subject: Event management

Make an evalution form or survey questions about the event below. Make sure that it must contain a pre-event, during event, and after event evaluation/survey questions.

Republic of the Philippines NUEVA ECIJA UNIVERSITY OF SCIENCE AND San Isidro, Nueva Ecija, Philippines ISO 9001:2015 CERTIFIED COLLEGE OF MANAGEMENT AND BUSINESS TECHNOLOGY Event Organizer Details Event Organizer Name Jasmin Villanueva Organisation Rel-event Contact Telephone 09687770555 Number Email Address Rel-event@gmail.com Name of Event CMBT Tropic Fest 2025 Location of Event NEUST Tabon Annex Date of Event March 13, 2025 Contact Telephone 09168428221 Number on day of the event (if different to above) PS Office 1. Event Overview 1.1 Event Overview The Tropic Fest is described as a dynamic amalgamation of a color fun run, foam party, and student-led music festival. This combination aims to create an atmosphere of excitement and camaraderie among participants, fostering a sense of community and enjoyment. By integrating physical activities, music, and entertainment, the event caters to a diverse audience with varying interests. Event start time 6:00 AM Event end time 12:00 PM Transforming Communities through Science and Technology Page 2 of 2Republic of the Philippines NUEVA ECIJA UNIVERSITY OF SCIENCE AND San Isidro, Nueva Ecija, Philippines ISO 9001:2015 CERTIFIED COLLEGE OF MANAGEMENT AND BUSINESS TECHNOLOGY 1.2 Event Itinerary Date / Time Action 4:00-5:29 AM Set up 5:30-6:29 AM Registration and Opening 6:30-8:59 AM Color Fun Run 9:00-11:59 PM Foam Party while having Student Music Festival 12:00-2:00 PM Breakdown and Clean Up 1.3 Programme of Events Time Activity 5:30-5:50 AM Registration Students (QR Code 5:51-6:29 AM Opening Prayer Ms. Lourece Danele National Anthem Luzara Welcoming Remarks Mrs. Noemi Vega Statement of the Purpose Dr. Joannie Galano Mr. Jayson Juan 6:30-8:59 AM Color Fun Run Students/Faculty 9:00-11:59 AM Foam Party Music Festival CMBT Rise and Shine Singers Zumba CMBT Rise and Shine Dancers 1.4 Event Management Roles and Responsibilities on Event Day (s) Role Responsibilities Event Organizer Responsible for the overall planning and execution of the event, including budget management, logistics, and coordination with stakeholders. Event Manager Oversees the day-to-day operations of the event, ensuring everything runs smoothly and according to the plan. Site Manager Manages the event venue, including setup, breakdown, and ensuring safety and security. Health & Safety Responsible for implementing safety protocols and Officer responding to any emergencies. Arena/stage Manager Oversees the stage and technical aspects of the event, Transforming Communities through Science and Technology Page 3 of 3Republic of the Philippines NUEVA ECIJA UNIVERSITY OF SCIENCE AND & San Isidro, Nueva Ecija, Philippines H ISO D'I:ZD 5 CIFl . including sound, lighting, and stage manag ; Steward Coordinator | Manages the volunteers and ushers, ensuring they are properly trained and fulfill their assigned tasks. Press and PR | Handles media relations, press releases, and event promotion. Capture videos and photos as documentation during event. 1.5 Advertising We will advertise the event through posting in social media, in the NEUST SIC CMET Confederation page to be exact. Wherein, the students of the CMBT San Isidro Campus liked and followed the page. 2. Site Management 2.1 Contractor Management | What are they providing/doing? Compan: Jerry's Sound System Sound System Refresh Water Refilling Station Water Fire Department in San Isidro Fire Truck to showered the participants 2.2 Electricity, Water, Gas Supply and Generators We will use electricity from the university and the source of water is from fire truck. We will have a generator incase of emergency and the organization will provide that also with fuel. 2.3 Temporary Structures Two tent (3)- one for assistance/help desk, one for refreshment station, and one for first aid station One (1) main stage- it will be located at the center of the campus and provided by the school. 2.4 Fire Safety Transforming Communities through Science and Technology Page 4 of 4 Republic of the Philippines NUEVA ECIJA UNIVERSITY OF SCIENCE AND & San Isidro, Nueva Ecija, Philippines H ISO D'I:ZD 5 CIFl . The organization will ensure all temporary structures and equipment comply with fire safety regulations and provide fire extinguishers at strategic locations. Also designate and clearly mark emergency exit routes. We will coordinate with local fire department for emergency response. 2.5 Musical Entertainment Live music with amplification will be provided by student performers and bands during the Student Music Festival from 9:00 AM to 12:00 PM. Noise levels will be monitored, and appropriate measures will be taken to minimize disturbance to the surrounding areas. Nearby residents and businesses will be notified in advance about the event and the musical performances. 