chim week thesis (contents)

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

OUR LADY OF FATIMA UNIVERSITY CHIM


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



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.



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



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



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



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.



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.



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.



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



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,



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



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?



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,



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



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.



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



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



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?



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



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”



“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?



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



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



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



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.”



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.”



“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



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



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.”



“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



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



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.”



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.



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



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



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



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



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.



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



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



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.



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/



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



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



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



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?



APPENDIX C

Timeline/Consultation Sheet



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



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



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



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


Events Team? “I am one of the event advisers.”



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...”




“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



duties?else.. I forgot the other... waste management... what else, that’s all

their duties I remember.”



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...”




“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.”


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.”



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


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.”



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



formulating 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.”




“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.”



“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.”



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


Events Team? “I am one of the event advisers.”



“Uhm… actually, (name of event organizer) is the one who is

delegating task for us. Uhmm... based on my experience from the



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.”




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.”



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.”




“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.”


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



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.”



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.”



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.”





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.”


formulating 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.”




“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.”





“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.”



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.”



Respondent 4


Events Team? “My position is HRM president”



what are your

responsibilities?

“My responsibilities are to handle my officers and to organize the

event.”




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.”



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..”




“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.”




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.”



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.”



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.”



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



formulating the


program?

program nyo tapos yung budget… yon.”

“First, you have to plan and second, the designing of program and

then the budget.”




“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.”



“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.”





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


Events Team? “I am the current ATMS president”



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.”




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




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.”




“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.”


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



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.”



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.”



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.”



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



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.”


formulating 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.”




“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.”

“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.”



“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.”



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.



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.”



APPENDIX E

Research Plates

A. Title Defense

B. Interview with Mr. James Mark Balbuena

C. Interview with Ms. Joannes Alonsagay



D. Interview with Ms. Charlene Gay Borbon

E. Interview with Ms. Oresa Odiaman

F. Interview with Ms. Coleen Valle



G. Final Defense



APPENDIX F

Certification



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



Achieving High Quality through Air Industry


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



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


Tel No. 661-3023

Ms. Judiren B. Torres

TM Practicum Coordinator


Tel No. 661-3023

____________________________________

Camille Ann B. Soriano



MARJORIE R. AQUINO

Blk.1 lot65A onghorn lane St. Ponderosa Subd.

San Roque, Antipolo City

Contact number: 09356209650



2010-Present Bachelor of Science in Travel Management


Antipolo City

2006-2010 San Isidro National High School

San Isidro, Antipolo City

2000-2006 San Isidro Elementary School

San Isidro, Antipolo City


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




Date of Birth : July 13, 1993

Sex : Female



Height : 5’4”

Weight : 45 kg



CHIM Program Head


Contact Number: 661-3023

Ms. Sandra R. Pepito

HRM Practicum Coordinator







_________________________________

Marjorie R. Aquino



CLAREZZA R. SITCHON

#14 Cattleya St. La Unica Hija, Brgy. Mayamot, Antipolo City

Contact No. +639268276291





Antipolo City

2008 – 2012 Diadem Christian Academy

Teresa, Rizal

2003 – 2008 Diadem Christian Academy

Antipolo, Rizal


December 13, 2014 SWEP Seminar

Our Lady Fatima University –Antipolo City

October 11, 2014 Current trends in Cruise Line Industry


October 4, 2014 Futurail Seminar




Achieving High Quality through Air Industry



Date of Birth : September 11, 1995

Sex : Female



Height : 5’6”

Weight : 50 kg



CHIM Program Head


Tel No. 661-3023




Tel No. 661-3023




Tel No. 661-3023



____________________________________

Clarezza R. Sitchon

JOHN SCOTT A. SMALL

Blk3 Lot 39a Dona Maria Subd. Burgos Montalban Rizal

Contact No. +639359109485





Antipolo City

1998 – 2002 Jose J. Leido Memorial High School

Calapan City

1992 – 1998 Adriatico Memorial School

Calapan City


December 13, 2014 SWEP Seminar

Our Lady Fatima University –Antipolo City

October 11, 2014 Current trends in Cruise Line Industry





Date of Birth : September 4, 1985

Sex : Male



Height : 5’7”

Weight : 60 kg



CHIM Program Head


Tel No. 661-3023




Tel No. 661-3023




Tel No. 661-3023



____________________________________

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.


chim week thesis (contents)

Education

event organizer

successful event planning

school events

events mistakes

special events

events team

mediocre events

proper management