1. Event Design and Planning: Factors Altering Event Design and Planning Procedures In Practice
Gurhan AKTAS, Ecem KAYSERILI and Beril ERBAYRAM
Dokuz Eylul University, Izmir, TURKEY
Global Events Congress VII July 7, 2016

2. Background Event planning: a staged process or a less formal approach?
Lack of planning may lead to the loss of event hosting for destinations and event organizations
Difficulties to suggest stereotype planning procedures for events of all scales

3. Event Planning models
Masterman (2004)
Turn, Norton and Wright (2006)

4. Van der Wagen (2007)

5. Event planning
OBJECTIVES CONCEPT FEASIBILITY RESEARCH COST MANAGEMENT IMPLEMENTATION BUDGETING EVALUATION CATERING SPONSORSHIP VOLUNTEERS THEMING QUALITY OUTSOURCING FINANCING MARKETING SECURITY/SAFETY LOCATION/VENUE RISK ANALYSIS BIDDING TIME MANAGEMENT CUSTOMER SATISFACTON TECHNOLOGY TASK ANALYSIS EXTERNAL ENVIRONMENT COMPETITION STAKEHOLDER MANAGEMENT MEDIA RELATIONS ACCESSIBILITY STAGING/DECORATION SCHEDULING PRODUCT DEVELOPMENT ENTERTAINMENT/SOCIAL ACTIVITIES LOGISTICS EXPERIENCE RESOURCE MANAGEMENT

6. METHODOLOGY Research Questions An Explorative Study
How do event companies prepare and execute event design and planning procedures?
How do such procedures differ according to different event types and the stipulations deriving from events’ nature?
What factors cause organizers to alter their procedures in practice?
An Explorative Study
Case Studies and Interviews
3 companies specialized in the organization of specific event types

7. CASE 1: DEV AJANS Company Profile Established in 2000
Number of full-time employees: 14
Events specialized at: Movie premieres, award ceremonies, charity events and staged performances (concerts, musicals, theatres etc.)
Movie Premieres organized since establishment: 65
Movie Premieres organized in 2016: 5
Venues used: Shopping centers and movie theaters
Duration: 1 or 2 days
An average number of participants: people

15. Findings Planning Period: Starts 15 days to one month in advance
Localization: Agency acting as a local branch of an Istanbul-based event company, which delivers and monitors event procedures with an appointed member of staff
Outsourcing: Anything from human resources to catering…
Education: Part-time staff and the employees of partners… Full-time employees in Istanbul
Sponsorship: The major task is to find local sponsors…
Crowd management: The management of the venue
Financial management: Minimum risk
Legal permissions: For security and safety (an ambulance and fire engine on the site)
Social Media Marketing: Use of actors’ social media accounts
Feedbacks: Comments on social media

16. CASE 2: allsports Company Profile Established in 2001
An event company within a 5 company conglomeration: Sports TV channel, an advertising agency, a sponsorship company, a digital marketing agency
Number of full-time employees: 7 / over 100 in 5 companies
Events specialized at: Sports events
Sports events organized since establishment: 42
Sports events organized in 2016: 7 multi-sport championships
Venues used: Various complexes in various cities
Duration: 3 days to 1 week
An average number of participants: Anywhere from 100, ,000 people

24. Findings Planning Period: Starts 6 to 8 months in advance
Bidding: The main sponsor announces bidding criteria… Competition!
Financial management: Thorough and detailed budgeting in proposals
University visits: Approvals from university managements / teams
Research: Sports to be included in championships
Outsourcing/Stakeholder Management: Anything from human resources to catering…
Sponsorship: The major task to cover budget deficits
Timing / Location: Consecutive events in various locations
Social activities: Concerts, games, special performances by famous sportsmen/women etc.
Marketing: Aggressive marketing of sponsors’ products
Support from sister companies: TV channel, an advertising agency…
Last minute changes: Cancellation of concerts due to nation-wide mourning

25. CASE 2: dalya tour Company Profile Established in 1999
Number of full-time employees: 20
Events specialized at: Convention and association meetings (conferences, congresses especially in medical sciences)
Congresses organized since establishment: Over 1000
Congresses organized in 2016: 25
Venues used: Various hotels and exhibition centers in various cities
Duration: 2 to 5 days
An average number of participants: Anywhere from 150 to 500

26. Findings
Planning Period: Starts 6 to 8 months in advance; most detailed of all three cases
Networking: International Congress and Convention Association membership and track of former customers
Sponsorship: Restrictions by the Ministry of Health
Budgeting: Alternative budgets with different price/service ranges
Task management: Web site creation, registration, contracts with venues/stakeholders
Marketing: To special target customers through mail groups / associations / medical establishments, cooperation with the organizing body
Outsourcing: Limited… Venues offering support
Competition: The number of organizations specialized in convention meetings is increasing
Feedbacks: By organizing bodies…
Last minute changes: Gala dinner being cancelled due to a limited budget, a participant committing suicide…

31. cONCLUSION
Comparative studies are required to understand how events are planned and designed in different destination settings and for different event types
No crisis management plans: ad hoc alterations
No systematic use of check-lists
Experience is valued the most…
Priorities in tasks vary…

32. References
Allen, J. (2009), Event Planning, 2nd ed., John Wiley and Sons, Ontario.
Bertella, G. (2014), Designing Small-scale Sport Events in the Countryside, International Journal of Event and Festival Management, 5(2),
Deng, Y., Poon, S.W. and Chan, E.H.W. (2016), Planning Mega-Event Built Legacies : A Case of Expo2010, Habitat International, 53,
Getz, D. (2007), Event Studies: Theory, Research and Policy for Planned Events, Butterwort-Heinemann: Oxford.
Getz, D. And Page, S.J. (2016), Progress and Prospects for Event Tourism Research, Tourism Management, 52,
Goldblatt, J. (2002), Special Events: Twenty-First Century Global Event Management, 3rd ed., John Wiley and Sons, New York.
Masterman, G. (2004), Strategic Sports Event Management: An International Approach, Elsevier: Oxford.
Peperkam, E., Rooijackers, M. and Remmers, G-J. (2015), Evaluating and Designing for Experiential Value: The Use of Visitor Journeys, Journal of Policy Research in Tourism, Leisure & Events, 7(2),
Turn, J., Norton, P. and Wright, J.N. (2006), Management of Events Operations, Elsevier: Oxford
Van Der Wagen, L. (2007), Human Resources Management for Events, Butterworth- Heinemann, Oxford.

33. Thank you…