UP Kasaysayan Events Management Module

8/7/2019 UP Kasaysayan Events Management Module

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UP KATIPUNAN NG MGA MANANALAYSAY NG BAYANSECOND SEMESTER AY2010-2011

APPLICATION PROCESS

MEMBERSHIP SEMINAR 2 EVENTS MANAGEMENT


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HISTORY

UP Kasaysayan has four known events:Malayang Diskurso (Open Discourse);Bakbakan: Pahusayan sa Kasaysayan; OutKAS(Outreach Program) and; KAS Paper Workshop

Over the last two years, only two events wereheld OutKAS and Bakbakan

UP Kasaysayan has no event this year.


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HISTORY

The division of labor is not followed on twocounts: (1) Supremong Panloob and T&D Headusually clash on the schedule

Other Committee Members are not aware onwhat they need to do.

Supremo is usually weak

Supremo is usually imposing


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WHAT TO DO

We will have a workshop on three things: Calendar Planning

Resources Allocation and Management Distribution of Labor


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CALENDAR PLANNING

Planning ResourceManagement

Targeting Messaging

Calendar


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CALENDAR PLANNING

Determine theobjectives of the events

Determine how manypeople or how much

should be spent

Determine targetaudiences

Determine eventimplementation

Calendar


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CALENDAR PLANNING

PRACTICABILITY EFFICIENCY

EFFECTIVENESS ATTRACTIVENESS

Calendar


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RESOURCE MANAGEMENT

Do not overexert the members Use theMEMBERS FIRST Policy Do not put events inclose succession

Make the members UNDERSTAND WHY andHOW events should be done

Make the members WORK within their means

UNDERSTAND the context of being a member.


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General Comments

In every big-time event, the priority of all members shouldbe the guests. We should not be primadonnas sittingaround and waiting to be served. While attendees are

appreciated, organization members are expected to work.Small-time or informal events can be i nt im ate providedthat we do not constrain or pressure ourselves much justbecause we want something to be a success. If we can talklike acquaintances or friends in the kubo, informal eventsshould also have the same vibe.

Never forget to have fun. Remember that we are allmembers following a set of principles and objectives NEVER SHY AWAY FROM IT.


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Review of Standing Committees

Education and Research

Training and Development

FinancePublicity and Documentation


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General Comments

One Committee should not be expected to coverthe entire event. Standing committees who havenothing to do during the event itself can be

assigned to do other things.Committees tasks do not stop with simplepromoting and walking papers. They can beinvolved in decision-making processes related to

the events of the organization.One simple rule: CONSULT.Another simple rule: If you can t do it, don t do it.


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Simple Practicability Test

Are members w illi ng to do it?

Are members ready to do it?

Is the organization c apab l e of handling suchtasks and responsibilities?

Does the event advan c e or pro m ote our

principles and objectives?Does the event advan c e or pro m ote ourinterests?


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What We Can Do

Be involved in the planning process shareideas, events, and other interests that you thinkwill contribute to the organization s welfareT

ry something different, for a change Don tthink of events as something you wouldn t like.Learning something new is always a goodconversation point, or find others who share thesame passion as youF inish everything you need to finish by 4PM sothat there will be more time for TambayBusiness first policy. Save chikahan for later.


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PROJECT PLANNING

There are three basic tenets to a successful projectplan: (1) Timeliness, (2) Practicability and; (3) ReturnsGiven the organization highlights a l ternat i ve over

m a i nstrea m, timeliness therefore should be a c r i t i c i sm or judg m ent of a prevailing mood or preference.P ra c t i c ab ili ty involves managing resources, effectiveutilization of manpower, and resourcefulness.R

eturns ask the question: What happens after th i s?


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Creating a Timeline

A timeline is a detailed framework of allevents the organization wants to hold until theend of a semester.

Normally, events need at least TWO weeksinterval so that members are better prepared.


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Sample TimelineSUN MO N TUE WED THU FRI SAT

SECShouldwalkpapers

PUBshouldstartconcepts

FIN shouldensurebudget

SEC andPUB okay

INTE invitethe appsand mems

PUB startsposting

EDRES orT&Dfinalize

speakers

PROMO PROMO PROMO PROMO EVENT


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Components of a good project plan

Clarity Everyone should understand WHYand HOW

Brevity Make everyone understand bykeeping it simple and clean.

Consistency Events should always promotesomething from the organization s principlesand objectives.


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Components of a good project plan

Rationale Methodology DesiredOutcome


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Follow-Through

Every good event has a follow-through. For Malayang Diskurso, it can be followed by a

promotional material detailing the things we

learned. For Workshops, it can be followed by an EXHIBIT

of works produced during the actual workshop For Others, it can be followed by pictures or

promotional materials highlighting the events weattended or the things we discovered during thecourse of the event.


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Branding

Each event has a specific target. Determine properbrand i ng and pos i t i on i ng so that the organization willbenefit much from the publicity.How does this work?

Example: The organization has a Wr i t i ng Workshop. Howdo you market this?General target: Everyone i nterested in writing

Specific target: Wr i ters and L i terary enthus i astsTwist: There are writing orgs. What makes the A ster i sk Wr i t i ng Workshop different?


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Positioning

Propose a specific title for the event. Make it catchy.Propose the K as Tw i st. This can be done via combiningwriting with the other arts, or exploring an entirely

different perspective when it comes to writing.P os i t i on i ng c ha ll enge: Another organization intends topromote a Seminar on Historical Errors. Theirs willfocus on textbooks. How can the organization promotea discourse that will not directly compete with theevent and still provide the Kas twist?


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Budget Constraints

Determine how much the organization iswilling to spend for the event by experience,Bakbakan demands more money.

Ask the question: When should we conductIGPs?

Ask the question: When should we startmarketing?


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Publicity

There are three ways to promote an event: PublicityMaterials, Direct Interaction, and OnlinePublicity materials are catchy, but if there s no follow-through, nothing will happen.Direct Interaction is one of the most effectivemarketing techniques. It engages listeners to feelinvolved and it allows organization members to explainevents in detail.

Online Marketing is the most convenient since you onlyneed web connection. This, however, should be donedays before an event since not everyone goes onlineevery night.


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Components of a Good PublicityMaterial

Organizational excellence is shown.

Details of the events are carefully highlighted

and easily seen.Promotional materials are directly tied to theorganization s events |In cases where thisdoes not happen, make the promotionalmaterial different from what one shouldusually expect from such events.

Documents

UP Kasaysayan Events Management Module