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CHIM WEEK SCHOOL YEAR 2014… 1
Research Abstract
With the continuously evolving and growing industry of Event Tourism, this study focuses on
the Our Lady of Fatima University – Antipolo Campus’ College of Hospitality and Institutional
Management (CHIM) Week School Year 2014-2015. This study principally aims to determine the
strategies applied and factors considered by the event’s team in planning the CHIM Week. By
conducting an interview with five people who are primarily involved: the event organizer, two
advisers, the Hotel and Restaurant Management President and the Travel Management President,
results showed that they used various strategies in formulating each detail of the CHIM Week and
applied their set of qualities and skills to efficiently handle this stage of the event. This study is
commendable in providing valid and verifiable evidence of the essence of strategic event planning.
Keywords: Event Management, Event Planning, Event Tourism, Events, Special Events, School Events
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1.0 Introduction
Kilkenny (2011), the author of The Complete Guide to Successful Event Planning, said that
“Events have been happening since the beginning of civilization and it is one of the oldest professions
in the world.” It is certain, because history tells of many events that required great amounts of
planning. Some of these events are the meetings of monarchs, royal weddings, civic festivals, religious
celebrations, different kinds of meetings and other events developed in response to the Industrial
Revolution and many more. Thus, event planning is in a continuous state of competition and evolution.
According to Parry (2014), the best way to improve is to keep up with the latest trends as well as the
customer’s evolving expectations. Parry’s innovative trends include: Using mobile applications for all
stages of the event, integrating wireless and contactless technologies, using social media for smart
seating, crowd source to increase engagement and adopting these four simple rules to avoid mediocre
events.
Planning an event is complex in nature. Proper management of all aspects of the event, from
promotion to guest interaction, should always be implemented. Although it will run smoothly, there is
still a possibility that issues may arise. According to the International Institute of Event Management
(2014), there are five most common mistakes in event planning. These are: failure to allocate the right
resources with the right skills, failure to keep a track of changes to the scope of the event, ignoring
Murphy's Law, lack of experienced event managers and simple process mistakes by not following
standard, repeatable event management processes. Beers (2015) stated that some of the events mistakes
can be prevented now. One of the six mistakes plotted by Beers is not allowing enough setup time.
Like he said, “There is always a race against time when setting up an event, but you should have an
estimate of how much time you’ll need to get everything in place.” Another mistake is not having a
contingency plan. To prevent this, a contingency strategy should be made at least 2 weeks in advance
for good measure. Not having enough help on event day is also one of the mistakes made by event
professional. To prevent this, coordinating members is a must.
The Event Planning Industry is growing. Events, may it be corporate, glamour, brand,
televised, sports, themed, hybrid or others, are greatly important to many industries, charitable
organizations and interest groups to market themselves, build business relationships, raise money or
simply celebrate. According to the book, Event Studies, written by Donald Getz (2013),
Events, by definition, have a beginning and an end. No matter how hard one tries, it is literally
impossible to replicate an event; by definition, they only occur once. Although planned events might
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CHIM WEEK SCHOOL YEAR 2014… 3
be similar in form, some aspect of setting, people and program will ensure that the event is always
tangibly or experientially different. Not only that, but the expectations, moods and attitudes of guests
and participants will always be new, so their experiences will differ regardless of the program and
setting.
This study is concerned to show data regarding Event Planning and the case used is one of Our
Lady of Fatima University – Antipolo Campus’ events: The College of Hospitality and Institutional
Management Week or also known as the CHIM Week. The primary aim of the researchers is to
provide useful information regarding the processes taken in strategically planning an event and to gain
proper insight of the event industry. The study is also intended to benefit students, future endeavors of
aspiring event planners and future researchers.
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2.0 Review of Related Literature
2.1 Theoretical Framework
2.1.1. Stages of Event Planning
2.1.1.1. Oregon State University (2015) cited six steps in developing an Event Plan: Organization
and Community Assessment, Goal Setting, Planning, Implementation, Post Event
Assessment, and Administrative Decision Making. The study focuses on the planning stage,
so the first three steps are defined, while the rest are not. The first step includes
brainstorming with the organization to discuss goals and mission with faculty,
administration, and community leaders as needed; institutional environment, to consider the
institutional mission, history, and political climate and views of significant campus decision
makers; resources to determine the availability and skill levels of your organization leaders,
members and volunteer, anticipated costs, potential funding sources, and availability of
money, and available resources such as space, furnishings, equipment, and services. The
second step is the goal setting. The following are included: target population to identify who
the program is intended for and take steps accordingly to be appropriately inclusive or
restrictive in planning; desired outcomes/objectives to be clear about what is expected to
accomplish and what is planned to achieve. The third step is planning and it includes the
planning team to establish a small but effective working group with a broad range of skills
that is able to function as a team. The team must include members of the target population or
others affected by the program, particularly if the target group is not a mainstream group.
They should also brainstorm for the event, establish an event coordinator position for this
project to allow the stakeholders to participate in the program instead of managing it;
approach to consider the target population and consider how the group learns, what media is
available, what delivery system will be most effective, and whether to use convergent
thinking to focus the planning group or a divergent approach to consider different learning
styles; initial extent of the program to determine the initial scope of the program: one hour,
multiple hours, multiple days, simple or complex, such as a speaker or a dinner, dance and
speaker; training, to compare the skills and abilities of the committee members against the
tasks to be performed to determine what training is required. Build in enough time to allow
skill development, including training the trainers if appropriate; timeline to determine a
target date and work backward to establish a realistic, week-by-week activity plan. Select a
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date and time most conducive to the target populations needs and circumstances. Avoid
conflicting with major traditional activities, academic events like final exams, religious holy
days or other special events observed by different members of the campus community; and
the budget to determine the actual fiscal resources necessary to complete the program,
including all costs for personnel, materials, space, marketing, food, transportation,
equipment, etc.
2.1.1.2. According to Goldblatt (2010), planning to plan or pre-planning is critical and the first step
in starting an Event Strategic Planning (ESP). Most Event Leaders require several planning
meetings to establish the final timeline and thorough event plan. A typical agenda for the
ESP meeting follows: First is the welcome and introduction of team members, second is the
review of goals and objectives of event, third is review of critical dates for event, fourth is
reports from team members from pre-work, fifth is the discussion of event preproduction
schedule, sixth is consensus regarding event preproduction schedule, seventh is discussion of
production schedule, eighth is the consensus regarding production schedule, ninth is the final
review of plan to check for any illogical elements, gaps, oversights, or others, and last is the
adjournment. After the planning meeting or meetings are concluded, the event leader must
make certain that the event plan is valid, reliable, and easily communicated to a wider
group... Once the plan is validated and prior to distribution to a wider group, make certain
that there are no security implications of this release. Constructing the event timeline is the
next step. It must begin with the first inquiry about the potential or prospective event. Event
leaders must list every action that is required to develop and execute the event, where actions
must represent units of time and list all tasks and duties associated with the event project. It
literally reduces to writing the major decisions that will be included in the event from the
beginning of research through the final tasks involved in evaluation and it includes five
phases: Research (Collect and analyze event history or review comparable events), Design
(Collect ideas from similar events; brainstorm with key informants and vendors), Planning
(Preplan planning meetings, announce/schedule planning meeting, assign pre-work, facilitate
planning meeting, develop timeline), Coordination (Identify prospective vendors, contract
vendors, develop final production schedule, implement production schedule) and Evaluation
(Prepare and distribute surveys, collect data, tabulate data, analyze data, prepare report of
findings and recommendations, submit final report). Next, a production schedule is made. It
includes major series of tasks and duties within the timeline. The event planner coordinates
the logistics of the event that has been planned, inspects the venue prior to moving in any
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equipment, and final task is to inspect the venue again at the conclusion of the event after
removing all equipment. After constructing the production schedule, improving event
performance must be considered. It provides an accurate historical accounting of the entire
event, a unique comprehensive communications tool for the use of other team members and
this is accomplished through improved communications. Lastly, a budgeting plan is
developed. Event planners’ risk as well as responsibility is to identify required deposits, pay
for all services and hold responsibility for all service agreements.
2.1.1.3. An article entitled “How to Plan an Event” from the Wild Apricot (2015) website stated an
overview of some of the basic steps in developing an event. First is to develop the event goal
and objectives, wherein a tangible goal and objectives are established. Second is to organize
a team, because any event takes a concerted team effort to handle all of the details. One
event manager or event chair is appointed, as well as individual Chairpersons for
subcommittees, such as venue management, speakers, entertainment, publicity, sponsors and
volunteer management. Third is to set a date. The date might already be pre-set for a
reoccurring event, but if this is a new event, be sure to consider the following before firming
up your date: Give yourself enough time. Ideally, there should be four to six months to plan
(depending on the nature of the event), be aware of statutory and religious holidays, avoid
school holiday time periods (e.g., winter, spring and summer holidays) and check dates with
key participants – e.g., speakers, presenters, VIP guests, etc. Fourth is to brand the event. For
the event to stand out, choose a timely and compelling theme that sets you apart from your
competition. This means that you need to come up with a dynamic overall theme and you
need to take great care with the actual name – since it can be a key attention-getter,
especially in online media. Brainstorm names, create a tagline and design a logo. Fifth is to
create a master plan: This plan should encompass all aspects of the event, including the
Venue, logistics & catering management (contracts, permits, insurance, etc.),
Speakers/presenters (identifying, confirming, logistics & management),
Activities/entertainment, Publicity/promotion (online & off-line, e.g.,: web page & online
promotion; events calendars; printed programs; media relations; signage; social media, etc.),
Registration (online sign-up, payment and tracking; on-site sign-in, etc.), Sponsor/partner
management and Volunteer management. Sixth is to determine administrative processes.
This is to keep track of the planning, registration, budget, guest and speakers lists, etc.
Seventh is to identify and establish partnerships and sponsors. This is to search for
organizations that could help or call on for sponsorships to defray the costs and increase
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potential participation. Seeking corporate sponsors to fund a portion of the event. This can
range from national organizations that might want to sponsor a dinner, offer a door prize or a
key silent auction item, to local businesses that might be able to provide goods or services,
such as flowers for the tables, gift bag items, etc. Partnering with community organizations
that might be able to offer a venue and/or assistance with organizing or staffing an event.
The eighth is to create a publicity plan. This includes event promotion that starts with the
initial notice or page on your website, note in your newsletter or email to save the date, and
then builds to include online and off-line publicity, media relations and on-going outreach to
encourage registration. And no plan is complete without the post-event thank-you’s, sponsor
acknowledgements and articles about the event’s key messages or fundraising success. Ninth
is to establish a budget. The budget should incorporate estimates for all of the key items
identified on the Event Master Plan. Any travel or accommodation costs for speakers,
presenters, etc. are included. Last is to determine evaluation process. how you will evaluate
the event to determine your success.
2.1.1.4. According to Cornell University (2015), there are 12 successful steps to Event Planning.
First step is to assess resources such as faculty and staff, members, students, and community
group resources and others. Second step is to assess needs and interests to know who will
attend and what their interests are and to know the goal and needs that are being met. The
third step is to brainstorm ideas, like every type of event that might fulfill the goals. The
achievability of each idea are reviewed and assessed. The fourth is to develop a timeline. A
list of everything that needs to be done to plan the event and a schedule that shows when
each task needs to be completed are made. The fifth step is to develop a budget. The amount
of money available to spend on the event is set, all associated costs are listed and the
available funds are allocated. The sixth step is called the paper chase, wherein all the
necessary paperwork including department services, room reservation, Event Registration
Form and permits are completed. The seventh step is the people chase, wherein all the
persons necessary for a successful event; performers, speakers, volunteers, and campus
departments are contacted. The eighth step is all about the completion and confirmation of
all details pertaining to the event. The ninth step is the execution of the event and the last is
the evaluation, wherein a brief synopsis of the event, including participant and planner
comments, attendance, suggestions for future events, and final costs is written.
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2.1.1.5. In accordance with the Central Pennsylvania's Community College’s document entitled
“Steps to Successful Event Planning”, the six steps are: Planning, Ideas, Approval,
Implementation, Follow-up, and Evaluation. In the planning step, the purpose of the event is
determined. For example, education, entertainment, social, etc. In the ideas step, the Famous
five W’s and How – Who, What, Where, When, and Why are asked. Who – to know who is
in charge. Delegate responsibilities and know who is going to help make sure everyone
knows their responsibilities are. Develop schedules of who is doing what and pass those
schedules out to everyone involved. What – to decide exactly what to do and write down all
the details. Where – Check to make sure the facility or room for the event is available.
Reserve the place well in advance through the proper procedures. When – Decide on the day
and time of event. Take into account the target audience in determining when to have an
event. Why – Know the reason in planning the event. How – Where the resources are
coming from (money, volunteers, facilities, etc.) Create a written promotional and
advertising plan and implement that plan. Create a written budget plan for projected
expenses and to be able to track actual expenses as they occur. In the approval step, a
proposed activity must be summarized on an Organizational Activity Form and submitted to
the respective office department at least three weeks in advance of the date of the event. In
the promotion step, create a written promotional plan and follow the plan. In the
implementation step, the plan, schedule, budget, etc. will provide for a smooth
implementation if the plan is followed closely. Work with written plans, work schedules,
budgets and other materials to provide for a smooth implementation. The follow up step is
about making sure that everything is complete for the event. This includes cleaning facility,
returning equipment or materials, completing the file paperwork. Last is the evaluation step,
which is a critical part of the programming any event or activity. An evaluation can be
written questionnaires by event participant or an informal debriefing with adviser. An
evaluation in the file will help those in the future determine what did and did not, thus
avoiding any mistakes and capitalizing the strengths of the program.
2.2 Literature Review
This section presents the related literature and studies after the thorough and in-depth search
done by the researchers.
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Ashleigh G (2013) stated, in her presentation entitled “An Events Management Team: Job
Roles and Responsibilities”, that the Event Coordinator has the highest level of authority and has the
responsibility for the overall management of the event. She mentioned a few more people who are
responsible for a great deal of important tasks, such as the Event Planners, Event Managers, Event
Assistants and Client Service Event Managers.
Callens (2009), on the other hand, stated that Event Committee is composed by the following:
the Event Chairperson, the Marketing and Promotions Committee, the Finance Committee, the
Sponsorship Committee, the Production Committee, and the Volunteer Committee.
