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Practical Guidelines in Organizing

Workshops/Conferences/Events

Practical Guidelines in Organizing & Managing Workshops/Conferences


Contents

Page

I. Organizing Workshops/Conferences 1

A. Pre-Workshop/Conference 1

1) Validate the Need for and Feasibility to Hold the Workshop/Conference 1


2) Design the Workshop/Conference 1
3) Choose the Training Team and Resource Persons 2
4) Select the Participants 3
5) Determine the Date 3
6) Choose the Venue 4
7) Prepare the Budget 5
8) Announce the Workshop/Conference and Inform the Participants 5
9) Determine Required Supplies and Equipment 6
10) Prepare Workshop/Conference Kits and Materials 8
11) Finalize Arrangements 9
12) Conduct Pre-Workshop/Conference Review 9
13) Prepare Opening/Closing Ceremonies 10
14) Set up the Main Workshop/Conference Venue 10
15) Set up Support Facilities 12
16) Arrange for Arrival of Participants 12

B. During the Workshop/Conference 13

1) Overall Coordination 13
2) Registration 13
3) Workshop/Conference Facilitation 13
4) Documentation 15
5) Finance 15
6) Daily Clean-Up and Equipment Check 16

C. Post-Workshop/Conference 17

1) Closing Down 17
2) Documentation 17
3) Analysis of Evaluation 17
4) Finances and Liquidation of Expenses 17
5) Others 17

II. Practical Tips in Organizing Events 18

Practical Guidelines in Organizing Workshops/Conferences/Events i


Contents, cont.

Page
Annexes

Annex A – Templates 20

A1. Work Plan/Timeline 21


A2. Invitation Template 23
A3. Program Design Template (for conference kit) 25
A4. Matrix of Participant’s Details 33
A5. Finance Worksheets 35
A6. Registration Sheet 37
A7. Sample Nametag 38
A8. Certificate of Appearance – Participant 39
Certificate of Appearance – Resource Person 40
A9. Certificate of Participation 41

Annex B – Sample Correspondences 42

B1. Sample correspondence to venue coordinator/contact person 43


B2. Sample correspondence to confirmed participants 45

Annex C – Forms 47

C1. Confirmation Form 48


C2. Canvass Form 49
C3. Travel Advance Voucher 51
C4. Service Contract Form 52
C5. Transportation Reimbursement Form 53
C6. Acknowledgement Receipt Form 54
C7. Expense Claim Form 55
C8. Activity Report Form 56
C9. Evaluation Form 57

Annex D – Tips for the Training Team 60


Annex E - Guide for Displaying the Philippine National Flag 64
Annex F - Guide for Displaying Canada’s National Flag 72

Practical Guidelines in Organizing Workshops/Conferences/Events ii


I. ORGANIZING CONFERENCES/WORKSHOPS

A. Pre-Workshop/Conference

In preparing for a training program, it is ideal and highly recommended that a 2-3 months
lead time be allocated.

Step 1: Validate the Need for and Feasibility to Hold the Workshop/Conference

Determine if there is a legitimate need to hold the workshop/conference by considering the


following:

a) A needs assessment of prospective participants: Is the training program really


needed by the participating offices? Will they benefit from it? Is the
conference/training program really the answer to improving the capacities of the
participants? Or will another format such as forums, roundtables, etc be more
appropriate?

b) Identifying resource persons: Who is available to be part of the training team?

c) Funding: What will be the approximate training costs and where will the funds be
obtained? Is the anticipated benefit worth the projected costs?

d) Timing: Is the timing appropriate for the training program? What is the workload of
the prospective participants and the prospective training team and resource
person(s)? When and for how long might the participants and training staff be
reasonably expected to be away from their offices?

e) Training venue: Where can the training program be held? Will the venue affect the
design? Is transportation to and from the venue easily available?

Step 2: Design the Workshop/Conference

Brainstorm and finalize the following:

a) Objectives
b) Programme Schedule
c) Session Objectives
d) Methodology and Process Flow
e) Reference materials that may be included
f) Identification of team, which includes Secretariat, Resource Person(s) and
Conference/Training Facilitators
g) Nature of post-training documentation required, i.e. will the final documentation
take the form of workshop/conference proceedings or training modules and tools?
Practical Guidelines in Organizing Workshops/Conferences/Events 1
h) Selection of appropriate venue

IMPORTANT: In cases where existing learning modules will be echoed, the design may have
to be adapted to meet the local or particular context. This would mean introducing some
modifications in the methodology of the training program. Some examples:

• Some learning exercises may not suit the local cultural context; therefore adjustments
have to be made.
• Resources prescribed in the training module may not be available. For instance, an
overhead projector is not available in the area. A substitute audio-visual tool may be
used such as flipcharts and posters.
• Venue: In some cases, the venue chosen may not be suitable for the type of methodology
used in the training package, thus modifications will have to be made.

Step 3: Choose the Training Team and Resource Persons

Training staff will be composed of Manager/Advisor in charge as Overall Coordinator,


trainer/facilitator, and support staff. Resource persons may also be invited to be part of
training team.

When choosing trainers/facilitators and resource persons, the qualifications to consider are:

• Expertise in the content area


• Track record/experience
• Ability as a dynamic, interesting trainer
• Skill in public speaking and presentations
• Appropriate academic background
• Willingness to work within the framework and design

Potential trainers/facilitators and resource persons should submit their CVs for review. The
training team should then consider at least 3 quotations or proposals from interested
individuals, referring to the Philippines-Canada Development Fund (PCDF) current guidelines
with regards to professional fees and rates. If only one individual is to be considered, his or
her appointment should be duly justified, i.e. person is the expert in a specific field.

The number of persons to be included on the training team will vary from training to
training, and this must be decided by the senior program management team. Choose the
minimum number of qualified persons necessary to be able to assist and provide support.
Usually, 2-3 support staff members are required: assistant coordinator, documentation
officer, and an administrative/finance assistant (for costs and logistical requirements)

The training team should be briefed well in advance with information on their specific roles
and responsibilities and the overall objectives and design of the workshop/conference.
Thereafter, a work plan detailing the 1) timeline, and 2) clear delineation of tasks and

Practical Guidelines in Organizing Workshops/Conferences/Events 2


respective roles should be drafted by the overall coordinator to ensure efficient and cost
effective workshop/conference management. (See Annex A1 for a sample template)
Step 4: Select the Participants

It is best to identify the final list of participants soon after the analysis of the TNA and the
finalization of the workshop/conference design. The earlier the participants are selected,
the better since the logistical preparation depends largely on the number of participants.
Things to remember:

• Send letter to LGSP Area Managers with the following information:


a) Rationale and Objectives of workshop/conference
b) Potential date and venue
c) Results of TNA (if there was one)
d) Criteria for selecting participants
e) Deadline for submitting names of suggested participants
f) Attach draft or final workshop/conference design

The core workshop/conference team should be in close consultation with the Area and
regional offices for the final selection of the participants. Other key partners may also
be consulted.

• Participants will be required to submit to the organizers an accomplished Confirmation


Sheet to register (See Annex C1 for sample form)

• Send a final list of participants to respective Area Offices or institutions

Step 5: Determine the Date

Some factors to consider when choosing dates are:

• Identify alternative dates in the beginning in order to facilitate the discussion within the
training team in choosing the most appropriate time for the workshop/conference

• Synchronize training with other activities in the program

• Ensure that the training is timely and relevant i.e. learnings from it can be applied soon
after to concrete projects

• If possible, schedule the workshop/conference during relatively slower period or before


peak seasons when the projects are in full speed

• Take note of local holidays and religious practices

• When possible, time the activity to take advantage of low season hotel rates

Practical Guidelines in Organizing Workshops/Conferences/Events 3


Step 6: Choose the Venue

In choosing the venue for the workshop/conference, the following should be considered:

• Location of training should be accessible to participants i.e. preferably direct flights, bus
routes are available

• Secure quotations from at least 3 conference/training centers. Costs should be


competitive. Negotiate for discounts/ package conference rates and request for a list of
complimentary items. Some venues provide conference facilities, i.e. Secretariat Room
free of charge when the organizer can guarantee a minimum number of participants.
Please check.

• Hotels or training centers should have an acceptable track record in hosting training
programs, workshops or conferences and should have a reputation for excellent service.

• Availability of a suitable Training and Conference Room that should have the following
features:
a) Quiet and provides a conducive learning environment
b) Free from posts or pillars that block sight lines
c) A reliable supply of electricity and sufficient electrical outlets of the appropriate type
d) Space to accommodate extra tables for workshops materials
e) Enough wall space for displays

The conference room should be available full time during the workshop and ensure that it
is not required in the evenings for other activities. It is also a good idea to find out if
someone else is using a conference room next door, as a noisy event nearby may ruin a
good venue. LACK OF GOOD CONFERENCE ROOM FACILITIES CAN UNDERMINE AN
OTHERWISE WELL PLANNED WORKSHOP.

• Availability of a Secretariat Room (preferably a complimentary room) and/or space close


to the function room where staff can work and equipment/supplies can be stored, with
access to well-functioning telephone facilities.

• Access to well-functioning communication technology i.e. telephone, fax and cell sites.
Availability of Internet access is advantageous.

• Availability of reliable office equipment such as photocopy machine, overhead projector,


LCD projector, video player, TV, radio-cassette player, microphone and speakers e.g.
karaoke

• Availability of breakout rooms, extra tables, chairs, whiteboards, poster panels and flip
chart stands.

Practical Guidelines in Organizing Workshops/Conferences/Events 4


• Comfortable and clean accommodations and well prepared meals.

• Check the deadline for confirming number of participants. This is an important basis
for the deadline of selected participants to confirm their slots with LGSP.

There should be regular correspondence between the conference organizers and the venue
coordinator/contact person. Such correspondence should include updates such as
information on additional participants, any changes in room assignments and, if possible,
flexibility in adjusting the number of reserved rooms that will actually be charged during the
actual conference itself, additional logistical requirements, etc. (See Annex B1 for a sample
correspondence).

Once a venue has been chosen, submit a proposal and/or draft contract for approval or fill
out a Canvass Form (See Annex C2).

