Event Management - Unit 3

TOPIC 3
EVENT
MANAGEMENT
DEVELOPING AND IMPLEMENTING
THE EVENT PLAN
PREPARED BY:
NORHASIMAH BINTI HAMIM

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TOPIC 3: DEVELOPING AND IMPLEMENTING THE EVENT PLAN
LEARNING OUTCOMES
At the end of this topic, the students would be able to:
Conduct comprehensive research for your event.
Identify key sources of information for planning.
Design a program creatively.
Develop an appropriate theme.
Establish and manage an effective strategic plan.
Use emerging technologies to improve and accelerate your planning
process.
Develop and manage the timeline for an event.

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TOPIC OUTLINES
Introduction
3.1 Five-Card Draw: Playing the Five Senses
3.2 Identifing the Needs of Guests
3.3 Managing the Event Environment
3.4 Themed Events
Summary

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INTRODUCTION
“An event can be described as a public
assembly for the purpose of celebration,
education, and marketing”.
Goldblatt, Joe

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THE FIVE SENSES
Touch
Visual
Cues
Smell
Taste
Sound
Scaping

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SOUND SCAPING
 To communicate with guest at an event,
design a sound system and effects that
are unique and powerful enough to
capture their attention.
 Sound unlocks our imagination and
allows us to visualize images buried in
our subconscious.
 Excellent sound is required to give the
event credibility and value in the eyes
(and ears) of the guest.

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VISUAL CUES
 Using proper signs to orient the guest
and provide clear direction.
 Additional visual elements that must be
considered are the proper and
repetitive use of key design elements
such as the logo.
 A logo is the graphic symbol of the
organization sponsoring the event.

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TOUCH
 Touch will immediately convey the
quality of the event environment.
 Select the right fabric, paper or other
product to properly communicate the
precise sense of touch desired.

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SMELL
 Smell may be present that will either
create the correct environment or
confuse and irritate the guest.
 Check for any overdeodorized issue.
This smell is often a clue that these
chemicals are being used to mask a foul
smell.
 Some people are extremely sensitive to
strong odors, so do not overdo it.
 Isolate them so that guest can return to
a neutral zone and not feel
overwhelmed by this sense.

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TASTE
 Consult in advance with the catering
team and establish the goals and
objectives of the food presentation.
 Then determine how best to proceed in
combining the other four senses with
the sense of taste to create a total
olfactory experience for the guests.

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Bells and Whistles : Amenities that Make the Difference
 Best defined as a feature that increase attractiveness or value
 Amenities may include advertising specialty items given as gifts at the
beginning or end of the event, interactive elements (e.g. karaoke, child care)
Blending, Mixing, & Matching for Full Effect
 Do not irritate guests by layering too many different senses
 Design the sensory experience would select paint for a canvas
 Determine in advance what we hope to achieve, then use the five senses as
powerful tools to help accomplish the goals

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3.2 Identifying the Needs of Guests
 Check in advance with local authorities to
determine if the regulations governing our event
site require modification of our design.
 Provide a total sensorial experience that all
guests may enjoy.
Provision for Guests Having Disabilities

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Size
Requires massive scenery and that ingress to our venue is a door of standard
width and height.
Make certain that our design element can be broken into small units.
Weight
Check with the facility engineer to review the construction standard used in
the venue then, determine if the stress factor is sufficient to accommodate the
design.
Volume
Determine the number of persons who can be safely accommodated in the
venue.
Influence this number ( seating configuration, amount of décor, etc ).
Implications of Size, Weight, and Volume

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 Provide a secure area for event participants to store their belonging.
 Secure perimeter doors with guard or provide bag-check stations at the
entrance.
 Providing adequate lighting for traversing the event environment.
Securing the Environment

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 Locate the proper door for load-in of
equipment.
 Approved routes for trucks and other
vehicles.
Transportation and Parking Factors

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Parking lots can be dangerous for the following reasons:
1) People tend to drive in parking lots as if there are no rules or laws. Having
parking attendants or traffic directors can help alleviate this problem.
2) Pedestrians often assume that parking lots are safe and that drivers will
follow the rules and see them. The use parking attendants will help separate
unaware pedestrians from clueless drivers.
3) Event attendees often lose their cars and may inadvertently set off the alarm
of another car that looks like theirs. This type of behavior could cause a
panic, so it is best if signs are posted reminding drivers to note the location of
their vehicle.