Research Question #1: Who is responsible in the overall event management? Who are the organizing
committees?
As Ashleigh G (2013) described, The Event Coordinator is responsible for managing all staff
members. It is their role to coordinate the detailed work required in order to ensure the event runs
smoothly and according to plan. Event organizers must be able to complete a wide range of activities
requiring clear communication, excellent organizational skills and attention to detail. They must work
well under pressure, ensuring the smooth and efficient running of an event. The Event Planners are
responsible for a great deal of the important tasks, such as choosing the location, organizing
transportation, catering, and has a great deal of responsibility in the finance department, ensuring the
team stick to the budget. They need a set of skills including good verbal and written communication,
the ability to keep calm under pressure and being able to negotiate properly. The Event Manager
will work closely with the coordinator to ensure the event runs as smooth as it can. Their role is to be
active and practical and some paperwork is sometimes required such as planning details of changes to
the schedule. It is their role to listen and help their employees and guide them to where they need to be
to reach the aim or target of the event. The Event Assistant assists the Manager with any jobs or
errands that need carrying out. They may also make phone calls to people who can advise or help with
research. On some occasions they may be responsible for the crew as the manager’s representative. He
must know the details of the event in order to teach others. They must also be organized and flexible in
order to meet the needs of the Events Manager. Client Service Event Manager carries a great deal of
responsibility for dealing with the public. They must be professional, polite and have good people
skills in order to carry out their job effectively. They are in charge of making sure the customer’s needs
are satisfied and helping or advising them with any queries they may have. They must also deal with
feedback or complaints, displaying strong communication skills.
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Callens (2009) identified the roles and responsibilities of the various Event Committees: The
Event Chairperson is the one who provides leadership for the entire event planning process;
orchestrating the overall production, providing guidance to volunteers as needed, and making the final
decisions. The Event Chairperson’s responsibilities are to oversee the entire event and planning
process, establish a task management schedule, recruit key volunteers and motivate committee
members to chair various committees, communicate responsibilities and ensure objectives are met,
ensure communication between committees is active and productive, conduct chair committee
meetings and foster an environment that generates new and exciting ideas, act as liaison between
committee chairpersons and community organizations, establish budget and maintain financial
controls, and is responsible for all final decisions and responsible for committee succession planning.
The Marketing & Promotions Committee oversees all marketing aspects of each subcommittee as well
as providing all advertising and promotion needs for the event. The committee is responsible for the
design of all materials, from signage and brochures, to tickets, programs and catalogues. They are also
tasked to research all promotional opportunities and create a promotion schedule, create and distribute
media package and oversee layout and printing of all materials. The Finance Committee is responsible
for the financial control of the event, managing the revenue and expenses and recording procedures.
They must establish financial policies and operations, where required, review all contracts and manage
payment of invoices for service, maintain financial records and prepare final accounting of net
revenues, and issue tax receipts, where required. The Sponsorship Committee recognizes all sponsor-
able elements of the event and manages plans for solicitation of individual and corporate sponsors.
They must establish a list of all potential sponsor opportunities at varying financial levels, establish a
list of all potential sponsors, assist with developing a sponsor package, manage a database of contacts,
requests and outcomes, record and report sponsorship status to the Event Chair and Finance
Committee, maintain accurate list of supporters and ensure benefits and recognition commitments are
fulfilled before, during and after the event, and write thank you letters to all supporters. The Production
Committee coordinates and oversees the set-up, production and clean-up of the event. All operational
decisions are handled by this committee, including catering, décor, entertainment, and guest speakers.
Their responsibilities are to work with all committee chairs, specifically the Event Chair, in developing
the event concept, liaison with event facility, negotiating contracts, required services, layout and
communications with facility management, establish the show-flow: a detailed schedule of the event
that coordinates all activities with a precise time frame that ensures a smooth flow from start to finish,
and ensure required permits are obtained and reporting completed (if necessary). The Volunteer
Committee recruits volunteers for all event committees, ensuring they bring a required level of skills
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and experience, and fosters an environment that promotes self-motivation and ambition to act on their
own initiative as well as embracing team-concept. Their responsibilities are to establish a
comprehensive list of potential volunteers and recruits for specific event tasks, and assist committees to
establish a volunteer schedule including replacement help when needed.
Research Question #2: What are the responsibilities of each event committee?
According to the Oregon State University, to develop event goals and objectives, the following
must be considered and done: the Target Population by identifying who the program is intended for
and take steps accordingly to be appropriately inclusive or restrictive in planning; the Desired
Outcomes/Objectives by being clear about what is expected to accomplish and what is planned to
achieve. Indicate for whom and under what conditions the outcomes should occur. Since broad-based
goals are difficult to evaluate, set specific, measurable objectives; Brainstorm ideas with your
organization; and explore the idea of partnerships, because partnering with others can share the work
load or get more mileage out of the work that you do.
Research Question # 3: How does the organizer develop the event goals and objectives?
Duke Law University enlisted a few steps to formulate an event. First is to develop an idea and
gather information, which is the most critical step when planning an event. Second, select a date and
location to avoid conflicts when scheduling events and decide how many people will attend the event
and what type of space would be most conducive to the planned activities. Third is to submit a special
event request form to the proper office for processing and confirmation. The fourth step is to plan a
budget and secure funding, because it is wise to write an event budget that includes all anticipated
expenditures. The fifth is to publicize the event to ensure desired attendance. The sixth step is to
finalize all details and execute plan. In the days before your event, continue to review your checklist
and make sure all items have been completed, all details have been confirmed, and that everyone
involved has a clear idea of what they are expected to do, where they are supposed to be, and what time
they need to be there. The last step is to follow up and wrap up any loose ends. Make sure to clean up
all event-related materials and return any borrowed items to appropriate sources, secure any receipts
from speakers for reimbursable expenses, initiate the reimbursement process and request to be notified
when the person is paid, secure invoices from all vendors and initiate the payment process; request
notification when vendors have been paid, send thank you notes to speakers and/or special guests,
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document event process and make notes for areas for improvement, in order for the next group to
benefit from your experience
Research Question #4: How do they formulate the comprehensive details of the event?
A website called “Community Organisers Toolbox” stated that “every organization survives by
receiving some money from members, donors, fund-raising or selling of services - this is called
income. Organizations also spend money to run its programs and these are called expenses.” With that
being said, in funding an event, the committee must have accumulated the needed fund through
sponsors, its own members or by selling services.
Research Question #5: How do they accumulate the funding of the event?
Diana Wicks (2015) of Demand Media discussed in her article entitled “How Does an
Expenditure Work?” that in planning expenditures, you must do the following: Evaluate income by
listing down all sources of income and adding these together. Sources of income include a person's
salary, bonuses and interests, taxation in case of a government, or the sales of different products in
business, and Identify the Fixed expenses, such as rent and utilities, payment of loans, or payment of
salaries to workers, and Variable expenses, such as cost of food, entertainment, repair and
maintenance, cost of inventory, and indirect labor in business.
Research Question #6: How do they plan the expenditures?
Swale Borough Council (2015) stated that all event organizers will need to complete a Risk
Assessment of their event to ensure that the event will run as smoothly and safely as possible. There
are five steps to successfully completing a risk assessment for your event. These steps are as follows:
First, spot the hazards. Plan your event on paper. Then think about the hazards relating to the
individual activities and don't forget any equipment. A hazard is something with the potential to cause
harm. Only note hazards that could result in significant harm. The following should be taken into
account: any slipping, tripping or falling hazards, any vehicles driving onto the site, poor lighting,
heating or ventilation, hazards relating to fire risks or fire evacuation procedures, electrical safety e.g.
use of any portable electrical appliances, any possible risk from specific demonstrations or activities,
any chemicals or other substances hazardous to health e.g. dust or fumes, manual handling activities,
traffic control, moving parts of machinery, high noise levels, crowd intensity and pinch points. The
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second step is to decide if someone could be harmed and how. For each hazard identified, list all those
who may be affected. Do not list individuals by name, just list groups of people. The following should
be taken into account: stewards, vendors, exhibitors and performers, potential trespassers, employees,
members of the public, expectant mothers, volunteers, disabled persons, local residents, contractors,
children and elderly persons. The following are examples of areas to consider: type of event, crowd
control, capacity, access and exit and stewarding, fire, security and cash collection, potential major
incidents, provision for the emergency services, health and safety issues, site hazards including car
parks, provision of first aid, exhibitors and demonstrations, types of attendees such as children, elderly
persons and the disabled, provision of facilities, amusements and attractions, structures and waste
management. The third is to work out the risks. The extent of the risk arising from the hazards
identified must be evaluated and existing control measures taken into account. The risk is the
likelihood of the harm arising from the hazard. You should list the existing controls and assess whether
or not any further controls are required. The fourth step is to record findings. Record all significant
hazards, the nature and extent of the risks, and the action required to control them. And the last step is
to review and revise. If the nature of the risks changes during the planning of the event, the risk
assessment will need to be reviewed and updated.
Research Question #7: Do they have a risk assessment? And how do they plan it?
The author of Managing Risk – Contingency Planning, Jim Riley (2012), stated that
contingency plans are prepared, because things do go wrong from time to time. It involves preparing
for predictable and quantifiable crises and preparing for unexpected and unwelcome events. The aim of
contingency planning is to minimize the impact of a foreseeable event and to plan for how the business
will resume normal operations after the event. The key stages in contingency planning are: recognize
the need for contingency planning, identify possible contingencies (all the possible adverse and crisis
scenarios), specify the likely consequence, assess of the degree of risk to each eventuality, determine
risk strategy (to prevent a crisis and deal with one should it occur), prepare plan and identify
management responsibilities, and test the plan (crisis simulation).
Research Question #8: How do they prepare their contingency plan for all the possibilities that could
have a negative impact on the event?
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3.0 Research Method
In this section of the study, the research method is presented. The research design of choice,
which will be used in the study, is described. It is followed by a description of the selected setting for
the study, the key information selection, the research ethics and the instruments that will be used in the
study. Thereafter, the data collected will be presented and will be analyzed.
3.1 Research Design
The importance of research design is to guarantee that the evidence gathered enables the
researchers to effectively address the research problem analytically and as clear as possible. In this
study, the qualitative method was applied. As stated by McLeod (2008), this research design gathers
information that is not in numerical form and generates descriptive data and as stated by Dr. Boeree
(2005), qualitative methods, as the name indicates, are methods that do not involve measurement or
statistics.
3.2 Research Locale
Our Lady of Fatima University – Antipolo Campus
This study was based in the persons involved in planning one of the most grandeur events in
Our Lady of Fatima University – Antipolo Campus’ College of Hospitality and Institutional
Management (CHIM) Week. CHIM Week is the annual celebration of Hotel and Restaurant
Management and Travel Management Students and Faculty where they are showcasing the renowned
landmarks around the globe by creating a life-size version of them, making selling carts, performing,
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CHIM WEEK SCHOOL YEAR 2014… 15
and many other events that the managing team comes up with. CHIM Week also gives opportunities to
the students to experience entrepreneurship and other fun and exciting curricular activities.
3.3 Key Informat Selection
The information was acquired from the five interviewees selected. To be a potential
interviewee, they must have any related position in the event planning process of the College of
Hospitality and Institutional Management (CHIM) Week.
3.4 Research Ethics
According to Resnik (2011), “Ethical norms also serve the aims or goals of research and apply
to people who conduct scientific research or other scholarly or creative activities.” With that being
said, the researchers face a wide array of ethical requirements. To meet professional, institutional and
federal standards for conducting research with human participants, the researchers consider the
following: promote the aims of the research, protection of privacy and confidentiality that upholds an
individual’s right, protection against unjustifiable deception, promote the values that are essential to
collaborative work, such as trust, accountability, mutual respect, and fairness. The researchers also
practice an informed and voluntary consent for interviewees; information shared will be of no harm to
participants. As stated in the book entitled “Responsible Conduct of Research” written by Shamoo and
Resnik (2009), Honesty: honestly report data, results, methods and procedures, publication status,
research contributions, and potential conflicts of interest. Do not fabricate, falsify, or misrepresent data
in scientific communications, including grant proposals, reports, and publications. Objectivity: strive
for objectivity in experimental design, data analysis, data interpretation, peer review, personnel
decisions, grant writing, expert testimony, and other aspects of research where objectivity is expected
or required. Openness: Share data, results, ideas, tools, materials, and resources. Be open to criticism
and new ideas. Confidentiality: protect confidential communications, such as papers or grants
submitted for publication, personnel records, business or military secrets, and records that identify
individual research subjects or patients. Carefulness: avoid careless errors and negligence; carefully
and critically examine your own work and the work of your peers. Keep good records of research
activities, such as data collection, research design, consent forms, and correspondence with agencies or
journals. Maintain and improve your own professional competence and expertise through lifelong
education and learning; take steps to promote competence in science as a whole. Respect for
colleagues: respect for colleagues, students, and subordinates. Do not harm colleagues; treat them
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 16
fairly. Do not discriminate against colleagues on the basis of sex, race, ethnicity, religion, or other
characteristics not related to scientific qualifications. Help to educate, train, mentor, and advise the
next generation of scientists. Respect for intellectual property: Honor patents, copyrights, and other
forms of intellectual property. Do not use unpublished data, methods, or results without permission.
Give credit where credit is due. Do not plagiarize. Respect for the law: understand and comply with
relevant laws and institutional policies. Respect for research subjects: When conducting research on
human subjects, minimize harms and risks and maximize benefits; respect human dignity, privacy, and
autonomy; take special precautions with vulnerable populations; and distribute fairly the benefits and
burdens of research. Stewardship: make good use of human, financial, and technological resources.
Take care of materials, tools, samples, and research sites. Social responsibility: promote good social
consequences and prevent bad ones through research, consulting, expert testimony, public education,
and advocacy. Freedom: research institutions and governments should not interfere with freedom of
thought and inquiry.
3.5 Research Instruments
Research instrument is a helpful tool to the study. A general interview guide approach was
applied by the researchers. In a presentation of Valenzuela (2015), a general interview guide approach
is intended to ensure that the same general areas of information are collected from each interviewee;
this provides more focus than the conversational approach, but still allows a degree of freedom and
adaptability in getting the information from the interviewee.