Step 7: Prepare the Budget

A budget estimate should be prepared. The main costs of a workshop include the following:

• Venue costs - meals and accommodations (Please refer to current PCDF guidelines, in
consultation with the Administrative and Finance Officer.)
• Travel costs, including resource persons and support staff
• Fees of facilitators, documentation staff, and main resource persons
• Honoraria and/or tokens for additional speaker/resource persons
• Rental of conference facilities and/or vehicles, if any
• Production of Kits
• Administrative supplies i.e. nametags, pencils, pens, meta cards etc.
• Incidental charges i.e. photocopying, telephone calls, internet access
• Props and/or backdrop, if required

(See Annex A5 for a sample template in budget preparation.)

Once the budget has been prepared, fill-out and submit a Travel Advance Voucher to
Administrative and Finance Officer (See Annex C3) for those expenses that will need to be
paid in cash during the conference.

Step 8: Announce the Workshop/Conference and Inform the Participants

It is important to send the final announcement of the workshop/conference as early as


possible once the key logistical preparations have been addressed.

Things to remember:

Practical Guidelines in Organizing Workshops/Conferences/Events 5


• Prepare an official confirmation letter to the LGSP area/regional office or directly to the
participating institution/organization with the following information:

a. Workshop/conference rational and objectives


b. Final Date and Venue
c. Expenses to be shouldered by the participating institution
d. Reimbursements that will be handled by LGSP
e. Deadlines for confirming slots
f. Administrative arrangements i.e. arrival dates, transportation plans
g. Coordinates of person in charge for further information and/or clarifications
h. Attach final programme

• It is important to confirm the selected participants with an official letter, with a


Confirmation Sheet (See Annex C1) attached. (See Annex A2 for sample invitation letter)
Using the Mail Merge feature (MS Word) may help facilitate the creation of personalized
invitations, especially if there are a large number of invitees.

• Follow-up confirmation with a telephone call and follow-up fax or email. (See Annex B2
for a sample correspondence to participants in following-up and relaying of
reminders/announcements.)

• Prepare a media release and send to CIDA Public Affairs Office (Chris Daniel) and to other
media partners, if possible 10 days prior to date of workshop/conference

(See Annex A4 for a sample matrix to capture participants’ details).

Step 9: Determine Required Supplies and Equipment

Prepare a checklist of required items.

• Function Room:

- Tables and chairs to accommodate workshop groups, resource persons and materials
- Small tables for projectors and video equipment
- Video equipment/LCD
- Laptop computer
- Slide projector
- Cassette player for documentation purposes and blank tapes
- PA systems and/or karaoke and/or CD player
- Microphones
- Extension cords and plugs
- Podium
- Panelist table, if required
- Flags - Philippine and Canadian with flag stands
- LGSP banner

Practical Guidelines in Organizing Workshops/Conferences/Events 6


- Conference banner (if venue was able to prepare in advance)
- National Anthem (tape or CD)

If possible, specify any arrangements regarding the room’s lay out, backdrop designs, etc. at
an early date. This can be relevant for organizer’s who have used the venue or training
facility before, and thus are already familiar with the supplies/equipment that will be
available to them.

• Breakout Rooms

• Secretariat Room

- Desks and chairs for training support/staff


- Photocopy machine (if necessary or may be located in the Business Center of venue)
- Tables for storage and assembly (collation) of materials
- Computers or laptops (with relevant files saved in hard disk)
- Back-up CD or diskettes with relevant files
- Printer with extra printer ink and extra printer head
- Bond paper (for printing)
- Staplers and staple wire
- Appropriately-sized paper punchers
- Rulers
- Scissors
- Pencil sharpeners
- Packaging tape and rope (to pack-up extra materials after the conference)

• Consumables

- Newsprint for workshop groups


- Overhead projector transparencies
- Wide tip permanent markers (various colors)
- Whiteboard markers (various colors)
- Overhead marker pens
- Colored markers or crayons or craypas
- Cloths for wiping transparencies
- Bottle of alcohol for wiping transparencies
- Pencils and pens (various colors)
- Extra nametags
- Thumbtacks
- Paper Clips
- Computer diskettes
- Masking tape
- Staple wire
- Adhesive tapes
- Glue
- Meta cards

Practical Guidelines in Organizing Workshops/Conferences/Events 7


- Bond papers (different colors)
- Manila paper
- Craft paper
- Flipchart paper
- Cartolina paper
- Folders
- Envelopes

Step 10: Prepare Workshop/Conference Kits and Materials

• In preparing the kit, the following may be included:

a. Training Rationale and Objectives


b. Programme
c. List of resource persons
d. List of participants
e. House rules or administrative details
f. List of organizers
g. List of Readings
h. Workshop/conference Modules
i. Presentation Materials/handouts of resource persons (if available)

(See Annex A3 for a sample program docume nt to include in kit)

Tips in assembling the kits:

Ø Evaluate whether all the information, particularly extra readings, are likely to be
used. Limit the binders to essentials and optional handouts may be given out or
arranged in a table at the venue.

Ø Collate all the selected materials and put together a mock up kit to determine the
appropriate size of binder. Be sure to order binders (and dividers, if necessary) well
in advance. Suppliers often require 7 working days, sometimes less or more
depending on the volume ordered, to deliver.

Ø Do not “overload” binders. If papers have to be ‘held down’ when the rings are open,
chances are they will eventually fall out and be lost.

Ø Allow a contingency factor of 15-25% max. For example, if there are 28 participants,
35 binders should be prepared and available at the workshop/conference.

Ø Assess if the budget will allow for bags.

Ø All materials to be included in the kit should be ready and available for reproduction
15-10 days prior to the conference.

Practical Guidelines in Organizing Workshops/Conferences/Events 8


Ø Actual kit should be assembled 3 days prior to actual conference

• Prepare Nametags in advance (See Annex A7 for a sample nametag)

• Prepare daily Registration Sheets for participants with Name, Institution, Address,
Position, Email, and Telephone No. Cell No. Room Number and Signature (See Annex A6
for a sample registration forms)

• Cut meta cards in advance

• Finalize the evaluation forms and reproduce for distribution on the last day (See Annex
C9 for a sample evaluation form)

• Prepare the following certificates (See Annex A8 and A9 for samples):

a) Certificate of Appearance - Participant (for government officials and staff)


Certificate of Appearance – Resource Person
b) Certificate of Participation

Step 11: Finalize Arrangements

• Ensure that Confirmation Sheets of participants have all been submitted

• Confirm hotel bookings as soon as number of participants is confirmed

• Transportation arrangements should be finalized for NPMO and for Canadian resource
persons, if any, and shuttle service if available for participants

• Schedule a meeting with venue staff and ocular inspection of the hotel/training center
facilities prior to the date of the workshop/conference

• Finalize menu. Strictly no pork diet should be included in the menu for all LGSP activities
in respect for Muslim participants.

• Finalize room assignments of participants, ideally 2 days prior to the conference/training

• Secure short bios of resource person/speakers

• Arrange for equipment required at the conference internally at the LGSP office and/or
with the conference venue

Step 12: Conduct Pre-Workshop/Conference Review

Practical Guidelines in Organizing Workshops/Conferences/Events 9


• It is important to hold a team meeting 5-4 days before the date of the
workshop/conference for a final run through of the preparation

• As a rule, the training team should be in the training venue a couple of days in advance
particularly if a pre-conference/training team meeting is to be held

• During the pre-conference team meeting, the training team should conduct a final review
of the design, “walking through” the entire program, session by session, to ensure
resource person(s), facilitator(s), documentation officer and support staff are aware of
the logical flow, respective roles and responsibilities of each member of the team

• The kit and any other materials should also be reviewed at this time. For example, check
if the hand-outs have been reproduced and if the overhead transparencies or power point
slides, if any, have been prepared

• A meeting with key venue staff should also take place

Step 13: Prepare the Opening/Closing Ceremonies

• As a rule it is best to keep the “ceremonial” aspects brief. A twenty-to-thirty minute


maximum opening ceremony is ideal.

• Guests should be invited ahead of time. They may include: LGU or national government
representatives and/or local personalities involved.

• Opening and closing ceremonies may come in the form of a ritual or a creative
presentation.

• Make sure that props are prepared in advance and are ready, if required.

Step 14: Set Up the Main Workshop/Conference Venue

• The function room should be set up a full day in advance to allow for any unforeseen
difficulties and adjustments to be addressed.

• Consider the methodology of the training program when deciding on the set up. The
diagram on the succeeding pages shows three alternatives:

Practical Guidelines in Organizing Workshops/Conferences/Events 10


Alternative 1: “Conference Style” sets a somewhat formal tone but puts everyone on more
or less equal footing, including the resource persons and participants

Alternative 2: “Groups Style” is preferred for programs that utilize the workshop
methodology. It sets an informal tone, allows for relative equality among participants and
resource persons, and facilitates individual and group participation.

Practical Guidelines in Organizing Workshops/Conferences/Events 11


Alternative 3: “Classroom Lecture Style” is usually not appropriate because it sets a very
formal tone and creates distance between resource persons and participants. Interaction
among participants is also inhibited. If there is space limitation, be creative in arranging the
tables and chairs.

Step 15: Set Up Support Facilities

If possible, there should be a Secretariat room close to the main function room for ease of
coordination and communication.

Step 16: Arrange for Arrival of Participants

Prior to the arrival of participants, secure a room assignment listing from the venue and
make sure that it is available on the first day of the workshop/conference.

Practical Guidelines in Organizing Workshops/Conferences/Events 12


B. During the Workshop/Conference

During the workshop/conference, a number of tasks have to be done to ensure the success
of the program.

Step 1: Overall Coordination

The overall training coordinator is tasked with the responsibility of overseeing the flow of
the training, monitoring and evaluating the individual sessions and activities as well as the
entire program.

