PARADOXICAL

 The Hidden Hands Behind (LGU) Events

Unless you have a coterie of servants and hirelings, there comes a time in your life when you are asked to organize an event, any event.

In our LGU, we organize not just one event, but events, literally almost every single day. It can be a small event like a lecture or a big event like an extravaganza.

But have you thought about how it is done? If you think it is easy, it is not. There are several things, people, and resources involved, most of them hidden from view.

The first part is conceptualization and planning. This requires several rounds of meeting of minds to map out the steps to successfully carry out the activity, from the flow of the program up to the assigning of tasks. The questions of what (kind of event? theme?), why (underlying purpose behind?), when (date?), and where (venue?) are the first ones that need to be answered.

Big events require physical 'programme-invites,' so someone is assigned to draft one for lay-outing and later distribution. As part of the plan, someone is assigned to run errands, drive, procure transport fuel, write scripts, be the emcee, take photos for documentation, and so on. Other considerations are: Opening remarks? Doxology/Opening prayer? Resource speaker/s? Messages from other VIPs? Closing remarks?

At the same time, or even before the planning stage, you need to write communication letters asking permission from top management and cooperation from all individuals and departments/agencies involved, not to mention the special guests to be invited.

Upon approval, you will need to work on the procurement papers for all materials and services needed for the affair itself. You will need to ensure that the activity is within the approved plan for the year (in coordination with the Planning Office), there is a budget for this purpose (Budget Office), and you will need the signature of key department heads (Budget, Accounting, Internal Audit, Bids and Awards Committee in case certain conditions are met).

In a formal event, you will need to observe proper protocol and consult about the legality of certain things (SB, Legal).

Up next is coordination work with all the individuals and departments/agencies mentioned, whether physical or otherwise to follow-up on your request.

In our case, a lot of hands are involved, working behind the scenes.

- You have to ask the help of General Services for the logistics side -- tables, chairs, layouts, transport, even down to the cleanup before and after.

- For big events, you will need to request for proper waste collection and disposal from Solid Waste.

- You will need a sound system that works (General Services) and a LED screen for presentations (ICT).

- Certain events need medics (RHUs), rescuers (POSO, PNP, BFP, MDRRMO), and security (POSO, PNP, BFP, Army) on standby.

- Really big events need help from Engineering for little construction works, and a prior hazard assessment from MDRRMO together with the electrical engineer, plus the activation of the ICS or Incident Command System.

- A hands-on events organizer and manager can be OC with the supposedly little things, from the sound effects, microphone, lighting, refreshments, electric wiring and cables, intermission number, red carpet, air-conditioning, table skirting, down to the stage decor and floral arrangement.

- And let's not forget the welcome leis to greet VIP guests with, if not an entire welcoming committee composed of well-trained ushers, and the certificates and tokens of appreciation to be given out towards the end of the activity.

- In my experience, a lot of organizers forget one thing: request for media coverage, whether internal or external, and request for prior announcements and advertisements including infographics for online posting and standees, tarps, and streamers for posting in chokepoints (whether made in-house or via Tourism/PIO, Engineering).

You never know the potential of these supposedly minor matters in ruining your affair. You can never be too careful. Bland food will ensure a frown on attendees' faces. Spoiled food could send hundreds to the hospital all at once, not to mention potential legal charges. (In our LGU, the Municipal Administrator has an Events Team to handle this delicate side.) Faulty wiring can cause fire or electrocution. Wayward cables could trip someone up. Lack of presentable visuals betrays a lack of preparation, not to mention passion for the job. What if your PowerPoint presentation suddenly wouldn't play for some reason (virus? corrupted file?) What would be your Plan B?

I have mentioned practically all departments and agencies. Did I miss anything or anybody? I apologize in advance for the inadvertent omission.

In local government, that's not even the end of it. After an activity, you are expected to submit a post-activity report. (This will come in handy later on when you are asked to submit an accomplishment report during reviews of program implementation.)

Thereafter, the liquidation process begins, which takes up a lot of work hours per se.

Obviously, in organizing an event, a lot of helping hands are needed. But is it really a matter of "the more, the merrier"? No, sometimes, it can be that "Too many cooks spoil the broth."

In case of really big corporate events, other things to consider are:

- Contingency fund for emergency purposes

- Consideration on whether the event is daytime or night-time, indoor or outdoor

-- Considerations if outdoor: weather, parking, power outage, traffic

-- Considerations if indoor: power outage, entrance and exit signages, whether to have photobooth

- Fire exit

- Entrance and exit plan of event

- Security plan (care of POSO, PNP, force multipliers)

- Plan in case staff get stressed out during an event

- Monitoring of event details, such as number of guests, etc.; the need to always have extra tables, chairs, food...

- Provision of an event contract for the safety of both parties

I was glad when I heard that TESDA is now offering a course called Events Management. Someone figured out that organizing events is a skill and a talent that can be elevated into an art form. In fact, you can develop an entire career out of it, like some do. In fact, the most challenging ones are sometimes best left to events management professionals, if not eventologists for really level-up events.

posted by Resty Odon  # 4:00 AM