3.6 Data Collection
In this study, the researchers conducted individual interviews to collect qualitative data needed.
Each interview was audio-recorded, videos and photos were taken for documentation.
3.7 Data Analysis
The collected interview data was analyzed through encoding, translating and classifying the
data to highlight the important messages, features or findings. The researchers identified patterns
across the data collected.
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4.0 Results
This chapter presents the findings of the study by setting out the results of the interview
conducted with the interviewees.
4.1 What is your position in the Events Team?
Respondent 1“My position in the events team is the overall organizer for the whole
event.”
Respondent 2“Faculty adviser society. Society adviser specifically under the
association of the Travel Management Society.”
Respondent 3 “I am one of the event advisers.”
Respondent 4 “My position is HRM president”
Respondent 5 “I am the current ATMS president”
4.2 In the planning stage of CHIM Week 2014-2015, what are your responsibilities?
Respondent 1
“My responsibilities are, of course, to delegate task as well as to think
of the objective and theme of the event and to monitor all of the
deadlines and the execution of the plan.”
Respondent 2
“Actually, (name of event organizer) is facilitating the planning stage
because he is more on… he knows the event management in detail so
we are just helping him on how to plan the CHIM Week. We usually…
we base on the theme for the annual CHIM Week. For example this
year, the CHIM Week… for this year’s CHIM Week we are focusing
on more on futuristic but “Reigning Local, Conquering Global”, more
on Filipinos being popular or being recognized abroad. What are my
responsibilities? We are just facilitating the ATMS members or officers
on planning stage like we have the theme then the next stage are like
planning who will be the officers or who will be the person in charge
per department like in logistics in advertising in planning for activities
and so on and so forth...”
Respondent 3 “Uhm… actually, (name of event organizer) is the one who is
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delegating task for us. Uhmm... based on my experience from the
previous events I’m assigned with the welfare of the officers, for the
shirts, ano pa.. sa food nila and uh, in some particular needs.”
“(name of event organizer) is the one who is delegating tasks for us.
Based on my experience from previous events, I’m assigned with the
welfare of the officers, for the shirts, food, and in some particular
needs.”
Respondent 4“My responsibilities are to handle my officers and to organize the
event.”
Respondent 5
“For this CHIM Week… I was assigned to handle the monitoring side
of the CHIM Week as well as the Thursday events, so seminars, tsaka
yung film showing and of course documentations.”
“For this CHIM Week, I was assigned to handle the monitoring side,
as well as the Thursday events, such as seminars, even film showing
and, of course, documentations.”
4.3 What are the committees involved in the planning process and their respective duties?
Respondent 1
“For the committees involved we do have different committees such as
program committees which is in charge of the overall program flow as
well as the uhmm with the stake holders that will involve in the
program and then we also have the technical committees which is in
charge of the technical aspect of the event which is such mobiles,
sounds and lights and then we also have the logistic committee which
is in charge of the paper works as well as the letters that we will be
needing for the whole event and we also have sponsorship committee
which is in charge in sponsors that we have and for the fund raising
that conducting.”
Respondent 2 “So like what I said administration department. So they are more on
what are the departments needed and then marketing so how they will
promote the CHIM week and then logistics, financial and what else.. I
forgot the other... waste management... what else, that’s all their duties
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I remember.”
Respondent 3
“Uh yes… uh, committee for t-shirt distribution, I have committee for
food uhm… ano pa bang committee ‘to…. I have also for keeping the
funds.”
“Uh yes, committee for t-shirts distribution, I have a committee for
food, I have also for keeping the funds.”
Respondent 4
“uhmm, the committees uh like program committee, their
responsibility is to handle the whole program of the event and ano, and
then technical committee, yung ano…their responsibility is to collect
the sounds of every contestants and performers in the event.”
“The committees like the program committee, their responsibility is to
handle the whole program of the event and the technical committee’s
responsibility is to collect the sounds of every contestants and
performers in the event.”
Respondent 5
“Uhmm, committees, number one is the logistics. So I’ll just explain
it? In logistics, they are assigned to work on all the letters. From the
approval letters to the documentation and also in the sponsorship and
everything. And then the second is the program. So program
committee, they are the one who made the program flow for the CHIM
Week and who are the contestants and candidates... then the marketing
committee are assigned to buy the things to be use in the CHIM Week
and of course the market. Uhmm, uniform committee they are the one
who’s handling the uniforms, our T-shirts… the org shirt. Then we
have the sports committee but it was under a professor so they remove
that from us. Then the technical... so the technical committee for the
AVP, sound checks…”
4.4 How did you distribute each responsibility to every member of the event planning committee?
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Respondent 1
“Well, all of the task I do delegation thru first is we plan the event and
identify uhmm what are the committees needed and I based my uhmm
delegation of work depending on their capabilities and their skills.”
Respondent 2
“Because they are students, we are considering their time. And then we
are considering also their courses... like some are HRM, some are TM
so based on their time and I based on their specific schedule or same
schedules we are distributing the responsibilities for example, for
ATMS, the activities related to travel management so we are assigning
it to the tm management officers. Same with HRM. That’s how...”
Respondent 3
“uhmm definitely there is a leader in each committee so that the task
that I am going to delegate, uh will be given to the particular leader
then he or she is the one who will distribute also the task to his or her
members.”
Respondent 4
“uhmm ano I… I designate task properly to each committee like ano...
Like in every meeting uh I will distribute the task. Hmm wala ano,
inaano ko lang naman eh, pagka meeting binibigay ko lang sa kanila
yung task tapos yun ginagawa naman nila.”
“I designate task properly to each committee like in every meeting, I
will distribute the task. I’ll just give it to them and they will do it..”
Respondent 5
“uhmm the distribution of responsibility maybe uhmm, I’ll observe
first on what my members can do. So for example, I saw that she or he
was fitted in writing letters instead of you know…outside task. I’ll just
assign her/him there. And the just like my members, almost all of my
core members are in the logistics then the others like the second year,
the head organizer, put him in the program so it depends on where
he/she fit to work.”
4.5 What are the steps in the event planning process of the CHIM Week 2014-2015?
Respondent 1
“For the steps that I follow in organizing the CHIM Week uhmm…
college week is we have in event management what we called the five
stages of the global plan event first is we do a research where in this
part is where identifying the different risk we may encounter as well as
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conceptualizing all of the theme that we have to do or we want to have
in our event and the next step is the uhmm... planning stage ah the
design phase were in the design phase we conceptualize what will be
our original plans and what will be our uhmm.. ahh the theme of the
event itself from the research that we conducted were going to finalize
and design what will be our very own theme and then after the design
phase we do the planning phase were in the planning phase is the
execution of the uhmm.. whole design and the research from the
research design from the research phase and to the design phase we
execute now through blue print what will be our objective, what will be
the… who will be the stakeholders, who will be the committee in
charge and then after the planning stage we have this what you called
the coordination phase for the coordination phase is that’s the time we
delegate the task and we coordinate the different stakeholders that will
we involved in the event and after that the last phase will be the
evaluation phase which is the link for the next event through the
evaluation phase we uhmm... evaluate now what will be the possible
uhmm… What will be the SWOT, the strength, the opportunities, the
weaknesses and the trends of our event that we could improve for the
next event that is coming or for the next year’s CHIM Week.”
Respondent 2
“So first of course we need to have our meetings so we started to have
our meeting last year. I think as I remember it was October... Last week
of October. Then November then we need to accomplish all approval
letters or approval things that we need to pursue this CHIM week. And
then we prepare also the necessary venues, necessary materials... I
think that’s the planning process that we did.”
Respondent 3 “uhmm for example in t-shirt, uhh merong naka assign na isang leader
or officer na pupunta sa each room, makikipag coordinate or rather
makikipag coordinate muna sya dun sa mga members nya then he, sabi
ko nga, he will assign each task for example yung isang member nya
uh for first year, the other one for second year then yung mga members
na yun yun naman yung makikipag coordinate sa mga president ng
each section. So its like chain of command”
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“For example in t-shirt, there is a leader or officer assigned to go in
each room to coordinate or rather they will coordinate first to his
members and then, as I said, he will assign each task for example this
member is for the first year, the other one is for second year then the
members will coordinate to the presidents of each section. So it’s like
chain of command.”
Respondent 4
“Syempre ano, first ano medyo brainstorming muna sila or kame para
makabuo kami ng plan. Yun. Tapos yung plan na yun dapat mabuo
naming siya in… siguro mga one (1) month ganun tapos kailangan na
naming siyang gawin.”
“First, we brainstormed to construct a plan. Then the plan should be
finished within one month then we make the execution.”
Respondent 5
“Steps... so unang-una siyempre planning. So sa planning nandun na
yung paggawa ng approval letters. Kailangan muna ng approval letters
kasi hindi naman tayo magkakaron ng CHIM Week kung wala yun and
then second kailangan naming gumawa ng fund raising kase sa CHIM
Week, wala naman kaming fund dun. Kung meron man pero late na
naming makukuha nun baka sa CHIM Week na mismo, so wala
kaming gagastusin. Then pangatlo, syempre yung action. Kaylangan
uhmm after naming mag planning,masimulan na naming gawin yung
mga bagay bagay and then hanggang sa dumating na sa CHIM Week
na.”
“Steps... first of all of course the planning. So in the planning process,
constructing the approval letters is a part of it. We need first the
approval letters because we cannot conduct the CHIM Week if we
don’t have it. Then second is we need to conduct a fundraising because
in CHIM Week we really don’t have the fund for it. If ever we can have
it, maybe on the actual day of CHIM Week. So we don’t have the
budget. Then the third is of course the execution. After the planning we
should finally start what we need to do until the CHIM Week comes.”
4.6 How did you conceptualize the event goals and objectives?
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Respondent 1
“Ahh... we conceptualize and the goal and the objective of the event
through… first is we ask information or we gather data from the
different students or who will be our audiences and then we ask them
first what they like to see in our event... what are the things that they
want to experience and from that information that we gather, that’s the
time that we conceptualize our goals and objectives because uhmm…
in event management, the most important person in event is the
audiences. Because they will be our market. So it is important that our
objective, our theme, our goals is related to the wants and the needs of
the audiences.”
Respondent 2
“Conceptualize… we base on the theme and then we base on the
curriculum, we base on the subjects of HRM and the travel
management… and then from that, we conceptualize the goals and
objectives. So we need to align it to the curriculum and then to what
subjects of HRM and TMs.”
Respondent 3
“Event goals and objectives uh, the ideas are… mostly the ideas are
from from the students specially the officers, we are asking their
opinions or suggestion if what type of theme... are you asking for
theme ba? yung objectives and goals lang (opo) definitely ina-align
namin sya dun sa theme. For example if the theme is uh..what is the
theme for this CHIM Week? Reigning local, conquering global.. uh so
each games should be aligned with the theme for example in our table
set up, we had the western and ancient set up.”
“Event goals and objectives... the ideas are… mostly the ideas are
from the students specially the officers, we are asking their opinions or
suggestion if what type of theme..(Are you asking for the theme? Or
just the goals and objectives?) Definitely we aligned it from the theme.
For example if the theme is (what is the theme for this CHIM week?)
“reigning local, conquering global”… so each games should be
aligned with the theme for example in our table set up, we had the
western and ancient set up.”
Respondent 4 “ah syempre ano eh kung iisipin mo yung kapagka pina-plan mo
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palang yung event syempre parang na coconceptualize kung ano yung
nasa isip mo na magiging kakalalabasan ng event mo pagdating nung
pinakang event na syempre kailangan mong i-conceptualize kung
magiging maganda ba yung event or pangit so kailangan mong
pagplanuhan mabuti para maging successful yung event”
“Of course when you are about to plan for the event, it’s like you
already have your concept in your mind on what will be the outcome of
your event. On the day of the event, you have to conceptualize whether
the event will be successful or not so you need to plan for it carefully to
make the event successful.”
Respondent 5
:uhmm… siguro ano.. katulad nung sinabi ni (HRM President), by
planning and syempre action. Uhmm, di lang yon, kaylangan kasi may
tulong din nung mga taong involve. So di mo naman magagawa ang
isang goal and objectives kung walang tulong ng professors namin, ng
mga advisers namin.. tsaka syempre yung members dapat laging
active.”
“uhmm, maybe just like what (HRM President) said, by planning and
of course execution. Uhmm, more of that, we need the coordination of
the people involve. So you cannot accomplish a goal and objectives
without the help of our professors, our advisers, and of course the
member must always be active.”
4.7 How did you accumulate sufficient funds for the event?
Respondent 1
“the… for the funds is uhmm… we do fund raising first, ahh of course
we sell products, we sell different… uhh we do film showing, and fund
raising activities as well as, we invite different sponsors that could
contribute through ahh cash basis or it could be a sponsorship in kind.
So different kind of sponsorship would be acceptable as long as it
could contribute to our event execution.”
Respondent 2 “The funds for the CHIM Week usually came from the school. An then
uhmm we use also fund raising like uhmm… film showing… those
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kind of things.”
Respondent 3
“Actually most of the funds uh.. nanggagaling sya sa taas. Binibigay
lang sya…from administration office.” (uhh wala na po yung parang
mga nagbibigay ng tulong?..yung ganun po?) “uhh sponsorship base on
my experience hindi kasi sya ina-allow na may logo ng Fatima
although may mga gustong mag sponsor pero siguro verbally lang ex
deal like for example you are going to sell your product in our school
then magbibigay ka ng something in kind or in cash.”
“Actually most of the funds.. uhmm, came from the higher
management. It was just given to us… from the administration office.
Uhmm sponsorship base on my experience, it was not allowed, if there
is a logo of Fatima. Although there are some who wants to sponsor but
maybe only verbally... Ex deal, for example you are going to sell your
product in our school then you will give something in kind or in cash.”
Respondent 4
“Ah ano like film showing ganyan ginawa na rin naming yun saka
yung sponsorship… yung ano dermcare.”
“Like film showing, we already do that and then the sponsorship… the
Dermcare.”
Respondent 5
“For the sufficient funds for the events number one is yung fund
raising nga na ginawa naming and then after nun this coming CHIM
Week nag sesend kasi kami ng sponsorship letters para sa iba’t ibang
companies... and then yung fund na galing sa main office… sa
Valenzuela kaya may funds kami.”
