The event concept

EINTROEVM

1. The Event COncept EINTROEVM M.Aldana ‘17

2. Event Concept Armed with clear event objectives, a profile of the audience or participants, a working budget, and a clearly stated event vision the Event Manager now drafts the “meat” of the event – the event concept. To the event manager, this is the most exciting part because they get to exercise their creativity and put their special touch.

3. Event Vision Purpose Audience Objectives Budget Measure Event Concept Format Venue Experience

4. Event Format Let the event vision guide you in deciding the format of your event and the messages to be delivered within the event and in event promotions Key questions to answer are: How will the event be executed so that objectives will be achieved? What activities are necessary to give the audience a delightful and memorable experience? How can opportunities to socialize be made part of the event? How much time is available to stage the event? What would be a suitable venue for this event?

5. Event Formats Bazaar Festivals Meeting Speed dating or networking Bootcamp Forum Networking circle Sporting events Civic Event Fund-raising events Parade or motorcade Street party Competition Games Pageant Symposium Concerts and Entertainment Government activities Political event Talent showcase Convention Hallmark event Religious event Teambuilding activity Diplomatic Event Hospitality (meals or snacks) Retail events Tourism Exhibit Lecture Reunion Workshops Exposition Life-cycle events Seminar Fairs Incentive travel Socials

6. Event Format Select which format will best deliver the results you expect to achieve and at the same time give your audience the best experience. Dare to experiment on new formats or a fusion of two or more, but stay focused on the objective and the audience.

7. Event TOne It is at this point that the planning team decides on the tone of the event. Will the tone be formal or informal? Solemn or fun? A talk fest or a musical? Indoor or outdoor?

8. Event Theme Event objectives and message may also be delivered well by a theme. An event theme makes the message more understandable, more memorable, and more endearing. A theme enhances the experience, and puts an element of fun into the event.

9. Three sources of themes The destination or locale – decide on the location of the event that will carry out your theme Palawan – eco-adventure, Bulacan – traditional and colorful Popular culture – movies, songs, television shows. Star Wars, Harry Potter, Marvel’s Avengers, cartoon characters etc Historical and current events – from history, wars, discoveries, explorations, events that hit the headlines Olympics, Miss Universe, Prince Harry and Princess Kate’s wedding etc

10. Event Title The event title must be short and evocative – able to bring strong images, memories, or feelings to mind.

11. Event Venue Select a venue that will best house your chosen event format, and also help achieve the event objective/s. Who are expected to attend? How many are you expecting? What are the objectives, tone, theme, and the image that you wish to convey? Will it be held indoors or outdoors? Is it clean? Is the location easy to get to and from? Are there any special transportation issues? What are the parking facilities? Will you need security in the buildings/parking lot? What type of ambience do you want to create? What type of food and beverage will you serve? How is the traffic flow to the bar, for the food, etc ? Will there be entertainment? What activities will the guest do during the event? Is it within your budget?

12. Venue Shortlist Decide on two or three venues that generally fall within the criteria that you set. Prepare a venue inspection checklist. Inquire if the venue is available on the chosen date and time. Discuss setup and strike-down times (ingress and egress) on the day of your event, inquire if there are extra charges Clarify the policies regarding food and beverage service, minimum number of guarantees, additional orders, beverage arrangements, surcharges etc. Check policies on bringing additional equipment, as well as electrical consumption and voltage requirements.

13. Venue Shortlist Once you have decided where to hold your event, book it immediately. When booking the venue, read the contract carefully and ask more questions. A signed contract is necessary to hold the venue on the date and time you require. A deposit is oftentimes required too. Clarify policies on cancellation, postponements, minimum guarantees, and deposit refunds.

14. The Scope of the Event The scope involves getting the information required to start the event plan and defining what elements would deliver an event that will meet the stakeholder’s requirements. The scope can then be the foundation upon which the rest of the event plan will be mounted on, It is a valuable tool with which the Event Manager can make a presentation and convince the client or proponent to give the go-ahead signal to proceed with the details of the event plan.

15. Event Scope Event Title Audience Profile Venue Day and Date Time Event Objectives Business Objectives