Designing, Organizing, and Producing the Environment for Events

What are the Main Elements of Designing an Event

Concepts & Theories Relating to Event Design

Legislation and Regulations in the Production

What are the Functional Requirements for Facilities and Venues

Lecture Outline

Theming and event design

Target audience

Legislation and Regulation Within Special Effects

Capacity limits

Sensitivity to local culture

Regulations of event venues

The Main Elements of Designing an Event

Theming and Branding in Event Design

Theming

Visual spectacle created by artifacts and symbols that imaginatively reinforce a special atmosphere

Branding

A logo, company name, product statement

Concepts & Theories Relating to Event Design

The market should be measurable (socioeconomic status, gender, etc.)

The market should be economically sustainable

The market should be accessible to marketing communication channels

The market should be realistically actionable by the event organizer

Target Audience (market)

Special Effects

Capacity Limitations

Sensitivity to Local Culture

Regulation of Event Venues

Four Main Groups of Legislation and Regulations in the Production

Used to entertain and create a specific atmosphere

Smoke

Bubble Machines

Water Fountains

Pyro technics, lasers, etc.

Special Effects

The number of people who can safely enter, circulate and exit an event

In the US, usually established and enforced by the local fire marshal

Capacity Limits

Religion

Dietary restrictions

Use of language

Treat all of these factors with respect and sensitivity

Sensitivity to Local Culture

Location (Environmentally sensitive area?)

Accessibility (Traffic management; parking?)

Building Material Utilized (Poses risks? Regulations?)

Size of the Venue (The larger the venue, the more regulations may be imposed)

Regulations of Event Venues

Attractiveness

Functionality

Theme

Enhancement of performance

Experience

The Functional Requirements of Event Design

Event history

Event location

Event audience

Event transport and parking

Event timing

Attractiveness

Includes factors such as configuration, dimensions, ceiling heights, and capacity

Enhancement of performance and experience

Ensuring that the event fulfills stakeholder obligations

Functionality

Types of venues (hotels, convention centers, conference centers, etc.

Site inspection

Site selection (location, available venues)

Fulfilling Functional Requirements for Facilities / Venues

Event history

Venue history and reputation

Location

Budget

Site Selection Considerations

Décor may include props, backdrops, lighting, and balloons

Used to reinforce the theme and add to the atmosphere of the event

Two rules:

1. Be consistent

2. Use the space

Atmosphere

Décor and Furnishings

Use the floor plan as the foundation of the event's design

Flow

The movement of guests or attendees within the event environment

Floor Plan and Space Management

Enhances ambience and transitions spaces

Use up lighting for props and features / down lighting for decorations, food and centerpieces

Spectators and attendees do not like to sit in brightness; would rather see brightness

Lighting

All events require signage

Risk management signs

Information signs

Decorative signs

Signage and Audiovisual and Technical Equipment

Set up

Implementing

Event Closing

Must have excellent communication and approval of décor plan

Securing and Installing Décor and Furnishings

1. Identification Signs

Used to identify events name and places and features within the event

For example, Meeting or conference name and Session names

Three Functions of Signage

2. Informational Signs

Provide background data of information

For example, sign advising a cancellation of a session

Three Functions of Signage…

3. Directional Signs

Assist attendees to move throughout the facility.

For example, pointing to conference rooms, using arrows or symbols

Three Functions of Signage…

Bibliography

Principles of Advertising & IMC by Tom Duncan 2nd

Edition, Published by McGraw-Hill Irwin.

Event Management For Tourism, Cultural, Business and Sporting Events by Lynn Van Der Wagen Brenda R.

Carlos Published by Pearson Prentice Hall.

Advertising Principles and Practice by W. Wells, S. Moriarty and J. Burnett, Published by Prentice Hall

International.

Integrated Marketing Communications by David Pickton & Amanda Broderick Published by Prentice

Hall.

The End:

“Everything comes in time to him who knows how to wait.”