DEVELOP AN EVENT CONCEPT

1. DEVELOP AN EVENT
CONCEPT
By: Maylene S. Hilapo

2. What is Event Concept?
 Concepts are defined as abstract ideas that occur
in the mind, in speech, or in thought. They are
understood to be the fundamental building blocks
of thoughts and beliefs.
An Event Concept is the event details that make up
the practical aspects of the event itself.

3. Example of Event Concept:
FIREWORKS DISPLAY
FESTIVAL EVENT
Family Day
Birthday Party

4. CONVENTION
EXHIBITION
What is MICE
MEETINGS
INCENTIVES

5. Definition and characteristics of M I C E
• Meeting – is a general term that refers to the gathering of people
to discuss a set agenda or do a particular activity. it can be called
an ad hoc basis or following a set pattern such as an annual
stockholders’ meeting.
• Incentives – is a tool to encourage employees to increase sales or
provide solutions.
• Convention – is used interchangeably with congress, refers to a
large national or international meeting.
• Exhibition – showcase new products, services information, or
promotional materials mounted for the purpose of public relations,
sales and marketing
- Consumer Show
- Trade Show

6. What is Event Theme?
An event theme is the big idea behind
the entire event. It often involves the
overall tone, structure, and goals of the
event.

7. 70′S DISCO, 80′S RETRO, OR 90′S POP THEME

8. ENCHANTED FOREST THEME

9. What To Do Before The Event
 Step 1: Pick the perfect venue
 Step 2: Select your event entertainment
 Step 3: Identify your event décor
 Step 4: Select your event F&B catering
 Step 5: Finalize other event elements for your event’s goal
1. Event marketing
2. Sponsorships
3. Ticketing
4. Event registration
5. Booking speakers
6. Transportation and accommodations
7. Audio/visual needs

10. DEVELOP EVENT
PROGRAM

11. The Event Program
The "Program" is the schedule
of activities from the start of
the event to its conclusion.

12. The important factors to consider in
preparing the official program are:
 Consultation with all parties directly involved in the program
 Calculating the time of each and every activity
 Ensuring that the program has time for "ceremonial" activities e.g.
opening and/or closing ceremonies, speeches, the presentation of
awards, entertainment
 Ensuring that the venue is available for the FULL duration of the
event
 Allowing for a little "slack" time between activities
 The order of activities
 How the printed program will be published?

13. Sample
Program

14. SELECT EVENT
VENUE AND SITE

15. What is Event Venue
 Event venues are locations where events are taking place.
 An event venue in simple terms is the location hosting an
event.
Example:
- a meeting room, hotel, conference center, restaurant,
convention center, ballrooms, gardens, rooftops, museums,
theaters, yachts, stadiums, universities and even outdoor
venues

16. Top 10 Questions to Ask a Venue Before Booking
Your Event
1. Can the venue handle the number of guests I’m having?
2. How much my budget?
3. What type of event am I having? Small or large, formal or
casual?
4. Can I use my own caterer? Are there any restrictions for food?
Can I bring my own liquor? Can my caterer use the kitchens or
do I need to use your kitchen staff?
5. What hours do I have for my party? How many days/hours
ahead can my crew come in to set up? Is there a chance
another event will be taking place on the same day in the
venue? And if so, how is that handled?

17. 6. Are there extra charges for audio/visual, parking, corkage
fees, WiFi?
7. Is parking on-site? If parking is on-site, how many spaces are
available? Is valet available? Are there additional costs?
8. For a wedding, what other rooms are available (bride’s room,
room for groomsmen). Is there any additional fee?
9. How do they handle last minute cancellations for bad
weather, or other unexpected events?
10.Do they have a list of party planners, florists, caterers that
they can recommend?
Top 10 Questions to Ask a Venue Before Booking Your
Event

18. 10 Things to Consider When Choosing your
Event Venue
1. Location
2. Parking
3. Capacity and Minimums
4. Services and Amenities
5. Layout
6. Ambiance
7. Insurance
8. Accessibility
9. Acoustics
10.Cost and Flexibility on Event Date

19. INDOOR EVENT VENUES:
ADVANTAGES AND DISADVANTAGES
Advantages
 Weather
 Comfort
 Facilities
 Noise
 Security
 Decor
Disadvantages
 Space
 Demand
 Rules

20. OUTDOOR EVENT VENUES:
ADVANTAGES AND DISADVANTAGES
Advantages
 Enjoy the weather and the
season
 Enjoy the space
 Enjoy the natural scenery
Disadvantages
 Weather
 Equipment failure
 The uncontrollable outdoors