Académique Documents
Professionnel Documents
Culture Documents
Workshops/Conferences/Events
Page
I. Organizing Workshops/Conferences 1
A. Pre-Workshop/Conference 1
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
Page
Annexes
Annex A – Templates 20
Annex C – Forms 47
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
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?
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.
When choosing trainers/facilitators and resource persons, the qualifications to consider are:
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
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:
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.
• 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
• Ensure that the training is timely and relevant i.e. learnings from it can be applied soon
after to concrete projects
• When possible, time the activity to take advantage of low season hotel rates
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
• 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.
• Access to well-functioning communication technology i.e. telephone, fax and cell sites.
Availability of Internet access is advantageous.
• Availability of breakout rooms, extra tables, chairs, whiteboards, poster panels and flip
chart stands.
• 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).
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
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.
Things to remember:
• 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
• 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
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
• Consumables
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 All materials to be included in the kit should be ready and available for reproduction
15-10 days prior to the conference.
• 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)
• Finalize the evaluation forms and reproduce for distribution on the last day (See Annex
C9 for a sample evaluation form)
• 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.
• Arrange for equipment required at the conference internally at the LGSP office and/or
with the conference venue
• 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
• 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.
• 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:
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.
If possible, there should be a Secretariat room close to the main function room for ease of
coordination and communication.
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.
During the workshop/conference, a number of tasks have to be done to ensure the success
of the program.
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)
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.
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:
• Are there problematic situations and/or participants? If so, what approaches may
be taken to address the issues?
• Have the session learning objectives been met? If not, what can be done?
• 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:
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.
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.
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.
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
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.
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.
----------------------------------------------------------------------------------------------------------------
Reference: How to Organize and Run Training Workshops: A Unicef Guide
• 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
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
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
<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
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>
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>.
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>
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>
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.
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,
A JOINT PROJECT O F
In Association With
Department of the Interior and National Economic and Canadian International
Local Government (DILG) Development Authority (NEDA) Development Agency (CIDA)
<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
PROGRAMME
Rationale
Participants
Methodology
Objectives
FACILITATORS
<Name>
<Position, Organization>
<Location Based>
CO - FACILITATORS
<Name>
<Position, Organization>
<Location Based>
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
LGSP welcomes you to the training conference for <Participants>: <Conference Title>
HOUSE RULES
Conference Venue
<Name of Venue>
<Address>
<Contact Details>
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.
Conference Schedule
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 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.
Session Title
<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
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)
<Conference Title>
<Sub-title>
<Venue>
<Date>
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
<Conference Title>
<Sub-title>
<Venue>
<Date>
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
First Name
Last Name
First Name
Last Name
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
A JOINT PROJECT O F
In Association With
Department of the Interior and National Economic and Canadian International
Local Government (DILG) Development Authority (NEDA) Development Agency (CIDA)
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
A JOINT PROJECT O F
In Association With
Department of the Interior and National Economic and Canadian International
Local Government (DILG) Development Author ity (NEDA) Development Agency (CIDA)
CERTIFICATE OF PARTICIPATION
to
[Name]
[Organization]
[Title of Activity]
[Sub- Title of Activity]
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
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:
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
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.
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.
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):"
Shuttle service will be stationed at the Eden Resort Booking Office at Matina Town Square. Complete address
as follows:
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
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
<Conference Title>
<Conference Sub-title>
<Date, Venue>
NAME:
NICKNAME:
ORGANIZATION/AGENCY:
OFFICIAL DESIGNATION:
ADDRESS:
TELEPHONE:
FAX:
CELLPHONE:
EMAIL:
DATE OF ARRIVAL*:
TIME OF ARRIVAL*:
DATE OF DEPARTURE*:
TIME OF DEPARTURE*:
DIETARY REQUIREMENTS:
(Please specify)
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
TOTAL
Contact person:
Address:
Telephone No.:
FAX No.:
Prepared by:
CANVASS FORM
__________________
Date
TOTAL
FAX No.:
Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE
DESIGNATION: DATE:
PURPOSE:
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.
Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE
Service Contract
Name : ___________________________________________________________________________
Address : ___________________________________________________________________________
Description of Service:
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
______________________________________________________________________________________
ACKNOWLEDGEMENT RECEIPT
Received the amount of
(P ) as payment for
.
_________________________________ _________________
Signature over printed name Date
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:
Date Date
Note: Total amount should not exceed P500.00 Note: Total amount should not exceed P500.00
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 -
Checked by:
Result of Travel:
Philippines-Canada
LOCAL GOVERNMENT SUPPORT PROGRAM
Programme de soutien aux gouvernements locaux
NATIONAL PROGRAM MANAGEMENT OFFICE
ACTIVITY REPORT
LRP NAME:
PROJECT TITLE:
ACTIVITY DESCRIPTION:
A. ACTIVITY PROFILE
OBJECTIVE OF ACTIVITY:
MATERIALS
TRANSPORT
LODGING
2. _____________________
3. _____________________
EXPLANATION OF VARIANCES:
(Explain variances that are more
than 10% over budget)
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:
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?
Submitted by:
Organization/Institution:
Region:
<Conference Title>
<Date>
<Venue>
EVALUATION FORM
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
7. The facilitator
8. My participation
9. The handouts
15. What the organizers should do to improve future workshops and similar activities:
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
• 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
• 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
4. Documentation Staff
5. Resource Person/Facilitator
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.
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.
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 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.
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.
c) From a staff projecting upward from the window sill, canopy, balcony or
facade of a 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.
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 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
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.
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.
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 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.
I. Prohibited Acts
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
(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.