Download Work Program - VisitMyPhilippines

PHILIPPINE FRIENDSHIP BALLOON FIESTA 2014
April 10 - 13, 2014, Clark Freeport Zone, Pampanga, Philippines
Organized by: Department of Tourism and Tourism Promotions Board, Clark Development Corporation, Clark International Airport Corporation, 1st Air Division (600th Air Base
Wing PAF)
“It’s more than just hot air. It’s a celebration of life amidst adversity.”
WORK PROGRAM
(updated as of Dec. 27)
Project / Activity
BALLOON PROGRAM PROPER
Air control (by Steve Kim as balloon
event director)
Issuance of Notice to Airmen (NOTAM)
Assign safety officers and launch master
(measuring official)
Event kit bag
Welcome dinner and reception for 400
pilots. Chase crew, VIPs and guests
Daily program of activities
Accommodation (at least 30 villa-type of
accommodation)
Assignment of chase crew
Inaugural ceremony, April 10, 5:00 a.m.
Description
Traffic, schedule of flights, daily briefing,
competition details, judges, awarding of winners,
tethering, media hop-in, night glow / mooring,
etc.
Advisory to airlines / pilots about the ballooning
event (time and location) to avoid air accidents
To be handled by Mr. Noel Castro
Souvenir T-shirt, map, caps, balloon pins, gift,
airmen’s kit, wooden plaque of appreciation,
schedule of activities, etc.
Set welcome dinner on first day / daily reception /
cocktails with VIPs / mayor’s night, president’s
night, governor’s night, emcee etc.
Organize activities for guest balloon pilots and
chase crew with organizers
Seek sponsors / complimentary / discounted room
rates, preferably one villa per balloon team (about
30 balloon teams)
Each crew to be assigned to balloon team
Daily flag jump, VIP speeches on first day,
In-charge
Timeline
Remarks
Steve Kim
During event
Category competition, friendship
games
CAAP / CIAC thru
Secretariat / Mr. Kim
Angeles City Four
Wheelers Club
Secretariat
One month before
event
During event
Contact CAAP and CIAC
One month before
event
DOT R3
Event manager
During event
Event manager
During event
Apr 9 (We) – DOT R3/ Apr 10
(Th) – CDC / Apr 11 (Fr) – CIAC /
Apr 12 (Sa) – Gov Pineda / Apr 13
(Su) – Mayor Ed Pamintuan
Cultural performances, set venues
Event manager
During event
Steve Kim
Event manager
During event
During event
Safety and measuring team
PECTO / DOT R3 / Letters to be
sent to Fontana, Montevista Villas,
Holiday Inn
Steve Kim
Event Manager
(balloon site)
Awarding / Farewell party (April 13,
Sunday)
security and safety, PAF brass band, cultural
performances, media presence, media shoot,
motorcade around Balibago
For balloon pilots, chase crew and organizers,
venue, sponsor of cocktail party, presentation of
plaques of appreciation, VIP speeches, cultural
performances
To seek funding for prizes / allowance
Event manager
During event
DOT – R3
Two months before
event
Seek PAL and UPS sponsorship for cargo and
plane tickets for pilots, customs check-in /
clearance, consignee, etc. coordination with
DMIA and NAIA for release of cargo (envelope
and basket)
Seek sponsorship from Petron for propane,
coupon for chase crew vehicles (diesel)
Breakfast and lunch
TPB / DOT / Event
manager
Three months
before event
Write PAL (Ramon Ang) thru Sec.
Jimenez
Write UPS for countries without
PAL route / PETCO
Event manager /
Secretariat
Secretariat
Two month before
event
One month before
event
Write Petron (Ramon Ang)
Set regular meetings with organizers, committees,
sponsors, concessionaires, etc.
Staff, clerks, encoders, graphic artists, parking
attendants, security staff, garbage attendants,
portalet staff, etc.