Step 2: Registration

Registration Procedure:

1. The Assistant Coordinator with the support staff should take charge of the registration
process at the beginning of the conference
2. All participants will be required to register as soon as they arrive at the training
conference venue on the first day
3. IDs and the kits will be given upon registration
4. Participants will be informed of their respective room assignments upon registration
5. Registration table should be manned at all times the whole of the first day and on the
succeeding days to assist latecomers
6. Participants should also be asked/reminded to register on a daily basis on separate
registration sheets; i.e. Day 1, Day 2, etc. to ensure participants’ attendance is
accurately captured. (See Annex A6 for sample registration forms)

Step 3: Workshop/Conference Facilitation

The Main Resource Person or Facilitator is in charge of:

A. Introducing, Moderating and Synthesizing the Sessions

• Ensure that sessions begin and end on time, as much as possible


• Introduce the topic and any other panelists/speakers or guest resource person(s)
• Link this session with previous ones
• Oversee overall time management with the assistance from support staff
• Encourage a reasonable number of questions related to the topic; and conversely try
to limit questions unrelated to the topic or those which will be answered wither
during the group work or in later workshop sessions
• Ensure that the general flow of the workshop is maintained

Practical Guidelines in Organizing Workshops/Conferences/Events 13


B. Ensuring Support Services Operate Efficiently

One of the main concerns of running a training program is to make sure that support
services are operating efficiently. Some things to remember:

• A system should be set-up whereby participants and groups can submit reports,
outputs for encoding during the workshop or have access to secretariat during the
entire day for access to computer and photocopying facilities. The set-up should be
installed in advance and monitored from time to time.

• Outputs of certain sessions are usually inputs for succeeding sessions; thus, the
facilitator and support staff should see to it that these outputs are available (printed
and reproduced) when they are needed in close coordination with documentation
staff.

• Support staff should be assigned to take charge of logistical details such as food
arrangements, room assignments, availability of supplies and other administrative
concerns

C. Conducting a Recap

A brief (1 0-15 minutes) “Recap” is usually advisable before the start of the daily session
to review major points from the previous day and link them with both the objectives and
topic to be introduced in the new day. The Main Resource Person usually takes
responsibility for presenting the daily Review and Overview, but this responsibility may
be shared with other members of the training team. Participants may also be requested
to give insights and impressions from the previous day.

D. Undertaking a Daily Review and Evaluating the Workshop/Conference

Evaluation of individual sessions should be done on a daily basis in order to obtain


participants reactions as soon as possible after the presentations and discussions.

The training team should undertake a day-to-day review/debriefing of the flow of the
training program and should meet each night to review the day’s activities and plan for
the next day in light of participant feedback. The team may look at the following points:

• Is everyone participating? It not, what can be done?

• Are there problematic situations and/or participants? If so, what approaches may
be taken to address the issues?

• Are the groups evenly balanced? If not, what can be done?

• Have the session learning objectives been met? If not, what can be done?

Practical Guidelines in Organizing Workshops/Conferences/Events 14


• How might the next day’s sessions be handled differently?

• How is the support service? Is it efficient? Available? If not, what should be done?

A final evaluation of the entire training program should take place on the last day to
learn if the overall objectives have been met, if there is a need to adjust content,
materials, organizations, and to identify the next steps. The final requirements from the
documentation staff and main resource person and facilitator and the corresponding
deadlines should be stated clearly during this meeting.

Evaluation Forms should be distributed on the first half of the last day. These forms
should be made available in advance for participants who indicated early departures.
(See Annex C9 for a sample evaluation form)

Step 4: Documentation

This is a crucial part of all training conferences. One member of the team should work
closely with documentation staff to ensure that the process is going on smoothly and all
outputs are captured and all materials that the documentation staff needs are supplied
i.e. workshop outputs, presentation materials etc.

Step 5: Finance

A. Reimbursements

Any and all reimbursements should be done at the end of the conference and never at
the beginning. The following procedure should be strictly followed:

• Participants claiming reimbursements should be given all or some of the following:

(1) Transportation Reimbursement Form (See Annex C5)


(2) Expense Claim Form (See Annex C7)
(3) Acknowledgement Receipt Forms (See Annex C6)

• A Transportation Reimbursement Form captures all travel and transportation-related


reimbursable expenses. A filled-out form should be submitted to the Secretariat, or
training team member in charge of finances, together with the following required
supporting documents:

(1) Original ticket(s) for transportation


(2) Boarding passes (for air travel)
(3) Transportations by jeepney, tricycle, taxi or other conveyances that do not
issue receipts/tickets

Practical Guidelines in Organizing Workshops/Conferences/Events 15


i. If less than P150 – indicate in Transportation Reimbursement Form
ii. P151 or more – indicate in Transportation Reimbursement Form, with details
re: Driver’s Name and Vehicle License Plate Number. Official receipts
should also be submitted where available.

Transportation by owned vehicles will be reimbursed at an all-inclusive rate of P4.00


per kilometer traveled on primary or secondary roads and P4.50 per kilometer on
tertiary roads. LGSP will determine a reasonable distance for the origin and
destination claimed. (Refer to a matrix of distances for the region concerned, in
consultation with the Finance and Administrative Officer.)

As a general rule, the amount reimbursed for travel (as supported by the submitted
documents) is multiplied by 2 because it is assumed that the participant’s return
travel route will be the same. It will also be the Secretariat’s responsibility to collect
return tickets and boarding passes post-conference for submission to the Finance and
Administrative Officer.

• An Expense Claim Form captures and summarizes other reimbursable expenses besides
transportation, i.e. meals, lodging, etc. Evidence of such expenses such as official
receipts should also be attached before submission to the Secretariat.

• Acknowledgement Receipt Forms can be filled-out and issued to participants upon


request.

B. Other Finances

Other expenses such as the documentor’s fees, facilitators’ professional fees, honoraria
for co-facilitators, etc. should also be settled via a Service Contract Form (See Annex
C4). In cases where a Service Contract Form is not to be filled out (i.e. a main
facilitator would have a full contract in place), an Acknowledgement Receipt Form (See
Annex C6) should be filled out to confirm the receipt of professional fees.

Step 6: Daily Clean-up and Equipment Check

Training Team should conduct a daily clean-up, usually at the end of each day’s session,
and also secure all equipment and other valuables.

Practical Guidelines in Organizing Workshops/Conferences/Events 16


C. Post-Workshop/Conference

Step 1: Closing Down

The support staff, in liaison with the workshop/conference coordinator and facilitator should:

• Ensure that all training (as opposed to individual) bills have been settled.
• Pack all equipment and unused materials.
• Pack all workshop outputs and ensure that all outputs are intact.
• Check with hotel staff to ensure the facilities have been left in good order.

Step 2: Documentation

Finalize the documentation of the workshop/conference. Submission of final document


should not be later than a month after the workshop/conference

Step 3: Analysis of the Evaluation

An evaluation report should be prepared based on the evaluation sheet as well as any
additional feedback from participants and training team. This may or may not be part of the
final documentation.

Step 4: Finances and Liquidation of Expenses

The budget and finance spreadsheet should be completed (See Annex A5) to capture and
compare actual expenses to what was originally budgeted. An Expense Claim Form (See
Annex C7) and Activity Report Form (See Annex C8) should also be accomplished and
submitted together with relevant receipts for liquidation of expenses to the Administrative
and Finance Officer.

Return tickets and boarding passes of those participants given travel reimbursements should
also be followed up and collected for submission to the Finance and Administrative Officer.

Step 5: Others

Original copies of the daily registration sheets should be submitted to the Administrative and
Finance Officer.

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Reference: How to Organize and Run Training Workshops: A Unicef Guide

Practical Guidelines in Organizing Workshops/Conferences/Events 17


II. PRACTICAL TIPS IN ORGANIZING EVENTS

1. The organization of events such as expos/fairs, launches, media conferences, dignitary


visits, etc., requires the production/use of promotional materials such as:

• Media releases
• Press kits
• Speeches or talking points
• Scenario briefs
• Flags (See Appendix E and F)
• Banners

Events that will be attended by dignitaries such as the Canadian Ambassador or CIDA
officials will also require close coordination with the Political and Economic Relations
and Public Affairs (PERPA) section of the Canadian Embassy.

2. For large events that will involve various stakeholders and will require coordination and
organization of numerous activities, a professional events management firm may be
commissioned to provide technical assistance and logistical support, in close
coordination with LGSP. The following is a checklist of event requirements:

PRE-WORK:
• Organize a event management team in the organization that will spearhead the
management of the event and/or work directly with the assigned event organizer
• Development of overall thematic concept, design and implementation plan and
work plan for the event
• Coordination of the implementation plan of the event
• Coordination of and participation in production and implementation meetings and
consultations
• Venue arrangements, including liaison and negotiation with venue representatives
• Design of logistical and marketing plans
• Design of the physical layout of the event
• Sourcing and facilitation of bidding process and coordination of contractors and
suppliers as required for overall production, video, sounds and lighting systems,
catering, collateral materials e.g. posters (This involves ensuring cost
efficiency, competitiveness, value for money and fairness in securing bids.
Event Manager is expected to coordinate the bidding process in coordination
with LGSP)
• Design and supervision of the production of souvenir programs, kits, and collateral
materials for the venue e.g. streamers, posters, flyers, signage, IDs/name tags,
among others as required
• Coordination in marketing the event, including media promotion
• Design and construction of façades, stage backdrops, platforms
• Management of travel and accommodation requirements

Practical Guidelines in Organizing Workshops/Conferences/Events 18


• Coordination and conduct of a technical rehearsal a day before the actual event
with technical and/or production team (to check lights, sounds, video materials
etc.)

EVENT PROPER:
• Venue management, including general secretariat management
• Coordination of event security requirement and janitorial detail with the venue
• Handling of visitor registration and secretariat work
• Perform any other related tasks as required for the efficient handling and conduct
of the event

POST EVENT:
• Conduct a debriefing at the completion of the event with the organizing team
• Prepare a post event report and documentation which includes photo and video
documentation

Practical Guidelines in Organizing Workshops/Conferences/Events 19


Annex A:
Templates

Practical Guidelines in Organizing Workshops/Conferences/Events 20


Annex A1 – Work Plan / Timeline

Sample 1:

<Conference Title>
<Sub-title>
<Venue>
<Date>

WORKPLAN/TIMELINE
Task Resource(s) Week 1 Week 2 Week 3 Week 4 Week 5 Week 6
<Date> <Date> <Date> <Date> <Date> <Date>
1 Review Conference Management Kit
2 Design workshop/conference
3 Select participants
4 Send out invitations
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20

Practical Guidelines in Organizing Workshops/Conferences/Events 21


Sample 2:

<Conference Title>
<Sub-title>
<Venue>
<Date>

WORKPLAN/TIMELINE
Task Resource(s) Target Done Remarks
1 Review Conference Management Kit 1st week of <Month>
2 Design workshop/conference
3 Select participants
4 Send out invitations
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20

Practical Guidelines in Organizing Workshops/Conferences/Events 22


Annex A2 – Invitation Template

Unit 1507
Jollibee Plaza
Emerald Avenue
Ortigas Center
Pasig City 1600
Philippines
Phone: (632) 637 -3511 to 13
Fax: (632) 637-3235
E-mail: lgspnpmo@lgsp.org.ph
Programme de soutien aux Website: www.lgsp.org.ph
gouvernements locaux

<Date>

<Title> <First Name> <Last Name>


<Job Title>
<Company or Organization>
<Address>
<City>
<Fax No.>

Dear <Title> <Last Name>:

The Philippines-Canada Local Government Support Program (LGSP) would like to officially invite you to a
<indicate number of days> conference, <Title of Conference> to be held on <Date> in <Venue>.

