONTACT DETAILS

Region TitleLast

Name

First

NameNickname Organization/Agency

Official

DesignationAddress Tel. Fax Cell Email Remarks

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20





PARTICIPANTS’ DETAILS, cont.

Arrival DepartureConfirmed

attending (x)

Confirmation

letter rec. (x)

Date

Arrival

Time

Arrival

Date

Depart.

Time

Depart.

Dietary

Reqt

Smoker /

Nonsmoker

Shuttle Service

(Y/N)




Annex A5 – Finance Worksheets

<Conference Title>

<Sub-title><Venue>

<Date>

FINANCE (Charge to <Project Name>)

For Cash Advance:

ItemEstimatedCost

ActualTotal Cost

Remarks

Travel reimbursements 0.00 0.00 (See breakdown of travel reimbursements)

Shuttle service

Professional fees (documentor) 50% down, 50% upon submission

Honorarium

Tokens

Over baggage

Other expenses

TOTAL 0.00 0.00

Other expenses:

ItemEstimated

CostActual

Total Cost Remarks

Venue For x pax

Accommodations No. of rooms x no. of days x room rates

Food No. of participants x no. of meals x meal rates

Other incidentals

Travel costs (Training Team)

Professional fees (Main facilitator)

Conference Kit For x pax

Bag

Folder/Binder

Dividers

Other supplies

TOTAL 0.00 0.00

GRAND TOTAL 0.00 0.00

Total Project Budget (balance)

Less: Total Conference Costs (est.) 0.00

Balance 0.00




Breakdown of Travel Reimbursements:

Name Route Organization EstimateActualReimbursed

Remarks

12

3

4

5

6

7

8

9

10

TOTAL 0.00 0.00




Annex A6 – Registration Sheet

<Conference Title>

<Sub-title><Venue>

<Date>

R E G I S T R A T I O N S H E E T - D A Y 1

Local Resource Partners

Name Organization/ Position Address Contact Details Room No. Signatu re

Agency Telephone Cellphone Email Day 1

Local Government Units



Program, NGOs, GOP, Donors



LGSP Staff



Facilitators / Co-facilitators






Annex A7 – Sample Nametag

Fir st Name Last Name

Fir st Name

Last Name




Annex A8 – Certificate of Appearance

Participant:

CERTIFICATE OF APPEARANCE

This is to certify that _________________________________________ of _______________________________________________________ has attended the ________________________________ ________________________________ for the periodcovered________________________________.

This certification is being issued upon the request of _________________________forwhatever purpose it may serve him/her.

Issued this _______ day of <Month>, <Year>.

Marion Maceda VillanuevaCanadian Field Program Manager

A JOINT PROJECT O F






In Association With






Phone: (632) 637-3511 to 13Fax: (632 ) 637-3235





Resource Person:

CERTIFICATE OF APPEARANCE

This is to certify that ____________ of ____________________________ was theResource Person during our activity entitled, <Conference Title> held at <Venue>, <City>last <Date>.

Issued this __ day of <Month>, <Year>.

Marion Maceda VillanuevaCanadian Field Program Manager






Phone: (632) 637-3511 to 13Fax: (632) 637-3235


A JOINT PROJECT O F






In Association With




Annex C9 – Certificate o f Participation

Philippines – Canada Local Government Support Program

awards this

CERTIFICATE OF PARTICIPATION

to

[Name][Organization]

for having attended

[ T i t l e o f A c t i v i t y ][ S u b - T i t l e o f A c t i v i t y ]

held on [Inclusive Dates of Activity] at the [Venue]

[SIGNATORY]

[Position]




Annex B:Sample Correspondences




Annex B1 – Sample Correspondence to Venue

SAMPLE CORRESPONDENCE TO VENUE COORDINATOR/CONTACT PERSON

(Should be sent one month before conference dates)

ATTN: John Berte

Fax No. (082) 299 0313FR: Sef Carandang

RE: LGSP June Peace Conference

Confirming reservation for 2nd phase of Peace Conference on June 24 to 27. Please find initial requirements as

follows:

Accommodations

Hotel accommodations should begin evening of June 23, 2003 until evening of June 27, 2003. Check in time willbe at 2:00 PM on June 23, 2003. Check out time will be noon of June 28, 2003. However, we (training team

consisting of 9-10 people) plan to arrive on the 22nd and will be checking in on that day.

I will be sending you the tentative room assignments (and the nights each room will be reserved) on June 16,and will finalize this by June 20. We will probably use most/all of the Vistas, Holiday Lodges and Mountain

Villas, Log Cabin and maybe even 3-4 Begonias, as well as 1-2 Asters to accommodate the drivers.

I will also provide signs for each room with the names of its occupants to avoid confusion. We would like torequest your housekeepers to post these on the doors.

If possible, we would like to request that all master bedrooms be furnished with TWO SINGLE beds instead of a

double bed and an extra bed.

