DEVELOPING AN EVENT CONCEPT and Planning pptx

DEVELOPING AN EVENT
CONCEPT
EVENTS AND MANAGEMENTS

A. Developing the Concept
There are numerous
elements which need to be
considered in developing an
event concept
purpose/objective, theme,
venue, audience, available
resources, and timing of the
event and the skills of the
team.
DEVELOPING AN EVENT CONCEPT

Developing the Concept
1. Purpose of the event
2. Theme of the event
The purpose of the event should
drive all the planning.
The theme of the event should
be linked to the purpose.

3. Venue of the event
Factors to consider (venue)
• Potential to fulfil the
purpose of the event
• Ambiance
• Location
• Access to public transport
• Parking
• Seating capacity

3. Venue of the event
Factors to consider (venue)
Built features (stages)
• Cost of decoration
• Cost of labor
• Logistics of setting up
• Food and beverage
facilities
• Safety

DEVELOPING AN EVENT CONCEPT
B. Designing the Concept
The following are the main
creative elements that must be
considered:
a. Theme
b. Layout
c. Decor
d. Suppliers
e. Technical requirements
f. Staging
g. Catering

IDENTIFICATION.
Identify what is/are being asked on each statement.
1. It is dependent on how well you create and manage your interpersonal skills with the
client as well as the team and people around you.
2. The business of special event planning, you are limited by whom you do not know.
3. The most domain names can be purchased for a few dollars unless they are in high
demand, but through your research, you can avoid those.
4. A legally binding document that explicitly lays out the terms and conditions of agreement
between an event planner and their client.
5. One of the very best ways to become known is to volunteer your services for charity
events.
6. This is important and not something you can skimp on, but make sure that you get
multiple quotes so you can choose the most cost-effective options.
7. It pertains to cancellation due to unforeseeable events that are beyond either party’s
control.
8. An organizer can get overboard with suggestions and themes which makes keeping to a
budget constrain hard to do.
9. It is better to inform than to keep quiet and find that things are not going as planned.
10.It is cost next to nothing nowadays and you can even design and proof them yourself
online and have them delivered to you.

Activity I.
Make/ Draw an event
banner.
Example is done for you.
(30 points)

DEVELOPING AND EVENT PROGRAM
The Event Programme
The "Programme" is the
schedule of activities from the
start of the event to its
conclusion.

The Event Programme
The important factors to consider in preparing the official programme
are:
1. Consultation with all parties directly involved in the programme.
2. Calculating the time of each and every activity.
3. Ensuring that the programme has time for "ceremonial" activities e.g.
opening and/or closing ceremonies, speeches, the presentation of
awards, entertainment.
4. Ensuring that the venue is available for the FULL duration of the event.
5. Choosing the date(s) so that the event does not clash with other major
events.
6. Allowing for a little "slack" time between activities.
7. The order of activities.
8. How the printed programme will be published

Event Ceremonies
Ceremonial aspects of
events should not be
underestimated in importance.
They include opening and
closing speeches, musical
fanfares, playing of national
anthems, presentation of awards
and flowers, visits from
dignitaries, flag raising, and
special displays.

Emergency Planning
It is a reasonable
community expectation that an
Emergency Plan will be in place
at all sporting events.

Emergency Planning
When a large number of people are
crowded into a sporting venue, the event
manager must contemplate scenarios such
as:
-Explosion
-Fire
-Bomb Threat
-Crowd Riot (including crush or
stampede)

Emergency Planning
When bad things happen, the degree to
which a disaster unfolds will depend on a few
critically important factors:
The skills and knowledge of
persons in charge of the event
on the day.
The planned response actions
to any particular emergency
scenario.
The readiness of equipment.

Persons in charge of the event
A number of personnel must be
appointed who have clear roles and
responsibilities and know exactly
what to do in an event.
Such personnel would include:
-Emergency Coordinator
-First Aid Personnel
-Crowd Control Officials

Planned response actions
Knowing what to do in an emergency is a
key factor that saves lives. For each type of scenario envisaged, there needs to
be a planned set of actions (planned response actions) to be taken by all those
who are allocated responsibility.
These planned response actions include:
 Evacuation procedure (when to evacuate, how to
evacuate, where to evacuate to)
 Sounding an alarm
 Calling 000 for ambulance, police or fire
 Opening entrance ways
 Use of emergency equipment e.g. fire house
 Calling for a doctor in the crowd (if they exist) to come
forward

Ethical Considerations when
Planning Events
The global event industry is
expected to grow at a CAGR of
10.3% every year until 2026. With
all the exciting business prospects
events can bring, it is clear why it
is such a popular and lucrative
field.

