Event Concepts

7/25/2019 Event Concepts

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EVENTEVENTCONCEPTSCONCEPTS


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STAKEHOLDERSSTAKEHOLDERS

Getz states that stakeholders are thoseGetz states that stakeholders are those

people and groups with a stake in thepeople and groups with a stake in the

event and its outcomes, including allevent and its outcomes, including allgroups participating in the eventgroups participating in the event

production, sponsors and grant-givers,production, sponsors and grant-givers,

community representatives, and anyonecommunity representatives, and anyoneimpacted by the event.impacted by the event.


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STAKEHOLDERSSTAKEHOLDERS

According to Allen et. Al:According to Allen et. Al:

Host organizationHost organization Host communityHost community Co-workersCo-workers

vent sponsorsvent sponsors !edia!edia "articipant# spectators"articipant# spectators


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C$!!%&'()Authorities#GovernmentAgencies

*erviceContractors#*uppliers

ventAudience#*pectators

"articipant#"er+ormers

*ponsors,onors

!edia

"rincipal "erson ororganization, client


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Purpose of the EventPur

pose of the Event

(he most important +actor to be(he most important +actor to be

considered in developing the eventconsidered in developing the event

concept.concept.

(his +actor should drive all planning(his +actor should drive all planning

and assist in sorting out di++erencesand assist in sorting out di++erences

o+ opinion and managing con+lict.o+ opinion and managing con+lict.


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Example of Purpose of Event forExample of Purpose of Event for

Conferences:Conferences:.. (o +acilitate an echange o+ in+ormation,(o +acilitate an echange o+ in+ormation,

bringing participants up to date with thebringing participants up to date with the

latest changes in +inancial planninglatest changes in +inancial planning

so+tware products.so+tware products././. (o achieve a memorable put-o+ body-(o achieve a memorable put-o+ body-

eperience +or +inancial planners in ordereperience +or +inancial planners in order

to develop a positive association with ato develop a positive association with a

new so+tware product.new so+tware product.


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OBECT!"ESOBECT!"ES

"lanning +or an event should also"lanning +or an event should also

involve de+ining speci+ic, measurableinvolve de+ining speci+ic, measurable

ob0ectives.ob0ectives.

(his may include targets +or the(his may include targets +or the

+ollowing:+ollowing:


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. &umber o+ people attending

/. &umber o+ participants1. Contribution o+ sponsors

2. 3alue o+ grants and donations

4. 5reak even or amount o+ pro+it

6. Goals +or charitable contributions

7. 8evel o+ media eposure

9. &umber o+ repeat visitors

. 3alue o+ merchandise sold

;.3alue o+ +ood and beverage sold

.&umber o+ ehibitors stall holders


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SCOPE O# THE E"E$TSCOPE O# THE E"E$T

(his encompasses the date, time,(his encompasses the date, time,

duration and size o+ the event.duration and size o+ the event.

(his is dependent on available(his is dependent on available

resources.resources.


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EVENTEVENT

VENUES ANDVENUES AND

SITESSITES


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Anal%&e venue or s'teAnal%&e venue or s'te

re(u'rementsre(u'rements

(wo main considerations in evaluating(wo main considerations in evaluating

the suitability o+ a venue or site:the suitability o+ a venue or site:

.. (he +unctionality o+ the venue(he +unctionality o+ the venue

/./. *uitability o+ the site +or the event>s*uitability o+ the site +or the event>s

creative purposecreative purpose


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Select'on s'te processSelect'on s'te process


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&egotiate and liaise with venue and&egotiate and liaise with venue and

site personnelsite personnel

'denti+y risk management issues

associated with speci+ic venues andsites

Assess the need +or tentativebookings and take action promptly


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Coordinate multiple site or venue selectionsCoordinate multiple site or venue selections

when re?uired in a logical mannerwhen re?uired in a logical manner

"rovide clear and accurate brie+ings on venueor site options to key stake holders

"rovide recommendations and rationale

Gain appropriate approval and con+irm agreements


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#actors to cons')er *hen#actors to cons')er *hen

choos'n+ a venue:choos'n+ a venue: "otential to +ul+ill the purpose o+ the"otential to +ul+ill the purpose o+ the

eventevent AmbienceAmbience 8ocation8ocation AccessibilityAccessibility "arking"arking *eating capacity*eating capacity 5uilt +eatures5uilt +eatures


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#actors to cons')er *hen#actors to cons')er *hen

choos'n+ a venue:choos'n+ a venue: Cost o+ decoration, sound and lightingCost o+ decoration, sound and lighting

Cost o+ laborCost o+ labor

8ogistics o+ setting up8ogistics o+ setting up

=ood and beverage +acilities=ood and beverage +acilities

*a+ety*a+ety

@Attraction, Access, Amenities, Amount,@Attraction, Access, Amenities, Amount,AudienceAudience


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Event Au)'enceEvent Au)'ence

Bhen organizing an event, theBhen organizing an event, the

needs o+ all the participants must beneeds o+ all the participants must be

considered be+ore +inalizing theconsidered be+ore +inalizing the

concept.concept.