FoodMeals should be served starting dinner of June 23, 2003 until breakfast of June 28, 2003. For June 24-27, please

include 3 meals + 2 snacks like before. I will provide pax for each meal. Training team will order a la carte on

the 22nd and a la carte breakfast and lunch on the 23r d.

Please fax menu by June 10 at the latest. Please also suggest a variety of locations for lunches and dinners

when you submit the menu.

Please MAKE SURE NO PORK is served as either a main viand OR ingredients in a dish. Please label ALL food.

Please arrange for free flowing brewed coffee and water at the conference hall, as before.

Logistics

We will require again use of the seminar/conference hall (no need for the multi-purpose room this time,

although we might want to use it as an alternative lunch or meeting venue during the conference). I will

provide a list of logistical requirements by June 16, but until then, please make note of the following:

(1) Whiteboard with markers and whiteboard eraser (in the conference hall)

(2) 4-6 Movable whiteboards

(3) Overhead projector and screen

(4) Sound system with 3-4 microphones, with speakers possibly for outside




(5) TV and video player

(6) CD player, karaoke player

(7) Secretariat tables (to be placed at the back of the conference hall)

(8) 2 flag stands and one Philippine flag

(9) Easy ups for break out groupings

(10) Six (6) dozen fresh flowers for June 23, 2003

Registration

We would like to request for the LGSP registration table to be located at your Front Desk office this time to

facilitate an easier coordination with your staff.

Signage

Please make sure that the following are prepared:

1. Signage to Registration area on the first day (June 23)

* guard at the main gate should be instructed where to direct the participants

2. Signage to conference hall

Shuttle ServicesWe shall provide you with a schedule of shuttle services (within Eden) similar to what was provided for you in

May.

We shall also coordinate shuttle services to/from Eden/Matina Townsquare as before. Details to be confirmed

by June 20 as to date/time and number of passengers.

Others

Kindly prepare the following:

1. Photocopy of maps (of Eden) to be handed during registration on June 23

2. Banner (one big, one small) – I will send text and logo to be used

Meeting with Hotel Staff

Can I also request that we have a meeting with yourself, Lanie, Mildred and Raffy (if possible), as we did lastMay on the morning of the 23rd, possibly at 8ish am?

Draft ContractPlease fax/email me a draft contract as soon as I forward you the tentative list of participants. Thanks.

Please do not hesitate to let me know if you have any questions/clarifications. Thank you for your continuedsupport. Looking forward to seeing you next week!

Regards.




Annex B2 – Sample Correspondence to Participants

SAMPLE CORRESPONDENCE TO CONFIRMED PARTICIPANTS

June 18, 2003

Attention: Participants

The Philippines-Canada Local Government Support Program is very pleased to receive your confirmation for the

forthcoming training conference, Walking the Path of Peace: Practicing the Culture of Peace and ImpactAssessment on June 24-27, 2003.

Re: Training DesignPlease find attached the training design and program.

All participants are requested to choose one or two sample project(s) - may be a peace project OR any other

social development project i.e. service delivery, participatory governance etc.

All participants are then required to bring one or all of the following project documents relevant to theproject(s) chosen as explained above for use in the module on "Case Analysis: Applying Community-based

mapping and PCIA (Day 4):"

1. Project Proposal and Design2. Inception Report

3. Progress Report4. Terminal Report

5. Any other write-up on the project

Re: Reading MaterialsWe will be sending you reading materials for the conference in advance on <Date>. Please make sure that youread them in preparation for the conference, and that you bring all the readings with you to the conference.

Re: Shuttle ServiceShuttle service to Eden Resort will be available free of charge on Tuesday, June 23, 2003 and Wednesday, June24, 2003. If you would like to avail of this service, please confirm your preferred schedule via reply email

on or before June 20, 2003 . Schedule as follows:

Date Time From To

June 23, 2003 3:00 PM Matina Town Square (MTS) Eden

June 24, 2003 6:30 AM Matina Town Square (MTS) Eden

Shuttle service will be stationed at the Eden Resort Booking Office at Matina Town Square. Complete addressas follows:

No. 20 Matina Town Square, Mcarthur Highway, Matina, Davao City

(fronting Ateneo Highschool Campus)Tel. (082) 2991020




We can also provide shuttle services to Matina Town Square on the evening of June 27 and/or the morning of

the 28th, depending on the time of departure of participants. A sign-up sheet will be posted during theconference for those interested.

Re: Registration

Upon arrival at Eden, please register accordingly:

Step 1: Proceed to the Front Desk for your room assignment and keys

Step 2: Proceed to the Conference Registration table (will be located near the Front Desk) for thefollowing:

1.) Registration sheet sign-up (Day 1)2.) Conference Kits

3.) Nametags

Step 3: A shuttle service will be provided to take you to your rooms

Re: Travel ReimbursementsPlease be reminded that you will need to provide the following supporting documents in order for us to

facilitate your reimbursement:

(1) Original ticket(s) for transportation

(2) Boarding passes (for air travel)(3) Transportations by jeepney, tricycle, taxi or other conveyances that do not issue receipts/tickets

i. If less than P150 – Transportation Reimbursement Form (will be provided)

ii. P151 or more – Transportation Reimbursement Form with details re: Driver’s Name andVehicle License Number

All travel reimbursements shall be attended to at the last day of the conference.

