Event Design and Production

Event Design and Production

• Event design & production transforms an idea into a memorable experience
• This process includes creative vision and technical execution from start to finish

Key Factors Influencing Event Design

• Attendee experience, programming, and site selection impact the event's overall success

Attendee Experience

• Attendees require an engaging and immersive journey
• Successful events accommodate active/passive relaxation, networking, and sensory experiences
• "Wow factors" such as high-tech displays encourage social sharing and incorporate brand positioning
• Service blueprinting maps attendee interactions, addressing marketing, access, signage, capacity, and queue management

Programming

• Programming shapes the attendee experience through performances, speeches, food, and entertainment
• Key factors include type/timing of activities, audience needs, space setup, event flow, staging, and uniqueness
• Event programs should balance entertainment, speeches, and rest periods

Site / Venue Selection

• Venue impacts the event's purpose, attendee experience, and program
• Factors include attendee needs, event type, sustainability, location, operational needs, and brand image
• Venue options range from conference centers to outdoor settings
• Unusual venues add a special touch
• Purpose-built venues offer more control
• Site inspections are important for assessing suitability and logistics using tools like maps and cameras
• Includes virtual/hybrid formats

Event Design Elements

• Intentionally arranging elements creates an immersive experience

Layout

• Layout is the physical space where the event occurs
• Layout influences interactions and optimizes venue utilization

Stage

• Stages are elevated platforms that require design/AV elements
• Stages offer opportunities to connect with the audience

Power

• Electricity is essential
• Considerations are the amount of power, emergency power, outlets, and wiring

Lighting

• Lighting sets the mood and accentuates focal points
• Venue lighting is a key consideration
• Indoor lights include signage and specific area lighting
• Outdoor lights provide identification, safety, security, and sponsor advertising

Color

• Color helps create a mood and feeling
• The selected color scheme should flow through decor, furnishings, lighting, materials, and table decorations

Music

• Music shapes attendee mood and behavior
• Genres enhance an event's ambiance
• Music can connect attendees to specific eras or locations, build anticipation, and amplify excitement

Sound

• Sound ensures all audiences can hear music, speeches, and audio effects
• Large-scale events require careful planning for equipment and backup supplies
• Small scale events require simpler sound requirements to ensure clear audio

Audiovisual (AV) and Special Effects

• AV and special effects require expertise and outsourcing
• AV company choice depends on budget, AV design, and team skills

Furnishing, Props and Decorations

• Furnishings enhance the atmosphere, balancing spaces and creating zones
• Additional elements can add a "wow" factor
• Skilled use of these elements helps transform venues and immerse guests

Catering (Food and Beverage)

• Catering reflects and enhances the event's theme/atmosphere
• High-quality catering and skilled staff create experiences
• Organizers must carefully plan catering, considering venue restrictions/safety
• Catering info includes event objectives, budget, guest numbers, waste management, and compliance
• Talent enhances the attendee experience through music or motivational speaking
• Effective design requires coordination, creativity, and harmony with event objectives and needs

Event Logistics

• Event logistics plans/manages the movement of people and materials
• Logistics covers setup, execution, and shutdown
• Tasks are broken into categories to streamline the process
• Event logistics operates in a short timeframe

Supply of the Customer and Product Portfolio

• Event customers include audiences, spectators, delegates, sponsors, and clients with specific expectations
• Event promotion influences these expectations.

Linking with Marketing and Promotion

• Marketing determines audience size, geographic spread, and expectations
• Logistical requirements are directly impacted by the above demographics
• Music festivals provide travel options to meet attendee needs
• Large online audiences prioritize digital accessibility

Ticketing

• Ticketing is vital for events relying on entrance fees
• Ticketing involves coordinating methods (online, mail, on-site)
• Logistics ensures fund handling with secure systems and trained staff
• Larger events use secure measures (cashless/digital ticketing)
• Logistics in ticketing provides a seamless entry process

Queuing

• Queuing provides the first customer experience
• Reducing the "perceived waiting time" impacts satisfaction
• Catering should provide one food/beverage line per 75-100 people

Customer Transport

• Customer transport impacts the tone for the overall experience
• Arrival method/timing impacts strategy
• "Dump" arrivals require different handling versus "trickle" arrivals
• Parking/traffic play a key role for first/last impressions

Accommodation

• Accommodation requirements for key participants are distinct
• Lodging enhances overall experience
• Inadequate living negatively impacts the event
• Logistics managers anticipate accommodation requirements and amenities

Onsite Logistics

• Location varies
• The larger events are, the more complex the logistics become

Flow

• Flow includes clear paths, equipment management, waste removal, and emergency services
• Proper coordination and timing are critical

Communication

• Communication requires clear channels to stakeholders
• Electronic noticeboards, SMS, social media, and public address systems deliver information
• Platforms like Zoom and Microsoft Teams offer staff communication
• Contingency plans handle communication failures

Signage

• Signage guides attendees and shares information
• Placement should be at decision points, entrances, and danger areas
• Sign should follow design rules, be easy to read and clear
• Language must cater to audiences

Program

• The program communicates information to the audience
• Well-designed programs include schedules, layouts, speaker details, and safety instructions
• Can utilize a QR code to an event app
• The program aids attendees and enhances event organization

