Podcast
Questions and Answers
What is the main criteria the client uses to select an event organizer?
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?
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?
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?
What do event organizers focus on during Phase 3 of managing the event on-site?
Which feedback is NOT considered during the evaluation and reporting phase?
Which feedback is NOT considered during the evaluation and reporting phase?
What is the purpose of debrief meetings within the team after an event?
What is the purpose of debrief meetings within the team after an event?
What is the purpose of the technical specification in event planning?
What is the purpose of the technical specification in event planning?
Why is it important to monitor and evaluate in event planning?
Why is it important to monitor and evaluate in event planning?
What does the specification by function communicate to the supplier?
What does the specification by function communicate to the supplier?
In event planning, what is the purpose of debriefing unsuccessful tenderers?
In event planning, what is the purpose of debriefing unsuccessful tenderers?
What does the specification by performance focus on in event planning?
What does the specification by performance focus on in event planning?
When does a company appointed for an event planning project commence service?
When does a company appointed for an event planning project commence service?
In the stakeholder approach mentioned, who among the following is NOT typically considered a stakeholder of an event?
In the stakeholder approach mentioned, who among the following is NOT typically considered a stakeholder of an event?
What is one of the strategies mentioned for encouraging feedback via online social media?
What is one of the strategies mentioned for encouraging feedback via online social media?
Which of the following is NOT one of the three Q's mentioned for evaluation purposes?
Which of the following is NOT one of the three Q's mentioned for evaluation purposes?
What is one important aspect of evaluating events related to pilot testing?
What is one important aspect of evaluating events related to pilot testing?
What is the main purpose of level five evaluation mentioned in the text?
What is the main purpose of level five evaluation mentioned in the text?
What is the main purpose of a venue site visit according to the text?
What is the main purpose of a venue site visit according to the text?
What is a key consideration when estimating the capacity of an event space?
What is a key consideration when estimating the capacity of an event space?
What is the ICE principle related to in event planning?
What is the ICE principle related to in event planning?
Why are clear entrances and exits important for an event venue?
Why are clear entrances and exits important for an event venue?
What is the purpose of considering movement in event planning?
What is the purpose of considering movement in event planning?
Why is it crucial for attendees to have a good line of sight at an event?
Why is it crucial for attendees to have a good line of sight at an event?
What should venue site plans include to assist with event organization?
What should venue site plans include to assist with event organization?
In event planning, what does 'fam' trips refer to?
In event planning, what does 'fam' trips refer to?
What is the primary function of entrances at an event venue?
What is the primary function of entrances at an event venue?
What type of questions provide results that can be counted and measured?
What type of questions provide results that can be counted and measured?
Why do businesses engage in outsourcing according to the text?
Why do businesses engage in outsourcing according to the text?
What is the term used to describe the impacts of larger events like the Olympics on the environment, economy, and society?
What is the term used to describe the impacts of larger events like the Olympics on the environment, economy, and society?
Which sport has been imported to Saudi Arabia according to the text?
Which sport has been imported to Saudi Arabia according to the text?
What is the main focus of MLSE Foundation according to the text?
What is the main focus of MLSE Foundation according to the text?
How does globalization benefit sport according to the text?
How does globalization benefit sport according to the text?
'UX & Product design' are priorities related to what field according to the text?
'UX & Product design' are priorities related to what field according to the text?
Why do businesses move manufacturing and service centers to countries with cheaper labor costs?
Why do businesses move manufacturing and service centers to countries with cheaper labor costs?
'MLSE' stands for what according to the text?
'MLSE' stands for what according to the text?
'Post-event legacies' refer to planning for what after an event according to the text?
'Post-event legacies' refer to planning for what after an event according to the text?
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.