Feel free to get in touch with Sef Carandang at 637 3511-13 or e-mail at [email protected] for anyquestions and/or clarifications.

Thank you very much. Looking forward to seeing you next week!

Yours sincerely,Marion Maceda Villanueva

Canadian Field Program Manager




Annex C:Forms




Annex C1 – Confirmation Form

<Conference Title><Conference Sub-title>

<Date, Venue>

REGISTRATION AND CONFIRMATION OF ATTENDANCE

NAME:

NICKNAME:

ORGANIZATION/AGENCY:

OFFICIAL DESIGNATION:

ADDRESS:

TELEPHONE:

FAX:

CELLPHONE:

EMAIL:

DATE OF ARRIVAL*:

TIME OF ARRIVAL*:

DATE OF DEPARTURE*:

TIME OF DEPARTURE*:

SHUTTLE SERVICE REQUEST ( ) Yes ( ) NoFrom <Assembly point> to <Venue> - Date: Time:From <Venue> to <Assembly point> – Date: Time:

DIETARY REQUIREMENTS:(Please specify)

PLEASE INDICATE (X): ( ) Smoker ( ) Non-smoker

PLEASE INDICATE NOS. ( ) Driver(s)Name(s):Specific dates staying at <Venue>:

IMPORTANT:* Please specify your final arrival and departure dates and time.

Please fax this form to (632) 637 3235 (ATTN: <Contact person>) or email to<Email Address> NOT LATER THAN <DATE>.




Annex C2 – Canvass Form

_______________________ Date

ABSTRACT OF CANVASS

SUPPLIER SUPPLIER SUPPLIERQTY UNITS DESCRIPTION

Unit

Price

Total Unit

Price

Total Unit

Price

Total

TOTAL

Contact person:

Address:

Telephone No.:

FAX No.:

Prepared by:

Noted by: Approved by:

Area Finance Officer Area Manager

Philippines-Canada

LOCAL GOVERNMENT SUPPORT PROGRAM

Programme de soutien aux gouvernements locaux

NA TIONAL PROGRAM MAN AGEMENT OFFICE




CANVASS FORM

__________________Date

Dear Sir/ Madam:

Please quote to us your lowest price on the following:

QUANTITY UNITS DESCRIPTION AMOUNT

Unit Price Total

TOTAL

1. Please indicate terms of payment.

2. Please indicate warranty.

3. No. of delivery days.

Very truly yours, Contact Person:Printed name & signature

Company:Area Finance Officer

Canvassed by: Telephone No.:

FAX No.:

Philippines-Canada



NATIONAL PROGRAM MAN AGEMENT OFFICE




Annex C3 – Travel Advance Voucher

TRAVEL ADVANCE VOUCHERNAME:

DESIGNATION: DATE:

PURPOSE:

A. Tr ansport at ion, Lodging and Per Diem

DESTINATION NUMBER OF

DAYS

TRANSPORTATION LODGING PER DIEM

RATE

AMOUNT

( P )

B. Ot her Expenses (Fuel, Incident al Expenses…)

PARTICULARS AMOUNT

TOTAL

In particular, I am aware that, if applicable, original supporting documents like official receipts, invoices, airtickets, boarding passes, statement of accounts, contracts, and other necessary documents have to be provided toLGSP II for proper liquidation.

In case I failed to liquidate the above-mentioned sum within five (5) days after my travel, I hereby authorize LGSPII and/or my company to effect payroll deductions until the whole unliquidated amount is paid for and/or to

initiate appropriate action in order to recover the balance unaccounted for.

Requested by: ___________________________________ signature

Checked and Verified by:

___________________________LIGAYA M. BARAZON

Finance and Administrative Officer

Approved by:

___________________________

Philippines-Canada







Annex C4 – Service Contract Form

Service Contract

Name : ___________________________________________________________________________

Address : ___________________________________________________________________________

Description of Service:

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

Date of Service : ____________________________ Place of Service : _________________________

Remuneration : ____________________________

Payment Shall B e 100% U pon

Completion of Service

___________________________

LGSP REPRESENTATIVE CONTRACTOR

ACKNOWLEDGEMENT RECEIPT

Received the amount of

( P ) as payment for

.