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Parking lots can be dangerous for the following reasons, cont.:
4) Terrible weather conditions can create dangers for people who have parked
in outdoor locations. Providing enclosed shuttle buses or trams can help
alleviate these problems.
5) Poor lighting has been proven to promote criminal activity in parking lots.
When possible, make certain the parking areas have sufficient lighting and /
or adequate patrols.
6) Children can run off while parents are loading or unloading cars and can
easily be injured. Having a drop-off area for children where they can be safely
secured before parents park their cars in an excellent way to mitigate this
problem.

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 Establish the theme of the event with a comprehensive environmental design.
 Use of proper signs, bearing the group’s name or logo & appropriate décor will
reassure guests that they are at the right place.
ENTRANCE AND RECEPTION AREAS

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Guests will spend the most time and this is the area where your principal message
must be communicated to guests in a memorable manner.
FUNCTION AREAS

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Provide a dynamic atmosphere within which your guest may experience the event
in untraditional sites.
Guest were escorted up the steps and dined inside an actual tractor-trailer
decorated by the decorator’s team artists.
INNOVATIVE SITES

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INSIDE
THE
WORLD OF
EVENT
DESIGN
Decor
Cost
Say It With
Flower
Balloon Art
Parades
and Float
Design
Tent:
Beyond
Shelter is
Decor

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When hiring a design professional for an event, expect to cover not only the cost of
labor, delivery, and the actual product but also the designer’s consultation fee.
The complexity of the design will affect costs, as will the amount of time available
for installation.

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Flower usually more costly than stock rental decorations (props) because of their
perishable nature.

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 Balloons décor can range from a simple balloon arch to more elaborate designs,
such as three-dimensional shapes or swags of balloons, intertwined with
miniature lights, hung from the ceiling.
 Balloons can create special event;
Dropping balloons over the audience from nets or bag suspended
from the ceiling.
Drops
Setting helium – filled balloons free outdoors from nets bags or
boxes, are commercially available.
Releases
Popping clear balloons filled with confetti or popping balloons
mounted on a wall display to reveal a message underneath.
Explorations

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 Theatrical elements such as helium balloons, equestrian units, vintage vehicles,
floats, costumed characters and high-profile guests add entertainment value in
parades, but require extra time, expense and attention.

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New adaption of a classic environment is in the tenting industry have multiplied the
design possibilities of tents.
Today’s tents fabrics are synthetic rather than muslin: synthetics provide a stronger
structure that is easier to maintain & aesthetically more pleasing.
A parawing tent or marquee is triangular or rectangular piece of fabric that used to
create a shelter for an event.
It is stretched at each corner (tension point) to create a bold & often times dramatic
covering for a stage, a booth or other event area.
A tent provides a special aesthetic appeal, like balloon bobbing in the air, white tent
tops crowned with colorful flaps seemingly touching the clouds signal an event to
your arriving guests.

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3.4 Themed Events
 The theme event party or theme event originated from the masquerade,
where guest dressed in elaborate costumes to hide their identity.
 Theme are usually are derived from one of three (3) sources.
 The destination
 Popular culture
 Historical and current events

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3.4 Themed Events
BIG THEME SUCCESS WITH SMALL
BUDGET
First, you must decide what element are
most important,
Second, include a series of surprises,
Finally, share your resources with others.
TRENDS IN THEME EVENTS
 Your event environment is the
opportunity to explore dozens of
opportunities in décor, entertainment,
and other elements to make every
moment unique and memorable.

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SUMMARY
“What you need, is an Event, to remember for a lifetime.”
Rehan Waris

Event Management - Unit 3

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