Amenities and Solid Waste Management

• Amenity layouts are part of the logistics site map
• Includes restrooms, food hall and waste zones
• Smaller events pass responsibility to the venue
• Proper planning ensures clean/efficient enviornment

Event Day Operations and Execution

• Day of is the most dynamic and crucial event stage
• Success relies on real-time event coordination
• Setup insures smooth execution

Pre-Event Final Checks and Setup

• Final preparations ensure smooth execution
• Check all staging, seating and equipment and backup equipment
• Brief staff and volunteers on protocols
• Streamlining registration and entry management helps create an organized experience

Live Event Execution

• Real-time coordination and problem-solving provides operational smoothness
• Crowd management requires guiding attendees and maintaining security
• Schedules should be followed and AV monitored
• Social media engagement and security teams help the event
• Constant communication can ensure an engaging experience

Shutdown

• The shutdown phase requires dismantling and returning the venue to its standards
• Should include detailed schedules, responsibilities and risk assessments

Legal Considerations in Event Planning

• The Law impacts management - affects owners, stakeholders, and organizers
• Requires legally abiding contracts
• Must comply with copyright laws and consumer protection laws

Legal Structures for Event Ownership and Management

• All events have owners and organizers
• Can be managed by event managment firms or in house
• Legal entities manage events
• Include sole traders, partnerships, companies, association
• Sole Trader handles debts
• Partnerships need two individuals
• Companies are responsible for larger events
• Associations are for non profits

Contracts

• Contracts are essential for managing businesses/events
• Are legally enforceable agreements
• Should be written and signed
• Cover aspects like talent, caterers and venue
• Contract for ticket sales, sponsorships, marketing, broadcastings rights, security and risk management

Intellectual Property (IP)

• A key aspect is event management
• Covers copyrights, trademarks and confidenital information
• Copyright protects slogans, posters and promotional videos
• Like major sports and festivals
• Confidenital information needs safeguards
• Protect marketing strategies
• Business names need registration

Consumer Protection

• Ensure consumers are treated fairly and their rights are safeguarded
• Avoid deceptive or misleading marketing
• Exaggeration is acceptable - puffery
• In the Philippines, it is guided by the consumer act of the phillipines

Regulations, Licenses, and Permits

• Must adhere to regulations to be legal
• Events like festivals require premises and noise control licenses
• Should coordinate with local authorities
• Must also get clearance from baragay and mayor
• In Manila, coordination is important

Risk Management

• Potential issues can impact the organisations goals
• Includes all risks like reputational or equipment failure
• Events must be integrated into the planning project
• Should address challenges early and ensure safety

Crowd Management

• Crowd management and control are crucial to prevent disaster
• Deals with the situation after a problem arises
• Need correct entry protocols and communication

Alcohol and Drugs

• Pose significant risks at events
• Require management to ensure safety and compliance
• Relates to security and safety breaches

Stewarding and Security

• Involve trained staff and security
• Essential to prevent overcrowding

Environment

• A growing concern for communities
• Led lights help reduce pollution
• Includes sustainable materials

Emergency

• Organizers should be aware of nearby emergency services requirements
• Follow a clear chain of command
• To prevent risks key points should be remembered
• Management of crowd flow
• Drug and alcohol consumption
• Employ training stewards
• Adopt sustainability practices
• Emergency services and command

Event Evaluation

• Evaluation assesses an even using measure
• Varies based on event types
• Can benefit evaluation throughout the stages og planning

Event Evaluation Process

• There are five (5) major stages
• Requires resouces and commitment

Planning and Identification of Data Requirements

• Understand what the stakeholders need
• This must be evaluated by the success of the objective
• Need the audience's needs and the effectiveness of product services

Data Evaluation

• Involves the following questions
• Efficiency of operations
• How were funds used
• Impact visitors

Data Analysis

• Needs to be categorised into audince demographic
• Easy to analyse collected resources and media
• Tangible events need surveys and intangible events need narrative data Events require the two types of data to evaluate the process
• Qualitative: Requires focus groups or observations
• Quantitative: Include sales and records

Data Collection

• Sources vary for the event
• They include:
• Event documentation: Opportunities for information collection for financial performance, ticket sales
• Attendee: Gender, location reports
• Crowd data: Size for freeevents using transit data
• Other methods: Pictures

Collection Statistics

• The number of people for a performance
• Data to show insight to scale and reach
• What was sold and what the statistics were
• This data includes safety data on safety measurements and first aid

Media monitoring

• Media coverage is essential to evaluate an events success

Management observation

• Understanding the events objectives which would make it easier
• Direct assesment of senior members
• Should oversee aspects and monitor areas to find effectiveness

Staff observation

• Event staff need to observe and provide aspects
• Should follow accurate observations
• And have trained personnel
• Security data needs include behaviour and disturbances

Stakeholder observations

• Various stakeholders include various elements and contribute during events
• They assess attendance and monitor behaviours and the council can address community concerns

Debriefing Meetings

• These shoul be conduced after events while details are still present
• Help indentify whats good or bad
• A clear meeting plan will help the team's focus

Focus Groups

• A helpful way to help gather personal opinions
• Group of people attend
• Interviewers need to conduct it in a relaxed setting

Questionnaires

• They can collect from data and from a representative sample
• Varies from simple to detailed suverys
• Can then be used online with survey form