Temporary office at DOT R-3 (Marlim)
Secretariat / Event
manager
DOT R-3
Four months before
event
Two month before
event
Weekly
DOT R-3
Event manager
Office equipment
Letterhead, event logo and tagline, schedule of
activities
Computers, printers, phones, scanners, etc.
Articles of Incorporation / Bylaws
Non-stock non-profit organization
Event manager
Two months before
event
Two months before
event
Two months before
event
Two months before
Awarding of cash prizes for balloon
competition (1st-$3,000 / 2nd-$2,000 / 3rd$1,000) including $1,000 allowance for
technical staff (max 5 pax)
Cargo shipment to Clark (envelope and
basket) from point of country origin to
NAIA or CIAC
Supply of propane fuel for balloons and
diesel / gas for chase vehicles (4x4)
Daily breakfast at balloon launch area
SECRETARIAT
Schedule regular meetings with
committees
Sourcing of manpower
Office rent / location
Event requirements (Admin)
DOT R-3
Hosted by Mayor Ed Pamintuan /
awarding of plaques / cultural
show / cocktails / speeches
Launch site at PAF hangar
DOT R3
Commission graphic artist
DOT R3
Non-profit foundation PECTO
SEC Registration
Register with SEC
Event manager
Registration with BIR, printing of official
receipts
Bookkeeping / Accounting / Cashier
Issue official receipt
Event manager
Checking account, cashiering, issuing official
receipts, bank deposits
Sponsors for dinner hosting, hotel sponsors,
exhibitors, sellers, sponsors, participating
agencies (customs, immigration, DFA, etc.)
Directional signage from main gate to site
Secretariat
Stage for announcements / performances and
demonstrations
Information center for queries, distribution of
sked of acitivities, complaints
For rent (4 units to be used for 2 months)
Event manager
Donation boxes at entrance gates
Parking fee (cars and buses)
Uniform T-shirts and caps for committee
and volunteers
Rent golf carts for mobility
Internet Connection / Wi-Fi at the venue
For victims / survivors of Typhoon Yolanda
P50 for cars and P100 for buses
For all committee members and volunteers / staff
Secretariat
Secretariat
Secretariat
For committee heads and officers
For use of media, Secretariat and public
Secretariat
Secretariat
Event website development
Online info on the details of event (how to
register, location map, sked of activities, event
info, etc.)
c/o PETCO
Seek concessionaires to occupy booths, set rental
fee structure
Operation of booth, operating hours, disallowed,
exclusivity, etc.
Event manager
Prepare letters to sponsors / agencies /
concessionaires, etc.
Directional / traffic signs inside Clark
Stage / platform at site with sound system
Set up information center / complaint
action center
Vehicle utility rental
TRADE FAIR (MERCHANDISING)
Booth rental / assignment /
concessionaires
In-house rules and regulations
Event manager
Secretariat
Event manager /
Secretariat
Event manager
Event manager
event
Two months before
event
Two months before
event
Before and during
event
Three months
before event
Non-profit foundation / PETCO
PETCO
PETCO
Letters already prepared / DOT R3
to send letters
One month before
event
During event
DOT R3 / Seek sponsors /Hotel
Sogo (?)
Sponsor: San Miguel Corp.
During event
DOT R3
2 months before
event
During event
During event
One month before
event
During event
One month before
event
Two month before
event
DOT R3
Two weeks before
event
Two weeks before
event
DOT R3 / PETCO
Target 400 tents (food and trade)
Add: security deposit (in case of
violations) / refundable
DOT R3
CDC and DOT R3
DOT R3
DOT R3 (Seek sponsor (Globe or
Smart)
PETCO / Visitmyphilippines
Zoning plan (launch site, exhibit area,
parking, spectators area, VIP area, traders,
food plaza, etc.)
