Events management events concept
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The document discusses the concept of stakeholders in event planning, outlining various groups involved such as sponsors, community representatives, and service contractors. It emphasizes the importance of defining the purpose and measurable objectives of the event, considering factors like timing, venue, and audience needs. Additionally, it highlights the challenges of managing financial considerations and planning timelines effectively for successful event execution.
Events management events concept
- 2. Stakeholder • From a broad idea that a stakeholder is a person who can affect or will be affected by the event. • The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
- 3. • Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
- 4. The best example • Wedding where everyone has an opinion about how things should be done, including the mother-in-law
- 5. These stakeholder may include: • Event principal (key person in host organisation or client) • Organising committee • Sponsors, donors • Local community • Local authorities (e.g. Council, emergency services, environmental authority)
- 6. These stakeholder may include: • Service contractors ( e.g. Staging, cleaning, catering, security) • Suppliers • Performers, entertainers, participants • Spectators, audience • media
- 7. Numerous factors need to be considered in developing the event concept
- 8. Purpose of the event • Although the purpose is also strongly linked to both the theme and the venue • In some instances defining the purpose is difficult.
- 9. Purpose of event • Example, discussion with 10 people about the purpose of a wedding is likely to lead to many different ideas such as formalise of relationship, to make commitment, to show off to relatives, to have a big party and these ideas do not even include a religious element. • However, they will need to work out the purpose- summaries the primary of the weeding is to ensure its success.
- 10. Objectives of the event Planning for an event should also involve defining specific, measurable objectives. These might include targets for the following:
- 11. Objectives of the event • Number of people attending • Number of participants • Contributors of sponsors • Value of grants and donations • Break-even or amount of profits • Goals for charitable contributions
- 12. Objectives of the event • Level of media exposure • Number of repeat visitors • Vale of merchandise sold • Value of food and beverage sold • Number of exhibitors, stall holders
- 13. Objectives of the event • Establishing an objective helps keep the organiser or the event manager focused on what they wish to achieve. • Measuring the outcomes against assists planning of future events.
- 14. Scope of the event • Related to purpose and objective • This encompasses the date, time and duration of the event and its size. • The scope depends on the available resources.
- 15. Scope of the event • Resources that may be required include human resources (e.g. The number of volunteers), physical resources ( e.g. Equipment or infrastructure) and financial resources (e.g. Sponsorship)
- 16. Scope of the event • Timing is another factor here • It is essential to ensure that the event does not clash with other similar events during a peak season.
- 17. Establish event concept, theme and format
- 18. Theme • Theme of the event should be linked to the purpose. • Should be compatible with guest/audience needs and consistent in all respects. • Most event adopt a colour scheme that is repeated on all items produced for the event such as ticket, programs, uniforms, decor, poster and merchandise.
- 19. theme • This help attendees to identify with the theme • Potential themes are endless, limited only by your imagination and customer’s pocket. • Some examples: • Historical • Artistic • Musical
- 20. Venue • The event manager needs to carefully consider the planning implications of choosing an unusual venue in preference to a standard venue requiring decoration only to match the theme. • Lighting, sound and catering also provide challenges in unusual settings • These are example of unusual venues: • Parking lot • Museum • Amusement park
- 21. venues • Many venues provide enormous flexibility and can be transformed to meet the requirements of the theme. • The range is extremely wide- from hotel banquet rooms, conference centres and theatres to sporting venues
- 22. venues When considering the choice of venue, the organiser needs to look at a number of factors: • Potential to fulfil the purpose of the theme • Ambiance • location
- 23. venues • Access by public transport • Parking • Seating capacity • Built features such as stages • Cost of decoration, sound and lighting
- 24. venues • Cost of labour • Logistic setting up • Food and beverage facilities • safety
- 25. Event audience • When organising an event, the needs of all participants must be considered before finalising the concept. • Every audience is different, and the event manager needs to go with the flow and direct the event to meet the audience response. • This can involve sudden changes in plan.
- 26. Financial considerations • It is an important consideration at this early stage of event concept and design. • Initial financial estimates can get out of control very easily, and the choice of event concept can certainly contribute to this.
- 27. Timing of the event • Often linked to the season or weather. Example: Mid-winter is certainly not the time to hold a flower show. • The timing of sporting events is of course limited by the sporting season and their traditional competitions. • Broadcast to international audiences is another consideration.
- 28. Timing of the event • Television schedules for local and international events are tightly managed and lived television broadcast need to be carefully planned. Not every sporting enthusiast is keen to stay up all night for a delayed broadcast. • Evaluation of an event concept must take into account the following four times-related factors: 1.Season 2. Day of the week 3. Times of day 4. duration
- 29. Timing of the event • Closely linked to this concept of timing (in the sense of scheduling on the event calendar) is the topic of lead time. This is the time available for planning and implementation. Last-minute request are very difficult to manage. For an event manger a long lead time is preferable, allowing adequate time to develop the event specifications and commence contract negotiation with suppliers and other contractors.
- 30. Timing of the event • The duration of the event is another consideration, with multiple-day events providing the biggest challenges as the venue has to be cleared, cleaned and restocked between sessions.