Ethical Considerations when Planning Events
There are a number of ethical issues that could arise if
you do not approach things correctly.
Read on for our guide on the common ethical issues of
event planning and how to avoid them.
1. Environmental Factors
If you are participating in an
event, it is essential to have a
disaster preparedness plan for
yourself and your colleagues. This is
especially important if you are in an
at-risk area for floods, earthquakes,
hurricanes, or other natural disasters.

There are a number of ethical issues that could arise if
you do not approach things correctly.
Read on for our guide on the common ethical issues of
event planning and how to avoid them.
2. Health and Safety Requirements
As an event planner, it is your
responsibility to take all necessary
precautions to ensure the health and
safety of your attendees.
Many common ethical issues
either stem from the failure to adhere to
these duties, or by cutting corners in
order to save some money.

There are a number of ethical issues that could arise if you do not
approach things correctly.
Read on for our guide on the common ethical issues of event
planning and how to avoid them.
3. Event Hall Cleanliness and Sanitation
First of all, you will need to ensure your venue
is completely up to code.
Be sure the floors and walls are clean and free
of mould, mildew, and other substances.
It is also good practice to offer hand sanitizer to
your attendees and personal protective equipment
(plastic gloves, etc.) whenever applicable.

4. Alcohol Licenses
One of the common ethical issues of event
planning is whether or not you will be serving alcohol
at your event.
If your event will be serving alcohol, be sure you
are in compliance with alcohol laws.
You will have to make sure no minors have
access to alcohol and that everyone is consuming
responsibly.

5. Children
Another one of the common ethical issues for event
planners is deciding whether or not children will be
allowed to attend your event.
If you do not allow children, then you could be
isolating a number of potential attendees, such as single
parents and those who cannot afford childcare while they
are attending your event.
However, if you do allow children, then you should
ensure that all your event exhibits are kid-friendly in
nature.

Addressing Common Ethical Issues as an Event Planner
As the event planner, it is your duty to avoid common
ethical issues and make sure your staff is fully trained as well.
By adhering to a strict code of conduct, you can ensure
you are running a successful and problem-free event.

1. Maintain Professionalism at All Times
Many common ethical issues of event
planning occur when an event planner fails to
keep up with their typical code of
professionalism.
If you act unprofessional or otherwise
unpleasant to your attendees, you will quickly
gain a bad reputation that could hurt your
business.

2. Keep Your Promises
When you are in a fast-paced, exciting event and you
are aiming to make as many sales as possible, you might
find yourself saying anything to close a deal.
However, once everything is said and done, you will
need to be able to deliver. Be sure to stay faithful to all
timelines and deals that you promise for people.
If you are questioning whether you can realistically
offer something, play it safe by finding an alternative.

3. Do not Accept Bribes or Inappropriate Gifts
Bribes, gifts, and other forms of extra payment that
lead to unfair treatment and favoritism need to be strictly
off the table.
As an event planner, the last thing you want to be
known as is crooked and "easily bought." Instead, be sure
you are creating a fair playing ground for all attendees.
You will be setting a good example for your staff
while avoiding the potential common ethical issues that
could arise.

4. Avoid Harassment of Other Event Attendees
Be civil to other event attendees.
Running directly alongside your competitors can lead to hot
tempers, but it is important to keep your cool no matter what.
As a general rule, conduct yourself as if you were in
your office.
The chaos and excitement of the event hall can often
make you forget that you are still at work, especially when
alcohol is involved.
That is why it is important to actively keep your
composure and treat all attendees with professionalism and
respect.

5. Problem-free Event Planning
Event planning carries a lot of
responsibilities, but you can get everything
right by taking the proper precautions.

Activity II
Do the following below.
Think of an event.
List down your schedule/plan in a
particular simple event you are
organizing. (10 points)
Give and define at least five (5) best
tourist spots in Laguna (for
Lagunense) and Cavite (Caviteño).
(15 points)

QUIZ
1.It is the schedule of activities from the start of
the event to its conclusion.
2.These require people and people require
training.
3.This means the number of people you are
expecting to attend your event.
4.If you target audience are rich people then your
venue must be a five star hotel or resort and all
the services provided during the event must be
of very high quality.
5. Make sure venue has its own parking space

QUIZ
6. This should be regarded as an integral aspect of
improving the quality of event spectators' experience.
7. This is most likely one of the lengthiest parts of the
process, because there will likely be quite a few things
your need to cover.
8. This involves communicating with suppliers, vendors
and staff, keeping a close eye on timelines, monitoring
security, ensuring everything is set up at the right time,
etc.
9. This phase is what comes after the event is over.
10. This will give you an overall structure for planning
and executing your event.