Concessionaires’ ID / access pass / ingress
and egress forms
Electrical / lighting / fixtures
FOOD PLAZA
Booth rental / assignment /
concessionaires
Rules and regulations
Zoning plan
Concessionaires’ ID / access pass
Electrical / lighting / fixtures / water
source
ENTERAINMENT / SPECIAL EVENTS
Fireworks display
Inflatable swimming pools
Air-conditioned tents (3 units)
Live TV show coverage
Cook-off competition (Best of
Capampangan Cuisine)
Daily concerts (San Miguel Corp)
Live mascot dinosaurs and horses
Kite flying / Lights in Flight
LGU festival / Street dancing contingents
Placement of booths (time and motion)
Event manager
Two weeks before
event
CDC / DOT R3
ID and access pass for ingress / egress of
equipment
Lights, outlets, bulbs, transformers, etc.
Event manager /
Secretariat
CDC
One month before
event
Three days before
event
DOT R3 / PETCO
Seek concessionaires to occupy booths, set rental
fee structure
Operation of booth, operating hours, disallowed,
exclusivity, etc.
Placement of booths (time and motion)
Event manager
Target: 200 booths (tents)
PETCO
Add: security deposit (in case of
violations) / refundable / PETCO
PETCO
ID and access pass for ingress / egress of
equipment
Lights, outlets, bulbs, transformers, etc.
Event manager /
Secretariat
CDC
Two weeks before
event
Two weeks before
event
Two weeks before
event
Two weeks before
event
Three days before
event
Daily fireworks during or after daily night glow
Seek sponsor, with entrance fee
For VIPs, Balloonists and crew, public (with
entrance fee)
Unang Hirit
Hotels and restaurants in Clark and Angeles City
Event manager
Event manager
Event manager
During event
During event
During event
Event manager
Event manager
First day
During event
DOT R3
PETCO
DOT R3 (Contact JP canvass and
Don King)
San Miguel / PETCO
CILA / HARP
Battle of the Bands
Event manager
Kiddie corner and horse-back rides /
demonstration
Sale and kite games for public
Seek support from LGUs to do daily
performances
Event manager
Event manager
During event
(daily)
Clark Dino Island / El During event
Kabayo
Kite Team Phils
During event
ATOCEL
During event
CDC / CIAC
DOT R3 / PETCO
DOT R3 / PETCO
Sponsor: San Miguel Corp.
DOT R3
Ticket selling for rides
DOT R3 / Jing Torno
DOT R3 / ATOCEL (Michael
Palispis)
Photo contests c/o Taisho Pharma
(Bonamine)
Participation of photo enthusiasts / professionals,
seek company sponsors
Company - sponsored During event
Organize Korean / Japanese community
Assns
RC aeromodelers demonstration / national
congress
To provide cultural performances during event
Secretariat
Conduct of national congress / flight
demonstration
Ultralight Show
Flight demonstration / Rides
c/o Erwin
Dematera(natl
president)
Angeles City Flying
Club c/o Erwin
Dematera (director)
TRI-MEDIA RELATIONS
Tri-media ad placements / press releases
One month before
event
One month before
event
DOT R3 / Subic Bay Photo
Society (Cleo Nodado / Roy Van
Morales)
Cultural shows
DOT R3 (Angeles Aviators Assn.)
c/o RD Tiotuico
One month before
event
DOT R3 (Angeles Aviators Assn.)