_________________________________ _________________Signature over printed name Date

Philippines-Canada







Annex C5 – Transportation Reimbursement Form

P h i l i p p i n e s – C a n a d aL O C A L G O V E R N M E N T S U P P O R T P R O G R A MProgramme de soutien aux gouvernements locaux NATIONAL PROGRAM MANAGEMENT OFFICE

TRANSPORTATION REIMBURSEMENT FORM

Name: Date:

Purpose:

Date From To Amount

TOTAL

Note: Total amount should not exceed P150.00

Approved by: Amount Received by:

___________________ __ __________________

Printed name & signature Printed name & signature


TRANSPORTATION REIMBURSEMENT FORM

Name: Date:

Purpose:

Date From To Amount

TOTAL


Approved by: Amount Received by:

___________________ __ _________________

Printed name & signature Printed name & signatu




Annex C6 – Acknowledgement Receipt Form



Received the amount of _______________________

______________________________( P ________.00)

as payment for _______________________________

____________________________________________ ____________________________________________

____________________________________________

____________________________________________

____________________________________________

Printed name & signature

Date




Received the amount of _______________________

______________________________( P ________.00)

as payment for _______________________________

____________________________________________ ____________________________________________

____________________________________________

____________________________________________

____________________________________________

Printed name & signature

Date





Annex C7 – Expense Claim Form

EXPENSE CLAIMNAME: DESIGNATION:

A. Transportation (fare, terminal fees, travel tax, porterage), Lodging and Meals (Per Diem)

Project Date TimeLOCATION

Number IN/OUT IN/OUTTransport Lodging Meals TOTAL

Total A

B. Other Expenses (Cellcards, Fuel, Photocopying, Fax, Supplies)

Date Particulars Project # Amount Date Particulars Project # Amount

Total B

ACCOUNT CODE AMOUNT Total Expenses (A+B) this page

Add: Prior Liquidation (s)

Travel Advance - Voucher #

LGSPBalance Due

Traveler

Checked by:

Noted by: Approved by:

Result of Travel:

Traveler’s Signature Over Printed Name Date

Philippines-Canada



NA TIONAL PROGRAM MAN AGEMENT OFFICE




Annex C8 – Activity Report Form

ACTIVITY REPORT

LRP NAME:

PROJECT ID NO.: DATE:

PROJECT TITLE:

ACTIVITY DESCRIPTION:

A. ACTIVITY PROFILE OBJECTIVE OF ACTIVITY:

VENUE(S) and DATES:

NUMBER OF PAX: Planned _________________ Actual __________________

PARTICIPATING LGU’s: Planned ____ ____________ Actual __________________

RESULTS OF ACTIVITY:

B. ACTIVITY COST SUMMARY

COST CATEGORY ADVANCE EXPENSES,THIS CLAIM EXPENSES TOBE CLAIMED TOTAL COST VARIANCE

ACTIVITY / TRAINING ALLOWANCE

MATERIALS

TRANSPORT

LODGING

OTHER DIRECT COSTS1. _____________________

2. _____________________

3. _____________________

EXPLANATION OF VARIANCES:(Explain variances that are morethan 10% over budget)

Reviewed by:

____________________________Print name ____________________

Program Officer __ ____________ ____

Approved by:

___________________________Print name ____________________

Area Manager _______ ________ ____

Philippines-Canada







Annex C9 – Evaluation Form

Sample 1:

ACTIVITY EVALUATION

<Title of Activity><Date>

<Venue>

Using a scale of 1to 5, 1 signifying the lowest or least score, and 5 the highest, please rate thefollowing by checking the box provided:

1. Were the set objectives of the activity met?? 1 ? 2 ? 3 ? 4 ? 5

2. Did the various presentations

2.1 Provide useful and relevant concepts?? 1 ? 2 ? 3 ? 4 ? 5

2.2 Make good use of a medium/media?? 1 ? 2 ? 3 ? 4 ? 5

2.3 Have good variation?? 1 ? 2 ? 3 ? 4 ? 5

3. In terms of potential for application, were the inputs3.1 Useful and relevant (content)?

? 1 ? 2 ? 3 ? 4 ? 5

3.2 Use suitable methodology for the concepts?? 1 ? 2 ? 3 ? 4 ? 5

4. Did the program flow and schedule4.1 Have clear and realistic timelines?

? 1 ? 2 ? 3 ? 4 ? 5

4.2 Allow flexible time for adjustments?? 1 ? 2 ? 3 ? 4 ? 5

4.3 Have a logical flow of components?? 1 ? 2 ? 3 ? 4 ? 5

4.4. Organize/facilitate well in terms of time management?? 1 ? 2 ? 3 ? 4 ? 5




5. In what way do you see any of the topics and new learnings applicable in your current work inyour respective organization, <as an individual peace advocate, or as an LGSP Local ResourcePartners (LRP)>?

6. What possible changes or additions to the components would you suggest, if any?

7. Should there be a follow up activity, what do you think should be the focus in terms of thetopics and training components?

