things to do

Organizer and Sponsor

TOPIC

Jl IKPN Bintaro No 1, Pesanggrahan, Tanah Kusir, Jakarta, Special Capital Region of Jakarta 12330, Indonesia

Things to do

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Modul Trisakti Modul Trisakti Modul Trisakti Modul Trisakti Modul Trisakti

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• First things first, develop a complete WORK PROGRAM for the convention hosting to include activity, description, timeframe, location, budget, partners, member responsible, etc. This work program will be the basis for all the actions of hosting members.

• Create committees to handle the job (Programs, Secretariat, Finance, Tours and Travel, Transportation and Communication, Accommodation, Food and Drinks, Marketing and promotions, Airport Reception, etc.).

• Set the environment by identifying the purpose and objectives of the hosting of the convention (what is the aim? To be the best convention ever to be held?)

• Do the organizational structure to define duties and responsibilities (chain of command). Print and distribute to all concerned.

• Call regular meetings to monitor progress and identify lapses. Keep them regularly abreast of what is happening. Require everyone to be in their best uniform during the convention. Let this be the best convention ever to be held in the country.

• Require written committee reports (or let the Secretary do the minutes of all meetings) and distribute to all concerned.

• Identify key milestones in the Gantt chart (monitor lapses here).• Give each one their own “things to do” list and start monitoring.• Secure and affiliate all potential service providers in Pampanga (hotels, restaurants, travel agencies,

car rentals, taxi service, bus companies, hospitals, cell phone carriers, local government units, music lounges, night clubs, GROs, etc.). Keep records of their names, telephone numbers, contact persons and addresses.

• As an option, the host club can hire an Executive Director (with salary) to do the nitty-gritty part of the organizing, supervision and management of the event. He will head the Secretariat before, during and after the convention.

• On handling of delegates’ needs, the host club has the option to designate female members (spouses of regular members) or female volunteers to assist one or two clubs at all time. She will attend to all the needs of his assigned clubs at all times like their check-in and check-out, ticket confirmation, tours, etc. She will be the “convention escort” to the clubs he is assigned to.

• The host organization can now take the opportunity of hosting the convention by strengthening its recruitment program. This means inviting more new members into the organization to work on a project that is international in scope.

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• The main convention hall should be positioned as a state-of-the-art convention hall of the future thru computerized and multi-media equipment. The lighting effects should be superior than any of the conventions held.

• Set the tone and environment by setting the goals and objectives of the convention (for the member delegates and to the local and global community).

• Formulate the THEME for the convention (look at the theme of the Kiwanis International as reference). What do you want to achieve during the convention and how.

• Prepare and finalize the program for the convention (topics, speakers, seminars, etc.). The program must accomplish the objectives of the convention theme. Invite speakers that can articulate on the theme. Seminars must also be complementary to the theme. If possible, a performing arts group must do a short number on the theme.

• Include entertainment numbers in between speeches (invite host convention center to do a performance, if there is any).

• Make the Opening Ceremony the most colorful and entertaining ever to be shown in a convention. Bring performers to do the National Anthem and Invocation. The introductory part from the Host President (“Ladies and Gentlemen, I now declare the 40th Kiwanis International Asia Pacific Conference OPEN….”) should be multi-media and hi-tech with confetti dropping from the ceiling.

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• The Closing Ceremony should be similarly projected: hi-tech and multi-media mode. Maybe hold it in an open space where you will have a concert and fireworks display after the goodbye speeches. Let them cry before they leave Clark and keep on telling stories about it.

• Prepare and finalize the convention flyer to include the what, where, when of the convention. Include the objectives of the convention, what the delegates should expect, the theme, about the venue and the community (Metro Clark), the schedule of activities, template on registration, payment scheme (early birds, deadlines, etc.).

• Do the letter of invitation to all prospective delegates/members to be signed by the President and Convention Director.

• Keep a master directory of all members nationwide and their addresses (if possible home addresses).• Computerize the registration of participants (keep tract of registration, payments, no. of

accompanying persons, hotel accommodation requests, advance room payment, dates of arrival and departure, optional tours, etc.).

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• Project a hi-tech image for this committee. Bring in the multi-media equipment to give a first impression to delegates.

• Designate a pool of members and volunteers (student on practicum) to man the Secretariat during the convention.

• Equip the Secretariat with tools and materials (computers to input registration of members, forms to fill up (registration, optional tours, room requests, transportation needs, etc.), copying machines, papers, telephone lines, phone booths, cell phones, cell cards, Internet connection, etc.)