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#'nanc'al Cons')erat'ons#'nanc'al Cons')erat'ons

5%G(- is the estimate o+ revenue5%G(- is the estimate o+ revenueand epenses. 't provides data on anand epenses. 't provides data on anevents +unding re?uirements as wellevents +unding re?uirements as well

as a means to monitor epenses.as a means to monitor epenses.

!a0or budget points include:!a0or budget points include:

Cost,


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C$*(- re+ers to the epenses or howC$*(- re+ers to the epenses or howmuch it will take to stage the event.much it will take to stage the event.


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T'm'n+ of the eventT'm'n+ of the event

8inked with seasons or weather8inked with seasons or weather

=actors:=actors:

.. *eason*eason

/./. ay o+ the weekay o+ the week

1.1. (ime o+ the day(ime o+ the day

2.2.

urationuration

8ead time- time available +or planning and8ead time- time available +or planning andimplementationimplementation


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Event Team, Contractors, an)Event Team, Contractors, an)

other Sta-e hol)ersother Sta-e hol)ers (alent#"er+ormer(alent#"er+ormer

Cast and crewCast and crew

*ervice providers*ervice providers *uppliers*uppliers

mployeesmployees

3olunteers3olunteers mergency servicesmergency services


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EVENT

CONCEPTFEASIBILITY


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CO.PET!T!O$CO.PET!T!O$

involves looking at the timing andinvolves looking at the timing and

duration o+ other events, even i+ they areduration o+ other events, even i+ they are

unrelated.unrelated.

&3'


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RE/0LAT!O$SRE/0LAT!O$S

A wide range o+ laws and regulationsA wide range o+ laws and regulations

have an impact o+ staging an eventhave an impact o+ staging an event

and these can severely limit theand these can severely limit the

creativity.creativity.


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.ARKET!$/.ARKET!$/

how to sell an event is veryhow to sell an event is very

important part o+ the initial planning,important part o+ the initial planning,the timing o+ marketing e++orts arethe timing o+ marketing e++orts are

very crucial.very crucial.


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CO..0$!T1 !.PACTCO..0$!T1 !.PACT

(he impact o+ an event to a(he impact o+ an event to a

community is a ma0or considerationcommunity is a ma0or consideration

in the planning stage.in the planning stage.

't is absolutely essential that't is absolutely essential that

community bene+its are eplainedcommunity bene+its are eplained

and other impacts considered as partand other impacts considered as part

o+ the event proposal.o+ the event proposal.


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R!SKSR!SKS

Beather- greatest risks to the attendance,Beather- greatest risks to the attendance,en0oyment and success o+ most events.en0oyment and success o+ most events.

$ther risks:$ther risks:.. Cancellation by a key per+ormerCancellation by a key per+ormer

/./. &on-arrival o+ e?uipment&on-arrival o+ e?uipment

1.1. (echnical +ailure(echnical +ailure

2.2. (ransportation crisis(ransportation crisis4.4. AccidentsAccidents

6.6. *a+ety and security*a+ety and security


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RISK MANAGEMENTRISK MANAGEMENT

it is the assessment o+ risk andit is the assessment o+ risk and

measures taken to alleviate itsmeasures taken to alleviate its

e++ects.e++ects.


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DESIGN

THE

EVENT(The creative elements that must beconsidered)


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THE.ETHE.E

(he theme should appeal to all the(he theme should appeal to all the

senses: (ouch, *mell, taste, sightsenses: (ouch, *mell, taste, sight

and hearing.and hearing.

Deep in mind the needs o+ theDeep in mind the needs o+ the

audience when planning, +or eampleaudience when planning, +or eample

the kind o+ music to be played.the kind o+ music to be played.


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THE.ETHE.E

(he theme o+ the event should be linked(he theme o+ the event should be linkedto the purpose.to the purpose.

't should be completely compatible with't should be completely compatible withguest#audience needs and consistent in allguest#audience needs and consistent in allaspects.aspects.