<Explain conference rationale>

<Summarize conference objectives (can be bullet points)>

In preparation for finalizing this activity, we would like you to request you to CONFIRM your attendance by
filling up the attached Confirmation Sheet and submit to us, not later than <Date>. Please fax to 637 3235
to the attention of <Contact Person> or send the form by e-mail to <Contact Person’s email address>

Some IMPORTANT reminders:

1. TRANSPORTATION
<Indicate who will shoulder and/or provide transportation to the conference.>

2. ACCOMMODATIONS
<Indicate who will cover costs of accommodations; start and end of accommodations; check-in and check-
out dates and times; other reminders regarding room assignments>

3. VENUE
<Give venue details: Name, Address, Contact details>

Practical Guidelines in Organizing Workshops/Conferences/Events 23


4. ARRIVAL
<Request date and time participants should arrive given date and time conference is scheduled to
start; can also include any instructions on registration>

5. DEPARTURE
<Request date and time participants should schedule their departure given date and time conference is
scheduled to end>

6. MEALS
<Indicate dates and times that meals will be served; i.e. from Day 1, lunch to Day 4, breakfast.

7. CANCELLATIONS (only if LGSP is covering costs of accommodations)


Any cancellations should be made before <Date>. Otherwise, you shall be requested to shoulder the
costs of the first night accommodations. LGSP will not be responsible for reimbursing any and all travel
costs, i.e. airline cancellation and the like.

8. DRIVERS (applicable to LGSP regions, for example)


Please indicate in the attached confirmation sheet if your driver(s) will avail of live-in arrangements at
<Venue>. We can facilitate the reservations but you will be requested to shoulder these accommodation
costs, and directly settle with <Venue>.

9. SHUTTLE SERVICE
<Indicate if any shuttle service can be provided; give schedule or ask for participant’s schedule
preferences in the confirmation sheet; give clear instructions on where to assemble>

<For participants arranging their own transportation, give clear instructions on how to get there from
the airport, approximate taxi costs, etc.>

Thank you very much. Looking forward to hearing from you soonest.

Sincerely,

Marion Maceda Villanueva


Canadian Field Program Manager

A JOINT PROJECT O F

Canadian Executing Agency

In Association With
Department of the Interior and National Economic and Canadian International
Local Government (DILG) Development Authority (NEDA) Development Agency (CIDA)

Practical Guidelines in Organizing Workshops/Conferences/Events 24


Annex A3 – Program Design Template (for conference kit)

<Conference Title>
<Sub-title>
<Venue>
<Date>

TABLE OF CONTENTS

A. Programme Page
Rationale
Participants
Methodology
Objectives
Training Conference Schedule
Training Team
Facilitators
Co-facilitators
Organizers
House Rules
Directory of Participants

B. List of Reading Materials

Practical Guidelines in Organizing Workshops/Conferences/Events 25


<Conference Title>
<Sub-title>
<Venue>
<Date>

PROGRAMME

Rationale

Participants

Methodology

Objectives

Training Conference Schedule

DAY 1: <Date>, <Topic(s) for the Day>


Time Topic Session Objectives

DAY 2: <Date>, <Topic(s) for the Day>


Time Topic Session Objectives

Practical Guidelines in Organizing Workshops/Conferences/Events 26


<Conference Title>
<Sub-title>
<Venue>
<Date>

FACILITATORS

<Name>
<Position, Organization>
<Location Based>

<Insert short bio>

CO - FACILITATORS

<Name>
<Position, Organization>
<Location Based>

<Insert short bio>

Practical Guidelines in Organizing Workshops/Conferences/Events 27


<Conference Title>
<Sub-title>
<Venue>
<Date>

TEAM OF ORGANIZERS

<Name>
<Position>
<Organization>

<Name>
<Position>
<Organization>

Documentor:

Logo design:

Visit www.lgsp.org.ph
Contact: Tel. No. 637-3511 to 13
Fax No. 637-3235

Practical Guidelines in Organizing Workshops/Conferences/Events 28


<Conference Title>
<Sub-title>
<Venue>
<Date>

LGSP welcomes you to the training conference for <Participants>: <Conference Title>

HOUSE RULES

This is a working conference and we would appreciate your active


participation. LGSP has designed a productive and output-oriented
program for you.

Conference Venue

<Name of Venue>
<Address>
<Contact Details>

Registration and Room Assignments

Registration will be from <Date, Time>. You will also be asked by the Secretariat to register/sign on
a daily basis. Conference kits and nametags will be handed out during Reg istration. Room
assignments will also be given out at the Front Desk.

Please wear your nametags at all times.

Conference Schedule

Morning sessions will start promptly at <Time>


Afternoon sessions will start promptly at <Time(s)>

PLEASE COME ON TIME.

Practical Guidelines in Organizing Workshops/Conferences/Events 29


Conference Rules

Please turn your mobile/cell phone to SILENT MODE during the


conference. Should you need to make or receive calls, arrange
during breaks to avoid interrupting the conference.

Accommodations

LGSP will pay for the hotel accommodations of all confirmed participants (except those with special
arrangements with LGSP) starting <Date, Time> until <Date, Time>. Room accommodations will be
on a twin-sharing basis. Rooms are not equipped with hotel amenities such as mini-bar and NDD/IDD
telephone access. Telephone calls will be screened prior to transfer to your room.

All other incidental expenses, e.g. NDD/IDD calls, meals outside the function room (bar, resort
outlets), laundry, dry-cleaning, etc. will NOT BE shouldered by LGSP. All other expenses that you
may incur during your stay will be charged to your personal account and shall be settled upon
checkout before <Date, Time>.

Food
LGSP has arranged for all your meals starting <meal, Date> to <meal,
Date>. <Indicate location/venue for meals.

Certificates of Participation and Appearance

Certificates of Participation and Appearance will be distributed at the Closing session on <Date> to
those who successfully completed the conference.

Check-out

Check-out is at <Date, Time>. For efficiency, you are advised to settle your personal account the
day before checking out. Any expenses incurred on your check-out date can be settled quickly just
before your departure.

For other concerns or needs, please approach the LGSP staff at the
Secretariat table at the back of the conference hall. Thank you for
your attendance and we wish you an enjoyable workshop.

- The Secretariat
Practical Guidelines in Organizing Workshops/Conferences/Events 30
<Conference Title>
<Sub-title>
<Venue>
<Date>

DIRECTORY OF PARTICIPANTS

Name Organization/Agency
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Practical Guidelines in Organizing Workshops/Conferences/Events 31


<Conference Title>
<Sub-title>
<Venue>
<Date>

LIST OF READING MATERIALS

Session Title

Practical Guidelines in Organizing Workshops/Conferences/Events 32


Annex A4 – Matrix of Participant’s Details

<Conference Title>
<Sub-title>
<Venue>
<Date>

PARTICIPANTS’ DETAILS

CONTACT DETAILS
Last First Official
Region Title Nickname Organization/Agency Address Tel. Fax Cell Email Remarks
Name Name Designation
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20

Practical Guidelines in Organizing Workshops/Conferences/Events 33


<Conference Title>
<Sub-title>
<Venue>
<Date>

PARTICIPANTS’ DETAILS, cont.

Arrival Departure
Confirmed Confirmation Date Time Date Time Dietary Smoker / Shuttle Service
attending (x) letter rec. (x) Arrival Arrival Depart. Depart. Reqt Nonsmoker (Y/N)

Practical Guidelines in Organizing Workshops/Conferences/Events 34


Annex A5 – Finance Worksheets

<Conference Title>
<Sub-title>
<Venue>
<Date>

FINANCE (Charge to <Project Name>)

For Cash Advance:


Estimated Actual
Item Remarks
Cost Total Cost
Travel reimbursements 0.00 0.00 (See breakdown of travel reimbursements)
Shuttle service
Professional fees (documentor) 50% down, 50% upon submission
Honorarium
Tokens
Over baggage
Other expenses
TOTAL 0.00 0.00

Other expenses:
Estimated Actual
Item Cost Total Cost Remarks
Venue For x pax
Accommodations No. of rooms x no. of days x room rates
Food No. of participants x no. of meals x meal rates
Other incidentals
Travel costs (Training Team)
Professional fees (Main facilitator)
Conference Kit For x pax
Bag
Folder/Binder
Dividers
Other supplies
TOTAL 0.00 0.00

GRAND TOTAL 0.00 0.00

Total Project Budget (balance)


Less: Total Conference Costs (est.) 0.00
Balance 0.00

Practical Guidelines in Organizing Workshops/Conferences/Events 35


Breakdown of Travel Reimbursements:
Actual
Name Route Organization Estimate Remarks
Reimbursed
1
2
3
4
5
6
7
8
9
10
TOTAL 0.00 0.00

Practical Guidelines in Organizing Workshops/Conferences/Events 36


Annex A6 – Registration Sheet

<Conference Title>
<Sub-title>
<Venue>
<Date>

REGISTRATION SHEET - DAY 1

Local Resource Partners


Name Organization/ Position Address Contact Details Room No. Signature
Agency Telephone Cellphone Email Day 1

Local Government Units


Name Organization/ Position Address Contact Details Room No. Signature
Agency Telephone Cellphone Email Day 1

Program, NGOs, GOP, Donors


Name Organization/ Position Address Contact Details Room No. Signature
Agency Telephone Cellphone Email Day 1

LGSP Staff
Name Organization/ Position Address Contact Details Room No. Signature
Agency Telephone Cellphone Email Day 1

Facilitators / Co-facilitators
Name Organization/ Position Address Contact Details Room No. Signature
Agency Telephone Cellphone Email Day 1

Practical Guidelines in Organizing Workshops/Conferences/Events 37


Annex A7 – Sample Nametag

First Name
Last Name

First Name
Last Name

Practical Guidelines in Organizing Workshops/Conferences/Events 38


Annex A8 – Certificate of Appearance

Participant:

Unit 1507
Jollibee Plaza
Emerald Avenue
Ortigas Center
Pasig City 1600
Philippines
Phone: (632) 637 -3511 to 13
Fax: (632) 637-3235
E-mail: lgspnpmo@lgsp.org.ph
Programme de soutien aux Website: www.lgsp.org.ph
gouvernements locaux

CERTIFICATE OF APPEARANCE

This is to certify that _________________________________________ of


_______________________________________________________ has attended the
________________________________ ________________________________ for the period
covered________________________________.