8. How would you rate the venue and accommodation?? 1 ? 2 ? 3 ? 4 ? 5

9. How would you rate the food?? 1 ? 2 ? 3 ? 4 ? 5

10. Other comments to further improve similar future endeavors

Submitted by:Organization/Institution:Region:




Sample 2:

<Conference Title><Date>

<Venue>

EVALUATION FORM

1. Were your expectations met? ______Yes _____No

Please rate the following using the 1 to 5 scale; 1 being the lowest, 5 being the highest:

1 2 3 4 5 COMMENTS

2. My knowledge of issues on <topic>BEFORE the workshop

3. My knowledge of issues on <topic>

AFTER the workshop

4. The relevance of the topics discussed5. The methodology used

6. The resource persons

7. The facilitator

8. My participation

9. The handouts

10. The venue

11. The food

12. The things that struck me most:

13. What I will do to apply my learnings from this workshop:

14. If a follow-through activity is organized, the following should be covered:

15. What the organizers should do to improve future workshops and similar activities:

Thank you for your participation. _________________________________

Name and Signature (optional)




Annex D:Tips for the Training Team




Annex D – Tips for the Training Team

A. Composition of the Training Team

1. Over-all Coordinator (LGSP Manager/Advisor)2. Main Resource Person/Facilitator3. Support Staff 4. Documentor

B. Tasks

1. Over-all Coordinator

• Takes the lead in the design of the training/conference content, methodology andoverall program in collaboration with main facilitator and key resource person and

the LGSP senior management team• Select qualified members in consultation with LGSP senior management team

• Organize the training team. Define tasks and responsibilities of each member• Choose the minimum number of qualified persons necessary to assist in the group

discussions sufficiently• Coordinate with and follow up the facilitator in ensuring that schedules are being

followed, resource persons are taken cared of, and materials are provided• Coordinate the over-all feedback and feed-forward efforts to the Training Team

and the participants• Coordinate with the facilitator of the day/session•

Lead in the evaluation session of the Training Team about the activities• Oversee official closure of the Training activity

• Lead in the de-briefing of the training team of the just concluded training activity

• Responsible for making strategic decisions in collaboration/consultation withtraining team and LGSP senior management team as needed

2. Main Resource Person/Facilitator

• See to it that the agreed training framework, design and flow is followed and if necessary, modify the schedule and content in consultation with the Over-allCoordinator

•

Ensure the recap of the previous activity/previous day• Ensure that sessions begin and end on time, as much as possible• Brief the other resource persons/panelist/speakers on:

a) The content, process and outputs (e.g. workshop results) of the previoussessions especially those which have direct bearing on the resource person’stopic(s)

b) Updates on the participants




c) Changes in the scheduled) Expectations of the participants on the assigned topic/se) Major comments and suggestions of the participants (resulting from the daily

assessments) which might help the Resource Person

• Explain points needing clarifications during the recap and feedback of the result of the daily evaluation

• Assist the Over-all Coordinator in filling in the needs of the other resourcepersons/panelist/speakers

• Link the session with the previous one

• Introduce the resource persons/panelist/speakers and the topic

• Moderate, direct and keep track of time and the flow of the discussion

• Generate the participants’ participation

• Monitor the mood/atmosphere of the training sessions• Coordinate pertinent matters related to the training, participants, resource

persons/panelist/speakers with the Over-all Coordinator• Supervise the performance of the Host Team and Workshop Groups• Monitor the condition of the participants and if necessary take action to respond

to cases needing special attention in coordination with the Over-all Coordinator• Provide a brief summary of the day’s events• Distribute Evaluation forms on the last day• Lead in the closure of the training/conference

3. Support Staff

• Manage the registration o the first day•

Coordinate distribution of the training kits• Secure the supply and required equipment• Provide the needed technical and administrative assistance to the facilitators and

the resource persons• Distribute hand outs• Ensure that daily attendance sheet is signed• Assist the facilitators in monitoring the participants needs• Coordinate closely with venue staff in terms of logistical details and needs of the

conference

• Ensure that all bills with the venue have been settled

• Pack all equipments and unused materials at the end of the Training Activity

• Pack all workshop outputs. Check if all outputs are intact• Check with venue staff to ensure the facilities have been left in good order

4. Documentation Staff

• Get the record of attendance

• Document the proceedings (Follow the guidelines provided by the team)




• Capture agreements made and take note of the highlights of the sessions,methodologies, tools and inputs

• Secure all materials from resource person(s), other speakers and/or panelists, if any

• Secure all workshop outputs

• Prepare and submit the final report of the training not more than one month afterthe conference in close consultation with Over-all Coordinator

5. Resource Person/Facilitator

• Work within framework and design of the activity• Willing work with the suggestions of the Overall Coordinator or key members of

the training team in terms of content and methodology• Submit proposed design of the training conference to Overall Coordinator at least

a 1-2 months prior to conference date.• Submit all needed materials for reproduction and use for his/her particular topic

at least 15-10 days prior to the actual date of the training conference.




Annex E:

Guide for Displaying the

Philippine National Flag




Appendix E – A Guide for the Philippine National Flag

REPUBLIC ACT NO. 8491AN ACT PRESCRIBING THE CODE OF THE NATIONAL FLAG, ANTHEM,

MOTTO, COAT-OF-ARMS AND OTHER HERALDIC ITEMS AND DEVICESOF THE PHILIPPINES

CHAPTER I THE NATIONAL FLAG

A. Design of the National Flag

SECTION 4. The flag of the Philippines shall be blue, white and red with aneight-rayed golden-yellow sun and three five-pointed stars, as consecratedand honored by the people.

