The document discusses event stakeholders and the process of planning an event. It defines stakeholders as any individuals or groups affected by or able to influence an event. It identifies 6 major stakeholder groups including event organizers, the local community, sponsors, media, participants, and spectators. The document outlines steps for planning an event including establishing the purpose, objectives, and scope; developing the concept, theme, and format; evaluating feasibility; designing the event; and progressing the concept to the operational stage. Key factors are identified for each planning step such as identifying stakeholders, choosing a venue, catering needs, and ensuring necessary approvals.
EVENTS CONCEPT
Stakeholder
From a broad idea that a stakeholder is a person who can affect or will be affected by the event.
The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
These stakeholder may include:
Event principal (key person in host organisation or client)
Organising committee
Sponsors, donors
Local community
Local authorities (e.g. Council, emergency services, environmental authority)
Service contractors ( e.g. Staging, cleaning, catering, security)
Suppliers
Performers, entertainers, participants
Spectators, audience
media
Numerous factors need to be considered in developing the event concept
Purpose of the event
Although the purpose is also strongly linked to both the theme and the venue
In some instances defining the purpose is difficult.
EVENTS CONCEPT
Stakeholder
From a broad idea that a stakeholder is a person who can affect or will be affected by the event.
The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
These stakeholder may include:
Event principal (key person in host organisation or client)
Organising committee
Sponsors, donors
Local community
Local authorities (e.g. Council, emergency services, environmental authority)
Service contractors ( e.g. Staging, cleaning, catering, security)
Suppliers
Performers, entertainers, participants
Spectators, audience
media
Numerous factors need to be considered in developing the event concept
Purpose of the event
Although the purpose is also strongly linked to both the theme and the venue
In some instances defining the purpose is difficult.
RESEARCH AND EVALUATION APPROACHES
Objectives
Recognise the importance of integrating a research and evaluation component in event management.
Understand the different characteristics of impacts in doing an event impact evaluation
Objectives
Understand the stages of the event evaluation process
Describe common research methods and tools used for evaluating events.
Describe the evaluation of the different factors that are part of tourism event.
RESEARCH AND EVALUATION APPROACHES TECHNIQUES
Can be carried out on events, prior to, during and after the event.
Important to determine whether an event’s objectives have been reached, and give valuable input to make any necessary amendments to an ongoing event or future ones.
IMPORTANCE OF RESEARCH AND EVALAUTION
EVENTS MAY OR MAY NOT BE RESEARCHED- if they are, this may yield only partial bits of information.- the event organiser or client may lack a research culture or determine it is better to allocate resources elsewhere.- Not establishing a research agenda can leave outcome gaps and inability to reply specifically to criticism or queries from the client, media, community or other government entities.
IMPORTANCE OF RESEARCH AND EVALAUTION
EVENTS MAY OR MAY NOT BE RESEARCHED- Not establishing a research agenda can leave outcome gaps and inability to reply specifically to criticism or queries from the client, media, community or other government entities.
IMPORTANCE OF RESEARCH AND EVALAUTION
Event organiser may conduct research as part of the event brief or as a value-added component.
The research must have the purpose of producing results that are usable.
IMPORTANCE OF RESEARCH AND EVALAUTION
Research on the impacts and effects of the event must be tailored to the specific event. - event tourism evaluation should be focused on the impacts on the destination.- a performer at a series of concerts will judge sales of merchandise, albums or songs from CD purchase or downloads.
IMPORTANCE OF RESEARCH AND EVALAUTION
Evaluation of an event’s sustainability should focus on a holistic or “processual” evaluation at all stages of the event process, not just the outcome. (Clarke, 2004). - evaluation should take place not only when the event commences, but prior to that-during its initial and formative phrases.
IMPACT EVALUATION
Impacts differ depending on the event type, offering varying degrees of economic and social benefits.