This certification is being issued upon the request of _________________________for


whatever purpose it may serve him/her.

Issued this _______ day of <Month>, <Year>.

Marion Maceda Villanueva


Canadian Field Program Manager

A JOINT PROJECT O F

Canadian Executing Agency

In Association With
Department of the Interior and National Economic and Canadian International
Local Government (DILG) Development Authority (NEDA) Development Agency (CIDA)

Practical Guidelines in Organizing Workshops/Conferences/Events 39


Resource Person:

Unit 1507
Jollibee Plaza
Emerald Avenue
Ortigas Center
Pasig City 1600
Philippines
Phone: (632) 637 -3511 to 13
Fax: (632) 637-3235
E-mail: lgspnpmo@lgsp.org.ph
Programme de soutien aux Website: www.lgsp.org.ph
gouvernements locaux

CERTIFICATE OF APPEARANCE

This is to certify that ____________ of ____________________________ was the


Resource Person during our activity entitled, <Conference Title> held at <Venue>, <City>
last <Date>.

Issued this __ day of <Month>, <Year>.

Marion Maceda Villanueva


Canadian Field Program Manager

A JOINT PROJECT O F

Canadian Executing Agency

In Association With
Department of the Interior and National Economic and Canadian International
Local Government (DILG) Development Author ity (NEDA) Development Agency (CIDA)

Practical Guidelines in Organizing Workshops/Conferences/Events 40


Annex C9 – Certificate o f Participation

Philippines – Canada Local Government Support Program


awards this

CERTIFICATE OF PARTICIPATION
to

[Name]
[Organization]

for having attended

[Title of Activity]
[Sub- Title of Activity]

held on [Inclusive Dates of Activity] at the [Venue]


[SIGNATORY]
[Position]

Practical Guidelines in Organizing Workshops/Conferences/Events 41


Annex B:
Sample Correspondences

Practical Guidelines in Organizing Workshops/Conferences/Events 42


Annex B1 – Sample Correspondence to Venue

SAMPLE CORRESPONDENCE TO VENUE COORDINATOR/CONTACT PERSON


(Should be sent one month before conference dates)

ATTN: John Berte


Fax No. (082) 299 0313
FR: Sef Carandang

RE: LGSP June Peace Conference

Confirming reservation for 2nd phase of Peace Conference on June 24 to 27. Please find initial requirements as
follows:

Accommodations
Hotel accommodations should begin evening of June 23, 2003 until evening of June 27, 2003. Check in time will
be at 2:00 PM on June 23, 2003. Check out time will be noon of June 28, 2003. However, we (training team
consisting of 9-10 people) plan to arrive on the 22nd and will be checking in on that day.

I will be sending you the tentative room assignments (and the nights each room will be reserved) on June 16,
and will finalize this by June 20. We will probably use most/all of the Vistas, Holiday Lodges and Mountain
Villas, Log Cabin and maybe even 3-4 Begonias, as well as 1-2 Asters to accommodate the drivers.

I will also provide signs for each room with the names of its occupants to avoid confusion. We would like to
request your housekeepers to post these on the doors.

If possible, we would like to request that all master bedrooms be furnished with TWO SINGLE beds instead of a
double bed and an extra bed.

Food
Meals should be served starting dinner of June 23, 2003 until breakfast of June 28, 2003. For June 24-27, please
include 3 meals + 2 snacks like before. I will provide pax for each meal. Training team will order a la carte on
the 22nd and a la carte breakfast and lunch on the 23r d.

Please fax menu by June 10 at the latest. Please also suggest a variety of locations for lunches and dinners
when you submit the menu.

Please MAKE SURE NO PORK is served as either a main viand OR ingredients in a dish. Please label ALL food.

Please arrange for free flowing brewed coffee and water at the conference hall, as before.

Logistics
We will require again use of the seminar/conference hall (no need for the multi-purpose room this time,
although we might want to use it as an alternative lunch or meeting venue during the conference). I will
provide a list of logistical requirements by June 16, but until then, please make note of the following:

(1) Whiteboard with markers and whiteboard eraser (in the conference hall)
(2) 4-6 Movable whiteboards
(3) Overhead projector and screen
(4) Sound system with 3-4 microphones, with speakers possibly for outside

Practical Guidelines in Organizing Workshops/Conferences/Events 43


(5) TV and video player
(6) CD player, karaoke player
(7) Secretariat tables (to be placed at the back of the conference hall)
(8) 2 flag stands and one Philippine flag
(9) Easy ups for break out groupings
(10) Six (6) dozen fresh flowers for June 23, 2003

Registration
We would like to request for the LGSP registration table to be located at your Front Desk office this time to
facilitate an easier coordination with your staff.

Signage
Please make sure that the following are prepared:

1. Signage to Registration area on the first day (June 23)


* guard at the main gate should be instructed where to direct the participants
2. Signage to conference hall

Shuttle Services
We shall provide you with a schedule of shuttle services (within Eden) similar to what was provided for you in
May.

We shall also coordinate shuttle services to/from Eden/Matina Townsquare as before. Details to be confirmed
by June 20 as to date/time and number of passengers.

Others
Kindly prepare the following:
1. Photocopy of maps (of Eden) to be handed during registration on June 23
2. Banner (one big, one small) – I will send text and logo to be used

Meeting with Hotel Staff


Can I also request that we have a meeting with yourself, Lanie, Mildred and Raffy (if possible), as we did last
May on the morning of the 23rd , possibly at 8ish am?

Draft Contract
Please fax/email me a draft contract as soon as I forward you the tentative list of participants. Thanks.

Please do not hesitate to let me know if you have any questions/clarifications. Thank you for your continued
support. Looking forward to seeing you next week!

Regards.

Practical Guidelines in Organizing Workshops/Conferences/Events 44


Annex B2 – Sample Correspondence to Participants

SAMPLE CORRESPONDENCE TO CONFIRMED PARTICIPANTS

June 18, 2003

Attention: Participants

The Philippines-Canada Local Government Support Program is very pleased to receive your confirmation for the
forthcoming training conference, Walking the Path of Peace: Practicing the Culture of Peace and Impact
Assessment on June 24-27, 2003.

Re: Training Design


Please find attached the training design and program.

All participants are requested to choose one or two sample project(s) - may be a peace project OR any other
social development project i.e. service delivery, participatory governance etc.

All participants are then required to bring one or all of the following project documents relevant to the
project(s) chosen as explained above for use in the module on "Case Analysis: Applying Community-based
mapping and PCIA (Day 4):"

1. Project Proposal and Design


2. Inception Report
3. Progress Report
4. Terminal Report
5. Any other write-up on the project

Re: Reading Materials


We will be sending you reading materials for the conference in advance on <Date>. Please make sure that you
read them in preparation for the conference, and that you bring all the readings with you to the conference.

Re: Shuttle Service


Shuttle service to Eden Resort will be available free of charge on Tuesday, June 23, 2003 and Wednesday, June
24, 2003. If you would like to avail of this service, please confirm your preferred schedule via reply email
on or before June 20, 2003. Schedule as follows:

Date Time From To


June 23, 2003 3:00 PM Matina Town Square (MTS) Eden

June 24, 2003 6:30 AM Matina Town Square (MTS) Eden

Shuttle service will be stationed at the Eden Resort Booking Office at Matina Town Square. Complete address
as follows:

No. 20 Matina Town Square, Mcarthur Highway, Matina, Davao City


(fronting Ateneo Highschool Campus)
Tel. (082) 2991020

Practical Guidelines in Organizing Workshops/Conferences/Events 45


We can also provide shuttle services to Matina Town Square on the evening of June 27 and/or the morning of
the 28th, depending on the time of departure of participants. A sign-up sheet will be posted during the
conference for those interested.

Re: Registration
Upon arrival at Eden, please register accordingly:

Step 1: Proceed to the Front Desk for your room assignment and keys

Step 2: Proceed to the Conference Registration table (will be located near the Front Desk) for the
following:
1.) Registration sheet sign-up (Day 1)
2.) Conference Kits
3.) Nametags

Step 3: A shuttle service will be provided to take you to your rooms

Re: Travel Reimbursements


Please be reminded that you will need to provide the following supporting documents in order for us to
facilitate your reimbursement:

(1) Original ticket(s) for transportation


(2) Boarding passes (for air travel)
(3) Transportations by jeepney, tricycle, taxi or other conveyances that do not issue receipts/tickets

i. If less than P150 – Transportation Reimbursement Form (will be provided)


ii. P151 or more – Transportation Reimbursement Form with details re: Driver’s Name and
Vehicle License Number

All travel reimbursements shall be attended to at the last day of the conference.

Feel free to get in touch with Sef Carandang at 637 3511-13 or e-mail at scarandang@lgsp.org.ph for any
questions and/or clarifications.

Thank you very much. Looking forward to seeing you next week!