2.6 Medical and First Aid Cover There is a clinic and nurse on campus that can contact anytime. The clinic is located beside the stage. We will have 2 first aider in the color fun run stations. 2.7 Public Health and Welfare Toilet Facilities There are 4 cubicles for female in second floor and also 4 cubicles for male in the first floor. Waste Disposal Waste bins will be placed throughout the venue, and a dedicated waste disposal team will ensure proper disposal. If the bins get full, it can be placed on the side of the guard house first. After the event it will be placed next to the gate where the garbage collectors will pick it up. Transforming Communities through Science and Technology Page 5of e Republic of the Philippines NUEVA ECIJA UNIVERSITY OF SCIENCE AND 8 g~ San Isidro, Nueva Ecija, Philippines ; H ISO 9001:2015 CERIFIED Noise Management The event will adhere to local noise ordinances and use sound equipment responsibly. 2.8 Accessibility The venue is have an accessible parking and toilet. And also accessible to people with disabilities, and ramps and designated seating will be available. 2.9 Steward and Marshal Management Roles and Responsibilities . Stewards will be responsible for crowd control, directing participants, monitoring safety, and providing assistance as needed. Positioning Stewards will be positioned at key areas such as the start/finish line, along the Color Fun Run route, near the foam party area, and around the Student Music Festival stage. Who are your stewards? How will they be identified? Stewards will be recruited from the event organizing committee and student volunteers. Stewards will wear distinct uniforms or vests for easy identification. All stewards will undergo a comprehensive training session prior to the event, covering safety protocols, communication procedures, and their specific roles and responsibilities. Communication Transforming Communities through Science and Technology Page 6 of 6 Republic of the Philippines NUEVA ECIJA UNIVERSITY OF SCIENCE AND San Isidro, Nueva Ecija, Philippines ISO 9001:2015 CERIFIED Stewards and the event team will communicate via two-way radios and a designated command center. A clear communication hierarchy and protocols will be established. 3. Incident Management 3.1 Incident Reporting and Investigation There will be a help assistance desk beside the entrance, where students can report accidents or incidents during the event. 3.2 Emergency Plans In case of an emergency, a designated evacuation route will be used. Clear instructions will be provided to attendees and staff. Fire extinguishers will be readily available, and staff will be trained in fire safety procedures. A backup generator will be available to ensure the event can continue in case of a power outage. The event organizers will ensure that all temporary structures are properly constructed and inspected. First-aid personnel will be on site, and an ambulance will be on standby. In the unfortunate event of a fatality, the event organizers will follow established emergency protocols and cooperate with authorities. The event will be postponed or cancelled if weather conditions pose a safety risk. 4. Event Evaluation Techniques Pre-Event Evaluation Technigue: Conduct a survey among potential participants to gauge interest, gather feedback on the proposed activities, and identify areas for improvement. During Event Evaluation Technique: Observe participant engagement, monitor crowd Transforming Communities through Science and Technology Page 7 of 7 Republic of the Philippines NUEVA ECIJA UNIVERSITY OF SCIENCE AND San Isidro, Nueva Ecija, Philippines ISO 9001:2015 CERTIFIED COLLEGE OF MANAGEMENT AND BUSINESS TECHNOLOGY flow, and gather real-time feedback from attendees through roaming volunteers with tablets or feedback stations. Post-Event Evaluation Technique: Send out a comprehensive online survey to all participants, seeking feedback on various aspects of the event, including organization, activities, facilities, and overall experience. Analyze the survey results and use the insights for future event planning. 5. Greening Your Event Encourage participants to use reusable water bottles and provide water refilling stations. Implement a comprehensive waste management plan, including recycling and composting facilities Use eco-friendly decorations and materials as much as possible. Plant trees or support environmental initiatives as part of the event's sustainability efforts. Appendices: 1. Site Map O nboa Farm Ardys place and garden THIRD COLOR FIRST AID ASSISTANT FIRST COLOR STATION STATION DESK STATION With First Aid Station San Isidi San Isidro - Pulo Rd San Isidro - Pulo Rd SOUND MAIN SYSTEM STAGE CJ TAPSILOGAN STATION Recently viewed REFRESHMENT NEUST Tabon STATION STATION 10103 ONOO35 ONIT HSINI 1.2 kilometer Transforming Communities through Science and Technology Page 8 of 8