Podcast
Questions and Answers
Which of the following best describes the primary aim of the different phases in event management?
Which of the following best describes the primary aim of the different phases in event management?
- To complicate the event planning process.
- To introduce new challenges for the event team.
- To minimize the involvement of stakeholders.
- To provide clarity to the confusing tasks involved in event management. (correct)
According to the event lifecycle, all events follow the same standardized format irrespective of their unique characteristics.
According to the event lifecycle, all events follow the same standardized format irrespective of their unique characteristics.
False (B)
Which of the following is considered the initial phase in the event planning process?
Which of the following is considered the initial phase in the event planning process?
- Planning for the event.
- Evaluation and completion of the event.
- Live event execution.
- Event outline and idea. (correct)
What is the importance of 'Evaluation and Completion' in the context of event planning?
What is the importance of 'Evaluation and Completion' in the context of event planning?
During the planning phase of an event, what is a crucial aspect to consider?
During the planning phase of an event, what is a crucial aspect to consider?
The production of the event manual primarily focuses on the initial conceptualization of the event, rather than the implementation phase.
The production of the event manual primarily focuses on the initial conceptualization of the event, rather than the implementation phase.
Adapting plans according to event objectives is important in order to not ______ an event's success.
Adapting plans according to event objectives is important in order to not ______ an event's success.
During a live event, what action is most critical when unexpected difficulties arise?
During a live event, what action is most critical when unexpected difficulties arise?
Why is the evaluation and completion phase of an event important for future events?
Why is the evaluation and completion phase of an event important for future events?
A feasibility study is optional and only conducted for events with significant budgets; it's not necessary for smaller, less complex events.
A feasibility study is optional and only conducted for events with significant budgets; it's not necessary for smaller, less complex events.
What does a feasibility study primarily aim to determine in event planning?
What does a feasibility study primarily aim to determine in event planning?
Why is analyzing expectations, benefits, and risks important in the context of a feasibility study?
Why is analyzing expectations, benefits, and risks important in the context of a feasibility study?
Match the following considerations with their respective categories in event feasibility:
Match the following considerations with their respective categories in event feasibility:
When considering the event purpose, what type of event is characterized by a new activity in business that carries inherent risks?
When considering the event purpose, what type of event is characterized by a new activity in business that carries inherent risks?
The necessary skills for an event remain constant, irrespective of the event type or its scale; hence, event organizers do not need to consider specific skill sets.
The necessary skills for an event remain constant, irrespective of the event type or its scale; hence, event organizers do not need to consider specific skill sets.
In managing larger events, the higher the risk signifies the need for fast ______ that are conceived during the planning phase.
In managing larger events, the higher the risk signifies the need for fast ______ that are conceived during the planning phase.
Why is host community support considered a crucial element when determining the feasibility of hosting an event?
Why is host community support considered a crucial element when determining the feasibility of hosting an event?
What is an example mentioned where citizens voted against hosting the Olympic Games and why was this?
What is an example mentioned where citizens voted against hosting the Olympic Games and why was this?
What aspect of community infrastructure is most critical when hosting large-scale events like the Olympic Games?
What aspect of community infrastructure is most critical when hosting large-scale events like the Olympic Games?
Opting for temporary accommodations over established function rooms always leads to cost savings, because temporary accommodations do not require safety plans or insurances.
Opting for temporary accommodations over established function rooms always leads to cost savings, because temporary accommodations do not require safety plans or insurances.
The location of the event venue or site is ______ for attracting attendees required to ensure the event's success.
The location of the event venue or site is ______ for attracting attendees required to ensure the event's success.
When planning an annual event for senior citizens, which facility consideration is most important for attendance and comfort?
When planning an annual event for senior citizens, which facility consideration is most important for attendance and comfort?
When attempting to attract media support, how would a small community event differ from the Olympics in media outlet targeting?
When attempting to attract media support, how would a small community event differ from the Olympics in media outlet targeting?
A financially viable event is one that:
A financially viable event is one that:
The criteria by which the success of events is judged are consistent across all event types, ensuring a standardized measurement of event effectiveness.
The criteria by which the success of events is judged are consistent across all event types, ensuring a standardized measurement of event effectiveness.
[Blank] is generally judged by feedback from international audience.
[Blank] is generally judged by feedback from international audience.
Which of the following is an uncontrollable risk to event planning?
Which of the following is an uncontrollable risk to event planning?
Match components of a SWOT analysis with the correct description:
Match components of a SWOT analysis with the correct description:
According to the presentation, which creative element should appeal to all senses?
According to the presentation, which creative element should appeal to all senses?
If good relationships are not formed with suppliers, good quality products will still be delivered.
If good relationships are not formed with suppliers, good quality products will still be delivered.
Flashcards
Event Life Cycle
Event Life Cycle
The sequence of stages in the life of an event, from initial concept to completion and evaluation.
Event Outline and Idea
Event Outline and Idea
The first phase which involves setting objectives and presenting the event idea.
