Event Planning Proposal Process
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Questions and Answers

What is the main criteria the client uses to select an event organizer?

  • The assessment of the proposal (correct)
  • The experience of the event organizer
  • The location of the proposed event
  • The size of the event proposed
  • During the event load-in phase, what becomes one of the most detail-driven and time-consuming aspects of event delivery?

  • Weather conditions
  • Crowd management
  • Safety and security measures
  • Getting all aspects of the site ready for delivery (correct)
  • Which phase involves planning the programme, site layout, event production, and financial planning?

  • Phase 2: Design and detailed planning (correct)
  • Phase 1: Preparing the proposal
  • Phase 4: Evaluation and reporting
  • Phase 3: Managing the event on-site
  • What do event organizers focus on during Phase 3 of managing the event on-site?

    <p>Crowd management</p> Signup and view all the answers

    Which feedback is NOT considered during the evaluation and reporting phase?

    <p>Weather conditions feedback</p> Signup and view all the answers

    What is the purpose of debrief meetings within the team after an event?

    <p>To follow up on feedback and say thank you</p> Signup and view all the answers

    What is the purpose of the technical specification in event planning?

    <p>To provide a breakdown of staff and technical equipment needed</p> Signup and view all the answers

    Why is it important to monitor and evaluate in event planning?

    <p>To ensure key performance indicators are met</p> Signup and view all the answers

    What does the specification by function communicate to the supplier?

    <p>The purpose of the service and resources to provide</p> Signup and view all the answers

    In event planning, what is the purpose of debriefing unsuccessful tenderers?

    <p>To provide feedback for process improvements</p> Signup and view all the answers

    What does the specification by performance focus on in event planning?

    <p>Addressing delivery of service and quality standards</p> Signup and view all the answers

    When does a company appointed for an event planning project commence service?

    <p>Upon formal recognition of the start of the relationship</p> Signup and view all the answers

    In the stakeholder approach mentioned, who among the following is NOT typically considered a stakeholder of an event?

    <p>Competitors of the organization</p> Signup and view all the answers

    What is one of the strategies mentioned for encouraging feedback via online social media?

    <p>Responding to feedback during an event</p> Signup and view all the answers

    Which of the following is NOT one of the three Q's mentioned for evaluation purposes?

    <p>Who attended the event?</p> Signup and view all the answers

    What is one important aspect of evaluating events related to pilot testing?

    <p>Balancing speed with depth of responses</p> Signup and view all the answers

    What is the main purpose of level five evaluation mentioned in the text?

    <p>Comparing net financial costs against benefits</p> Signup and view all the answers

    What is the main purpose of a venue site visit according to the text?

    <p>To familiarize with potential event locations</p> Signup and view all the answers

    What is a key consideration when estimating the capacity of an event space?

    <p>Room layout and furniture arrangement</p> Signup and view all the answers

    What is the ICE principle related to in event planning?

    <p>Movement of attendees within event spaces</p> Signup and view all the answers

    Why are clear entrances and exits important for an event venue?

    <p>For attendees to orient themselves upon arrival</p> Signup and view all the answers

    What is the purpose of considering movement in event planning?

    <p>To ensure attendees can enter and exit safely</p> Signup and view all the answers

    Why is it crucial for attendees to have a good line of sight at an event?

    <p>To ensure a positive attendee experience</p> Signup and view all the answers

    What should venue site plans include to assist with event organization?

    <p>Clear key and legend explaining symbols on the map</p> Signup and view all the answers

    In event planning, what does 'fam' trips refer to?

    <p>'fam' trips refer to general venue awareness trips</p> Signup and view all the answers

    What is the primary function of entrances at an event venue?

    <p>'Entrances help attendees orient themselves upon arrival'</p> Signup and view all the answers

    What type of questions provide results that can be counted and measured?

    <p>Yes/No questions</p> Signup and view all the answers

    Why do businesses engage in outsourcing according to the text?

    <p>To take advantage of lower labor costs</p> Signup and view all the answers

    What is the term used to describe the impacts of larger events like the Olympics on the environment, economy, and society?