B. Hoisting and Display of the National Flag

SECTION 5. The flag shall be displayed in all public buildings, officialresidences, public plazas, and institutions of learning every day throughoutthe year.

SECTION 6. The flag shall be permanently hoisted, day and nightthroughout the year, in front of the following: at Malacañang Palace; theCongress of the Philippines building; Supreme Court building; the RizalMonument in Luneta, Manila; Aguinaldo Shrine in Kawit, Cavite; BarasoainShrine in Malolos, Bulacan; the Tomb of the Unknown Soldier, Libingan ngmga Bayani; Musoleo de los Beteranos dela Revolucion; all InternationalPorts of Entry and all other places as may be designated by the Institute.

The flag shall be properly illuminated at night.

SECTION 7. The flag shall also be displayed in private buildings andresidences or raised in the open on flag-staffs in front of said buildings everyApril 9 (Araw ng Kagitingan); May 1 (Labor Day); May 28 (National Flag Day)to June 12 (Independence Day); last Sunday of August (National HeroesDay); November 30 (Bonifacio Day); and December 30 (Rizal Day); and onsuch other days as may be declared by the President and/or local chief

executives.

The flag may also be displayed throughout the year in private buildings oroffices or raised in the open on flag-staffs in front of private buildings:Provided, That they observe flag-raising ceremonies in accordance with therules and regulations to be issued by the Office of the President.




SECTION 8. All government agencies and instrumentalities, and localgovernment offices, government-owned corporations and local governmentunits are enjoined to observe flag day with appropriate ceremonies. Socio -civic groups, non-government organizations and the private sector areexhorted to cooperate in making the celebrations a success.

SECTION 9. The flag shall be flown on merchant ships of Philippine registryof more than one thousand (1000) gross tons and on all naval vessels.

On board naval vessels, the flag shall be displayed on the flag-staff at thestern when the ship is at anchor. The flag shall be hoisted to the gaff at theaftermast when the ship is at sea.

SECTION 10. The flag, if flown from a flagpole, shall have its blue field ontop in time of peace and the red field on top in time of war; if in a hangingposition, the blue field shall be to the right (left of the observer) in time of

peace, and the red field to the right (left of the observer) in time of war.

The flagpole staff must be straight and slightly tapering at the top.

SECTION 11. If planted on the ground, the flagpole shall be at a prominentplace and shall be of such height as would give the flag commanding positionin relation to the buildings in the vicinity.

If attached to a building, the flagpole shall be on top of its roof or anchoredon a sill projecting at an angle upward.

If on a stage or platform or government office, the flag shall be at the left

(facing the stage) or the left of the office upon entering.

SECTION 12. When the Philippine flag is flown with another flag, the flags, if both are national flags, must be flown on separate staffs of the same heightand shall be of equal size. The Philippine flag shall be hoisted first andlowered last.

If the other flag is not a national flag, it may be flown in the same lineyard asthe Philippine flag but below the latter and it cannot be of greater size thanthe Philippine flag.

SECTION 13. When displayed with another flag, the Philippine flag shall beon the right of the other flag. If there is a line of other flags, the Philippineflag shall be in the middle of the line.

When carried in a parade with flags which are not national flags, thePhilippine flag shall be in front of the center of the line.




SECTION 14. A flag worn out through wear and tear, shall not be thrownaway. It shall be solemnly burned to avoid misuse or desecration. The flagshall be replaced immediately when it begins to show signs of wear and tear.

SECTION 15. The flag shall be raised at sunrise and lowered at sunset. It

shall be on the mast at the start of official office hours, shall remain flyingthroughout the day.

SECTION 16. The flag may be displayed: a) Inside or outside a building oron stationary flagpoles. If the flag is displayed indoors on a flagpole, it shallbe placed at the left of the observer as one enters the room;

b) From the top of a flagpole, which shall be at a prominent place or acommanding position in relation to the surrounding buildings;

c) From a staff projecting upward from the window sill, canopy, balcony or

facade of a building;

d) In a suspended position from a rope extending from a building to poleerected away from the building;

e) Flat against the wall vertically with the sun and stars on top; and

f) Hanging in a vertical position across a street, with the blue field pointingeast, if the road is heading south or north, or pointing north if the road isheading east or west. The flag shall not be raised when the weather isinclement. If already raised, the flag shall not be lowered.

SECTION 17. The flag shall be hoisted to the top briskly and loweredceremoniously.

The flag shall never touch anything beneath it, such as the ground, flood,water or other objects.

After being lowered, the flag shall be handled and folded solemnly as part of the ceremony.