“For the sufficient funds for the events, number one is the fund raising
that we did and then after that, this coming CHIM Week we are
sending sponsorship letters for the different companies and then the
fund from the main office… at Valenzuela. So that we have the funds.”
4.8 How did you plan on the possible expenditures of the event?
Respondent 1 “For the possible expenditures, uhmm... from the time that we do the
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research phase and the design phase, and we uhh identify all of the
committees that we have we make sure that every details ahh, we write
down or we do a checklist what are the things that they will be needing
and what are the expense that we have. And that’s the time that we do
the budget breakdown wherein we itemize every each details of
expenses that we have in the event.”
Respondent 2
“uhmm, expenses? These days we just uhmm plan the expenditures.
Right know we don’t have that much expenditures or expnses. We will
have the expenses maybe on the day of the event but we will all
documented it.”
Respondent 3
“We are allotting budget for example for this game, uh our budget is
only 500 pesos, for this game 2,000… so that uh we will not exceed to
our budget.”
Respondent 4
“ano yung… kung may mga di na kaylangang bilhin syempre dapat
budgetin namin yung pera, kung meron nang mga gamit na hindi na
kaylangan bilhin wag nang bilhin kaysa naman bibili pa kami na meron
na palang gamit.”
“If there is no need to buy, of course we have to budget the funds. If
there is materials available and we don’t have to buy.”
Respondent 5
“Possible expenditures… so malalaman kasi nung expenditures after na
ng CHIM Week pero yung planning namin dyan gumawa kami ng
breakdown. Lahat ng kaylangan naming gamitin na pasok sa binigay ni
mam chat samin for example lahat ng certificates, trophies, medals..
galing yun lahat sa fund na ibibigay nila pero the rest na kaylangan
naming gawin kunware yung mga small things lang like scissors.. hindi
na kasama sa breakdown ng pera yan.”
“Possible expenditures… so we will know the expenditures after the
CHIM Week but our planning for that is we make a breakdown. All
that we need to use that is include in the budget that came from mam
chat. For example all the certificates, trophies, medals.. all of it is from
the fund that they give but the rest that we need to use like some small
things like scissors... we exclude it from the breakdown.”
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4.9 What is your plan for the provision of all the necessary equipment?
Respondent 1
“in provision of all the necessary equipment that we will be needing in
the event, at first is we choose the best resources that we have in the
event such as technical, physical arrangement, and from that then, we
put them all together and of course we are renting them basing on the
things that they could provide for the event.”
Respondent 2
“What kind of equipment? What equipment you are saying with this?
Like all the materials and machineries needed for the event itself?
Usually we have the mobiles. We took it from the sponsors. And then
if we can, sometimes it was provided by the school. Under the society
or under the department.”
Respondent 3
“Equipment uh mostly we are borrowing equipments from the school.
Then uh may mga nag iisponsor for example uh, yung mga supplier ng
shirts… sya yung nag sponsor ng mobile… uhmm mobile, I’m not
sure.”
“Equipment... mostly we are borrowing equipment from the school.
Then there are some sponsors like for example the supplier of the
shirts, they are sponsoring the mobile.”
Respondent 4
“Yung speaker kase at saka yung mobile... Like mobile... yung sila
(program coordinator) na kasi ang bahala dun sila na yung magbibigay
ng pera para samin tapos kami nalang yung mag re-rent ng mobile.”
“The speakers and the mobile… the program coordinator is
responsible for that, they just give us the money then we are the one
who’s renting the mobile.”
Respondent 5 “Sabi nyo katulad nung kay Ma’am, meron kaming mga kinikuha
inside the school so yun yung mga nire-requi namin kay sir. Mga
kaylangan gamitin simula sa Monday program natin hanggang Friday.
And then yung iba naman, more on marketing, yun yung outside the
school naman.”
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“Like what you said in Ma’am’s, we had some that came from inside
the school so we put it on the requisition for sir. The things we need to
use from the Monday program to Friday. And then the other, more on
marketing... that was outside the school.”
4.10 What are the techniques in formulating the comprehensive details of the program?
Respondent 1
“In formulating the comprehensive details of the program, what we
usually do is… we have this two step… first is we do brainstorming
where in we gather data from the different committees so we could
come up with a different ideas that could contribute towards the event.
And then from the brainstorming, we conduct also mind mapping, for
the mind mapping its like we are looking or mapping around all of the
details for each committees from the single details to the big details,
what are the things that we will be needing in that event.”
Respondent 2
“Techniques? First we need someone who has really detailed
knowledge about the event organizing which is we have the head
organizer whose really an event professional and knows how to really
conceptualize and formulate or plan the event. So from his knowledge,
from his self also, that’s what happen, he is the one who’s guiding us
in the society.”
Respondent 3 “Brainstorming. Mostly. Then uh... every detail hinihimay sya uhmm
for example from the event title or a the event concept hanggang sa...
ano ba... division of the labor then pag na divide na yung mga task na
yun tsaka ni hihimay-himayin... ano ba yung mga kailangan sa games
na to, ano yung mga kailangan nating prizes, ano yung kaylangan natin
equipments, sino yung… or ilan ang manpower natin dapat…
something like that.”
“Brainstorming. Mostly. Then every detail drafted. For example from
the event title or the event concept to the division of the labor then if
the task is finally divided, then we will drafted it… what will be the
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needs in this game, what are the prizes needed, what are the
equipments needed and who are.. or how much manpower needed....
something like that.”
Respondent 4
“syempre ano, first you have to plan. Second, yung designing ng
program nyo tapos yung budget… yon.”
“First, you have to plan and second, the designing of program and
then the budget.”
Respondent 5
“uhmm, techniques... first siguro yung members itself. So syempre
program head namin… Ang pinaka adviser naming… tapos si (officer)
tsaka si (officer) ang head nun. So kailangan sila mismo dedicated sila
at the same time dapat yung taong under nun, same with the officers…
dapat alam nila kung pano makisama dun and then syempre yung
program flow itself kaylangan yung program flow kasi hindi lang
basta ginagawa yun. So sometimes may pinagbabasehan sila,
sometimes kumukuha sila ng ideas from other.. from uhmm…from
last years program natin.”
“uhmm… Techniques... first maybe are the members itself, so of
course our program head… and our adviser. And then (officer) and
(officer) was the head of that. So it is important that they are dedicated
at the same time the people under that, same with the officers... they
must know how to cope and then of course the program flow itself...
the program flow was not easily made. So sometimes they have
something to base in. sometimes they got it from the others idea like
the last year’s program.”
4.11 What are the possible incidents that could negatively affect the event?
Respondent 1 “For the possible incidents that could negatively affect the event is of
course the feedback of the number one is the feedback of the audience
it is the important... we make it sure that we satisfy our audiences. Yes
there is no perfect event but at some point it is important that we put
safety and security of the guest or the participants as well as we satisfy
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their needs because it’s really hard for the event management team to
have a tarnished reputation for such a single risk that could happen in
the event.”
Respondent 2
“Possible incident... during the event... Negative... actually if you see
of course the weather then the untoward incidents, accidents if ever. Of
course we need to avoid It and then the delays... and then the lack of
manpower. Those are the possible incidents that are likely to happen.”
Respondent 3
“uhmm number one is the budget, yes. Budget kasi minsan mag aadjust
lang kami kung anung meron din then uhmm force majeure... uhmm
unexpected situation uhmm like umulan, umaraw o kung ano man,
baka mawalan ng pasok then yung baka kulangin kami sa manpower
specially ngayon na maraming aalis na papuntang U.S for ojt.”
“Number one is the budget, yes. Budget because sometimes we will
only adjust on what is on-hand and then force majeure. Unexpected
situation... like rain or what... Maybe classes are suspended then if we
lack of manpower especially now that there are lot of students whose
going to U.S for their ojt.”
Respondent 4
“yun nga ano.. like technical, technical problems yung kunyare ano
yung sounds nyo nagloko.. ganun, so dapat meron kayong ano mga
mga back up plans. Ganun.”
“Like technical, technical problems... for example your sounds system
has trouble, so you should have back up plans.”
Respondent 5 “Possible incidents…. Siguro ano… hindi natin maiiwasan yung
weather condition. Kasi pag chim week di mo alam kung uulan minsan
o hindi eh. So number one yun. Weather condition. Pangalawa is
technical problems so madalas naman yun eh pag technical problems
bigla nalang nawawala yung sound... minsan di ko alam kung anung
nangyayari. Tapos pangatlo yung ano... yung biglang pagka wala ng
mga candidates, yung mga participants na naglista sila.. naglista sila
dun sa candidates.. sa participants pero di sila pupunta and then
syempre yung huling huli kapag nawala na yung officers.. syempre
wala nang gagawa kapag wala nang officers na natira.”
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“Possible incidents... maybe... we cannot control the weather
condition. During the event we don’t know if it is going to rain or not.
So that was the number one, The weather condition. Second is
technical problems so it happen most of the time… in technical
problems suddenly sounds are having trouble... sometimes we don’t
know what’s the reason. Then the third is the disappearance of the
candidates. They are listed as candidates but they did not come. And
then of course the last is when the officers are not around… when there
are no officers left.”
4.12 What are the contingency plans for each incident?
Respondent 1
“Contingency planning… we make it sure that in the research phase we
identify the different risk. First as much as risk as possible and then
from that then we think of… we formulate the contingency plan that
we could apply for each risk. For example like from the program
committees... we think of the plan B that we could apply if ever that the
resources will be not available as well as in technical for the funds like
in finance committee we think of the what would be the possible...
resources of our funds so if ever the plan A would not work, we will
think of plan B and plan C.”
Respondent 2
“So in case of weather of course we have our indoor places that we can
use. Most of the activities will be held at SCH and CC so it was
covered... so it is okay... and second when the times of we had a lack of
manpower, although we know that we had enough and there are a lot of
people that could help. It is really need to distribute carefully. The days
and who are the persons... which is we practicing right now.”
Respondent 3 “Contingency plans... for example uhh sa budget kami nagka problema
definitely titipirin naming kung ano yung natira. Uhh for example the
plan is we will be giving a trophy so… mas mura sa trophy..like kung
anu nalang, like printed uhh… certificate with name then about the
force majeure naman uhm for example umulan, edi indoor. Then about
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CHIM WEEK SCHOOL YEAR 2014… 32
the manpower siguro nagiging multi-tasking nalang yung mga tao
naming for example yung mga uhh tong officer na to naka assign sa
particular game na to, then assign parin sya dun sa dalawang games
kasi kulang nga sa manpower.”
“Contingency plans… for example we have problems in our budget
definitely we have to tighten the remaining budget. For example the
plan is we will be giving a trophy so... we go for what is cheaper than
the trophy. Like printed certificates with name then about the force
majeure, for example rain... so we go for indoors. Then about the
manpower maybe there will be a multi-tasking for the workers. For
example this officer was assigned in a particular game, and then he will
be also assigned in the other two games because of the lack of
manpower.”
Respondent 4 “ayun kagaya nga ng sinabi ko kanina, yung technical committee dapat
may back up plan kayo so dapat meron din kayong mga back up na
sounds na kaylangan para pagka nagloko yung sounds nung contestants
meron parin kayong back up na sounds na gagamitin.”(Interviewer:
ahh for example sa incident na may kinalaman sa nature? Pag may
bagyo?) “ah pag may bagyo, ah syempre kaylangan nating ipa-
cancel… kung magiging delikado talaga yung ano.. yung kung
gagawin pa naming… kung itutuloy pa naming ano yung event
syempre dapat i-cancel nalang dapat pauwiin na naming yung
audience, performers..”(Interviewer: sa financial naman? Problems sa
financial?) “pag sa financial ahmm siguro ilalapit nalang namin yun
kay sir.. sa mga adviser namin. Then sila na yung bahalang mag ayos.”
“Like what I have said lately, the technical committee must have their
back up plan. They should have back up sounds needed so if ever there
is a problem on the contestant’s sounds(for their performance) you
already have your back up to use. (Interviewer: for example, in the
incident involving the nature? If there is a typhoon?) If there is a
typhoon of course we have to cancel it. If there situation is really
dangerous of course we really need to cancel and let the audience and
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performers go home. (Interviewer: in financial? Problems with
financial?) In financial…maybe we will go to sir…or to our advisers
and then they will fix it.”
Respondent 5
“siguro dapat laging may alternative.. so for example katulad naming
officers.. kami mawawala kami kasi mag iinternational kami ng ojt eh.
So ang ginawa naming naghanap agad kami ng kapalit namin. So
tinuruan muna naming sila para bago naming sila isasabak dun. Sa
recognition.. ano naman, yung iba kasi sa CC gaganapin so pag ganyan
ahmm kaylangan yung manpower parin ang kaylangan. Kaylangan
lilipat ng ibang stage naman yan or ibang building. Tapos yung sa
technical naman siguro alternative lang na technique gaya ng sound
system ganun. Pwede naman manghiram siguro sa baba.”
“There should be an alternative all the time. So for example, just like
us, the officers… we are going to go for our international OJT so what
we are doing is we look for someone who can replace us. We guide
them first before they go there. In recognition, it was… some of it was
held at CC so we still need the manpower. For transferring the stage to
another building. And then in the technical.. maybe alternative
technique like the sound system. Maybe we can borrow downstairs.”
4.13 What strategy can you recommend for future event planners?
Respondent 1
“Well, for the strategy that I could recommend for the future event
planners… is always bring in mind that there is no perfect event. It just
happened that you have to follow the global standard of a global
planned event were in this is five stage… the research, design,
planning, coordination and evaluation through following this five
stages it won't... it would give you an ideas as well as… a good
strategy on how your going to execute your event in a seamless way
specially most specially with the evaluation phase because evaluation
phase is would be your basis in the next event and that documentation
as well.”
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Respondent 2
“Strategies… first you need to have a view or knowledge about the
event organizing then second... it depends on gthe nature of the school,
for example the event organizing of the school. What is the nature of
the school... the Fatima. Of course under the school, you need to ask
for the permission, because that is the very first step. Then your
members... they must have their time and effort to do their entire
assigned task. Then proper communication, because if you always have
a proper communication the preparation can be easily done.”