    <p>'Triple bottom line'</p> Signup and view all the answers

    Which sport has been imported to Saudi Arabia according to the text?

    <p>Hockey</p> Signup and view all the answers

    What is the main focus of MLSE Foundation according to the text?

    <p>Research and community initiatives</p> Signup and view all the answers

    How does globalization benefit sport according to the text?

    <p>By creating global popularity for athletes and sports teams</p> Signup and view all the answers

    'UX & Product design' are priorities related to what field according to the text?

    <p>Full stack development and software engineering</p> Signup and view all the answers

    Why do businesses move manufacturing and service centers to countries with cheaper labor costs?

    <p>'To take advantage of lower labor costs'</p> Signup and view all the answers

    'MLSE' stands for what according to the text?

    <p>'Major League Soccer Enterprises'</p> Signup and view all the answers

    'Post-event legacies' refer to planning for what after an event according to the text?

    <p>'Environmental, economic, and social impacts'</p> Signup and view all the answers

    Study Notes

    Event Planning Essentials

    • Event details: dates, locations, number of events, number of participants, timings
    • Event requirements: room capacities, number of meeting rooms needed, accommodation requirements
    • Catering requirements: breaks, menus, meals, special dietary requirements
    • Other considerations: accessibility, car-parking, alcohol, finance and budgets, room layout

    Venue Site Visits

    • Familiarization or 'fam' trips for general awareness or specific event consideration
    • Use a site visit template to gather data
    • Identify constraints and opportunities each venue holds for the event
    • Inspect the toilets!

    Planning the Site Visit

    • Step 1: get to know your event site
    • Step 2: invite key contractors and suppliers to join the visit
    • Step 3: produce an event pack and circulate to suppliers, including:
      • Contact details
      • Outline of the event
      • Roles and responsibilities
      • Useful addresses (venue, railway station, hotel)
      • Day-by-day production schedule (load-in, live event, de-rig times)
      • Site map

    Venue Communications

    • Information for venue: special requirements (allergies, dietary restrictions), numbers attending
    • Information for participants: directions to the venue, information about the venue and its facilities

    Working with Venue Operations

    • Structured approach to changing requirements
    • Control the budget and sign off any changes
    • Regular contact with venue sales and operations staff
    • Give feedback before, during, and after the event

    Planning the Site Layout

    • Three most important considerations: Space, Movement, Atmosphere
    • Capacity: determine for the event as a whole, and for individual rooms, zones, and areas
    • Estimating Capacity: use venue website or request from venue, or use rules of thumb (minimum 0.5 sqm per person)
    • Actual Capacity: create a to-scale site map to determine accurate capacity
    • Movement: consider how attendees will enter, move around, and exit event spaces (ICE: Ingress, Circulation, Egress)
    • Entrances/Exits: ensure adequate space for queues, staff, and attendees
    • Atmosphere: ensure different parts of the event experience don't interfere with each other, and attendees can see and hear what's happening

    Designing the Site Layout

    • Step 1: obtain a detailed plan of the site
    • Step 2: determine the layout of the event
    • Step 3: seek feedback on the proposed layout
    • Produce a map of the site, including:
      • Clear key and legend
      • Scale and orientation
      • Grid with map divided into boxes
      • Use computer-aided design software for large events

    Evaluation and Research

    • Types of evaluation: level 1-5 (reaction, learning, behavior, results, ROI)
    • Stakeholder approach: iterative, involving clients, delegates, planners, suppliers, staff, local community
    • Evaluation issues: anonymous or named responses, online or paper, consistent evaluation for comparison
    • Three Q's: What has worked well?, What hasn't worked well?, What issues, ideas or concerns does this raise?
    • Tools: attendance clickers, client and event staff debrief, express pods, yes/no feedback bins, social media analysis, media coverage and bloggers

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    Description

    Learn about the process of preparing an event planning proposal, including screening, feasibility, design, and detailed planning phases. Explore essential questions to consider before organizing an event and understand the key components of event production and operational planning.

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