C. Conduct of Flag Rais ing Ceremony

SECTION 18. All government offices and educational institutions shallhenceforth observe the flag-raising ceremony every Monday morning and theflag lowering ceremony every Friday afternoon. The ceremony shall be simpleand dignified and shall include the playing or singing of the PhilippineNational Anthem.




SECTION 19. The Office of the President upon the recommendation of theInstitute shall issue rules and regulations for the proper conduct of the flagceremony.

SECTION 20. The observance of the flag ceremony in official or civic

gatherings shall be simple and dignified and shall include the playing orsinging of the anthem in its original Filipino lyrics and march tempo.

SECTION 21. During the flag-raising ceremony, the assembly shall stand information facing the flag. At the moment the first note of the anthem isheard, everyone in the premises shall come to attention; moving vehiclesshall stop. All persons present shall place their right palms over their chests,those with hats shall uncover; while those in military, scouting, securityguard, and citizens military training uniforms shall give the salute prescribedby their regulations, which salute shall be completed upon the last note of the anthem.

The assembly shall sing the Philippine national anthem, accompanied by aband, if available, and at the first note, the flag shall be raised briskly.

The same procedure shall be observed when the flag is passing in review orin parade.

SECTION 22. During the flag lowering, the flag shall be lowered solemnlyand slowly so that the flag shall be down the mast at the sound of the lastnote of the anthem. Those in the assembly shall observe the samedeportment or shall observe the same behavior as for the flag-raisingceremony.

D. Half-Mast

SECTION 23. The flag shall be flown at half-mast as a sign of mourning onall the buildings and places where it is displayed, as provided for in this Act,on the day of official announcement of the death of any of the followingofficials:

a) The President or a former President, for ten (10) days;b) The Vice-President, the Chief Justice, the President of the Senate and theSpeaker of the House of Representatives, for seven (7) days; and

c) Other persons to be determined by the Institute, for any period less thanseven (7) days. The flag shall be flown at half-mast on all the buildings andplaces where the decedent was holding office, on the day of death until theday of interment of an incumbent member of the Supreme Court, theCabinet, the Senate or the House of Representatives, and such other personsas may be determined by the Institute.




The flag when flown at half-mast shall be first hoisted to the peak for amoment then lowered to the half-mast position. The flag shall again beraised to the peak before it is lowered for the day.

E. Casket

SECTION 24. The flag may be used to cover the caskets of the honoreddead of the military, veterans of previous wars, national artists, and of civilians who have rendered distinguished service to the nation, as may bedetermined by the local government unit concerned. In such cases, the flagshall be placed such that the white triangle shall be at the head and the blueportion shall cover the right side of the caskets. The flag shall not be loweredto the grave or allowed to touch the ground, but shall be folded solemnly andhanded over to the heirs of the deceased.

F. Pledge to the Flag

SECTION 25. The following shall be the Pledge of Allegiance to the Philippineflag:

Ako ay PilipinoBuong katapatang nanunumpa

Sa watawat ng PilipinasAt sa bansang kanyang sinasagisag

Na may dangal, katarungan at kalayaanNa pinakikilos ng sambayanang

Maka-DiyosMaka-tao

Makakalikasan atMakabansa.

Such pledge shall be recited while standing with the right hand with palmopen raised shoulder high. Individuals whose faith or religious beliefs prohibitthem from making such pledge must nonetheless show full respect when thepledge is being rendered by standing at attention.

G. Flag Days

SECTION 26. The period from May 28 to June 12 of each year is declared asFlag Days, during which period all offices, agencies and instrumentalities of government, business establishments, institutions of learning and privatehomes are enjoined to display the flag.




H. Specifications of the National Flag

SECTION 27. The flag shall have the following proportions. The width of theflag, 1; the length of the flag, 2; and the sides of the white triangle, 1.

SECTION 28. The technical specifications shall be as follows: The blue colorshall bear Cable No. 80173; the white color, Cable No. 80001; the red color,Cable No. 80108; and the golden yellow, Cable No. 80068.

SECTION 29. In order to establish uniform criteria in the making of ournational flag and to guarantee its durability by the use of quality materials,the following standards and procedures shall be observed: a) All requisitionsfor the purchase of the Philippine National Flag must be based on strictcompliance with the design, color, craftsmanship and material requirementsof the Government;

b) All submitted samples of flags by accredited suppliers offered for purchasefor government use shall be evaluated as to design, color and craftsmanshipspecifications by the Institute, through its Heraldry and Display Section,which shall stamp its approval or disapproval on the canvass reinforcementof the flag sample submitted. The samples shall be sent to the Institute bythe requisitioning office, not by the flag supplier; and

c) The Industrial Technology Development Institute (ITDI) or the PhilippineTextile Research Institute (PTRI) of the Department of Science andTechnology (DOST) shall evaluate the quality of material of all flag samplesand certify whether the fabric for the blue, white, red and golden yellow

colors, including the canvas submitted, conforms to government requirementas to quality of the material. The samples shall be sent annually to theITDI/PTRI by the manufacturer. The laboratory test results shall besubmitted by the said office to the Institute.

