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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.”