Aklan State University
College of Industrial Education
Kalibo Aklan
The Event Program
Objectives:
● Define Program
● Identify the major activity categories in a program
● Differentiate a sequence guide from a program
● Prepare a sequence guide
● Explain the importance of a user-friendly exhibitor’s manual
● Introduction:
Defining the Event Program
An event program is a detailed plan outlining all aspects of an event, from pre-event preparations to post-
event analysis. It serves as a roadmap for organizers, ensuring smooth execution and achieving event
objectives. A well-structured program minimizes confusion, maximizes efficiency, and contributes
significantly to a successful event.
Content
I. Parts of an Event Program
A comprehensive event program typically includes the following components:
o Overall Event Goals and Objectives: Clearly defined aims and desired outcomes.
o Timeline and Schedule: A detailed schedule of activities, including start and end times, locations,
and responsible parties.
o Budget: A comprehensive breakdown of all anticipated costs and revenue streams.
o Marketing and Promotion Plan: Strategies for attracting attendees and sponsors.
o Logistics: Venue selection, equipment rentals, catering, transportation, and other logistical
arrangements.
o Risk Management Plan: Identification and mitigation of potential problems or risks.
o Contingency Plans: Alternative strategies to address unforeseen circumstances.
o Post-Event Evaluation: Methods for assessing the success of the event and identifying areas for
improvement.
o Team Roles and Responsibilities: Clearly defined roles and responsibilities for all team
members.
II. The Sequence Guide
A sequence guide is a subset of the event program, focusing specifically on the order of events during the
event itself. It's a concise, step-by-step guide for event staff and volunteers, ensuring the smooth flow of
activities. It differs from the overall program by its granular focus on the immediate sequence of events.
Preparing a Sequence Guide:
o Identify all activities: List every event in chronological order.
o Assign time slots: Allocate realistic timeframes for each activity.
o Specify locations: Indicate where each activity will take place.
o Assign responsibilities: Clearly state who is responsible for each task.
o Include contingency plans: Note backup plans for potential issues.
o Distribute widely: Share the guide with all relevant personnel.
III. The Exhibitor's Manual
A user-friendly exhibitor's manual is crucial for a successful event, particularly those with exhibitors. It
provides exhibitors with essential information, ensuring they can effectively participate and contribute to the
event's success. A well-designed manual minimizes confusion, maximizes participation, and enhances the
overall exhibitor experience.
Key Components of an Exhibitor's Manual:
Event Overview: A brief description of the event, its goals, and target audience.
Exhibitor Information: Details about booth assignment, setup and takedown times, and available
services.
Marketing and Promotion Guidelines: Information on permitted promotional activities and branding
requirements.
Event Logistics: Information on parking, loading docks, Wi-Fi access, and other logistical details.
Technical Specifications: Details about electricity, internet access, and other technical requirements.
Contact Information: Contact details for event organizers and support staff.
Rules and Regulations: A clear outline of the event's rules and regulations.
Importance of a User-Friendly Exhibitor's Manual:
A well-crafted exhibitor's manual saves time and reduces stress for exhibitors, leading to increased
satisfaction and a more positive event experience. It fosters a sense of preparedness and confidence,
ultimately contributing to a more successful event for both organizers and exhibitors. A poorly designed
manual can lead to confusion, frustration, and ultimately, a negative impact on the event.
Reference:
How to Plan an Event: a Complete Guide
Marketing Exhibitor Manual Template in Word, PDF, Google Docs - Download | Template.net
The Ultimate Event Planning Guide (A Step-by-Step Guide)
John Chris G. Rivas BTVTEd, 3-C
Name/Course, yr. & section