Planning for the Event
Planning for the Event
A phase focused on establishing structured plans, schedules, and applying project management tools.
Production of Event Manual
Production of Event Manual
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Live Event
Live Event
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Evaluation and Completion
Evaluation and Completion
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Feasibility Study
Feasibility Study
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SWOT Analysis
SWOT Analysis
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SWOT: Strengths
SWOT: Strengths
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SWOT: Weaknesses
SWOT: Weaknesses
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SWOT: Opportunities
SWOT: Opportunities
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SWOT: Threats
SWOT: Threats
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Event Design
Event Design
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Event Theme
Event Theme
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Event layout
Event layout
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Event Decor
Event Decor
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Suppliers
Suppliers
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Event Planning Process
Event Planning Process
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Key Component Event Planning
Key Component Event Planning
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Study Notes
Objectives
- Event life cycle should be studied
- Feasibility study and event design should be studied
- Key components of event planning should be studied
Event Life Cycle
- The goal of the different phases is to clarify the confusing tasks in events management.
- Each event is unique and has different and new standards.
- Event Outline and idea is a key phase
- Planning for the event is essential
- Production of the event manual
- A live event is the reason for all the planning
- The event should be evaluated on completion
Event Outline and Idea
- This is considered to be the outset phase
- Project or event ideas are presented
- Event objectives are set
- A feasibility study can be carried out
- Decision makers are required
Planning For The Event
- Structured plans and schedules are important
- An event has to be planned, controlled and implemented
- Project management tools are arranged
Production Of Event Manual
- Implementation phase: this is included in the manual
- Monitoring and controlling of all actions undertaken is key
- Plans are adapted according to set event objectives, to ensure continued success
Live Event
- This is where the event takes place
- All last-minute difficulties are solved on-site.
- Serious problems and risks occurring during an event make it very hard to bring it to a successful conclusion.
Evaluation and Completion of the Event
- Completion consideration is needed for future events
- Evaluating events helps improve the future performance of events
Feasibility Study and Event Design
- A feasibility study must be done once the decision is made to plan an event.
- The study examines and concludes whether the event is viable within the economic climate or business constraints.
- Analyzing all expectations as well as potential benefits and risks of the event is key
Success Factors Of Feasibility Study
- The success of an event requires several considerations
- Is the idea good
- Are the required skills available
- Is the community supportive
- Is there adequate infrastructure in place
- Is the venue affordable
- Does it attract an audience
- Does it have media support
- Is it Financially viable
- Are success criteria met
Is Event A Good Idea?
- Event purpose should be considered
- Charity events
- Commercial ventures (new and risky ventures)
- Raising profile of an area and its products
Having The Required Skills
- Each event needs specific skills based on event type
- The bigger the event, the more staff needed
- With a big event comes more risk, so fast resolutions need planning for
Host Community Support
- The host community decides if event is held
- An example is in Colorado, citizens voted to stop the Olympics due to the demands
- Some believe funds should go to schools & hospitals
Required Infrastructure
- Big events may require airports
- Transportation and parking need planning for big events
Finding An Affordable Venue
- Location rentals should be within budget
- Temporary locations avoid tried facilities, safety plans and insurance
- The cost of the venue goes up if planning takes long, and location will impact pricing
Audence Attraction
- Event location impacts attendance success
- Target audience visitors should be studied
- Facilities should cater to the target audience
Getting Media Support
- Organizers to use media to find audiences
- Olympics require global media attention while a small event may only need the local radio.
- Target media outlets with: guest releases, guest apperances and advertising
Financial Viability
- Events with community benefits overcome some objections
- Farmer's markets lack massive profit, but impact sense of community
- The Olympic Games in Montreal are an example of a financial disaster, which took 20 years to pay off
Reasonable Success Criteria
- Criteria of success is judged widely
- The Olympics often succeed by international opinion
- Weddings succeed by attendees' opinions
Event Related Risks
- Adverse weather is a risk
- Flooding is a risk
- Fire is a risk
- Building collapse needs to be considered
- Accidents
- Crowd control
- Security of participants
- Food poisoning
- Breakdown in power
SWOT Analysis Of Events
- Strength: Internal strength of organization
- Weakness: Internal weakness of organization (lack of skills)
- Opportunity: Favorable external factors that may occur
- Threats: External factors (poor publicity)
Event Design
- These are the elements that must be considered when designing event:
- Theme
- Layout
- Decor
- Suppliers
- Technical
- Entertainment
- Catering
Event Design In Detail
- Theme: appeal to all senses
- Layout: Comfortable feel in an ambience of positivity
- Renting decor items should be taken into account
- Good supplier relationships ensure quality
- New tech needs to be tested
- Entertainment should match the event, and consider time when making food
Event Planning Stages
- Objectives
- Research
- Feasibility study
- Business risk plan
- Key stakeholders support
- Management and implementation
- Evaluation
Key Components Of Event Planning
- Aim and Goals
- Budget
- Audience
- Theme
- Attendance numbers
- Catering
- Programme
- Marketing
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