Designing, Organizing, and Producing the Environment for Events

 What are the Main Elements of Designing an Event  Concepts & Theories Relating to Event Design  Legislation and Regulations in the Production  What are the Functional Requirements for Facilities and Venues Lecture Outline

 Theming and event design  Target audience  Legislation and Regulation Within Special Effects  Capacity limits  Sensitivity to local culture  Regulations of event venues The Main Elements of Designing an Event

Theming and Branding in Event Design  Theming  Visual spectacle created by artifacts and symbols that imaginatively reinforce a special atmosphere  Branding  A logo, company name, product statement Concepts & Theories Relating to Event Design

 The market should be measurable (socioeconomic status, gender, etc.)  The market should be economically sustainable  The market should be accessible to marketing communication channels  The market should be realistically actionable by the event organizer Target Audience (market)

 Special Effects  Capacity Limitations  Sensitivity to Local Culture  Regulation of Event Venues Four Main Groups of Legislation and Regulations in the Production

 Used to entertain and create a specific atmosphere  Smoke  Bubble Machines  Water Fountains  Pyro technics, lasers, etc. Special Effects

 The number of people who can safely enter, circulate and exit an event  In the US, usually established and enforced by the local fire marshal Capacity Limits

 Religion  Dietary restrictions  Use of language  Treat all of these factors with respect and sensitivity Sensitivity to Local Culture

 Location (Environmentally sensitive area?)  Accessibility (Traffic management; parking?)  Building Material Utilized (Poses risks? Regulations?)  Size of the Venue (The larger the venue, the more regulations may be imposed) Regulations of Event Venues

 Attractiveness  Functionality  Theme  Enhancement of performance  Experience The Functional Requirements of Event Design

 Event history  Event location  Event audience  Event transport and parking  Event timing Attractiveness

 Includes factors such as configuration, dimensions, ceiling heights, and capacity  Enhancement of performance and experience  Ensuring that the event fulfills stakeholder obligations Functionality

 Types of venues (hotels, convention centers, conference centers, etc.  Site inspection  Site selection (location, available venues) Fulfilling Functional Requirements for Facilities / Venues

 Event history  Venue history and reputation  Location  Budget Site Selection Considerations

 Décor may include props, backdrops, lighting, and balloons  Used to reinforce the theme and add to the atmosphere of the event  Two rules: 1. Be consistent 2. Use the space  Atmosphere Décor and Furnishings

 Use the floor plan as the foundation of the event's design  Flow  The movement of guests or attendees within the event environment Floor Plan and Space Management

 Enhances ambience and transitions spaces  Use up lighting for props and features / down lighting for decorations, food and centerpieces  Spectators and attendees do not like to sit in brightness; would rather see brightness Lighting

 All events require signage  Risk management signs  Information signs  Decorative signs Signage and Audiovisual and Technical Equipment

 Set up  Implementing  Event Closing  Must have excellent communication and approval of décor plan Securing and Installing Décor and Furnishings

1. Identification Signs  Used to identify events name and places and features within the event  For example, Meeting or conference name and Session names Three Functions of Signage

2.Informational Signs  Provide background data of information  For example, sign advising a cancellation of a session Three Functions of Signage…

3.Directional Signs  Assist attendees to move throughout the facility.  For example, pointing to conference rooms, using arrows or symbols Three Functions of Signage…

Bibliography  Principles of Advertising & IMC by Tom Duncan 2 nd Edition, Published by McGraw-Hill Irwin.  Event Management For Tourism, Cultural, Business and Sporting Events by Lynn Van Der Wagen Brenda R. Carlos Published by Pearson Prentice Hall.  Advertising Principles and Practice by W. Wells, S. Moriarty and J. Burnett, Published by Prentice Hall International.  Integrated Marketing Communications by David Pickton & Amanda Broderick Published by Prentice Hall.

The End: “ Everything comes in time to him who knows how to wait. ”