• Seek support of an IT-related company to computerize ID printing for delegates.• Set tables for registration (by regions / country), tours, hotels, airline ticketing (reconfirmation),

convention kits, service providers (taxi, jeep, car for hire), etc.• Travel assistance center (contact travel agency) for reconfirmation of plane tickets, optional tours,

inquiry for golf or casino tours, post- convention extended visits to other places.• Invite computer school to set up computerized registration system for instant recall and printing.• Maintain a lost and found section (left luggage room).• Provide a medical clinic with staff nurse on standby to be provided with equipment. If possible,

provide ambulance at the site for the duration of the convention.• Provide facilities and services for persons with special needs such as wheel chairs, ramps, accessible

toilets, etc. Remind accredited hotels to do the same for your delegates. Registration form should contain info on special requirements of delegates like food preferences (halal). Do the same for senior citizens.

• Provide training seminar for volunteers and host committee working group on Effective Customer Service / Tourist Reception a month before the convention.

• Distribute questionnaire / survey form to delegates before the end of the convention to determine satisfaction rating.

• There should be a documentation committee to gather and distribute to delegates all manuscripts, presentations and other documents presented by resource speakers during the event. It is best to provide computers for delegates to download these documents using their own USB.

• Consider the expertise of the Master of Ceremonies. At times, delegates’ satisfaction is dampened by poor delivery of the MC.

• Meet with affiliated restaurants and hotels to prepare for the coming of delegates (give discounts if uniformed delegates come to their place, hand streamers on their frontage welcoming delegates at their expense, give souvenirs, if any)

• Seek the speakers’ profile / resume before the convention for publicity and marketing purposes. Provide plaques of appreciation for resource speakers.

• Hire or assign a technical / stage director for the duration of the event to avoid untoward incidents.• Provide entertainment in between sessions like during lunch / snack breaks to keep delegates

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excited.• Coordinate with DFA, BI, Customs, NAIA VIP room, DOT for lei reception, AFP for security, prior to the

event for efficient processing of delegates’ documents at the port of entry.• Send your delegates each a “thank-you” note immediately after the event.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .D. REGISTRATION AND RECEPTION

• Only competent people should be made to man these tables. First impression lasts. The tables should be well appointed and designed to match the theme of the convention.

• The forms to fill up should be well-prepared in advance to expedite filling-up by delegates. Delegates should spend no more than three minutes to accomplish any form.

• Usherettes should be ready to provide lei reception to VIPs and special guests.• ID cards should also reflect the theme of the convention like computerized cards.• Convention kits should be ready as delegates sign up and have paid their fees. Delay in distribution

of kits dampens the excitement of delegates. They expect a souvenir of their journey into Clark.• Receipt of payment and issuance of official receipts should be expedient and state-of-the-art. Don’t

keep the delegate waiting for his official receipt.• Provide early-bird discounts to generate more funds.• Make ready maps, brochures, list of hotels with rates, bookings for optional tours, information about

Clark, Angeles City, Pampanga, etc. Insert them in their kit bags.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .E. PHYSICAL ARRANGEMENT (SESSION VENUES / CLARK)

• Presidential table with name cards, convention programs, etc. (should be elevated).• The stage and backdrop with title of convention and theme, flags, decors should be state-of-the-art.

Get an artist to do this for you. The stage is the centerpiece of attraction and therefore should be most impressive and it should carry theme of the convention.

• Seating arrangement (by country or by club) may be predetermined for easy identification.• Information counter inside the convention hall (equipped with programs, brochures, maps, services

offered, etc.)• Lightings system, audio-visuals, streamers, flower arrangements, air-conditioning.• Test run prior to the convention date (air-con, sound check, etc.)• Two (2) rostrums for emcee and speaker with flags (Kiwanis and Philippines).• Install closed-circuit televisions / video-wall around the convention hall for easy viewing of delegates.• Provide hi-tech video/computer system. Get the best LCD projector for the speaker’s powerpoint

presentation (with a big screen or multi-video screen). Provide the most advanced computer system to run presentations with views of the tourist attractions in the city and Central Luzon as backdrop on stage.

• Get cultural groups to perform on a regular basis at the convention grounds / lobby (for non-attending guests). Bring the traditional brass bands in. Get sponsors for the Ati-atihan groups.