"otential themes are endless, limited only"otential themes are endless, limited onlyby your imagination and the customer>sby your imagination and the customer>spocket.pocket.


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Examples of theme:Examples of theme:

HistoricalHistorical GeographicalGeographical CulturalCultural

*porting*porting !usical!usical ntertainmentntertainment

ArtisticArtistic =ood and Bine=ood and Bine $b0ects$b0ects


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LA1O0TLA1O0T

(his creative element is given +ar too(his creative element is given +ar too

little consideration.little consideration.

ample: @'+ layout is not givenample: @'+ layout is not given

attentionattention

-

(oo much open space(oo much open space- (oo much light(oo much light

- 8imited opportunity +or people to mi8imited opportunity +or people to mi


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DECORDECOR

=abrics, ecorative items, stage=abrics, ecorative items, stage

props, drapes and table settingsprops, drapes and table settings

=loral arrangements=loral arrangements

5ridges5ridges

=ireworks=ireworks


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S0PPL!ERSS0PPL!ERS

Good relationships will suppliersGood relationships will suppliers

will ensure that only ?uality productswill ensure that only ?uality products

will be received.will be received.


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TECH$!CAL RE20!RE.E$TSTECH$!CAL RE20!RE.E$TS

*peakers*peakers

!icrophones!icrophones

8ights and sounds8ights and sounds


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ENTERTAINMENTENTERTAINMENT

=or some events, entertainment is=or some events, entertainment is

central, +or other events it iscentral, +or other events it is

peripheral. (he most important thingperipheral. (he most important thing

is that the entertainment suits theis that the entertainment suits thepurpose o+ the event, not detractspurpose o+ the event, not detracts

+rom it.+rom it.


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TALE$TTALE$T

!ay come in the +orm o+ the +ollowing:!ay come in the +orm o+ the +ollowing: !usical per+ormers!usical per+ormers ancersancers

AthletesAthletes Gol+ersGol+ers Con+erence speakersCon+erence speakers

Bhen talent is the +ocal point, managementBhen talent is the +ocal point, managemento+ the talent is eceptionally important.o+ the talent is eceptionally important.


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CATER!$/CATER!$/

&othing makes participants at an event more&othing makes participants at an event more+rustrated than delays in service and poor ?uality+rustrated than delays in service and poor ?uality+ood.+ood.

=ood ?uality and selection must be taken into account .=ood ?uality and selection must be taken into account .


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SER"!CESER"!CE

!atheson states that:!atheson states that:

(he intangible aspects o+ the(he intangible aspects o+ theevent are vitally important. (heseevent are vitally important. (heseinclude the atmosphere or ambienceinclude the atmosphere or ambienceand the +actors that contribute to theand the +actors that contribute to the

uni?ueness o+ the visitorsuni?ueness o+ the visitorseperience. (his is provided largelyeperience. (his is provided largelyby the sta++ and volunteers.by the sta++ and volunteers.


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FROM

CONCEPT TOOPERATIONAL

STAGE


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The lo+'st'cal elementsThe lo+'st'cal elements

Access to the siteAccess to the site@Can vehicles come@Can vehicles comeclose enough +or o++ loading or parkingEclose enough +or o++ loading or parkingE

Physical limitationsPhysical limitations@ Bill the size or@ Bill the size or

shape o+ the stairs make it possible toshape o+ the stairs make it possible tomove the heavy e?uipmentEmove the heavy e?uipmentE Dimensions of the siteDimensions of the site@'s it high, too@'s it high, too

low or too narrowElow or too narrowE

Refrigerated StorageRefrigerated Storage@'s it su++icientE@'s it su++icientE Physical space for food preparationPhysical space for food preparation@'s@'s

it too smallEit too smallE


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Toilet facilitiesToilet facilities@Are they +ied or@Are they +ied or

portableEportableE

CleaningCleaning@'s it contractedE@'s it contractedE CateringCatering@Bill there be any physical@Bill there be any physical

problems with transporting, storing, andproblems with transporting, storing, and

serving +oodEserving +oodE

SafetySafety @Are patrols, eits, +ire procedures,@Are patrols, eits, +ire procedures,

+irst aid, etc all in placeE+irst aid, etc all in placeE

Potential Damage to the sitePotential Damage to the site@'s there@'s there

a danger o+ +lowerbeds being trampledEa danger o+ +lowerbeds being trampledE Provision of basic servicesProvision of basic services@Are water@Are water

and electricity laid onEand electricity laid onE

Documents

Event Concepts