Yours sincerely,
Marion Maceda Villanueva
Canadian Field Program Manager

Practical Guidelines in Organizing Workshops/Conferences/Events 46


Annex C:
Forms

Practical Guidelines in Organizing Workshops/Conferences/Events 47


Annex C1 – Confirmation Form

<Conference Title>
<Conference Sub-title>
<Date, Venue>

REGISTRATION AND CONFIRMATION OF ATTENDANCE

NAME:

NICKNAME:

ORGANIZATION/AGENCY:

OFFICIAL DESIGNATION:

ADDRESS:

TELEPHONE:

FAX:

CELLPHONE:

EMAIL:

DATE OF ARRIVAL*:

TIME OF ARRIVAL*:

DATE OF DEPARTURE*:

TIME OF DEPARTURE*:

SHUTTLE SERVICE REQUEST ( ) Yes ( ) No


From <Assembly point> to <Venue> - Date: Time:
From <Venue> to <Assembly point> – Date: Time:

DIETARY REQUIREMENTS:
(Please specify)

PLEASE INDICATE (X): ( ) Smoker ( ) Non-smoker

PLEASE INDICATE NOS. ( ) Driver(s)


Name(s):
Specific dates staying at <Venue>:

IMPORTANT:
* Please specify your final arrival and departure dates and time.
Please fax this form to (632) 637 3235 (ATTN: <Contact person>) or email to
<Email Address> NOT LATER THAN <DATE>.
Practical Guidelines in Organizing Workshops/Conferences/Events 48
Annex C2 – Canvass Form

Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE

_______________________
Date
ABSTRACT OF CANVASS

SUPPLIER SUPPLIER SUPPLIER


QTY UNITS DESCRIPTION
Unit Total Unit Total Unit Total
Price Price Price

TOTAL

Contact person:
Address:
Telephone No.:
FAX No.:
Prepared by:

Noted by: Approved by:

Area Finance Officer Area Manager

Practical Guidelines in Organizing Workshops/Conferences/Events 49


Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE

CANVASS FORM

__________________
Date

Dear Sir/ Madam:

Please quote to us your lowest price on the following:

QUANTITY UNITS DESCRIPTION AMOUNT

Unit Price Total

TOTAL

1. Please indicate terms of payment.


2. Please indicate warranty.
3. No. of delivery days.

Very truly yours, Contact Person:


Printed name & signature
Company:
Area Finance Officer

Canvassed by: Telephone No.:

FAX No.:

Practical Guidelines in Organizing Workshops/Conferences/Events 50


Annex C3 – Travel Advance Voucher

Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE

TRAVEL ADVANCE VOUCHER


NAME:

DESIGNATION: DATE:

PURPOSE:

A. Transportation, Lodging and Per Diem

DESTINATION NUMBER OF TRANSPORTATION LODGING PER DIEM AMOUNT


DAYS RATE (P)

B. Other Expenses (Fuel, Incidental Expenses…)

PARTICULARS AMOUNT

TOTAL

In particular, I am aware that, if applicable, original supporting documents like official receipts, invoices, air
tickets, boarding passes, statement of accounts, contracts, and other necessary documents have to be provided to
LGSP II for proper liquidation.

In case I failed to liquidate the above-mentioned sum within five (5) days after my travel, I hereby authorize LGSP
II and/or my company to effect payroll deductions until the whole unliquidated amount is paid for and/or to
initiate appropriate action in order to recover the balance unaccounted for.

Requested by: ___________________________________


signature

Checked and Verified by: Approved by:


___________________________ ___________________________
LIGAYA M. BARAZON
Finance and Administrative Officer

Practical Guidelines in Organizing Workshops/Conferences/Events 51


Annex C4 – Service Contract Form

Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE

Service Contract

Name : ___________________________________________________________________________
Address : ___________________________________________________________________________

Description of Service:
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________

Date of Service : ____________________________ Place of Service : _________________________


Remuneration : ____________________________

Payment Shall Be 100% Upon


Completion of Service
___________________________
LGSP REPRESENTATIVE CONTRACTOR

ACKNOWLEDGEMENT RECEIPT
Received the amount of
(P ) as payment for
.

_________________________________ _________________
Signature over printed name Date

Practical Guidelines in Organizing Workshops/Conferences/Events 52


Annex C5 – Transportation Reimbursement Form

Philippines – Canada Philippines – Canada


LOCAL GOVERNMENT SUPPORT PROGRAM LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE NATIONAL PROGRAM MANAGEMENT OFFICE

TRANSPORTATION REIMBURSEMENT FORM TRANSPORTATION REIMBURSEMENT FORM

Name: Date: Name: Date:


Purpose: Purpose:

Date From To Amount Date From To Amount

TOTAL TOTAL

Note: Total amount should not exceed P150.00 Note: Total amount should not exceed P150.00

Approved by: Amount Received by: Approved by: Amount Received by:

___________________ __ __________________ ___________________ __ __________________


Printed name & signature Printed name & signature Printed name & signature Printed name & signature

Practical Guidelines in Organizing Workshops/Conferences/Events 53


Annex C6 – Acknowledgement Receipt Form

Philippines – Canada Philippines – Canada


LOCAL GOVERNMENT SUPPORT PROGRAM LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE NATIONAL PROGRAM MANAGEMENT OFFICE

ACKNOWLEDGEMENT RECEIPT ACKNOWLEDGEMENT RECEIPT

Received the amount of _______________________ Received the amount of _______________________


______________________________( P ________.00) ______________________________( P ________.00)
as payment for _______________________________ as payment for _______________________________
____________________________________________ ____________________________________________
____________________________________________ ____________________________________________
____________________________________________ ____________________________________________
____________________________________________ ____________________________________________
____________________________________________ ____________________________________________

Printed name & signature Printed name & signature

Date Date

Note: Total amount should not exceed P500.00 Note: Total amount should not exceed P500.00

Practical Guidelines in Organizing Workshops/Conferences/Events 54


Annex C7 – Expense Claim Form

Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE

EXPENSE CLAIM
NAME: DESIGNATION:

A. Transportation (fare, terminal fees, travel tax, porterage), Lodging and Meals (Per Diem)
Project Date Time
LOCATION Transport Lodging Meals TOTAL
Number IN/OUT IN/OUT

-
-
-
Total A -
B. Other Expenses (Cellcards, Fuel, Photocopying, Fax, Supplies)
Date Particulars Project # Amount Date Particulars Project # Amount

Total B -

ACCOUNT CODE AMOUNT Total Expenses (A+B) this page -


Add: Prior Liquidation (s)
Travel Advance - Voucher #
LGSP
Balance Due
Traveler

Checked by:

Noted by: Approved by:

Result of Travel:

Traveler’s Signature Over Printed Name Date

Practical Guidelines in Organizing Workshops/Conferences/Events 55


Annex C8 – Activity Report Form

Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE

ACTIVITY REPORT
LRP NAME:

PROJECT ID NO.: DATE:

PROJECT TITLE:
ACTIVITY DESCRIPTION:

A. ACTIVITY PROFILE
OBJECTIVE OF ACTIVITY:

VENUE(S) and DATES:

NUMBER OF PAX: Planned _________________ Actual __________________

PARTICIPATING LGU’s: Planned ____ ____________ Actual __________________


RESULTS OF ACTIVITY:

B. ACTIVITY COST SUMMARY


EXPENSES, EXPENSES TO
COST CATEGORY ADVANCE THIS CLAIM BE CLAIMED VARIANCE
TOTAL COST

ACTIVITY / TRAINING ALLOWANCE

MATERIALS

TRANSPORT

LODGING

OTHER DIRECT COSTS


1. _____________________

2. _____________________

3. _____________________

EXPLANATION OF VARIANCES:
(Explain variances that are more
than 10% over budget)

Reviewed by: Approved by:


____________________________ ___________________________
Print name ____________________ Print name ____________________
Program Officer __ ____________ ____ Area Manager _______ ________ ____

Practical Guidelines in Organizing Workshops/Conferences/Events 56


Annex C9 – Evaluation Form

Sample 1:

ACTIVITY EVALUATION
<Title of Activity>
<Date>
<Venue>

Using a scale of 1to 5, 1 signifying the lowest or least score, and 5 the highest, please rate the
following by checking the box provided:

1. Were the set objectives of the activity met?


? 1 ? 2 ? 3 ? 4 ? 5

2. Did the various presentations


2.1 Provide useful and relevant concepts?
? 1 ? 2 ? 3 ? 4 ? 5

2.2 Make good use of a medium/media?


? 1 ? 2 ? 3 ? 4 ? 5

2.3 Have good variation?


? 1 ? 2 ? 3 ? 4 ? 5

3. In terms of potential for application, were the inputs


3.1 Useful and relevant (content)?
? 1 ? 2 ? 3 ? 4 ? 5

3.2 Use suitable methodology for the concepts?


? 1 ? 2 ? 3 ? 4 ? 5

4. Did the program flow and schedule


4.1 Have clear and realistic timelines?
? 1 ? 2 ? 3 ? 4 ? 5

4.2 Allow flexible time for adjustments?


? 1 ? 2 ? 3 ? 4 ? 5

4.3 Have a logical flow of components?


? 1 ? 2 ? 3 ? 4 ? 5

4.4. Organize/facilitate well in terms of time management?


? 1 ? 2 ? 3 ? 4 ? 5

Practical Guidelines in Organizing Workshops/Conferences/Events 57


5. In what way do you see any of the topics and new learnings applicable in your current work in
your respective organization, <as an individual peace advocate, or as an LGSP Local Resource
Partners (LRP)>?

6. What possible changes or additions to the components would you suggest, if any?

7. Should there be a follow up activity, what do you think should be the focus in terms of the
topics and training components?

8. How would you rate the venue and accommodation?


? 1 ? 2 ? 3 ? 4 ? 5

9. How would you rate the food?


? 1 ? 2 ? 3 ? 4 ? 5

10. Other comments to further improve similar future endeavors

Submitted by:
Organization/Institution:
Region:

Practical Guidelines in Organizing Workshops/Conferences/Events 58


Sample 2:

<Conference Title>
<Date>
<Venue>

EVALUATION FORM

1. Were your expectations met? ______Yes _____No

Please rate the following using the 1 to 5 scale; 1 being the lowest, 5 being the highest:
1 2 3 4 5 COMMENTS
2. My knowledge of issues on <topic>
BEFORE the workshop
3. My knowledge of issues on <topic>
AFTER the workshop
4. The relevance of the topics discussed
5. The methodology used

6. The resource persons

7. The facilitator

8. My participation

9. The handouts

10. The venue

11. The food

12. The things that struck me most:

13. What I will do to apply my learnings from this workshop:

14. If a follow-through activity is organized, the following should be covered:

15. What the organizers should do to improve future workshops and similar activities:

Thank you for your participation.


