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?

Crowd management Signup and view all the answers

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

Weather conditions feedback Signup and view all the answers

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

To follow up on feedback and say thank you Signup and view all the answers

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

To provide a breakdown of staff and technical equipment needed Signup and view all the answers

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

To ensure key performance indicators are met Signup and view all the answers

What does the specification by function communicate to the supplier?

The purpose of the service and resources to provide Signup and view all the answers

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

To provide feedback for process improvements Signup and view all the answers

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

Addressing delivery of service and quality standards Signup and view all the answers

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

Upon formal recognition of the start of the relationship Signup and view all the answers

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

Competitors of the organization Signup and view all the answers

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

Responding to feedback during an event Signup and view all the answers

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

Who attended the event? Signup and view all the answers

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

Balancing speed with depth of responses Signup and view all the answers

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

Comparing net financial costs against benefits Signup and view all the answers

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

To familiarize with potential event locations Signup and view all the answers

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

Room layout and furniture arrangement Signup and view all the answers

What is the ICE principle related to in event planning?

Movement of attendees within event spaces Signup and view all the answers

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

For attendees to orient themselves upon arrival Signup and view all the answers

What is the purpose of considering movement in event planning?

To ensure attendees can enter and exit safely Signup and view all the answers

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

To ensure a positive attendee experience Signup and view all the answers

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

Clear key and legend explaining symbols on the map Signup and view all the answers

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

'fam' trips refer to general venue awareness trips Signup and view all the answers

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

'Entrances help attendees orient themselves upon arrival' Signup and view all the answers

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

Yes/No questions Signup and view all the answers

Why do businesses engage in outsourcing according to the text?

To take advantage of lower labor costs 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?

'Triple bottom line' Signup and view all the answers

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

Hockey Signup and view all the answers

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

Research and community initiatives Signup and view all the answers

How does globalization benefit sport according to the text?

By creating global popularity for athletes and sports teams Signup and view all the answers

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

Full stack development and software engineering Signup and view all the answers

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

'To take advantage of lower labor costs' Signup and view all the answers

'MLSE' stands for what according to the text?

'Major League Soccer Enterprises' Signup and view all the answers

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

'Environmental, economic, and social impacts' 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.