• Coffee outlet (free flowing), water dispensers, cups, etc.• Toilet facilities (toiletries, clean-up, etc.)• Prepare seminar venues, rostrums, sound system, program, identification, registration table,

secretariat, etc.• Identify parking area, pedestrian and motorist entrance to the venue. Install directional signs from

Clark main gate leading to the site• (Fontana). Identify no-parking areas. Prepare and distribute location site map and include this in

kits.• Install markers with numbers at the parking area. Provide lighting to the area.• Maintain a centralized paging system booth (for calling drivers and other announcements).• Install phone booths around the convention grounds, if necessary. Cell cards for sale. Maintain a

directory of emergency numbers at the phone booth and secretariat.

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• Maintain uniformed security personnel at the convention hall. Meet with them to inform them of your requirements including their liabilities in case of losses and other incidents (they should have 2-way radios).

• Provide umbrellas in case of a downpour.• The whole Clark area should be decorated for the convention with pylons, streamers, directional signs,

welcome banners all over. The banners should be up a month before the event.• The North Luzon expressway should also be ready with streamers welcoming delegates from Balintawak

to Dau and Angeles- Magalang exits.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .F. MEDIA AND PUBLICITY

• Flood the city with streamers one (1) month before the event.• Place ads on radio and print (local and national).• Issue press releases from time to time (media team).• Hold press regular conferences and invite media friends and tell them about the convention and its

significance to the community.• Hold press conferences on the date, during and after the convention. Assign a protocol officer and

chairman (spokesperson) of media relations.• Provide press kits during press conferences with photos, if possible.• Provide an exclusive room for media personnel complete with wi-fi, laptops, phone lines, office

supplies, copying machine, briefing kits, press releases, tables for interviews from radio and TV crew.• Provide posters and flyers to get the word out, use email, snail mail, Facebook, Twitter, Guidebook

app, website etc. for publicity.

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• Accredit hotels, resorts and tourist inns to cater to delegates. Inspection must be made before to determine capability to accommodate delegates. Check establishment for sanitation, complete facilities, comfort and convenience of delegates.

• Meet with all hotel managers or their assigned liaison officer to apprise them of the forthcoming convention, dates of check-in and check-out, payment scheme, liabilities of host club and delegates (laundry, meals ordered, telephone bills, etc. on pax account)

• Set rules and regulations for delegates (no drinking, no unannounced room mate inside the room, etc.)

• Provide discounts for senior citizens / early booking, give-aways, flyers, etc.• Provide streamers at the frontage of hotel (welcome delegates). Ask other establishments like

restaurants and friends of Kiwanis members to provide welcome streamers in front of their establishments.

• Provide ID tags or sticker on each delegate’s luggage for easy identification in case of loss or misplacement.

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• Provide a schedule of optional tours (itinerary, schedule, meeting place, shuttle bus to use, time of departure and time of arrival, qualified to go, etc.)

• Set tour fees, if required, to cover cost of transportation, packed lunch, etc.• Secure the services of a travel agency to do the job. Secure the services of a tour guide. Provide

training seminar for accredited tour guides before the event.• Ready transportation for the tours at the appointed time and place.• Test run the tours before the convention to ensure clockwork precision and convenience for

delegates.• Meet with duty-free shops, souvenir shops etc. to tell them about your requirements and requests

(discounts upon presentation of a convention tag or membership card, welcome company streamers, give-aways, rebates for the host club, if any).

• Consider special needs of delegates who wish to play golf, casino, red light district, etc.

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• Accredit caterers and food suppliers. Set the menu for each meal. Seek lowest price from suppliers.• Check on the quality of service and equipment of caterers (food warmers, plates, spoons, etc.).

Determine track record. Be cautious about possible food poisoning.• Identify area for kitchen and mess hall (must have sanitized facilities with water supply, hot and cold

water, etc.)• Designate person to be in-charge of food service (what time to serve, whom to serve, etc.)• Buffet table must be amply spaced and the number sufficient to accommodate all delegates at the

least possible time (don’t let delegates stand in line for a long time).• Require and secure meal stubs for each meal, if required. Monitor and coordinate with food suppliers.• Identify complimentary meal stubs (volunteers, host members, special guests, VIPs, etc.).• Require caterers to decorate tables and chairs with centerpiece• Food handlers and waiters, if any, to be in proper uniform (white long-sleeve shirt with tie, for

example).• Provide caterers information on delegates’ special food requirements like halal for Muslim guests,

vegetarian meal, etc. Take note of increasing health awareness.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .J. FINANCE

• Prepare budget for the entire convention (including pre- and post-convention expenses, expenses of each committee)

• Check budget against expected revenue from delegates’ registration fees.• Seek sponsors and donors. Conduct fund-raising projects to augment budgetary deficit, if any.• Pay all bills/accounts after the convention. Prepare accounting (income statement) reports for

presentation to the club.

