Transcript AEM Lecture-27.ppt

Designing, Organizing, and
Producing the Environment for
Events
Lecture Outline
 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
The Main Elements of Designing an Event
 Theming and event design
 Target audience
 Legislation and Regulation Within
Special Effects
 Capacity limits
 Sensitivity to local culture
 Regulations of event venues
Concepts & Theories Relating to Event Design
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
Target Audience (market)
 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
Four Main Groups of Legislation and
Regulations in the Production
 Special Effects
 Capacity Limitations
 Sensitivity to Local Culture
 Regulation of Event Venues
Special Effects

Used to entertain and create a
specific atmosphere
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
Smoke
Bubble Machines
Water Fountains
Pyro technics, lasers, etc.
Capacity Limits

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
Sensitivity to Local Culture



Religion
Dietary restrictions
Use of language

Treat all of these factors with
respect and sensitivity
Regulations of Event Venues

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)
The Functional Requirements of Event Design

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Attractiveness
Functionality
Theme
Enhancement of performance
Experience
Attractiveness
 Event history
 Event location
 Event audience
 Event transport and parking
 Event timing
Functionality
 Includes factors such as
configuration, dimensions, ceiling
heights, and capacity
 Enhancement of performance and
experience
 Ensuring that the event fulfills
stakeholder obligations
Fulfilling Functional Requirements for
Facilities / Venues
 Types of venues (hotels, convention
centers, conference centers, etc.
 Site inspection
 Site selection (location, available
venues)
Site Selection Considerations
 Event history
 Venue history and reputation
 Location
 Budget
Décor and Furnishings
 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
Floor Plan and Space Management
 Use the floor plan as the foundation
of the event's design
 Flow
 The movement of guests or
attendees within the event
environment
Lighting
 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
Signage and Audiovisual and Technical
Equipment
 All events require signage
 Risk management signs
 Information signs
 Decorative signs
Securing and Installing Décor and Furnishings
 Set up
 Implementing
 Event Closing
 Must have excellent communication
and approval of décor plan
Three Functions of Signage
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
Bibliography
Principles of Advertising & IMC by Tom Duncan 2nd
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.”