Respondent 3
“Strategy… uhmm... siguro always base from the previous events so…
kasi mas maganda kung binibase mo yung uhh future event mo sa
nangyari na dati so hindi na mag o-occure kung ano man yung mga
problema na naganap then always be flexible, then optimistic, hmm
ano pa bang dapat, then dapat open-minded ka eh yun yung mga
strategies na naiisip ko na.. Strategies or characteristics that uh should
be there by an uh event organizer or planner.”
“Strategy… maybe always base from the previous events so... cause it
is much better if you base your future event to the event before to avoid
the occurance of the problems that has happened. Then always be
flexible, then be optimistic, then you should be open-minded. That is
the strategies or characteristics that should be with the event organizer
or planner.”
Respondent 4
“ano.. pagka ano malayo yung event mag plan na.. wag titigil. Pero
pagka yung malapit na yung event talaga kaylangan nyo nang gawin
yung lahat ng mga dapat gawin hindi yung petiks petiks lang.”
“If the event is still far from the schedule, don’t stop. And when the
event day is coming, you have to do all the necessary things to do. Do
not cram!”
Respondent 5 “uhmm strategy.. siguro number one kaylangan ano.. dedication,
passion tsaka uhmm to future leaders.. o yung mga susunod samin
maging ano sila, maging responsible tsaka gusto talaga nila yung
gagawin kasi yung iba umaayaw na pag dating ng chim week eh.
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Syempre pagod pagod na, ganyan.. tas pangalawa sa event mismo
uhmm… siguro maging mas concise yung pinaka flow ng program
minsan kasi dun nagkakaproblema eh.. nagkakamali mali na ng
ginagawa, ganyan… di na nasusunod yung program. So ano lang.. mas
detailed, specific tsaka making lang lagi sa advisers. Yun lang.”
“uhmm, strategy.. maybe number one is dedication, passion and to
future leaders, or the next to us.. they should be responsible and they
like what they are doing because the others might give up easily when
the CHIM Week comes. Of course they are already tired. And then
second is during the event.. maybe they should be more concise on the
flow of the program because sometimes that was the problem.. there is
a lot of error on the execution and the program was notproperly
followed. So, more detailed, specific, and always listen to their
advisers.”
5.0 Discussion
5.1 Positions
Every team has its members, and so does the CHIM Week. The researchers interviewed the
following: the overall organizer of the whole event, two of the event advisers, and the presidents of
Hotel and Restaurant Management Society and Travel Management Society.
5.2 Planning Stage Responsibilities
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Each position comes with responsibilities. An overall organizer’s responsibilities are to
delegate task, develop the objectives and theme of the event, and monitor all of the deadlines and the
execution of the plan. The event advisers lend a helping hand to the overall organizer. They facilitate
members or officers and assign their respective duties. They are also responsible for all the things
necessary and greatly needed for the successful execution of the plan. The presidents of each society
are assigned to handle the officers, organize the event, documentation and even monitor the fundraising
events such as film showing.
5.3 Committees and Their Duties
There is a variety of committees involved in the planning stage of the CHIM Week. As stated
by the first respondent, the Program Committee is in charge of the overall program flow and the
stakeholders involved in the program. The Technical Committee is responsible for the technical aspect
of the event that includes mobiles, sounds and lights. The Logistics Committee works on the papers
needed for the whole event and the Sponsorship Committee is responsible for the sponsors and the
fundraising events. The second respondent added that the Administration Department that manages
each department, the Marketing Committee that promotes the CHIM Week event, and also the Waste
Management.
5.4 Delegation of Tasks
The head organizer and the last respondent delegate tasks to each committee depending on
their capabilities and skills. The second respondent delegates tasks with regard to their members’
schedules. The third and fourth respondent stated that tasks are given to the leaders in meetings and
those leaders are responsible for distributing the task to their members.
5.5 Steps in the planning process of CHIM Week 2015
The head organizer adapted the Global Plan Event, which had five stages namely: Research
phase (conceptualization of theme, identification of risks), Design phase (original plans, designs and
theme), Planning phase (execution of whole design, generate ideas for objective, stakeholders,
committees), Coordination phase (delegation of tasks and coordination with stakeholders), and
Evaluation phase (link for the next event, SWOT Analysis). One of the advisers said that they held
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CHIM WEEK SCHOOL YEAR 2014… 37
meetings and wrote approval letters and prepared the venues and other necessary materials. The
president of the TM Society said that they start with planning and then start the fundraising events.
5.6 Conceptualizing the Event Goals and Objectives
They conceptualize the goal and the objective of the event through first, is gathering
information or data from the different students and who will be their audience. They ask them first
what they like to see in their event, what are the things that the audience wants to experience and from
that information they gather, that’s the time that they conceptualize their goals and objectives. He said
the most important person in even management is the audiences because those are their market. So it is
important that their objective, theme, and their goals are related to the wants and the needs of the
audiences. The fifth respondent conceptualizes goals by planning then adds an action on it. According
to her, it is important to get a help from all the people involved. You cannot set your goal and
objectives without the help of our Professors, advisers and of course members. Members should be
active.
5.7 Accumulation of Sufficient Funds
Collection of funds for all the expenditures is as effortful as the other parts of the event. The
interviewees came up with the same answer – fundraising events, funds from the university
administration and sponsorship. The fundraising events include film showing and product selling
(Shirts, pins, lanyards, graham balls etc.). The university’s administration also contributes through
accepting the letters of request filed by the officers, and then provides a certain amount for the funds.
Last, but not the least, the sponsorship. According to the head organizer, there are two types of
sponsorship – the cash basis and others, and as long as it contributes to the execution of the event, it’s
all acceptable. The president of the TM Society added that they send sponsorship letters to different
companies. One of the advisers exclaimed that sponsorship with the logo of the university is not
allowed anymore, but a deal can be made. For example, the company will sell a product in the campus,
and then they will give any form of commission.
5.8 Planning the Expenditures
For every event, there will always be the expenses. As stated by the head organizer, in the time
of the research phase and the design phase, they make sure that all the comprehensive details are jotted
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down and a checklist is made. This is to identify all the things that they will need and a budget
breakdown will be done to itemize each detail of the expenses. An adviser said that they allot a budget
for every part of the event. For example, this particular game will receive an amount of PHP 500.00,
while the other will receive PHP 2000.00. In the HRM President’s statement, she said that they do not
purchase the things that can be provided by the team. This is to wisely use the budget. Some of the
expenses include the certificates, medals and trophies, as stated by the TM President. So these are
added in the breakdown, but the things that can be provided, like scissors, are not.
5.9 Planning the Provision of All Necessary Equipment
In providing all the necessary equipment, they choose the best resources, such as the technical,
physical arrangement and others, and then they put them all together, as told by the Head organizer.
The rest of the interviewees added that they do rentals from inside and even outside of the university’s
premises. Sponsors may also provide the equipment needed.
5.10 Techniques in Formulating the Comprehensive Details of the Program
In formulating the comprehensive details of the program, there are certain techniques done by
the event’s team. The head organizer said that they have two steps: brainstorming and mind mapping.
In the former step, they gather data from different committees to come up with different ideas that
could contribute to the event, then in the latter, they look or map around all the details, small or big,
from each committee. An adviser added that they need someone who has detailed knowledge about
event organizing to properly conceptualize, formulate and plan for the event. Thorough analysis of
details is what another adviser said. From the event title down to the event concept, all the details are
checked and the division of labor is done. Dedication of each member of the team and basis on past
events are practiced, like what the TM President said.
5.11 Possible Incidents That Can Negatively Affect the Event
The number one incident that could negatively affect the event is the feedback of the audience,
as explained by the head organizer. The audience is the most important, so they make sure they satisfy
them. There is no perfect event, but they have to consider the safety and security of the guests and
participants, as well as the satisfaction they will receive, because for him, it’s hard for an event
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management team to have a tarnished reputation, because of a single risk. As to other interviewees,
lack of manpower and funds, force majeure and technical problems could negatively affect the event.
5.12 Contingency Planning
When there is a possibility for a negative incident to happen, a wise event team must prepare
for it. That is when the contingency planning comes in. In the head organizer’s statement, he said that
they make sure that they identify all the possible problems in the research phase. Then from that, they
formulate contingency plans that they could apply for each. In case of force majeure, such as bad
weather and other uncontrollable situations, indoor execution, cancellation and change of schedule and
venue are considered, as stated by the other interviewees. In financial problems, they will make sure to
strictly budget the funds left and even try to collect more, while in technical problems and manpower,
backup will be done.
5.13 Strategies Recommended for Future Event Planners
For the future event planners, the interviewees gave a few notes for them to consider. The head
organizer said that they should keep in mind that there is no perfect event, but they have to apply the
global event stages: research, design, planning coordination and evaluation. An adviser suggested that
they should have a view or knowledge about event organizing and make sure the members have the
time and effort to do their assigned tasks. Proper communication is also essential to make preparation
easier. Basing on previous events is what another adviser recommended. She also added that event
planners must be always flexible, optimistic and open-minded. The HRM President suggested that they
should plan for a long time before the event itself, and when the event is near, they should work hard
and do not procrastinate. As for the TM President, event planners should be strongly dedicated,
passionate and responsible, and they should come up with a very concise even plan.
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6.0 Moderatum Generalization
Throughout the years, the College of Hospitality and Institutional Management has been
providing momentous events to students through one of the most awaited events each year – The
CHIM Week. Now, another CHIM Week was designed by the event’s team and through this study, the
researchers have determined how they planned CHIM Week School Year 2014-2015.
An organizational approach was applied through the assignment of positions and delegation of
respective duties. In the planning stage, a step-by-step approach was applied and it consisted of a large
amount of brainstorming to come up with bright ideas. Research also played a significant role in
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planning the event. This enabled everyone, in each committee, to contribute through fulfilling their
responsibilities every time and come about a strong event planning. Through careful conceptualization,
the event’s goals and objectives were determined. When it came to the accumulation of funds, they
used strategies that reflect certain skills, such as creativity and communication skills. Possible
expenditures were identified and careful allocation of funds, provision of available sources and proper
documentation was applied. The details of the program are intricate, so formulation was thorough and
strictly managed. Risk management was considered, so contingency plans were made. They identifed
the possible incidents that could negatively affect the event and formed backup plans to prevent or
resolve any situation. On top of it all, the CHIM Week event will not be as successful as expected if the
event planners did not form strategies and did not have the right qualities. Resourcefulness,
perseverance, passion and determination are some of the qualities that they have and must have to
reach their goals – to give an astounding experience to guests and promote nationalism.
7.0 Reflection
In this study entitled “CHIM Week School Year 2014-2015: A Study of the Event Planning”,
the researchers have gathered essential information that could benefit them in the future. As being part
of the CHIM Program, being an event planner is one of their possible professions. Thus, the study
contributes a great amount of knowledge about planning an event and a deeper understanding of the
planning stage of an event – from being keen to details and to formulating backup plans. Aspiring
event planners, students and future researchers will also benefit from this study. The planning stage of
an event is complex. With that being said, the researchers identified strategies that can be applied and
qualities that can be practiced to have an even more managed event. The researchers learned that event
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CHIM WEEK SCHOOL YEAR 2014… 42
planners must form strategies necessary to accomplish each detail of the plan, but if things do not go as
planned, contingency plans are applied, and thorough planning should be strictly implemented.
REFERENCES
A. Books
Getz, D. (2013). Event Studies. Routledge.
Goldblatt, J. (2010). Special Events: A New Generation and the Next Frontier. John Wiley &
Sons.
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Kilkenny, S. (2011). The Complete Guide to Successful Event Planning. Atlantic Publishing
Company.
Shamoo, A., & Resnik, D. (2009). Responsible Conduct of Research (Second Edition).
Oxford University Press.
Steiner, G. (2010). Strategic Planning. New York: The Free Press.
B. Electronic Materials
Blog Posts
Beers, G. (2015). 6 Big Event Planning Mistakes You Can Prevent Now. Retrieved from
http://eventplanning.about.com/od/eventplanningbasics/a/6-Big-Event-Planning-
Mistakes-You-Can-Prevent-Now.htm
Community Organisers Toolbox. (2015). Budgets. Retrieved from
http://www.etu.org.za/toolbox/docs/finances/budget.html
Duke Law University. (2015). Event Planning Guide. Retrieved from
https://law.duke.edu/news/eventsoffice/guide/
International Institute of Event Management. (2014). The 5 Most Common Mistakes in Event
Planning. Retrieved from http://institute-of-event-management.com/5-most-common-
mistakes-event-planning-and-how-avoid-them
McLeod, S. (2008). Qualitative Quantitative. Retrieved from
http://www.simplypsychology.org/qualitative-quantitative.html
Parry, A. (2014, April 24). 5 Innovative Trends for Event Planners Who Want to Stay in
Business. Retrieved from http://www.eventindustrynews.co.uk/guest-blogs/innovative-
trends-event-planners-want-stay-business/
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CHIM WEEK SCHOOL YEAR 2014… 44
Resnik, D. (2011, May 1). What is Ethics in Research & Why is it Important? Retrieved from
http://www.niehs.nih.gov/research/resources/bioethics/whatis/
Riley, J. (2012, September 23). Managing Risk - Contingency Planning. Retrieved from
http://www.tutor2u.net/business/strategy/risk_contingency_planning.html
Swale Borough Council. (2015). Events - Risk Assessment. Retrieved from
http://www.swale.gov.uk/events-risk-assessment/
Wicks, D. (2015). How Does an Expenditure Work? Retrieved from
http://smallbusiness.chron.com/expenditure-plan-work-17730.html
Wild Apricot. (2015). How To Plan An Event. Retrieved from
http://www.wildapricot.com/membership-articles/eg-how-to-plan-an-event
Presentations
Ashleigh G. (2013, September 23). Events Management Team Job Roles. Retrieved from
http://www.slideshare.net/AshleighG/events-management-team-job-roles-26473904
Valenzuela, D., & Shrivastava, P. (2015). Interview as a Method for Qualitative Research.
Retrieved from http://www.public.asu.edu/~kroel/www500/Interview%20Fri.pdf
C. Articles/Documents/Journals
Boeree, G. (2005). Qualitative Methods. Retrieved from
http://webspace.ship.edu/cgboer/genpsyqualmeth.html
Central Pennsylvania’s Community College. (2015). Steps to Successful Event Planning.
