Iv b. planning and organizing an event

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Iv b. planning and organizing an event

  1. 1. IV. - B EVENT DESIGNPLANNING AND ORGANIZING THE EVENTThe term event originated from the Latin term e venire. E in Latin means “out” and venire means“come”. Therefore, events are in fact, “outcomes”.An Event Manager makes sure to produce “outcomes” required by the event stakeholder. Toprovide the stakeholders with events which are successful, you as an Event Manager shouldproduce multidimensional and multisensory event experience.PLAYING THE FIVE SENSESWhen attempting to satisfy the needs of the guests, remember to use the sense of touch, smell,taste, visual and auditory.When planning the design of your event, determine the dominant sensory elements that will fulfillthe goals and objectives of the event. Do not confuse or irritate guests by using too manydifferent senses in an effort to be creative.SOUNDSCAPING • Design a sound system and effects that are powerful enough to communicate and capture the attention of your guests. • Do not confuse powerful with loud. Successful use of sound matches the needs of the guests. • If live music extensive speeches are the major component of your event, invest in high quality sound production.VISUAL CUES • Baby boomers and subsequent generations raised in front of television sets require strong visual elements to assist them with experiencing event. • Provide proper signs to orient guests. • Proper and repetitive use of additional key design elements must be considered. • The logo – this key design elements must always appear in the same manner to benefit from repetitive viewing and to establish consistency and promote retention.TOUCHWhether you are considering the cloth that will dress the banquet table, the napkin, invites or theprinted program, touch will immediately convey the quality of the event.SMELL • Some people are extremely sensitive to strong odors. When using the sense of smell, do not overdo it. • Establish neutral areas where the smell of scented candle, flowers or food is not present to provide the nose with rest from stimulation. • When making a site inspection, note if public areas are overdeodorized, this is often a clue that these chemicals are being used to mask a foul odor. • Make preference to aroma of natural products.TASTE • The catering team plays a critical role in establishing a strong sensory feeling for the event. • Establish the goals and objectives of food presentation with the catering team. • Determine how to best combine the four other senses with the sense of taste to create a total olfactory experience for the guests.
  2. 2. AMMENITIES • An amenity is a feature that increases attractiveness or value. • Once you have satisfied the basic needs of all guests, you have the opportunity to embellish or enhance their experience by adding a few well-chosen amenities. • Amenities may come in the form of advertising items given before or after the event, interactive elements, or even child-care.PROVISION FOR GUESTS WITH DISABILITIES • If the venue for your event does not make provisions for disabilities, you make certain you modify your design to accommodate these provisions. • A good host is sensitive to the needs of all his guests. Sensitivity includes recognition and anticipation of special needs. • Special needs may range from visual, auditory, and physical disabilities. • Contingency plans should be included for serving disabled individuals who were not identified previously. • A Professional Event Manager provides equal accommodation to all guests. During the research phase he must assess the types of disabilities most determine the best type of service or accommodation to be implemented during the design process. • The Event manager should fine-tune the recommendations of the disabled communities during the planning and coordination phases.PROVIDING FOR SPECIAL NEEDS OF GUESTS • Include in all brochures or other offerings: “If you require special accommodations, please describe below”. • Consider allergies, color blindness in accommodating special needs. • Survey the venue to determine what gaps need to be closed for the event. • Establish wheelchair seating positions. • Tables should be of appropriate height for wheelchair users. • Maintain a clear line of sight for guest who will use sign – language interpreters. • Provide access to podium for disabled speakers. • Provide audio-transcription services of the stage action for the visually disabled. • Select venues with, or provide handrails for guests with physical infirmities. • Train your staff to better meet the needs of people disabilities.SAFETY AND SECURITY • Fire Marshal – responsible for determining occupancy and for fire safety • Police and Local Security Officials – secure the environment from theft or personal injury • Provide effective crowd-control procedures • Provide adequate lighting • Securing cables and other technical component with tapes or ramps • Post notices of “Use Caution” or “Watch Your Step” • Be prepared for all medical emergencies • Be ready for emergency supplies • Train your team on Emergency Preparedness • Event Leaders must ask questions concerning biochemical risks, terrorism threats, and communicable disease threats.TRANSPORTATION AND PARKING • Locate the proper door for load-in of your equipment, the times the dock is available fro deliveries • Consider the approved routes for delivery trucks and large vehicles
  3. 3. • Consider safety and security of the parking area • As you develop the event plan, remember that oftentimes transportation and parking is the first and last impression-create a lasting impression of professionalism and quality.DECORATING THE ENVIRONMENT • Edible Centerpiece and Displays • Amenities and Furnishing • Interactive Décor • Flowers • Balloons • TentsCALCULATING AND SIZING THE EVENT ENVIRONMENT • Identify the total number of persons and multiply by 10sq. ft. per couple Ex. 50 couples X 10 sq. ft. required per couple __________________________ 500 sq. ft. total space required for 50 couples • Subtract the total number of sq. ft. required for couples from the total space available Ex. 1000sq. ft. available for dance floor - 500 sq. ft. required space for 50 couples ____________________________________ 500 sq. ft. total space available for other elementsMOOD COLORS • Green – nature, fresh • Red – excitement • Yellow – optimism • Black – authority • White – purity • Blue – serenityIDENTIFYING RESOURCES • Establish clear goals and objectives to identify the most effective resources. • Do not mix and match resources to impress guests • Always remember “less indeed more” • Use caution in selecting resources to support or enhance event • Make sure all elements are well integrated • Once you have identified the need, next step is to identify most appropriate and cost effective.THEMED EVENTSThe theme party or theme event originated from the masquerade. Today, it is typical to attendthemed events.Themes are usually derived from these sources:
  4. 4. • Destination • Popular culture, including books, movies, and television • Historical and Current EventsENVIRONMENTAL SENSITIVITYEnvironmental sensitivity is important for two major reasons: • It is the right thing to do. • Clients are increasingly requesting that events meet or exceed certain environmental standards.TIMELINEThe timeline is a precise tool for managing the event. It literally reduces to writing the majordecisions that will be included in the event from the beginning of research through the final task ofevaluation.

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