1. EVENT (Staff of DIC) (On-site day)
1.1. Double check with PIC of each team to make sure everything is ready at least 1 hour before opening
1.2. All assigned supporters ready at assigned points at least 30 minutes before opening
2. PRE - EVENT
2.1. TOR and budget (Staff of DIC) (min 8 weeks before)
2.1.1. - Background - Objectives - Expected Results - Agenda - List of Participants - Budget & Cost norm - Plan: M&E + PIC + Milestones - Risks - Logistics
2.1.1.1. Staff DIC --> HoDIC (1day) --> FIN (1day) --> DDIC (2days) --> CD (5 days)--> PIC
2.1.1.1.1. Budget and TOR approved
2.2. Forming Event Taskforce for the event (Staff of DIC) (min 7 weeks before)
2.2.1. List of proposed staff to join the taskforce
2.2.1.1. Staff DIC --> HoDIC (1day) --> CD (5 days)--> PIC
2.2.1.1.1. Event coordinator team assigned
2.3. Legal permission (if applicable) : in case foreigners involved or outside HN (Staff of DIC) (min 6 weeks before)
2.3.1. - Organization Information - Event Information
2.3.1.1. Staff DIC --> ADM-->HoDIC (1day)--> CD (5 days)--> PIC
2.3.1.1.1. Official documents/licenses issued
2.4. Advance request for event expenses (if necessary) (Staff of DIC) (min 5 weeks before)
2.4.1. - Approved TOR - Budget to be advanced
2.4.1.1. Staff DIC --> HoDIC (1day) --> FIN (1day) --> CD (5 days)--> PIC
2.4.1.1.1. Advance payment completed
2.5. Logistics (ADM) (min 3 days before)
2.5.1. Transportation
2.5.1.1. - List of participants traveling by rental vehicle - Event agenda
2.5.2. Accommodation
2.5.2.1. - List of Participants - Event Agenda
2.5.3. Tea break & Meals
2.5.3.1. - List of Participants - Event Agenda - List of Food Allergies / Vegetarian Preferences
2.6. Communications (COM)
2.6.1. Branding Design / Visual Identity Design (min 5 weeks before)
2.6.1.1. - Event Information - Dimensions / Sizes - Product Requirements
2.6.1.1.1. Staff DIC--> COM (3 days) --> CD (5 days)--> PIC
2.6.2. Photographer / Video (min 1 week before)
2.6.2.1. Image / Video Requirements
2.6.3. Gifts/ Production (3-5 days before)
2.6.3.1. - Gift Idea - Requirement to link with the Event
2.7. Participants
2.7.1. Invitations, List of Participants (HR) (3-5 days before)
2.7.1.1. - List of stakeholders / relevant persons - Event agenda - Invitation letter
2.7.1.1.1. HR --> Staff DIC (1day) --> HoDIC (1day)--> CD (5 days)--> PIC
2.7.2. Speeches (Staff of DIC) (3-5 days before)
2.7.2.1. - List of speeches - Event agenda - Details of speakers
2.7.3. Welcoming and faciliating guests; Reception (Staff of DIC) (min 1 day before)
2.7.3.1. - Final List of Participants - Agenda
2.8. Venue (Staff of DIC)
2.8.1. Venue selection (min 4 weeks before)
2.8.1.1. - Venue Requirements - Quotation - Financial Policies
2.8.1.1.1. Staff DIC --> HoDIC (1day) --> FIN (1day)--> CD (5 days)--> PIC
2.8.2. Screen, Lights and sound, Stage; Other conditions depends on the weather and location (shadow;...) (min 4 weeks before)
2.8.2.1. - Requirements for Rental Items - Quotation
2.8.3. Venue map; set-up map; seating map and name tag (min 2 weeks before)
2.8.3.1. - Venue Directions Map - Guest List - Staff List for Guest Care
2.9. Uniform (COM) (min 4 weeks before)
2.9.1. - Event Information - Dimensions / Sizes - Product Requirements - Approved Design
2.9.1.1. COM --> HoDIC (1day) --> CD (5 days)--> PIC
2.9.1.1.1. Bid evaluation report
2.9.1.1.2. Contract
2.9.1.1.3. Sample
2.9.1.1.4. Uniform is produced
2.10. Rehearsal (Staff of DIC) (1-2 days before)
2.10.1. Rehearsal with sound, lighting, screens, stage
2.10.1.1. Agenda
2.10.2. Event venue set up
2.10.2.1. Event Map
3. ADM(1day) --> Staff DIC(1 day) --> CD (5 days)--> PIC
3.1. Driver information: National ID, and license plate will be updated one day prior to the event.
3.2. List of car & passenger
3.3. Room Allocation List
3.4. Menu
3.5. Table Arrangement List
4. COM --> CD (5 days) --> PIC
4.1. Image File Distribution
4.2. Number of Images Meeting Requirements
4.3. Sufficient Number of Gifts as Required
5. Staff DIC (1day) --> HoDIC (1day) --> CD (5 days)--> PIC
5.1. Final approved speeches
5.2. Guests arrive on time, fully present, registration completed properly
6. Staff DIC --> HoDIC (1day) --> CD (5 days)--> PIC
6.1. Bid evaluation report
6.2. Contract
6.3. Equiment tested before the event
6.4. Venue map
6.5. Seating map
6.6. Name tags
6.7. Standing Map for Event Supporters
7. Event Taskforce (1 day)
7.1. Rehearsal is done
7.2. Event venue is set up
8. - Agenda - Task lists
8.1. Staff DIC + Taskforce (1 hour)
8.1.1. Event is done
9. POST-EVENT
9.1. Collect all communication materials to reuse in the future (Staff of DIC) (Right after event)
9.1.1. Communication materials in the event
9.1.1.1. Staff DIC ---> COM (1 day)
9.1.1.1.1. Communication materials in the event is approved
9.2. Thank you letters to sponsors, guests and participants (COM) (max 2 weeks after)
9.2.1. - Event Information - Requirements - Photo
9.2.1.1. Staff DIC--> COM (3 days) --> CD (5 days) -->PIC
9.2.1.1.1. Thank you letters to sponsors, guests and participants are sent
9.3. Expenses claim (Staff of DIC) (max 45 days after)
9.3.1. All financial documents in accordance with financial regulations
9.3.1.1. Staff DIC --> Budget holder (1day) --> FIN (1day)
9.3.1.1.1. Claim done on Tadaa!
9.4. Debrief meeting (Staff of DIC) (1 day after)
9.4.1. Achievements and Mistakes
9.4.1.1. Event Taskforce (reflection and feedbacks) ---> All Depts ---> CD ---> All Depts
9.4.1.1.1. Lessons learnt
9.5. Final report (Staff of DIC) (max 1 week after)
9.5.1. Photo
9.5.1.1. Report