_________________________________
Name and Signature (optional)

Practical Guidelines in Organizing Workshops/Conferences/Events 59


Annex D:
Tips for the Training Team

Practical Guidelines in Organizing Workshops/Conferences/Events 60


Annex D – Tips for the Training Team

A. Composition of the Training Team

1. Over-all Coordinator (LGSP Manager/Advisor)


2. Main Resource Person/Facilitator
3. Support Staff
4. Documentor

B. Tasks

1. Over-all Coordinator

• Takes the lead in the design of the training/conference content, methodology and
overall program in collaboration with main facilitator and key resource person and
the LGSP senior management team
• Select qualified members in consultation with LGSP senior management team
• Organize the training team. Define tasks and responsibilities of each member
• Choose the minimum number of qualified persons necessary to assist in the group
discussions sufficiently
• Coordinate with and follow up the facilitator in ensuring that schedules are being
followed, resource persons are taken cared of, and materials are provided
• Coordinate the over-all feedback and feed-forward efforts to the Training Team
and the participants
• Coordinate with the facilitator of the day/session
• Lead in the evaluation session of the Training Team about the activities
• Oversee official closure of the Training activity
• Lead in the de-briefing of the training team of the just concluded training activity
• Responsible for making strategic decisions in collaboration/consultation with
training team and LGSP senior management team as needed

2. Main Resource Person/Facilitator

• See to it that the agreed training framework, design and flow is followed and if
necessary, modify the schedule and content in consultation with the Over-all
Coordinator
• Ensure the recap of the previous activity/previous day
• Ensure that sessions begin and end on time, as much as possible
• Brief the other resource persons/panelist/speakers on:

a) The content, process and outputs (e.g. workshop results) of the previous
sessions especially those which have direct bearing on the resource person’s
topic(s)
b) Updates on the participants

Practical Guidelines in Organizing Workshops/Conferences/Events 61


c) Changes in the schedule
d) Expectations of the participants on the assigned topic/s
e) Major comments and suggestions of the participants (resulting from the daily
assessments) which might help the Resource Person

• Explain points needing clarifications during the recap and feedback of the result of
the daily evaluation
• Assist the Over-all Coordinator in filling in the needs of the other resource
persons/panelist/speakers
• Link the session with the previous one
• Introduce the resource persons/panelist/speakers and the topic
• Moderate, direct and keep track of time and the flow of the discussion
• Generate the participants’ participation
• Monitor the mood/atmosphere of the training sessions
• Coordinate pertinent matters related to the training, participants, resource
persons/panelist/speakers with the Over-all Coordinator
• Supervise the performance of the Host Team and Workshop Groups
• Monitor the condition of the participants and if necessary take action to respond
to cases needing special attention in coordination with the Over-all Coordinator
• Provide a brief summary of the day’s events
• Distribute Evaluation forms on the last day
• Lead in the closure of the training/conference

3. Support Staff

• Manage the registration o the first day


• Coordinate distribution of the training kits
• Secure the supply and required equipment
• Provide the needed technical and administrative assistance to the facilitators and
the resource persons
• Distribute hand outs
• Ensure that daily attendance sheet is signed
• Assist the facilitators in monitoring the participants needs
• Coordinate closely with venue staff in terms of logistical details and needs of the
conference
• Ensure that all bills with the venue have been settled
• Pack all equipments and unused materials at the end of the Training Activity
• Pack all workshop outputs. Check if all outputs are intact
• Check with venue staff to ensure the facilities have been left in good order

4. Documentation Staff

• Get the record of attendance


• Document the proceedings (Follow the guidelines provided by the team)

Practical Guidelines in Organizing Workshops/Conferences/Events 62


• Capture agreements made and take note of the highlights of the sessions,
methodologies, tools and inputs
• Secure all materials from resource person(s), other speakers and/or panelists, if
any
• Secure all workshop outputs
• Prepare and submit the final report of the training not more than one month after
the conference in close consultation with Over-all Coordinator

5. Resource Person/Facilitator

• Work within framework and design of the activity


• Willing work with the suggestions of the Overall Coordinator or key members of
the training team in terms of content and methodology
• Submit proposed design of the training conference to Overall Coordinator at least
a 1-2 months prior to conference date.
• Submit all needed materials for reproduction and use for his/her particular topic
at least 15-10 days prior to the actual date of the training conference.

Practical Guidelines in Organizing Workshops/Conferences/Events 63


Annex E:
Guide for Displaying the
Philippine National Flag

Practical Guidelines in Organizing Workshops/Conferences/Events 64


Appendix E – A Guide for the Philippine National Flag

REPUBLIC ACT NO. 8491


AN ACT PRESCRIBING THE CODE OF THE NATIONAL FLAG, ANTHEM,
MOTTO, COAT-OF-ARMS AND OTHER HERALDIC ITEMS AND DEVICES
OF THE PHILIPPINES

CHAPTER I THE NATIONAL FLAG

A. Design of the National Flag

SECTION 4. The flag of the Philippines shall be blue, white and red with an
eight-rayed golden-yellow sun and three five-pointed stars, as consecrated
and honored by the people.

B. Hoisting and Display of the National Flag

SECTION 5. The flag shall be displayed in all public buildings, official


residences, public plazas, and institutions of learning every day throughout
the year.

SECTION 6. The flag shall be permanently hoisted, day and night


throughout the year, in front of the following: at Malacañang Palace; the
Congress of the Philippines building; Supreme Court building; the Rizal
Monument in Luneta, Manila; Aguinaldo Shrine in Kawit, Cavite; Barasoain
Shrine in Malolos, Bulacan; the Tomb of the Unknown Soldier, Libingan ng
mga Bayani; Musoleo de los Beteranos dela Revolucion; all International
Ports of Entry and all other places as may be designated by the Institute.

The flag shall be properly illuminated at night.

SECTION 7. The flag shall also be displayed in private buildings and


residences or raised in the open on flag-staffs in front of said buildings every
April 9 (Araw ng Kagitingan); May 1 (Labor Day); May 28 (National Flag Day)
to June 12 (Independence Day); last Sunday of August (National Heroes
Day); November 30 (Bonifacio Day); and December 30 (Rizal Day); and on
such other days as may be declared by the President and/or local chief
executives.

The flag may also be displayed throughout the year in private buildings or
offices or raised in the open on flag-staffs in front of private buildings:
Provided, That they observe flag-raising ceremonies in accordance with the
rules and regulations to be issued by the Office of the President.

Practical Guidelines in Organizing Workshops/Conferences/Events 65


SECTION 8. All government agencies and instrumentalities, and local
government offices, government-owned corporations and local government
units are enjoined to observe flag day with appropriate ceremonies. Socio -
civic groups, non-government organizations and the private sector are
exhorted to cooperate in making the celebrations a success.

SECTION 9. The flag shall be flown on merchant ships of Philippine registry


of more than one thousand (1000) gross tons and on all naval vessels.

On board naval vessels, the flag shall be displayed on the flag-staff at the
stern when the ship is at anchor. The flag shall be hoisted to the gaff at the
aftermast when the ship is at sea.

SECTION 10. The flag, if flown from a flagpole, shall have its blue field on
top in time of peace and the red field on top in time of war; if in a hanging
position, the blue field shall be to the right (left of the observer) in time of
peace, and the red field to the right (left of the observer) in time of war.

The flagpole staff must be straight and slightly tapering at the top.

SECTION 11. If planted on the ground, the flagpole shall be at a prominent


place and shall be of such height as would give the flag commanding position
in relation to the buildings in the vicinity.

If attached to a building, the flagpole shall be on top of its roof or anchored


on a sill projecting at an angle upward.

If on a stage or platform or government office, the flag shall be at the left


(facing the stage) or the left of the office upon entering.

SECTION 12. When the Philippine flag is flown with another flag, the flags, if
both are national flags, must be flown on separate staffs of the same height
and shall be of equal size. The Philippine flag shall be hoisted first and
lowered last.

If the other flag is not a national flag, it may be flown in the same lineyard as
the Philippine flag but below the latter and it cannot be of greater size than
the Philippine flag.

SECTION 13. When displayed with another flag, the Philippine flag shall be
on the right of the other flag. If there is a line of other flags, the Philippine
flag shall be in the middle of the line.

When carried in a parade with flags which are not national flags, the
Philippine flag shall be in front of the center of the line.

Practical Guidelines in Organizing Workshops/Conferences/Events 66


SECTION 14. A flag worn out through wear and tear, shall not be thrown
away. It shall be solemnly burned to avoid misuse or desecration. The flag
shall be replaced immediately when it begins to show signs of wear and tear.

SECTION 15. The flag shall be raised at sunrise and lowered at sunset. It
shall be on the mast at the start of official office hours, shall remain flying
throughout the day.

SECTION 16. The flag may be displayed: a) Inside or outside a building or


on stationary flagpoles. If the flag is displayed indoors on a flagpole, it shall
be placed at the left of the observer as one enters the room;

b) From the top of a flagpole, which shall be at a prominent place or a


commanding position in relation to the surrounding buildings;

c) From a staff projecting upward from the window sill, canopy, balcony or
facade of a building;

d) In a suspended position from a rope extending from a building to pole


erected away from the building;

e) Flat against the wall vertically with the sun and stars on top; and

f) Hanging in a vertical position across a street, with the blue field pointing
east, if the road is heading south or north, or pointing north if the road is
heading east or west. The flag shall not be raised when the weather is
inclement. If already raised, the flag shall not be lowered.

SECTION 17. The flag shall be hoisted to the top briskly and lowered
ceremoniously.

The flag shall never touch anything beneath it, such as the ground, flood,
water or other objects.

After being lowered, the flag shall be handled and folded solemnly as part of
the ceremony.

C. Conduct of Flag Raising Ceremony

SECTION 18. All government offices and educational institutions shall


henceforth observe the flag-raising ceremony every Monday morning and the
flag lowering ceremony every Friday afternoon. The ceremony shall be simple
and dignified and shall include the playing or singing of the Philippine
National Anthem.

