The document discusses the key elements to consider when developing an event concept: event format, venue selection, and creating an engaging experience. It emphasizes that the format and venue should align with and help achieve the event objectives. It provides guidance on choosing a theme, evaluating venues based on the audience and goals, and designing the event flow through elements like invitations, registration, atmosphere, programming, and food/drinks. The overall goal is to craft a cohesive concept that delivers an enjoyable experience for participants and accomplishes the desired outcomes.

1. THE EVENT CONCEPT
ARMED WITH CLEAR EVENT
OBJECTIVES
Lesson 5
EVENT FORMAT
VENUE
THE EXPERIENCE
EVENT VISION

2. Learning Objectives
• Decide on the format that will deliver the
event vision;
• Evaluate and select event venues;
• Combine elements necessary for a
concept that will deliver the event vision;
• Draw the program of activities for an
event.

3. FOREWORD
• A profile of the audience or participants, a
working budget, and a clearly stated event
vision, the event manager now drafts the
“meat” of the event- the event concept.
• Your mission now is to come up with a
neatly packaged gift for your intended
audience in a manner that will achieve your
objective/s.

4. A. Event Format: What
format will best achieve the
event objectives?
Let the event vision guide you in deciding
the format of your event and the messages
to be delivered within the event and in event
promotions.

5. Key questions to answer are:
• HOW WILL THE EVENT BE
EXECUTED SO THAT OBJECTIVES
WOULD BE ACHIEVED?
• WHAT ACVITITIES ARE NECESSARY
TO GIVE THE AUDIENCE A
DELIGHFUL AMD MEMORABLE
EXPERIENCE?

6. THE EVENT THEME
• YOU CAN CHOOSE AMONG THREE
(3) SOURCES OF THEMES.
1. The destination or the locale
2. Popular culture
3. Historical and current events

7. B. Venue: What type of venue
will best help you achieve your
event objectives?
Select the venue that will best
house your chosen event format.

8. Consider Event Objectives, the
Audience and Format
• Who are expected to attend?
• Hoe many are you expecting?
• What are the objectives, tone, theme and the image that
you wish to convey?
• Will it be indoor or outdoor?
• Is it clean?
• Is the location easy to get to and from
• Are there any special transportation issues?
• What are the parking facilities? Are they safe?
• What type of ambience do you want to create?
• IS THE VENUE COST WITHIN YOUR BUDGET?

9. THE SHORTLIST

10. • Decide on two to three venues that generally fall
within the criteria you set.
– THE FF. CHECK LIST HOW YOU CAN BEST USE THE
FACILITIES TO ACHIEVE THE EVENT OBJECTIVE/S.
1. Inquire if the venue is available on your chosen date
and time.
2. Discuss set-up and strike-down times (ingress and
egress)
3. Clarify what the policies are regarding food and
beverage service.
4. Check policies on bringing in audio-visual equipment.

11. THE EXPERIENCE: This is what
the audience came for and what
they will remember
Takes flesh and the excitement
builds up for the event team

12. 5 Elements that an event manager
must plan for are:
• INVITATION
• REGISTRATION
• ATMOSPHERE
• PROGRAM
• TREATS

13. INVITATION

14. REGISTRATION

15. ATMOSPHERE

16. Ways to Arrange and Organize
Space
1. Centralized

17. 2. Linear

18. 3. Radial

19. 4. Clustered

20. 5. Grid

21. Setting up the Meeting Room
1. Theater Style

22. 2. Classroom Style

23. 3. Banquet Style

24. 4. U-shape

25. 5. Boardroom

26. 6. Hollow Rectangular/
SQUARE

27. 7. Herringbone

28. 8. Conference Style

29. ACTIVITIES AND
TREATS
Event Sequence Guide and
Food & Drinks