This event was a Flower and Balloon Arrangement for one of my subjects and I was assigned as a leader to the set-up and registration. Things went well, but also some things went wrong!
In this blog post, I'm going to tell you about my experience. I'll share what happened, what I learned, and you might also get some insight if you ever have to plan an event yourself.
The Planning and Preparation Period
As a whole class, we brainstorm for the name of our event and come up with "Bloom Boom: A fusion of Air and Petals." And since we are divided into different positions, we then started with what we are all assigned with.
- Social and Entertainment Committee
From October 4 to 14, the social and entertainment committee was doing their best! From proposing what they want to do during the event to preparing the things they'll need for the event such as a photo booth and prizes.
When everything was approved by our instructor they started to do the orders and buying materials. The first thing to arrive for their committee was the customized prices for game participants. They then planned the layout and started to work with both their photobooth. All of the members were so active making their job finish early.
Since they have a photo booth they started to try it! They took samples with printing, editing and more making sure that they are ready for the big event!
- Finance Committee
They are tasked to manage the financial planning. They did a strategy to get more support for our event, they created letters asking businesses to become our sponsors which is a great idea!
The letters explained what the money would be used for, such as bringing in a speaker, buying materials for crafts, renting a sound system, and creating decorations. We are told by our instructor that people who agreed to sponsor us would need to sign the letter and once approved they started to print and distribute these letters on September 25th. But these letters were not just given to others as we as a whole class were obligated to give an amount with that letter.
Later on, my team needed funds for a down payment, and they provided it to us. They then collected all the sponsorship funds so that before we spend anything, each team (Program, Logistics, Finance, Marketing, Registration, and Socials & Entertainment) are required to create a detailed list of what we would need. The Logistics team, for example, planned for the cost of food, tablecloths, and the sound system. After that, they then determined how to allocate the available resources to each committee. And as a head committee we also made sure to keep all the receipts for every purchase we made so we can hand it to them in order to track the budgeting.
- Food and Logistics Committee
This team had many meetings like they are determined to make our event to perfection. HAHAHA That's good though!
Okay, here's a paragraph-style summary of the Food and Logistics Operation activities, using simple English:
It started on September 11th with a meeting to discuss the team's role. On September 17th, they suggested food and snack ideas, and they even created a poll in our group chat to talk about our preferences 🥹 they are so considerate for thinking about us HAHAHA. They also figured out as a team on who would do what jobs during the event and made a plan making it organized during the event, this then was approved by our instructor. They did their task such as writing a letter asking to borrow tables and chairs.
Then they had another meeting on September 17th and this time it's about whether to borrow or rent the sound system. We decided as a whole class to rent the sound system with a Dj in order to lessen their job so that they can focus on the more important part and having a rented speaker would be better because it also lessens hanging or technical errors.
From September 20th to October 8th, the team made lots of plans! They made a schedule and planned how the room would look. They decided on a banquet style setup and made a map of where everything would go. They are so determined for our success that they also planned how to serve the food and give out certificates and souvenirs. In terms of seating arrangement they did the alphabetical order.
- Registration and Set-up Committee
From September 15th to October 15th, the Registration & Setup Committee was vey busy preparing! We searched day and night and finally found a supplier that makes custom souvenirs, including a tote bag, tumbler, and keychain with each person's name for a very affordable price. I also did the design for the souvenirs and it was approved.
We also chose tablecloth colors making sure that it will fit the event and paid a down payment to the supplier. It's also our job to plan the attendance sheet and I suggested to make name tags so that the speaker could easily identify a participant.
The souvenirs arrived, and my team made sure everything was okay, double checking the souvenir because there might be a crack on the tumbles or the tote bag is not in good quality but so far everything was good!
We then finalized the attendance sheet layout and printed the name tags.
We also did plan the backdrop and registration area, making changes when some materials weren't available. We resorted to rented flowers and fabrics and bought the other decorations.
Finally, on October 16th, they bought more supplies and decorated the venue in just 4 hours before our event. We then decorated the stage and backdrop, made DIY decorations, and set up the registration area, finally getting everything ready!
Here are some photos of us before the event.
The Day of the Event!
This was it – the very awaiting day!
You'll see the finished photo booth and some example pictures here. Me and the others arrived at CTU Danao at 5 AM to finish the setup, registration, and many more, including those from the financial team and others who weren't busy with specific tasks, pitched in to help with decorating and getting everything organized.
By 7 AM, I assigned some of my members in the registration area, and we had the attendees sign in and with that we also handed them their name tags, when they had difficulty in putting it we assisted them to put on.
The registration process went smoothly, and we were so happy that most people arrived on time. We also had awesome performances by The Rookies! They are the famous dance troupe in CME.
We also held a game with prizes and made sure to give out feedback forms and certificates of appreciation. The day went well and we learned during this event.
Here are more photos where we did arrangements and the results.
We ended the event feeling good and relaxed. Our whole class worked hard together. After the event, we cleaned the venue and then we talked as a whole class about the pros and cons about our event. We did talked about the problems we had, like getting some members to help. But we still cheered for ourselves at the end of the day because we made it!
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My experience about the event was very insightful not just because we did an arrangement about the flower and balloon but I also gained the ability to compromise with different people. Managing or making an event is not as simple as it looks but with this I've enhanced my ability to solve problems, especially on how to budget financially because there are times that other materials would cost much in other stores.
I was a head committee, and I'd admit it wasn't easy. Making decisions wasn't my specialty, I seek for other options all the time and it's a nervous experience because you'll always think about the outcomes. Like "what if this is too much? Or what if this is not good?" But eventually I manage to compose myself from the preparation throughout the day of the event thanks to my members and the support from my friends and family.