Practical Guidelines in Organizing Workshops/Conferences/Events 67


SECTION 19. The Office of the President upon the recommendation of the
Institute shall issue rules and regulations for the proper conduct of the flag
ceremony.

SECTION 20. The observance of the flag ceremony in official or civic


gatherings shall be simple and dignified and shall include the playing or
singing of the anthem in its original Filipino lyrics and march tempo.

SECTION 21. During the flag-raising ceremony, the assembly shall stand in
formation facing the flag. At the moment the first note of the anthem is
heard, everyone in the premises shall come to attention; moving vehicles
shall stop. All persons present shall place their right palms over their chests,
those with hats shall uncover; while those in military, scouting, security
guard, and citizens military training uniforms shall give the salute prescribed
by their regulations, which salute shall be completed upon the last note of
the anthem.

The assembly shall sing the Philippine national anthem, accompanied by a


band, if available, and at the first note, the flag shall be raised briskly.

The same procedure shall be observed when the flag is passing in review or
in parade.

SECTION 22. During the flag lowering, the flag shall be lowered solemnly
and slowly so that the flag shall be down the mast at the sound of the last
note of the anthem. Those in the assembly shall observe the same
deportment or shall observe the same behavior as for the flag-raising
ceremony.

D. Half-Mast

SECTION 23. The flag shall be flown at half-mast as a sign of mourning on


all the buildings and places where it is displayed, as provided for in this Act,
on the day of official announcement of the death of any of the following
officials:

a) The President or a former President, for ten (10) days;


b) The Vice-President, the Chief Justice, the President of the Senate and the
Speaker of the House of Representatives, for seven (7) days; and
c) Other persons to be determined by the Institute, for any period less than
seven (7) days. The flag shall be flown at half-mast on all the buildings and
places where the decedent was holding office, on the day of death until the
day of interment of an incumbent member of the Supreme Court, the
Cabinet, the Senate or the House of Representatives, and such other persons
as may be determined by the Institute.

Practical Guidelines in Organizing Workshops/Conferences/Events 68


The flag when flown at half-mast shall be first hoisted to the peak for a
moment then lowered to the half-mast position. The flag shall again be
raised to the peak before it is lowered for the day.

E. Casket

SECTION 24. The flag may be used to cover the caskets of the honored
dead of the military, veterans of previous wars, national artists, and of
civilians who have rendered distinguished service to the nation, as may be
determined by the local government unit concerned. In such cases, the flag
shall be placed such that the white triangle shall be at the head and the blue
portion shall cover the right side of the caskets. The flag shall not be lowered
to the grave or allowed to touch the ground, but shall be folded solemnly and
handed over to the heirs of the deceased.

F. Pledge to the Flag

SECTION 25. The following shall be the Pledge of Allegiance to the Philippine
flag:

Ako ay Pilipino
Buong katapatang nanunumpa
Sa watawat ng Pilipinas
At sa bansang kanyang sinasagisag
Na may dangal, katarungan at kalayaan
Na pinakikilos ng sambayanang
Maka-Diyos
Maka-tao
Makakalikasan at
Makabansa.

Such pledge shall be recited while standing with the right hand with palm
open raised shoulder high. Individuals whose faith or religious beliefs prohibit
them from making such pledge must nonetheless show full respect when the
pledge is being rendered by standing at attention.

G. Flag Days

SECTION 26. The period from May 28 to June 12 of each year is declared as
Flag Days, during which period all offices, agencies and instrumentalities of
government, business establishments, institutions of learning and private
homes are enjoined to display the flag.

Practical Guidelines in Organizing Workshops/Conferences/Events 69


H. Specifications of the National Flag

SECTION 27. The flag shall have the following proportions. The width of the
flag, 1; the length of the flag, 2; and the sides of the white triangle, 1.

SECTION 28. The technical specifications shall be as follows: The blue color
shall bear Cable No. 80173; the white color, Cable No. 80001; the red color,
Cable No. 80108; and the golden yellow, Cable No. 80068.

SECTION 29. In order to establish uniform criteria in the making of our


national flag and to guarantee its durability by the use of quality materials,
the following standards and procedures shall be observed: a) All requisitions
for the purchase of the Philippine National Flag must be based on strict
compliance with the design, color, craftsmanship and material requirements
of the Government;

b) All submitted samples of flags by accredited suppliers offered for purchase


for government use shall be evaluated as to design, color and craftsmanship
specifications by the Institute, through its Heraldry and Display Section,
which shall stamp its approval or disapproval on the canvass reinforcement
of the flag sample submitted. The samples shall be sent to the Institute by
the requisitioning office, not by the flag supplier; and

c) The Industrial Technology Development Institute (ITDI) or the Philippine


Textile Research Institute (PTRI) of the Department of Science and
Technology (DOST) shall evaluate the quality of material of all flag samples
and certify whether the fabric for the blue, white, red and golden yellow
colors, including the canvas submitted, conforms to government requirement
as to quality of the material. The samples shall be sent annually to the
ITDI/PTRI by the manufacturer. The laboratory test results shall be
submitted by the said office to the Institute.

SECTION 30. All deliveries of the flags requisitioned by the government


shall be inspected by the requisitioning agency's internal inspector and by the
Commission on Audit (COA) using the flag stamped approved by the Institute
as reference.

SECTION 31. In carrying out its responsibilities under Section 4 hereof, the
Institute, COA, the ITDI/PTRI shall prepare guidelines to be approved by the
Office of the President.

SECTION 32. All government agencies and instrumentalities shall ensure


that the requirements under this Act with respect to the standards,
requisitions and delivery of the national flag are strictly complied with.

Practical Guidelines in Organizing Workshops/Conferences/Events 70


SECTION 33. All departments, agencies, offices, and instrumentalities of the
government, government-owned or controlled corporations, local
government units, including barangays, shall include in their annual budgets
the necessary outlay for the purchase of the national flag.

I. Prohibited Acts

SECTION 34. It shall be prohibited:


a) To mutilate, deface, defile, trample on or cast contempt or commit any act
or omission casting dishonor or ridicule upon the flag or over its surface;

b) To dip the flag to any person or object by way of compliment or salute;

c) To use the flag:

1. As a drapery, festoon, tablecloth;


2. As covering for ceilings, walls, statues or other objects;
3. As a pennant in the hood, side, back and top of motor vehicles;
4. As a staff or whip;
5. For unveiling monuments or statues; and
6. As trademarks, or for industrial, commercial or agricultural labels or
designs.

d) To display the flag:

1. Under any painting or picture;


2. Horizontally face-up. It shall always be hoisted aloft and be allowed to
fall freely;
3. Below any platform; or
4. In discotheques, cockpits, night and day clubs, casinos, gambling
joints and places of vice or where frivolity prevails.

e) To wear the flag in whole or in part as a costume or uniform;


f) To add any word, figure, mark, picture, design, drawings, advertisement, or
imprint of any nature on the flag;
g) To print, paint or attach representation of the flag on handkerchiefs, napkins,
cushions, and other articles of merchandise;
h) To display in public any foreign flag, except in embassies and other diplomatic
establishments, and in offices of international organizations;
i) To use, display or be part of any advertisement or infomercial; and
j) To display the flag in front of buildings or offices occupied by aliens.

Practical Guidelines in Organizing Workshops/Conferences/Events 71


Annex F:
Guide for Displaying Canada’s National Flag

Practical Guidelines in Organizing Workshops/Conferences/Events 72


Appendix F – A Guide for Displaying Canada’s National Flag

Policy
The Canadian Flag can be flown by individuals and organizations; but at all times the Flag
should be treated with dignity and respect and flown or displayed properly.

When
Officially, the Canadian Flag is flown daily from sunrise to sunset at all federal government
buildings, airports, and military bases and establishments within and outside Canada.
Furthermore, it is not contrary to etiquette to have the Flag flying at night but it should
normally be illuminated.

How
The Flag may be displayed flat or flown on a staff. If flat, the Flag may be hung horizontally
or vertically. If displayed in a vertical position against a wall, the flag is placed with the
upper part of the leaf to the left and the stem to the right.

In a meeting place
The Flag may be flown or displayed in a church, auditorium, or other meeting place. The
Flag should be flown to the right of the clergy or speaker when used in the chancel of a
church or on a speaker’s platform. When used in the body of a church or auditorium the
Flag should be flown to the right of the audience or congregation. The Flag should not be
used to cover a speaker’s table or be draped in front of a platform; nor should it be allowed
to touch the floor. If displayed flat against the wall at the back of a platform, the Flag
should be above and behind the speaker.

Used as a drape
If used on the occasion of an unveiling of a monument, tablet, picture, etc., the Flag should
be properly draped in such a way so it will not fall to the ground or floor.

A procession
In a procession, where several flags are carried, the Canadian Flag should be in the position
of honour at the marching right or at the center front

Not appropriate for commercial advertising purposes


Although it is appropriate to fly the Flag at business establishments or to identify Canadian
exhibits at fairs the Canadian flag should not be used for commercial advertising purposes.

With other flags


When the Canadian Flag is flown with other flags several rules should be observed: Firstly,
no flag, banner or pennant should be flown or displayed above the Canadian Flag: Flags
flown together should be approximately the same size and flown from separate staffs at the
same height; furthermore, the Canadian Flag should be given the place of honour when
flown or displayed with other flags.

Practical Guidelines in Organizing Workshops/Conferences/Events 73


(a) When two or more than three flags are flown together, the Canadian flag should be
on the left as seen by spectators in front of the flags; if a number of countries are
represented, the Canadian Flag may be flown at each end of a line of flags.

(b) When three flags are flown together, the Canadian Flag should occupy the central
position, with the next ranking flag to the left and third ranking flag to the right, as
seen by spectators in front of the flags.

(c) If more than one flag is flown and it is impossible to hoist or lower them at the same
time, the Canadian Flag should be hoisted first and lowered last.

Disposing of old flags


When a flag becomes worn, noticeably faded or otherwise unfit for service, it should be
disposed of privately by burning.

Source: Canadian Embassy, Manila

Practical Guidelines in Organizing Workshops/Conferences/Events 74