In conducting event impact research, the following information should be considered:
Impacts of dynamic
Impacts can snowball
Impacts can be disproportionate
Impacts must be measurable
Impacts are political
Impacts can be benchmarked
Impacts can be long-term
Impacts of dynamic
Impacts of an event held this year may differ in degree the following year.
An event can take some time to plan and stage, and during this impacts could change.
Impacts can snowball
Viewed in isolation, several families leaving a location to escape
RESEARCH AND EVALUATION APPROACHES
Objectives
Recognise the importance of integrating a research and evaluation component in event management.
Understand the different characteristics of impacts in doing an event impact evaluation
Objectives
Understand the stages of the event evaluation process
Describe common research methods and tools used for evaluating events.
Describe the evaluation of the different factors that are part of tourism event.
RESEARCH AND EVALUATION APPROACHES TECHNIQUES
Can be carried out on events, prior to, during and after the event.
Important to determine whether an event’s objectives have been reached, and give valuable input to make any necessary amendments to an ongoing event or future ones.
IMPORTANCE OF RESEARCH AND EVALAUTION
EVENTS MAY OR MAY NOT BE RESEARCHED- if they are, this may yield only partial bits of information.- the event organiser or client may lack a research culture or determine it is better to allocate resources elsewhere.- Not establishing a research agenda can leave outcome gaps and inability to reply specifically to criticism or queries from the client, media, community or other government entities.
IMPORTANCE OF RESEARCH AND EVALAUTION
EVENTS MAY OR MAY NOT BE RESEARCHED- Not establishing a research agenda can leave outcome gaps and inability to reply specifically to criticism or queries from the client, media, community or other government entities.
IMPORTANCE OF RESEARCH AND EVALAUTION
Event organiser may conduct research as part of the event brief or as a value-added component.
The research must have the purpose of producing results that are usable.
IMPORTANCE OF RESEARCH AND EVALAUTION
Research on the impacts and effects of the event must be tailored to the specific event. - event tourism evaluation should be focused on the impacts on the destination.- a performer at a series of concerts will judge sales of merchandise, albums or songs from CD purchase or downloads.
IMPORTANCE OF RESEARCH AND EVALAUTION
Evaluation of an event’s sustainability should focus on a holistic or “processual” evaluation at all stages of the event process, not just the outcome. (Clarke, 2004). - evaluation should take place not only when the event commences, but prior to that-during its initial and formative phrases.
IMPACT EVALUATION
Impacts differ depending on the event type, offering varying degrees of economic and social benefits.
In conducting event impact research, the following information should be considered:
Impacts of dynamic
Impacts can snowball
Impacts can be disproportionate
Impacts must be measurable
Impacts are political
Impacts can be benchmarked
Impacts can be long-term
Impacts of dynamic
Impacts of an event held this year may differ in degree the following year.
An event can take some time to plan and stage, and during this impacts could change.
Impacts can snowball
Viewed in isolation, several families leaving a location to escape
Basic Steps to a Successful Event. This presentation will guide you through three main stages to a successful event including Pre-Event, The Event & Post Event
“Don’t plan your event without knowing your Show-Stoppers…”
http://www.niccotan.com/2011/04/events-marketing-overview.html
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Cracking the Workplace Discipline Code Main.pptxWorkforce Group
Cultivating and maintaining discipline within teams is a critical differentiator for successful organisations.
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[Note: This is a partial preview. To download this presentation, visit:
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Sustainability has become an increasingly critical topic as the world recognizes the need to protect our planet and its resources for future generations. Sustainability means meeting our current needs without compromising the ability of future generations to meet theirs. It involves long-term planning and consideration of the consequences of our actions. The goal is to create strategies that ensure the long-term viability of People, Planet, and Profit.
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Events Management Chapter 2 Event Concepts
1. E V E N T
C O N C E P T S
C H A P T E R 2
S U B M I T T E D T O :
Dr. John V. Padua
S U B M I T T E D B Y :
Conwi, Khristna Eve G.
Tulagan, Kim Angela D.
Condino, Jayson G.