SECTION 30. All deliveries of the flags requisitioned by the governmentshall be inspected by the requisitioning agency's internal inspector and by theCommission on Audit (COA) using the flag stamped approved by the Instituteas reference.

SECTION 31. In carrying out its responsibilities under Section 4 hereof, the

Institute, COA, the ITDI/PTRI shall prepare guidelines to be approved by theOffice of the President.

SECTION 32. All government agencies and instrumentalities shall ensurethat the requirements under this Act with respect to the standards,requisitions and delivery of the national flag are strictly complied with.




SECTION 33. All departments, agencies, offices, and instrumentalities of thegovernment, government-owned or controlled corporations, localgovernment units, including barangays, shall include in their annual budgetsthe necessary outlay for the purchase of the national flag.

I. Prohibited Acts

SECTION 34. It shall be prohibited:a) To mutilate, deface, defile, trample on or cast contempt or commit any actor omission casting dishonor or ridicule upon the flag or over its surface;

b) To dip the flag to any person or object by way of compliment or salute;

c) To use the flag:

1. As a drapery, festoon, tablecloth;2. As covering for ceilings, walls, statues or other objects;3. As a pennant in the hood, side, back and top of motor vehicles;4. As a staff or whip;5. For unveiling monuments or statues; and6. As trademarks, or for industrial, commercial or agricultural labels or

designs.

d) To display the flag:

1. Under any painting or picture;2. Horizontally face-up. It shall always be hoisted aloft and be allowed to

fall freely;3. Below any platform; or4. In discotheques, cockpits, night and day clubs, casinos, gambling

joints and places of vice or where frivolity prevails.

e) To wear the flag in whole or in part as a costume or uniform;f) To add any word, figure, mark, picture, design, drawings, advertisement, orimprint of any nature on the flag;g) To print, paint or attach representation of the flag on handkerchiefs, napkins,cushions, and other articles of merchandise;h) To display in public any foreign flag, except in embassies and other diplomatic

establishments, and in offices of international organizations;i) To use, display or be part of any advertisement or infomercial; and j) To display the flag in front of buildings or offices occupied by aliens.




Annex F:Guide for Displaying Canada’s National Flag




Appendix F – A Guide for Displaying Canada’s National Flag

Policy

The Canadian Flag can be flown by individuals and organizations; but at all times the Flag

should be treated with dignity and respect and flown or displayed properly.

When

Officially, the Canadian Flag is flown daily from sunrise to sunset at all federal governmentbuildings, airports, and military bases and establishments within and outside Canada.Furthermore, it is not contrary to etiquette to have the Flag flying at night but it shouldnormally be illuminated.

HowThe Flag may be displayed flat or flown on a staff. If flat, the Flag may be hung horizontallyor vertically. If displayed in a vertical position against a wall, the flag is placed with the

upper part of the leaf to the left and the stem to the right.

In a meeting placeThe Flag may be flown or displayed in a church, auditorium, or other meeting place. TheFlag should be flown to the right of the clergy or speaker when used in the chancel of achurch or on a speaker’s platform. When used in the body of a church or auditorium theFlag should be flown to the right of the audience or congregation. The Flag should not beused to cover a speaker’s table or be draped in front of a platform; nor should it be allowedto touch the floor. If displayed flat against the wall at the back of a platform, the Flagshould be above and behind the speaker.

Used as a drapeIf used on the occasion of an unveiling of a monument, tablet, picture, etc., the Flag shouldbe properly draped in such a way so it will not fall to the ground or floor.

A procession

In a procession, where several flags are carried, the Canadian Flag should be in the positionof honour at the marching right or at the center front

Not appropriate for commercial advertising purposesAlthough it is appropriate to fly the Flag at business establishments or to identify Canadianexhibits at fairs the Canadian flag should not be used for commercial advertising purposes.

With other flags

When the Canadian Flag is flown with other flags several rules should be observed: Firstly,no flag, banner or pennant should be flown or displayed above the Canadian Flag: Flagsflown together should be approximately the same size and flown from separate staffs at thesame height; furthermore, the Canadian Flag should be given the place of honour whenflown or displayed with other flags.



(a) When two or more than three flags are flown together, the Canadian flag should beon the left as seen by spectators in front of the flags; if a number of countries arerepresented, the Canadian Flag may be flown at each end of a line of flags.

(b) When three flags are flown together, the Canadian Flag should occupy the centralposition, with the next ranking flag to the left and third ranking flag to the right, asseen by spectators in front of the flags.

(c) If more than one flag is flown and it is impossible to hoist or lower them at the sametime, the Canadian Flag should be hoisted first and lowered last.

Disposing of old flags

When a flag becomes worn, noticeably faded or otherwise unfit for service, it should bedisposed of privately by burning.

Source: Canadian Embassy, Manila

Documents

Practical Guidelines in Organizing and Managing Workshops, Conferences and Events