This post is not about the event itself (although the photos are) but more of a recounting of the behind-the-scene adventures of organizing a big and important event (or what I like to term as eventure for event adventure). Just wanted to share, even vaguely, this kind of experience, not to brag about, but to learn from.
BusinessWorld (BW) traditionally throws the big parties every 5-year increments of their anniversary. With that in mind, we were set on getting busy for the 25th anniversary next year in 2012. But since silver anniversaries are special, management wanted to hype it a year earlier and do a party to announce the countdown towards the 25th anniversary.
My Marcom group was tasked to put together a cocktail party for the company's friends and clients with barely a month from the date of the company anniversary and it wasn't until a week after that the venue has been fully secured. What ensued after are days filled with coordinating with the venue's events team plus the F&B people through phone, sms, emails and face-to-face meetings.
Resorts World Manila (RWM) became my alternative work place, together with a staff of mine, as we discussed details for BusinessWorld's 24th anniversary party. Met with the events group, the theater group plus the tech group to give our requirements and also to know the restrictions of the venue. I can say that it was a breeze working with the RWM people because they are all professional and really made us feel that we are in good hands.
The main venue was the 3rd floor Vestibule of the Newport Theater while the cozier 2nd floor Vestibule was to be the reception hall for guest registration and the photo wall. We were told that all they have was a simple wooden platform for a stage, basic sound system and lights. That had me worried because we had to stage a party good enough for the VIPs attending, without creating a big dent in the company's pocket. Maybe the guests can just focus on the delectable food that RWM will prepare for us.
Come ingress day, I was delighted to see the stage set-up. the plain platform I expected was instead a classy see-through acrylic stage that lights up beautifully. OMG! The guys in-charge surprised me to tears (well, almost to tears). Now, all we needed were the balloon pillars we ordered and the extra stage sound monitors we rented then we are good to go...for the main venue, that is.
At the reception area, staff were propped down on the carpet with their hands busy cutting paper and tape, and piecing together a simple photo exhibit depicted "a day in a newspaper publishing company." At least, the RWM events team took care of installing the photo wall tarp on the steel frame...the minute they found out where the frame was relocated because it was used for another event. News of the frame's disappearance earlier that afternoon almost gave me a heart attack but since my blood pressure and heart is good, I got a terrible migraine attack instead which lasted until the party started. And I almost went to the event dressed as I was during ingress because I no longer had the energy to dress up for the occasion. I thank my joyful sparing partner for the event for pushing me to relax and take an energizing shower and prepare for the party.
So the purpose of the gathering was to start the countdown to the silver anniversary, now what will we do for the programme? Where to source the entertainment? What else can we offer the more than 600 invited guests who will be coming from areas far from RWM? Its a good thing we have cultivated deep partnerships with the entertainment industry in terms of theater and music. With my able team, who did not give up on the follow-ups, we were able to invite artists who provided great entertainment for the night.
Of course, my team did not accomplish the feat on our own. On the event night itself, the NTM group took charge of the programme implementation and tech stuff, and did a soft launch of BusinessWorld's mobile application; the creative group also pitched in for areas where art requirements were needed; the advertising group took care of the invitations, RSVPs and the event registration; and management and editorial supported the event.
Thanks to Resorts World Manila and our partners Lilystars Records, Viva Entertainment, Repertory Philippines and Manila Chamber Orchestra Foundation that the event was a success and everyone was happy. We are the happier bunch to see that the efforts paid off nicely. Now on to the next eventure as we prepare for the big 2-5 for 2012.
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