Retrieved from http://www.hacc.edu/Students/GetInvolved/StudentActivities/upload/
Seven-Steps-to-Successful-Event-Planning.pdf
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CHIM WEEK SCHOOL YEAR 2014… 45
Cornell University. (2015). Successful Steps to Event Planning. Retrieved from
http://dos.cornell.edu/cms/activities/sao_handbook/upload/steps.pdf
Guidelines For Concerts. Events and Organised Gatherings. (2009, December). Retrieved
from http://www.rgl.wa.gov.au/resourcefiles/publications/eventsguide2009.pdf
Oregon State University. (2015). Event Planning Guide. Retrieved from
http://oregonstate.edu/ua/events/book/export/html/50
Callens, D. (2009, September). Event Committee Job Descriptions. Retrieved from
http://cheryler.aloak.ca/EVENTCOMMITTEEJOBDESCRIPTION1.htm
D. Interviews
1. Respondent 1: Overall Head Organizer
2. Respondent 2: Adviser
3. Respondent 3: Adviser
4. Respondent 4: Hotel and Restaurant Management President
5. Respondent 5: Travel Management President
GLOSSARY OF TERMS
CHIM Week. College of Hospitality and Institutional Management Week; an annual event held in Our
Lady of Fatima University – Antipolo Campus and managed by its department
Contingency Plan. A plan designed to take a possible future event
Event goals. The aim or desired result of the event, usually long-term
Event objectivies. The short-term aims to reach the event goal
Event Planning. The process of making pre-preparations for an event
Expenditure. The amount of money to be spent for the event
Funding. The amount of money provided and/or raised for the event's budget
HRM. Hotel and Restaurant Management; an educational program offered in Our Lady of Fatima
University – Antipolo Campus.
Organizing Committee. A group of people assigned to work on a specific task
Overall Event Management. The overseeing of the event's processing
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Risk Assessment. A systematic process of evaluating potential risks that may affect the event
Stakeholders. A group of people who are involved in the planning stage of the CHIM Week
TM. Travel Management; an educational program offered in Our Lady of Fatima University –
Antipolo Campus.
LIST OF APPENDICES
APPENDIX A
Letters of Permission
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APPENDIX B
Research Instrument
What is your position in the Events Team?
What are the steps in the event planning process of the CHIM Week 2014-2015?
In the planning stage of CHIM Week 2014-2015, what are your responsibilities?
What are the committees involved in the planning process and their respective duties?
How did you conceptualize the event goals and objectives?
What are the techniques in formulating the comprehensive details of the program?
How did you accumulate sufficient funds for the event?
How did you plan on the possible expenditures of the event?
What are the possible incidents that could negatively affect the event?
What are the contingency plans for each incident?
Follow-up Questions:
How did you distribute each responsibility to every member of the event planning committee?
What is your plan for the provision of all the necessary equipment?
What strategy can you recommend for future event planners?
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APPENDIX C
Timeline/Consultation Sheet
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APPENDIX D
Interview Text
Respondent 1
What is your position in the
Events Team?
“My position in the events team is the overall organizer for the
whole event.”
In the planning stage of
CHIM Week 2014-2015,
what are your
responsibilities?
“My responsibilities are, of course, to delegate task as well as to
think of the objective and theme of the event and to monitor all of
the deadlines and the execution of the plan.”
What are the committees
involved in the planning
process and their respective
duties?
“For the committees involved we do have different committees such
as program committees which is in charge of the overall program
flow as well as the uhmm with the stake holders that will involve in
the program and then we also have the technical committees which
is in charge of the technical aspect of the event which is such
mobiles, sounds and lights and then we also have the logistic
committee which is in charge of the paper works as well as the
letters that we will be needing for the whole event and we also have
sponsorship committee which is in charge in sponsors that we have
and for the fund raising that conducting.”
How did you distribute each
responsibility to every
member of the event
planning committee?
“Well, all of the task I do delegation thru first is we plan the event
and identify uhmm what are the committees needed and I based my
uhmm delegation of work depending on their capabilities and their
skills.”
What are the steps in the
event planning process of the
CHIM Week 2014-2015?
“For the steps that I follow in organizing the CHIM Week uhmm…
college week is we have in event management what we called the
five stages of the global plan event first is we do a research where
in this part is where identifying the different risk we may encounter
as well as conceptualizing all of the theme that we have to do or we
want to have in our event and the next step is the uhmm... planning
stage ah the design phase were in the design phase we conceptualize
what will be our original plans and what will be our uhmm.. ahh the
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theme of the event itself from the research that we conducted were
going to finalize and design what will be our very own theme and
then after the design phase we do the planning phase were in the
planning phase is the execution of the uhmm.. whole design and the
research from the research design from the research phase and to
the design phase we execute now through blue print what will be
our objective, what will be the… who will be the stakeholders, who
will be the committee in charge and then after the planning stage we
have this what you called the coordination phase for the
coordination phase is that’s the time we delegate the task and we
coordinate the different stakeholders that will we involved in the
event and after that the last phase will be the evaluation phase
which is the link for the next event through the evaluation phase we
uhmm... evaluate now what will be the possible uhmm… What will
be the SWOT, the strength, the opportunities, the weaknesses and
the trends of our event that we could improve for the next event that
is coming or for the next year’s CHIM Week.”
How did you conceptualize
the event goals and
objectives?
“Ahh... we conceptualize and the goal and the objective of the event
through… first is we ask information or we gather data from the
different students or who will be our audiences and then we ask
them first what they like to see in our event... what are the things
that they want to experience and from that information that we
gather, that’s the time that we conceptualize our goals and
objectives because uhmm… in event management, the most
important person in event is the audiences. Because they will be our
market. So it is important that our objective, our theme, our goals is
related to the wants and the needs of the audiences.”
How did you accumulate
sufficient funds for the
event?
“The… for the funds is uhmm… we do fund raising first, ahh of
course we sell products, we sell different… uhh we do film
showing, and fund raising activities as well as, we invite different
sponsors that could contribute through ahh cash basis or it could be
a sponsorship in kind. So different kind of sponsorship would be
acceptable as long as it could contribute to our event execution.”
How did you plan on the “For the possible expenditures, uhmm... from the time that we do
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possible expenditures of the
event?
the research phase and the design phase, and we uhh identify all of
the committees that we have we make sure that every details ahh,
we write down or we do a checklist what are the things that they
will be needing and what are the expense that we have. And that’s
the time that we do the budget breakdown wherein we itemize every
each details of expenses that we have in the event.”
What is your plan for the
provision of all the necessary
equipment?
“In provision of all the necessary equipment that we will be needing
in the event, at first is we choose the best resources that we have in
the event such as technical, physical arrangement, and from that
then, we put them all together and of course we are renting them
basing on the things that they could provide for the event.”
What are the techniques in
formulating the
comprehensive details of the
program?
“In formulating the comprehensive details of the program, what we
usually do is… we have this two step… first is we do brainstorming
where in we gather data from the different committees so we could
come up with a different ideas that could contribute towards the
event. And then from the brainstorming, we conduct also mind
mapping, for the mind mapping its like we are looking or mapping
around all of the details for each committees from the single details
to the big details, what are the things that we will be needing in that
event.”
What are the possible
incidents that could
negatively affect the event?
“For the possible incidents that could negatively affect the event is
of course the feedback of the number one is the feedback of the
audience it is the important... we make it sure that we satisfy our
audiences. Yes there is no perfect event but at some point it is
important that we put safety and security of the guest or the
participants as well as we satisfy their needs because it’s really hard
for the event management team to have a tarnished reputation for
such a single risk that could happen in the event.”
What are the contingency
plans for each incident?
“Contingency planning… we make it sure that in the research phase
we identify the different risk. First as much as risk as possible and
then from that then we think of… we formulate the contingency
plan that we could apply for each risk. For example like from the
program committees... we think of the plan B that we could apply if
ever that the resources will be not available as well as in technical
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for the funds like in finance committee we think of the what would
be the possible... resources of our funds so if ever the plan A would
not work, we will think of plan B and plan C.”
What strategy can you
recommend for future event
planners?
“Well, for the strategy that I could recommend for the future event
planners… is always bring in mind that there is no perfect event. It
just happened that you have to follow the global standard of a
global planned event were in this is five stage… the research,
design, planning, coordination and evaluation through following
this five stages it won't... it would give you an ideas as well as… a
good strategy on how your going to execute your event in a
seamless way specially most specially with the evaluation phase
because evaluation phase is would be your basis in the next event
and that documentation as well.”
Respondent 2
What is your position in the
Events Team? “I am one of the event advisers.”
In the planning stage of
CHIM Week 2014-2015,
what are your
responsibilities?
“Actually, (name of event organizer) is facilitating the planning
stage because he is more on… he knows the event management in
detail so we are just helping him on how to plan the CHIM Week.
We usually… we base on the theme for the annual CHIM Week.
For example this year, the CHIM Week… for this year’s CHIM
Week we are focusing on more on futuristic but “Reigning Local,
Conquering Global”, more on Filipinos being popular or being
recognized abroad. What are my responsibilities? We are just
facilitating the ATMS members or officers on planning stage like
we have the theme then the next stage are like planning who will be
the officers or who will be the person in charge per department like
in logistics in advertising in planning for activities and so on and so
forth...”
What are the committees
involved in the planning
process and their respective
“So like what I said administration department. So they are more on
what are the departments needed and then marketing so how they
will promote the CHIM week and then logistics, financial and what
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duties?else.. I forgot the other... waste management... what else, that’s all
their duties I remember.”
How did you distribute each
responsibility to every
member of the event
planning committee?
“Because they are students, we are considering their time. And then
we are considering also their courses... like some are HRM, some
are TM so based on their time and I based on their specific schedule
or same schedules we are distributing the responsibilities for
example, for ATMS, the activities related to travel management so
we are assigning it to the tm management officers. Same with
HRM. That’s how...”
What are the steps in the
event planning process of the
CHIM Week 2014-2015?
“So first of course we need to have our meetings so we started to
have our meeting last year. I think as I remember it was October...
Last week of October. Then November then we need to accomplish
all approval letters or approval things that we need to pursue this
CHIM week. And then we prepare also the necessary venues,
necessary materials... I think that’s the planning process that we
did.”
How did you conceptualize
the event goals and
objectives?
“Conceptualize… we base on the theme and then we base on the
curriculum, we base on the subjects of HRM and the travel
management… and then from that, we conceptualize the goals and
objectives. So we need to align it to the curriculum and then to what
subjects of HRM and TMs.”
How did you accumulate
sufficient funds for the
event?
“The funds for the CHIM Week usually came from the school. An
then uhmm we use also fund raising like uhmm… film showing…
those kind of things.”
How did you plan on the
possible expenditures of the
event?
“uhmm, expenses? These days we just uhmm plan the expenditures.
Right know we don’t have that much expenditures or expnses. We
will have the expenses maybe on the day of the event but we will all
documented it.”
What is your plan for the
provision of all the necessary
equipment?
“What kind of equipment? What equipment you are saying with
this? Like all the materials and machineries needed for the event
itself? Usually we have the mobiles. We took it from the sponsors.
And then if we can, sometimes it was provided by the school.
Under the society or under the department.”
What are the techniques in “Techniques? First we need someone who has really detailed
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formulating the
comprehensive details of the
program?
knowledge about the event organizing which is we have the head
organizer whose really an event professional and knows how to
really conceptualize and formulate or plan the event. So from his
knowledge, from his self also, that’s what happen, he is the one
who’s guiding us in the society.”
What are the possible
incidents that could
negatively affect the event?
“Possible incident... during the event... Negative... actually if you
see of course the weather then the untoward incidents, accidents if
ever. Of course we need to avoid It and then the delays... and then
the lack of manpower. Those are the possible incidents that are
likely to happen.”
What are the contingency
plans for each incident?
“So in case of weather of course we have our indoor places that we
can use. Most of the activities will be held at SCH and CC so it was
covered... so it is okay... and second when the times of we had a
lack of manpower, although we know that we had enough and there
are a lot of people that could help. It is really need to distribute
carefully. The days and who are the persons... which is we
practicing right now.”
What strategy can you
recommend for future event
planners?
“Strategies… first you need to have a view or knowledge about the
event organizing then second... it depends on gthe nature of the
school, for example the event organizing of the school. What is the
nature of the school... the Fatima. Of course under the school, you
need to ask for the permission, because that is the very first step.
Then your members... they must have their time and effort to do
their entire assigned task. Then proper communication, because if
you always have a proper communication the preparation can be
easily done.”
Respondent 3
What is your position in the
Events Team? “I am one of the event advisers.”
In the planning stage of
CHIM Week 2014-2015,
“Uhm… actually, (name of event organizer) is the one who is
delegating task for us. Uhmm... based on my experience from the
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what are your
responsibilities?
previous events I’m assigned with the welfare of the officers, for
the shirts, ano pa.. sa food nila and uh, in some particular needs.”
“(name of event organizer) is the one who is delegating tasks for
us. Based on my experience from previous events, I’m assigned with
the welfare of the officers, for the shirts, food, and in some
particular needs.”
What are the committees
involved in the planning
process and their respective
duties?
“Uh yes… uh, committee for t-shirt distribution, I have committee
for food uhm… ano pa bang committee ‘to…. I have also for
keeping the funds.”
“Uh yes, committee for t-shirts distribution, I have a committee for
food, I have also for keeping the funds.”
How did you distribute each
responsibility to every
member of the event
planning committee?
“uhmm definitely there is a leader in each committee so that the
task that I am going to delegate, uh will be given to the particular
leader then he or she is the one who will distribute also the task to
his or her members.”
What are the steps in the
event planning process of the
CHIM Week 2014-2015?
“uhmm for example in t-shirt, uhh merong naka assign na isang
leader or officer na pupunta sa each room, makikipag coordinate or
rather makikipag coordinate muna sya dun sa mga members nya
then he, sabi ko nga, he will assign each task for example yung
isang member nya uh for first year, the other one for second year
then yung mga members na yun yun naman yung makikipag
coordinate sa mga president ng each section. So its like chain of
command”
“For example in t-shirt, there is a leader or officer assigned to go
in each room to coordinate or rather they will coordinate first to his
members and then, as I said, he will assign each task for example
this member is for the first year, the other one is for second year
then the members will coordinate to the presidents of each section.