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• Seek and bid the purchase of convention bags. Set the kind of material to be used, design and logo.• Contents of bags: convention program, writing pad and pen, program and invitation, souvenir

program if ready, flyers about Clark, Angeles City and Central Luzon, brochures of accredited hotels and suppliers, give-aways, pills for headaches and colds, Certificate of Attendance (with certificate of appearance for government employees).

• Secure kit stub before giving bags to delegates. Maintain record of distributed kits and name of recipients.

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• Appoint a chairman to do the layout and design, seek sponsors, appoint a printer to do the job, seek write-ups, messages, schedule of activities, pictorial, advertisements, etc. Consider doing the souvenir program on DVD to save on cost.

• Ready to distribute souvenir program during the convention (or after)• Print names and photos of all clubs in the Philippines (fund-raising)• Get an artist to do the design of the front page.

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .M. COMMUNITY RELATIONS

• Issue press releases to better inform the public.• Keep the public informed about your community projects before the convention.• Do a community project before or during (even after) the convention with some delegates in

attendance (e.g. Eyesight-related projects, medical-dental mission, etc.)• Organize school clubs before the convention (they can serve as volunteers during the convention)• Ask a group of delegates to bring something for indigent people, for example. Adopt an indigent

community for this purpose.

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• Seek the assistance of an event organizer for this purpose so the host club can concentrate on the convention proper.

• Set up exhibit/sale booths near the convention hall.• Secure sellers and exhibitors from DTI-RIII or DOT R-III. Provide incentives for them to be encouraged

to participate.• Provide schedule for ingress and egress. Provide them with fascia board for the names of sellers

with a table and chair. Variety is the key here. Native items from Pampanga are a priority.

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• Ready schedule (date, time and place) of fellowships, cocktails and other parties. Distribute in advance to delegates for them to prepare. Provide transportation, if necessary.

• Provide a theme for each fellowship (Filipiniana, Western, Masquerade, etc.) and set the mood of the event accordingly such as the music, attire of delegates, decorations, food and performers, etc.

• dentify in advance the seat plan (by country or by club).• Seek sponsors for the dinner. You may set up dinners in various venues / locations. Acknowledge

sponsors or invite him as guest of honor and speaker during the fellowship.

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• Seek and accredit transport groups on a need basis. Consider Limo service.• Secure/hire vans and cars to shuttle delegates to and from their hotels and other places. Accredited

hotels may also provide service to the venue (Fontana). A regular run of vans and cars will help make life convenient for delegates (if they want to go to the duty-free shops). Provide a dispatching section for this so delegates can book their trips.

• Secure/hire vans and buses to be stationed at the airports (ports of entry) all the time to transport delegates to Clark (from NAIA or

• CIA). The same goes for all departing delegates (shuttle them to the airports). Time of arrivals and departures of all delegates must be

• pre-determined for car-pooling purposes. Assign some host members including usherettes to be stationed at the airports to welcome delegates; lei reception for VIPs. You can also send in advance the guidelines or maps showing what buses or taxi to take to Clark in case one gets late in coming in.

• As an option, host club can charter a Cebu Pacific flight from Cebu to Clark for the duration of the convention.

• Seek assistance of communications groups to provide 2-way radio communication (from parking to convention hall and around). Or host club can rent two-way radios for the duration of the convention. A central communication unit is needed to process all incoming and outgoing communications/messages.

• Key host members will have access to these units. They should all be identified with their codes.• Aircon tourist buses should be equipped with audio set-up for tour guiding services

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Q. LANGUAGE SERVICES

• Provide efficient interpreters for delegates with difficulty in understanding English. This is especially needed for delegates from Taiwan, China, Korea, Japan, among other countries.

• Provide honoraria for interpreters, if required.

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• Seek assistance from host convention facility (Fontana) to provide complimentary security service at all times.

• Provide security personnel in such places like parking area, exhibit hall, dining area, etc.• Make sure security personnel are given orientation on what is happening to allow them answer

questions from arriving delegates.