QUIZ
11. The organization wishing to stage a special event may be required
to develop, document and deliver a proposal to any person or
organization that has the power to determine which club, association or
company will have responsibility for staging the event.
12. The magnitude and diversity of the team needed to run a major
sporting event such as a National or State Championships.
13. An aspect of improving the quality of event spectators' experience.
14. It may be helpful to draw up a timeline before you start planning and
set yourself clear targets of what should be done, when it should be
done by and who is responsible for it.
15. This can include ensuring the venue is clean and tidy, liaising with
staff, and closing off with any caterers, entertainers, etc. also extends to
post-event management.

LESSON 10
The benefits of onsite event management go deeper than
simply staffing your event.
From careful planning and attention to detail, there are
countless ways this service contributes to putting on successful
events.
1. A pro handles all of the pre-event coordination
The most awesome event management
companies plan every stage of your event with your
vision in mind, down to the very last detail.
When it comes to event planning, the details
make all the difference and there are plenty of factors
you will need to consider.

These are just a few important aspects to be considered
in the pre-planning stages:
Theme development
 Date selection
 Venue selection and availability
 Logistics planning
 Cost analysis
 Branding
 Scheduling
 Audio visual needs
 Optional activities
 Food and beverage
 Awards ceremonies
 Green initiatives
 Cost analysis
 Equipment needs and transportation

Investing in onsite event management
means you will have an experienced group of
people assisting you with every stage of the
planning process—from the glamorous
(choosing a theme and selecting decor) to the
not-so-glamorous (scheduling staff and
transporting equipment).
With a list of demands this long, a little
help goes a long way.

2. Event coordinators know the ins and outs
of event planning and have the knowledge to
proactively avoid problems before they
happen.
All successful events are executed in the
planning stage and often require months of
preparation to ensure that everything goes
according to plan.
For an event to truly succeed, the people,
rooms, equipment, and the agenda all need to
work together.

2. Event coordinators know the ins and outs
of event planning and have the knowledge to
proactively avoid problems before they
happen.
Onsite event management checks each
and every breakout room, dining facility and
conference area as well as every piece of
equipment needed to make your event
successful with no unexpected surprises.

3. If something goes wrong, you would not
have to leave your event guests to handle the
problem.
Despite their best efforts, even the most
renowned event planners are bound to run into a
few snags here and there.
There are some things you simply cannot
control.
When unexpected problems arise, they often
spark a slew of new ones along with them, taking
you away from your guests.

4. Professionals know how things work
behind the scenes
With so many things to worry about in the
pre-planning stages and at the forefront of your
event, who has time to worry about behind the
scenes execution?
Luckily, onsite event management does.
The best onsite event staffing will have an
expert onsite throughout the duration of the
entire event.

Onsite Event Management Tools
An event day is the peak moment for event
planners the time when they have to take the lid
off and shine.
Pre-event planning is crucial, but the
experiences that attendees have onsite adds
great value to the event vibe and determines
what direction your relationships with clients will
take in future.

Onsite event management tool definition
An onsite event management tool is any
type of facility that is used for registration setup,
attendee’s engagement and enhancing
personalized experiences at events.
In particular, the use of an onsite
management tool helps automate check-in
cycles, simplify badge collection, and maintain
the high level of engagement at the event.

How to choose the best onsite event
management tool
The abundance of online event
management tools are available for the event
industry members today.
Still, the event planners often find it hard
getting an all-in-one platform, which would help
adjust different kinds of tools to excellent onsite
expertise.

How to choose the best onsite event management tool
Here are three “considers” that will help you choose the right tool for your
master plan:
1.Consider the crowd. You have to understand what
the attendance at your event is going to be in order
to build a strategy for time-efficient check-in.
Determine which types of hardware you’ll need to
guarantee queue-free experiences.
Will you require personnel manning? If yes, how
many team members should take charge of registration
assistance?
The answers to all these questions will depend
on the event attendee’s number.

master plan:
2. Consider the experience.
Based on what you’ve learned from
your last event, try to make the next
experience much better.
Use analytics to track the behavior of
attendees at events.
This is the best instrument that can be
used to evaluate your onsite event
performance.

master plan:
3. Consider the backup. Even if your
onsite setup is perfectly adjusted to handle
the whole self-registration and badge
printing, you should always have a backup
team that can help out if some difficulties
appear.

Functions of onsite event management tool
Onsite event manager tools differ, according to
functionality load, efficiency, and other relevant
factors.
In general, the core solutions that an event
planner can gain by using onsite tools include:
Checking-in attendees on multiple
devices.
Flexibility in setup installing.
Catering self-check-in capabilities.
Extending the opportunities for
networking.
Tracking engagement.

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