So it’s like chain of command.”
How did you conceptualize
the event goals and
“Event goals and objectives uh, the ideas are… mostly the ideas are
from from the students specially the officers, we are asking their
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objectives?
opinions or suggestion if what type of theme... are you asking for
theme ba? yung objectives and goals lang (opo) definitely ina-align
namin sya dun sa theme. For example if the theme is uh..what is the
theme for this CHIM Week? Reigning local, conquering global.. uh
so each games should be aligned with the theme for example in our
table set up, we had the western and ancient set up.”
“Event goals and objectives... the ideas are… mostly the ideas are
from the students specially the officers, we are asking their opinions
or suggestion if what type of theme..(Are you asking for the theme?
Or just the goals and objectives?) Definitely we aligned it from the
theme. For example if the theme is (what is the theme for this CHIM
week?) “reigning local, conquering global”… so each games
should be aligned with the theme for example in our table set up, we
had the western and ancient set up.”
How did you accumulate
sufficient funds for the
event?
“Actually most of the funds uh.. nanggagaling sya sa taas.
Binibigay lang sya…from administration office.” (uhh wala na po
yung parang mga nagbibigay ng tulong?..yung ganun po?) “uhh
sponsorship base on my experience hindi kasi sya ina-allow na may
logo ng Fatima although may mga gustong mag sponsor pero siguro
verbally lang ex deal like for example you are going to sell your
product in our school then magbibigay ka ng something in kind or
in cash.”
“Actually most of the funds.. uhmm, came from the higher
management. It was just given to us… from the administration
office. Uhmm sponsorship base on my experience, it was not
allowed, if there is a logo of Fatima. Although there are some who
wants to sponsor but maybe only verbally... Ex deal, for example
you are going to sell your product in our school then you will give
something in kind or in cash.”
How did you plan on the
possible expenditures of the
event?
“We are allotting budget for example for this game, uh our budget
is only 500 pesos, for this game 2,000… so that uh we will not
exceed to our budget.”
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What is your plan for the
provision of all the necessary
equipment?
“Equipment uh mostly we are borrowing equipments from the
school. Then uh may mga nag iisponsor for example uh, yung mga
supplier ng shirts… sya yung nag sponsor ng mobile… uhmm
mobile, I’m not sure.”
“Equipment... mostly we are borrowing equipment from the school.
Then there are some sponsors like for example the supplier of the
shirts, they are sponsoring the mobile.”
What are the techniques in
formulating the
comprehensive details of the
program?
“Brainstorming. Mostly. Then uh... every detail hinihimay sya
uhmm for example from the event title or a the event concept
hanggang sa... ano ba... division of the labor then pag na divide na
yung mga task na yun tsaka ni hihimay-himayin... ano ba yung mga
kailangan sa games na to, ano yung mga kailangan nating prizes,
ano yung kaylangan natin equipments, sino yung… or ilan ang
manpower natin dapat… something like that.”
“Brainstorming. Mostly. Then every detail drafted. For example
from the event title or the event concept to the division of the labor
then if the task is finally divided, then we will drafted it… what will
be the needs in this game, what are the prizes needed, what are the
equipments needed and who are.. or how much manpower
needed.... something like that.”
What are the possible
incidents that could
negatively affect the event?
“uhmm number one is the budget, yes. Budget kasi minsan mag
aadjust lang kami kung anung meron din then uhmm force
majeure... uhmm unexpected situation uhmm like umulan, umaraw
o kung ano man, baka mawalan ng pasok then yung baka kulangin
kami sa manpower specially ngayon na maraming aalis na
papuntang U.S for ojt.”
“Number one is the budget, yes. Budget because sometimes we will
only adjust on what is on-hand and then force majeure. Unexpected
situation... like rain or what... Maybe classes are suspended then if
we lack of manpower especially now that there are lot of students
whose going to U.S for their ojt.”
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What are the contingency
plans for each incident?
“Contingency plans... for example uhh sa budget kami nagka
problema definitely titipirin naming kung ano yung natira. Uhh for
example the plan is we will be giving a trophy so… mas mura sa
trophy..like kung anu nalang, like printed uhh… certificate with
name then about the force majeure naman uhm for example umulan,
edi indoor. Then about the manpower siguro nagiging multi-tasking
nalang yung mga tao naming for example yung mga uhh tong
officer na to naka assign sa particular game na to, then assign parin
sya dun sa dalawang games kasi kulang nga sa manpower.”
“Contingency plans… for example we have problems in our budget
definitely we have to tighten the remaining budget. For example the
plan is we will be giving a trophy so... we go for what is cheaper
than the trophy. Like printed certificates with name then about the
force majeure, for example rain... so we go for indoors. Then about
the manpower maybe there will be a multi-tasking for the workers.
For example this officer was assigned in a particular game, and then
he will be also assigned in the other two games because of the lack
of manpower.”
What strategy can you
recommend for future event
planners?
“Strategy… uhmm... siguro always base from the previous events
so… kasi mas maganda kung binibase mo yung uhh future event
mo sa nangyari na dati so hindi na mag o-occure kung ano man
yung mga problema na naganap then always be flexible, then
optimistic, hmm ano pa bang dapat, then dapat open-minded ka eh
yun yung mga strategies na naiisip ko na.. Strategies or
characteristics that uh should be there by an uh event organizer or
planner.”
“Strategy… maybe always base from the previous events so... cause
it is much better if you base your future event to the event before to
avoid the occurrence of the problems that has happened. Then
always be flexible, then be optimistic, then you should be open-
minded. That is the strategies or characteristics that should be with
the event organizer or planner.”
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Respondent 4
What is your position in the
Events Team? “My position is HRM president”
In the planning stage of
CHIM Week 2014-2015,
what are your
responsibilities?
“My responsibilities are to handle my officers and to organize the
event.”
What are the committees
involved in the planning
process and their respective
duties?
“uhmm, the committees uh like program committee, their
responsibility is to handle the whole program of the event and ano,
and then technical committee, yung ano…their responsibility is to
collect the sounds of every contestants and performers in the event.”
“The committees like the program committee, their responsibility is
to handle the whole program of the event and the technical
committee’s responsibility is to collect the sounds of every
contestants and performers in the event.”
How did you distribute each
responsibility to every
member of the event
planning committee?
“uhmm ano I… I designate task properly to each committee like
ano... Like in every meeting uh I will distribute the task. Hmm wala
ano, inaano ko lang naman eh, pagka meeting binibigay ko lang sa
kanila yung task tapos yun ginagawa naman nila.”
“I designate task properly to each committee like in every meeting,
I will distribute the task. I’ll just give it to them and they will do
it..”
What are the steps in the
event planning process of the
CHIM Week 2014-2015?
“Syempre ano, first ano medyo brainstorming muna sila or kame
para makabuo kami ng plan. Yun. Tapos yung plan na yun dapat
mabuo naming siya in… siguro mga one (1) month ganun tapos
kailangan na naming siyang gawin.”
“First, we brainstormed to construct a plan. Then the plan should
be finished within one month then we make the execution.”
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How did you conceptualize
the event goals and
objectives?
“ah syempre ano eh kung iisipin mo yung kapagka pina-plan mo
palang yung event syempre parang na coconceptualize kung ano
yung nasa isip mo na magiging kakalalabasan ng event mo
pagdating nung pinakang event na syempre kailangan mong i-
conceptualize kung magiging maganda ba yung event or pangit so
kailangan mong pagplanuhan mabuti para maging successful yung
event”
“Of course when you are about to plan for the event, it’s like you
already have your concept in your mind on what will be the
outcome of your event. On the day of the event, you have to
conceptualize whether the event will be successful or not so you
need to plan for it carefully to make the event successful.”
How did you accumulate
sufficient funds for the
event?
“Ah ano like film showing ganyan ginawa na rin naming yun saka
yung sponsorship… yung ano dermcare.”
“Like film showing, we already do that and then the sponsorship…
the Dermcare.”
How did you plan on the
possible expenditures of the
event?
“ano yung… kung may mga di na kaylangang bilhin syempre dapat
budgetin namin yung pera, kung meron nang mga gamit na hindi na
kaylangan bilhin wag nang bilhin kaysa naman bibili pa kami na
meron na palang gamit.”
“If there is no need to buy, of course we have to budget the funds. If
there is materials available and we don’t have to buy.”
What is your plan for the
provision of all the necessary
equipment?
“Yung speaker kase at saka yung mobile... Like mobile... yung sila
(program coordinator) na kasi ang bahala dun sila na yung
magbibigay ng pera para samin tapos kami nalang yung mag re-rent
ng mobile.”
“The speakers and the mobile… the program coordinator is
responsible for that, they just give us the money then we are the one
who’s renting the mobile.”
What are the techniques in “syempre ano, first you have to plan. Second, yung designing ng
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formulating the
comprehensive details of the
program?
program nyo tapos yung budget… yon.”
“First, you have to plan and second, the designing of program and
then the budget.”
What are the possible
incidents that could
negatively affect the event?
“yun nga ano.. like technical, technical problems yung kunyare ano
yung sounds nyo nagloko.. ganun, so dapat meron kayong ano mga
mga back up plans. Ganun.”
“Like technical, technical problems... for example your sounds
system has trouble, so you should have back up plans.”
What are the contingency
plans for each incident?
“ayun kagaya nga ng sinabi ko kanina, yung technical committee
dapat may back up plan kayo so dapat meron din kayong mga back
up na sounds na kaylangan para pagka nagloko yung sounds nung
contestants meron parin kayong back up na sounds na
gagamitin.”(Interviewer: ahh for example sa incident na may
kinalaman sa nature? Pag may bagyo?) “ah pag may bagyo, ah
syempre kaylangan nating ipa-cancel… kung magiging delikado
talaga yung ano.. yung kung gagawin pa naming… kung itutuloy pa
naming ano yung event syempre dapat i-cancel nalang dapat
pauwiin na naming yung audience, performers..”(Interviewer: sa
financial naman? Problems sa financial?) “pag sa financial ahmm
siguro ilalapit nalang namin yun kay sir.. sa mga adviser namin.
Then sila na yung bahalang mag ayos.”
“Like what I have said lately, the technical committee must have
their back up plan. They should have back up sounds needed so if
ever there is a problem on the contestant’s sounds(for their
performance) you already have your back up to use. (Interviewer:
for example, in the incident involving the nature? If there is a
typhoon?) If there is a typhoon of course we have to cancel it. If
there situation is really dangerous of course we really need to
cancel and let the audience and performers go home. (Interviewer:
in financial? Problems with financial?) In financial…maybe we will
go to sir…or to our advisers and then they will fix it.”
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What strategy can you
recommend for future event
planners?
“ano.. pagka ano malayo yung event mag plan na.. wag titigil. Pero
pagka yung malapit na yung event talaga kaylangan nyo nang
gawin yung lahat ng mga dapat gawin hindi yung petiks petiks
lang.”
“If the event is still far from the schedule, don’t stop. And when the
event day is coming, you have to do all the necessary things to do.
Do not cram!”
Respondent 5
What is your position in the
Events Team? “I am the current ATMS president”
In the planning stage of
CHIM Week 2014-2015,
what are your
responsibilities?
“For this CHIM Week… I was assigned to handle the monitoring
side of the CHIM Week as well as the Thursday events, so
seminars, tsaka yung film showing and of course documentations.”
“For this CHIM Week, I was assigned to handle the monitoring
side, as well as the Thursday events, such as seminars, even film
showing and, of course, documentations.”
What are the committees
involved in the planning
process and their respective
duties?
“Uhmm, committees, number one is the logistics. So I’ll just
explain it? In logistics, they are assigned to work on all the letters.
From the approval letters to the documentation and also in the
sponsorship and everything. And then the second is the program. So
program committee, they are the one who made the program flow
for the CHIM Week and who are the contestants and candidates...
then the marketing committee are assigned to buy the things to be
use in the CHIM Week and of course the market. Uhmm, uniform
committee they are the one who’s handling the uniforms, our T-
shirts… the org shirt. Then we have the sports committee but it was
under a professor so they remove that from us. Then the technical...
so the technical committee for the AVP, sound checks…”
How did you distribute each “uhmm the distribution of responsibility maybe uhmm, I’ll observe
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responsibility to every
member of the event
planning committee?
first on what my members can do. So for example, I saw that she or
he was fitted in writing letters instead of you know…outside task.
I’ll just assign her/him there. And the just like my members, almost
all of my core members are in the logistics then the others like the
second year, the head organizer, put him in the program so it
depends on where he/she fit to work.”
What are the steps in the
event planning process of the
CHIM Week 2014-2015?
“Steps... so unang-una siyempre planning. So sa planning nandun
na yung paggawa ng approval letters. Kailangan muna ng approval
letters kasi hindi naman tayo magkakaron ng CHIM Week kung
wala yun and then second kailangan naming gumawa ng fund
raising kase sa CHIM Week, wala naman kaming fund dun. Kung
meron man pero late na naming makukuha nun baka sa CHIM
Week na mismo, so wala kaming gagastusin. Then pangatlo,
syempre yung action. Kaylangan uhmm after naming mag
planning,masimulan na naming gawin yung mga bagay bagay and
then hanggang sa dumating na sa CHIM Week na.”
“Steps... first of all of course the planning. So in the planning
process, constructing the approval letters is a part of it. We need
first the approval letters because we cannot conduct the CHIM
Week if we don’t have it. Then second is we need to conduct a
fundraising because in CHIM Week we really don’t have the fund
for it. If ever we can have it, maybe on the actual day of CHIM
Week. So we don’t have the budget. Then the third is of course the
execution. After the planning we should finally start what we need
to do until the CHIM Week comes.”
How did you conceptualize
the event goals and
objectives?
:uhmm… siguro ano.. katulad nung sinabi ni (HRM President), by
planning and syempre action. Uhmm, di lang yon, kaylangan kasi
may tulong din nung mga taong involve. So di mo naman
magagawa ang isang goal and objectives kung walang tulong ng
professors namin, ng mga advisers namin.. tsaka syempre yung
members dapat laging active.”