Briones. Melorie Anne
Anastacio, Allen
2. S T A K E H O L D E R
- is a person who can affect or will be affected by the event.
- Stakeholder is a person of influence but not directly involved in
the work.
- According to Getz (997) Stakeholders are those people and
groups with a stake in the event and its outcomes, including all
groups participating in the event production, sponsors and grant
givers, community representatives, and anyone impacted by the
event.
ESTABLISH EVENT PURPOSE
OBJECTIVES AND SCOPE
3. Accdg. to Allen et al. (2008) includes 6 major event
stakeholder groups:
1. The host organization
2. Host community
3. Co-workers
4. Event sponsors
5. Media
6. Participants and spectators
ESTABLISH EVENT PURPOSE
OBJECTIVES AND SCOPE
4. Stakeholders may include:
• Event principle (key person in host organization, or
client)
• Organizing committee
• Sponsors, donors
• Local community
• Local authorities
• Service Contractors
• Suppliers
• Performers, entertainers, participants
• Spectators, audience
• Media
ESTABLISH EVENT PURPOSE
OBJECTIVES AND SCOPE
6. P U R P O S E O F T H E E V E N T
The purpose of the event should drive all planning and
assist in sorting out difference of opinion and managing conflict.
O B J E C T I V E S O F T H E E V E N T
Planning for an event should also involve defining specific,
measurable objectives. These might include targets for the following:
ESTABLISH EVENT PURPOSE
OBJECTIVES AND SCOPE
7. S C O P E O F T H E E V E N T
Related to the purpose and objectives of the event is its
scope. This encompasses the date, time and duration of the event
and its size. The scope of the event is dependent on available
resources.
ESTABLISH EVENT PURPOSE
OBJECTIVES AND SCOPE
8. ESTABLISH EVENT CONCEPT, THEME
AND FORMAT
T H E M E
- The theme of the event should be linked to the purpose.
It should be completely compatible with guest/audience needs
and consistent in all respect. Most events adopt a colour scheme
that is repeated on all items produced for the vent, such as
tickets, programs, uniforms, decor, posters and merchandise. This
helps attendees to identify the theme.
9. V E N U E
- The event manager needs to carefully consider the
planning, implications of choosing an unusual venue in
preference to a standard venue requiring decoration only to
match the theme. Lighting sound and catering also provide
challenges in unusual settings.
ESTABLISH EVENT CONCEPT, THEME
AND FORMAT
10. When the considering the choice of venue, the event organizer
needs to look at a number of factors including:
• Potential to fulfill the purpose of the event
• Ambience
• Location
• Access by public transportation
• Parking
• Seating Capacity
• Built features (such as stage)
• Cost of decoration, sound, and lighting
• Cost of labour
• Logistics of setting up
• Food and beverage facilities
• Safety
11. ESTABLISH EVENT CONCEPT, THEME
AND FORMAT
E V E N T A U D I E N C E
- When organizing an event, the needs of all participants
must be considered before finalizing the concept.
- In example of the entertainment-based event held for the
financial planners (conservative stereotype!), n organizer would be
wise to challenge normal behaviour and encourage participation in
unusual activities.
F I N A N C I A L C O N S I D E R A T I O N S
12. ESTABLISH EVENT CONCEPT, THEME
AND FORMAT
T I M I N G O F T H E E V E N T
- The timing of an event is often linked to the season or
weather.
- Evaluation of an event concept must take into
account the following four time-related factors:
1. Season 3. Time of day
2. Day of the week 4. Duration
13. ESTABLISH EVENT CONCEPT, THEME
AND FORMAT
E V E N T T E A M , C O N T R A C T O R S A N D
O T H E R S T A K E H O L D E R S
- The skills of the vent team and, just as importantly, the
contractors, such as lighting technicians and catering staff, are an
important consideration in terms of concept development. Staff working
at most events have very limited opportunity for training, making job
break-downs and task sheets essential aspects of planning.