c/o RD Tiotuico
Seek media sponsors, place ads on regular basis,
radio and TV announcements, include all
sponsors’ name and logo in press statements
Set schedule in Manila and Pampanga / Clark
Event manager
Three months
before event
PETCO
Event manager
PETCO
Press kits and ID
Seek contract with MNTC to post billboard along
NLex
Distribute press ID and kits
Event manager /
MNTC
Event manager
Media room with equipment / supplies
Set up media booth on-site
Event manager
Media coordinator / head / staff
Assign / appoint media coordinator
Event manager
Screening and accreditation / ID
Identify bona-fide media
Event manager
House rules
Develop rules for covering event
Event manager
Three months
before event
Three months
before event
One week before
event
Three months
before event
Three months
before event
Two weeks before
event
Two weeks before
event
Fun fly at malls and public forum months before
the event
Offer kids and guests educational clinic on the
Event manager
Three months
before event
Three months
PETCO / Steve Kim
Schedule of press conferences
Billboard/ flyers inside NLex
MARKETING AND PROMOTIONS
Ballooning events
Balloon Discovery Center (malls)
Event manager
PETCO / CDC / MNTC
PETCO
PETCO
PETCO
PETCO / DOT R3
PETCO
PETCO / SM / Marquee
sports of ballooning (optional)
SPONSORSHIP PACKAGE
Committee assignment / head
before event
Assign committee chairman
Event manager
Sponsorship package / letters
Prepare and distribute packages to prospective
sponsor companies
Event manager
Contracts
Prepare and sign contracts with sponsor
companies
PAL, San Miguel, Petron, Purefoods, Ayala
Goup, Globe / Smart, Fontana, Montevista,
Holiday Inn, HARP, CILA
Event manager
Post all billboards and tarps around the event site
as promised, build huge billboard to post all
sponsors logos
Event manager
Three days before
event
CHASE CREW (ANGELES CITY
FOUR WHEEL DRIVE CLUB)
Balloon assignment
Two-way radio communication (optional)
Entrance / Exit gate
Event director to assign crew per balloon team
For efficient communication in harsh situations
Assign a gate exclusive to chase crew only
Steve Kim
ACFWDC
Event manager
Meals
Contract
Food for chase crew and their staff
Prepare contract
Event manager
Event manager
Schedule of activities
Distribute sked of activities, set meetings
Event manager
Event kit: ID / souvenir T-shirt/ cap etc.
Offer souvenirs for a challenging experience as
tokens of appreciation
Seek funding support
Event manager
During event
During event
Two weeks before
event
During event
Two weeks before
event
Two weeks before
event
Three days before
event
Separate entry point for chase vehicles
Secretariat
Target sponsors (physical set up)
Setup sponsors’ billboard, tarps
Proposed funding assistance @ P500,000
for fuel, meals, etc.
Entry gate for chase crew (exclusive)
Event manager
Three months
before event
Three months
before event
Three months
before event
Three months
before event
Secretariat
PETCO
PAL, San Miguel, Petron,
Purefoods, Ayala Goup, Globe /
Smart, Fontana, Montevista,
Holiday Inn, HARP, CILA
PETCO
Rooms, fuel, physical
arrangements, sound systems,
tents, tables and chairs, diner
hosting, etc.
PETCO / CDC
Noel Castro / Steve Kim
CDC (security)
DOT R3
PETCO
PETCO
DOT R3 / PETCO
Out of proceeds from event
Two weeks before
Traffic route for chase vehicles /
event
seek advice from CDC police
CDC / DOT R3
Manning of entry and exit gates
with detectors, no harmful
instruments
DOT R3 / PAF
SECURITY AND SAFETY /
MAINTENANCE
Hire security agency
Sign contract
Event manager
Two weeks before
event
Seek support from PAF
600th Air Base Wing
600th ABW
Rules and regulations
To be announce during event, distribute to public
Event manager
Fences and barricades
Seek service provider to fence off area for public
and for ballooning
Designate viewing area and parking lanes,
designate traffic enforcers
Rent portalets and position in strategic places
San Miguel Corp.
One month before
event
Two weeks before
event
Three days before
event
Two weeks before
event
One month before
event
During event
Zoning of public viewing area and
parking
Portable toilets
Clean up operation (post-event)
Parking area (personnel, signage, lights,
stubs) P50 – cars and P100 - bus
Hire services of utility personnel to pick up
garbage at the venue during and after event
Seek support from Marco Polo Riders Club
Event manager /
Secretariat
Event manager /
Secretariat
Secretariat
c/o Romy Anicete
One month before
event
CDC / PAF
CDC
Coordinate with CDC Safety Dept.
CDC / DOT R3
In cooperation with CDC / DOT
R3
CDC / DOT R3 / PAF