“uhmm, maybe just like what (HRM President) said, by planning
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CHIM WEEK SCHOOL YEAR 2014… 68
and of course execution. Uhmm, more of that, we need the
coordination of the people involve. So you cannot accomplish a
goal and objectives without the help of our professors, our advisers,
and of course the member must always be active.”
How did you accumulate
sufficient funds for the
event?
“For the sufficient funds for the events number one is yung fund
raising nga na ginawa naming and then after nun this coming CHIM
Week nag sesend kasi kami ng sponsorship letters para sa iba’t
ibang companies... and then yung fund na galing sa main office…
sa Valenzuela kaya may funds kami.”
“For the sufficient funds for the events, number one is the fund
raising that we did and then after that, this coming CHIM Week we
are sending sponsorship letters for the different companies and then
the fund from the main office… at Valenzuela. So that we have the
funds.”
How did you plan on the
possible expenditures of the
event?
“Possible expenditures… so malalaman kasi nung expenditures
after na ng CHIM Week pero yung planning namin dyan gumawa
kami ng breakdown. Lahat ng kaylangan naming gamitin na pasok
sa binigay ni mam chat samin for example lahat ng certificates,
trophies, medals.. galing yun lahat sa fund na ibibigay nila pero the
rest na kaylangan naming gawin kunware yung mga small things
lang like scissors.. hindi na kasama sa breakdown ng pera yan.”
“Possible expenditures… so we will know the expenditures after the
CHIM Week but our planning for that is we make a breakdown. All
that we need to use that is include in the budget that came from
mam chat. For example all the certificates, trophies, medals.. all of
it is from the fund that they give but the rest that we need to use like
some small things like scissors... we exclude it from the
breakdown.”
What is your plan for the
provision of all the necessary
equipment?
“Sabi nyo katulad nung kay Ma’am, meron kaming mga kinikuha
inside the school so yun yung mga nire-requi namin kay sir. Mga
kaylangan gamitin simula sa Monday program natin hanggang
Friday. And then yung iba naman, more on marketing, yun yung
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CHIM WEEK SCHOOL YEAR 2014… 69
outside the school naman.”
“Like what you said in Ma’am’s, we had some that came from
inside the school so we put it on the requisition for sir. The things
we need to use from the Monday program to Friday. And then the
other, more on marketing... that was outside the school.”
What are the techniques in
formulating the
comprehensive details of the
program?
“uhmm, techniques... first siguro yung members itself. So syempre
program head namin… Ang pinaka adviser naming… tapos si
(officer) tsaka si (officer) ang head nun. So kailangan sila mismo
dedicated sila at the same time dapat yung taong under nun, same
with the officers… dapat alam nila kung pano makisama dun and
then syempre yung program flow itself kaylangan yung program
flow kasi hindi lang basta ginagawa yun. So sometimes may
pinagbabasehan sila, sometimes kumukuha sila ng ideas from
other.. from uhmm…from last years program natin.”
“uhmm… Techniques... first maybe are the members itself, so of
course our program head… and our adviser. And then (officer) and
(officer) was the head of that. So it is important that they are
dedicated at the same time the people under that, same with the
officers... they must know how to cope and then of course the
program flow itself... the program flow was not easily made. So
sometimes they have something to base in. sometimes they got it
from the others idea like the last year’s program.”
What are the possible
incidents that could
negatively affect the event?
“Possible incidents…. Siguro ano… hindi natin maiiwasan yung
weather condition. Kasi pag chim week di mo alam kung uulan
minsan o hindi eh. So number one yun. Weather condition.
Pangalawa is technical problems so madalas naman yun eh pag
technical problems bigla nalang nawawala yung sound... minsan di
ko alam kung anung nangyayari. Tapos pangatlo yung ano... yung
biglang pagka wala ng mga candidates, yung mga participants na
naglista sila.. naglista sila dun sa candidates.. sa participants pero di
sila pupunta and then syempre yung huling huli kapag nawala na
yung officers.. syempre wala nang gagawa kapag wala nang officers
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 70
na natira.”
“Possible incidents... maybe... we cannot control the weather
condition. During the event we don’t know if it is going to rain or
not. So that was the number one, The weather condition. Second is
technical problems so it happen most of the time… in technical
problems suddenly sounds are having trouble... sometimes we don’t
know what’s the reason. Then the third is the disappearance of the
candidates. They are listed as candidates but they did not come.
And then of course the last is when the officers are not around…
when there are no officers left.”
What are the contingency
plans for each incident?
“siguro dapat laging may alternative.. so for example katulad
naming officers.. kami mawawala kami kasi mag iinternational
kami ng ojt eh. So ang ginawa naming naghanap agad kami ng
kapalit namin. So tinuruan muna naming sila para bago naming sila
isasabak dun. Sa recognition.. ano naman, yung iba kasi sa CC
gaganapin so pag ganyan ahmm kaylangan yung manpower parin
ang kaylangan. Kaylangan lilipat ng ibang stage naman yan or
ibang building. Tapos yung sa technical naman siguro alternative
lang na technique gaya ng sound system ganun. Pwede naman
manghiram siguro sa baba.”
“There should be an alternative all the time. So for example, just
like us, the officers… we are going to go for our international OJT
so what we are doing is we look for someone who can replace us.
We guide them first before they go there. In recognition, it was…
some of it was held at CC so we still need the manpower. For
transferring the stage to another building. And then in the
technical.. maybe alternative technique like the sound system.
Maybe we can borrow downstairs.”
What strategy can you
recommend for future event
planners?
“uhmm strategy.. siguro number one kaylangan ano.. dedication,
passion tsaka uhmm to future leaders.. o yung mga susunod samin
maging ano sila, maging responsible tsaka gusto talaga nila yung
gagawin kasi yung iba umaayaw na pag dating ng chim week eh.
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CHIM WEEK SCHOOL YEAR 2014… 71
Syempre pagod pagod na, ganyan.. tas pangalawa sa event mismo
uhmm… siguro maging mas concise yung pinaka flow ng program
minsan kasi dun nagkakaproblema eh.. nagkakamali mali na ng
ginagawa, ganyan… di na nasusunod yung program. So ano lang..
mas detailed, specific tsaka making lang lagi sa advisers. Yun
lang.”
“uhmm, strategy.. maybe number one is dedication, passion and to
future leaders, or the next to us.. they should be responsible and
they like what they are doing because the others might give up
easily when the CHIM Week comes. Of course they are already
tired. And then second is during the event.. maybe they should be
more concise on the flow of the program because sometimes that
was the problem.. there is a lot of error on the execution and the
program was notproperly followed. So, more detailed, specific, and
always listen to their advisers.”
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 72
APPENDIX E
Research Plates
A. Title Defense
B. Interview with Mr. James Mark Balbuena
C. Interview with Ms. Joannes Alonsagay
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 73
D. Interview with Ms. Charlene Gay Borbon
E. Interview with Ms. Oresa Odiaman
F. Interview with Ms. Coleen Valle
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 74
G. Final Defense
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 75
APPENDIX F
Certification
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 76
APPENDIX G
Authors
CAMILLE ANN B. SORIANO
#29 Imperial St. Vista Verde Exec. Village, Cainta, Rizal
Contact No. +639156433517
Email: [email protected]
EDUCATIONAL BACKGROUND
2012 – Present Bachelor of Science in Travel Management
Our Lady of Fatima University
Antipolo City
2011 – 2012 Bachelor of Science in Accountancy
Polytechnic University of the Philippines
Sta. Mesa, Manila
2007 – 2011 Lorenzo Ruiz de Manila School
Cainta, Rizal
TRAININGS AND SEMINARS ATTENDED
October 27, 2014 Hotel Familiarization Tour:
Career Opportunities Seminar
CCP Complex, Roxas Boulevard, Pasay City
In-Flight/Basic Airline Operations and
Hotel Immersion Tour
Sofitel Manila Plaza, Pasay City
October 4, 2014 Futurail Seminar
Our Lady of Fatima University –Antipolo City
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 77
Achieving High Quality through Air Industry
Our Lady of Fatima University –Antipolo City
September 19, 2014 Advanced Citation and Bibliography Training
Our Lady of Fatima University, Antipolo City
October 21, 2013 Adventourism: Conquer the Odds, Embrace the
Challenges, Experience beyond Expectation
Banaue Hotel, Banaue, Ifugao
October 27-28, 2012 Hotel Exposure Seminar
Holiday Inn, Clark, Pampanga
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 78
PERSONAL INFORMATION
Date of Birth : August 15, 1994
Sex : Female
Nationality : Filipino
Civil Status : Single
Height : 5’5
Weight : 45kg
CHARACTER REFERENCES
Ms. Charito A. Corpus
CHIM Program Head
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
Ms. Sandra A. Pepito
HRM Program Coordinator
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
Ms. Judiren B. Torres
TM Practicum Coordinator
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
____________________________________
Camille Ann B. Soriano
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 79
MARJORIE R. AQUINO
Blk.1 lot65A onghorn lane St. Ponderosa Subd.
San Roque, Antipolo City
Contact number: 09356209650
Email: [email protected]
EDUCATIONAL BACKGROUND
2010-Present Bachelor of Science in Travel Management
Our Lady of Fatima University
Antipolo City
2006-2010 San Isidro National High School
San Isidro, Antipolo City
2000-2006 San Isidro Elementary School
San Isidro, Antipolo City
TRAININGS AND SEMINARS ATTENDED
October 29-31 2014 Supporting Sustainable Tourism
Empowerment through Responsible Heritage Development
Crown Legacy Hotel, Baguio City
October 18-19 2011 Innovation through exploration: Embracing the Filipino
Culture
Chateau Royale Resort Hotel, Batangas City
October 22, 2010 Roadmap to the Hospitality Industry
PICC, Pasay City
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 80
PERSONAL INFORMATION
Date of Birth : July 13, 1993
Sex : Female
Nationality : Filipino
Civil Status : Single
Height : 5’4”
Weight : 45 kg
CHARACTER REFERENCES
Ms. Charito A. Corpus
CHIM Program Head
Our Lady of Fatima University, Antipolo City
Contact Number: 661-3023
Ms. Sandra R. Pepito
HRM Practicum Coordinator
Our Lady of Fatima University, Antipolo City
Contact Number: 661-3023
Ms. Judiren B. Torres
TM Practicum Coordinator
Our Lady of Fatima University, Antipolo City
Contact Number: 661-3023
_________________________________
Marjorie R. Aquino
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 81
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 82
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 83
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 84
CLAREZZA R. SITCHON
#14 Cattleya St. La Unica Hija, Brgy. Mayamot, Antipolo City
Contact No. +639268276291
Email: [email protected]
EDUCATIONAL BACKGROUND
2012 – Present Bachelor of Science in Travel Management
Our Lady of Fatima University
Antipolo City
2008 – 2012 Diadem Christian Academy
Teresa, Rizal
2003 – 2008 Diadem Christian Academy
Antipolo, Rizal
TRAININGS AND SEMINARS ATTENDED
December 13, 2014 SWEP Seminar
Our Lady Fatima University –Antipolo City
October 11, 2014 Current trends in Cruise Line Industry
Our Lady of Fatima University – Antipolo City
October 4, 2014 Futurail Seminar
Our Lady of Fatima University –Antipolo City
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 85
Achieving High Quality through Air Industry
Our Lady of Fatima University –Antipolo City
PERSONAL INFORMATION
Date of Birth : September 11, 1995
Sex : Female
Nationality : Filipino
Civil Status : Single
Height : 5’6”
Weight : 50 kg
CHARACTER REFERENCES
Ms. Charito A. Corpus
CHIM Program Head
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
Ms. Sandra A. Pepito
HRM Program Coordinator
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
Ms. Judiren B. Torres
TM Practicum Coordinator
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 86
____________________________________
Clarezza R. Sitchon
JOHN SCOTT A. SMALL
Blk3 Lot 39a Dona Maria Subd. Burgos Montalban Rizal
Contact No. +639359109485
Email: [email protected]
EDUCATIONAL BACKGROUND
2014 – Present Bachelor of Science in Travel Management
Our Lady of Fatima University
Antipolo City
1998 – 2002 Jose J. Leido Memorial High School
Calapan City
1992 – 1998 Adriatico Memorial School
Calapan City
TRAININGS AND SEMINARS ATTENDED
December 13, 2014 SWEP Seminar
Our Lady Fatima University –Antipolo City
October 11, 2014 Current trends in Cruise Line Industry
Our Lady of Fatima University – Antipolo City
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 87
PERSONAL INFORMATION
Date of Birth : September 4, 1985
Sex : Male
Nationality : Filipino
Civil Status : Single
Height : 5’7”
Weight : 60 kg
CHARACTER REFERENCES
Ms. Charito A. Corpus
CHIM Program Head
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
Ms. Sandra A. Pepito
HRM Program Coordinator
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
Ms. Judiren B. Torres
TM Practicum Coordinator
Our Lady of Fatima University – Antipolo City
Tel No. 661-3023
OUR LADY OF FATIMA UNIVERSITY CHIM
CHIM WEEK SCHOOL YEAR 2014… 88
____________________________________
John Scott A. Small
APPENDIX H
Acknowledgement
“Thou art worthy, O Lord, to receive glory and honor and power:
For thou hast created all things, and for thy pleasure they are created and were created”
Revelation 4:11
We would like to express our sincere gratitude to everyone who supported us throughout the
research. We are thankful for their aspiring guidance, invaluably constructive criticism, and friendly
advices during the research work. We are grateful to them for sharing their truthful and illuminating
views on a number of issues related to the project.
First and foremost, praises and thanks to the God, the Almighty, for showering blessings
throughout the research and giving us enough strength and team work to complete our work. We would
like to thank our supervisor, Miss Joannes Alonsagay, for the valuable guidance and advice. She
inspired us greatly to work hard on this project. Her willingness to motivate us contributed
tremendously to our project. Also, we would like to take this opportunity to thank Our Lady of Fatima
University (OLFU) for offering the subject course, Tourism Research Methods and Techniques
(TOUR12). It gave us an opportunity to develop a better insight regarding event planning. An
honorable mention goes to our families and friends for their understanding and support in completing
this project. Without them, we would face many difficulties while doing this. We also thank our
interviewees for their willingness in participating and providing the necessary information for a deeper
understanding of the study.
OUR LADY OF FATIMA UNIVERSITY CHIM