The following list is not exhaustive but provides an idea of the many
people involved in staging an event:
• Talent/performer/team and manager
• Cast and crew
• Contractors (service providers)
• Suppliers
• Employees
• Volunteers
• Emergency Services
14. EVALUATE THE FEASIBILITY OF THE
CONCEPT
Competition - Involves looking at the timing and duration of other
events.
Regulations - Wide range of laws and regulations have an impact
on the staging of events and these can severely limit
creativity.
Marketing - How to sell an event is a very important part of the initial
planning, the timing of your marketing efforts being
crucial.
Community Impact - Local traders and other lobby groups can
raise hell for the unprepared event organizer, so it is
absolutely essential that community benefits are
explained and other impacts considered as part of event
proposal.
15. EVALUATE THE FEASIBILITY OF THE
CONCEPT
Revenue and Expenditure – Losing money is the fastest way to
get out of the event business. In almost
every case, contractors for catering,
security and other services require
deposits and payment in full prior to the
event, which can cause cash flow
problems if there are no advance ticket sales.
16. DESIGN THE EVENT
T H E M E
- According to Goldblatt (2005) Theme should ideally appeall
to all senses: touch, smell, taste, sight, and hearing. If the aim of the
events is to transport the audience, appealing to all the senses will
contribute positively to the outcome. Keep in mind the needs of the
audience when planning.
L A Y O U T
- The audience needs to comfortably fill the venue to create
a positive ambience.
17.
18.
19.
20.
21.
22. D E C O R
- Fabrics, decorative items, stage props, drapes and table setting
can all be hired and it is generally worthwhile investigating these options
before settling on the event theme as hiring items can reduce costs
enormously.
23.
24.
25. DESIGN THE EVENT
T E C H N I C A L R E Q U I R E M E N T S
- There is no substitute for wide-ranging experience and this is
key attribute that should be sought when choosing technical
contractors. New technology, especially anything used to
demonstrate new products, needs to be tested thoroughly through
many rehearsals. A back-up system is essential.
S T A G I N G
- Staging rentals has a wide range of specialist skills resident
in the company, including logistics and installation.
26.
27. C A T E R I N G
-Food quality and selection are notoriously bad and
outrageously expensive, at many events and planning must take
into account.
E N T E R T A I N M E N T
-The most important thing is that entertainment suits the
purpose of the event, not detracts from it.
DESIGN THE EVENT
28.
29.
30.
31.
32.
33. S U P P L I E R S
– During most large events, suppliers are pressed for the best
quality from all their customers at a time when volumes are much
larger than usual. This is when a good long-standing relationship with
a supplier in invaluable.
T A L E N T
-When the talent is the focal point for an event,
management of the talent is exceptionally important. This includes
meeting their essential needs as well as their many personal
preferences for hotel rooms and unique foods.
S E R V I C E
-Accdg. to Matheson (2009) the intangible aspect of the
event are vitally important. These include the atmosphere or
ambience and the factors that contribute to the uniqueness of the
visitors’ experience.
DESIGN THE EVENT
34. PROGRESS THE CONCEPT TO
OPERATIONAL STAGE
The next stage involves developing a summary of key logistical requirements based on the
overall concept, theme and format. Accurate and complete information should then be provided to all
relevant stakeholders including councils and other authorities, so that any necessary formal approvals can be
received before planning is too far advanced.
Access to the site (Can vehicles come close enough for off-loading or
parking?)
Physical limitations (Will the size or shape of the stairs make it impossible to
move heavy equipment?)
Dimensions of the site (Is it too high, too low, too narrow?)
Refrigerated storage (Is it sufficient)
Physical space for food preparation (Is it too small?)
Toilet facilities (Are they fixed or portable?)
Cleaning (Is it contracted?)
Catering (Will there be any physical problems with transporting, storing
and serving food?)
Safety (Are patrols exits, fire procedures, first aid, etc: all in place?)
Potential damage to the site (Is there a danger of flowerbeds being
trampled?)
Provision of basic services (Are water and electricity laid on?)