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Concept and Design of Events

MODULE 12
HEEM1- EVENTS PLANNING SERVICES

Name: ______________________________________________________________________

Student Number: ______________________

Strand: _________________ Section: _________________

Teacher’s Name: _________________________________

Date Released: _________________ Date Submitted: _________________

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Concept and Design of Events

CONCEPT AND DESIGN OF EVENTS

 The Event Concept

 Defining Event Design

WELCOME GRADE 12 HOME ECONOMICS

STUDENTS

I. INTRODUCTION:

In this module, the students will learn how to define event concept and event design

II. OBJECTIVES:

At the end of this module, you should be able to:

 Understand the nature of the event environment
 Identify and take account of the various event stakeholders at the conceptualization stage
 Understand the design and creativity in events

III. PRELIMINARY ACTIVITIES:

Before you proceed to the main lesson, test yourself in this activity.

1. Create an event design in 50th Birthday Celebration of your client. Copy and Paste the ff. staging
design and venue design to the space provided.

GREAT!!!
You may now proceed to the main lesson.
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IV. PROPER LESSON

LET’S BEGIN!

Based on the preliminary activities, what did you notice about it?
________________________________________________________
CONGRATULATIONS!
You may now proceed to the lesson.

INTRODUCTION
 Expectations for an event need to be realistic.
 An event concept brings together creative and practical considerations about the event.
 Event concepts may–
o focus on societal issues
o create a unique theme
o demonstrate new ways of doing things.

THE NATURE OF THE EVENT ENVIRONMENT

 Stakeholders- are those with a vested interested in the event and can affect the running and
outcome
 Unhappy stakeholders= unsuccessful event
 Each stakeholders will have different
 Objectives
 Needs
 Interests
 Event managers need to balance these carefully
 Most events include the following stakeholders:
1. Host Organization- the organization holding the events
2. Host Community- residents and community groups in a location
3. Sponsors- provides funds resources and support, may be involved to increase their profile or
gain financially and their needs often vary from other stakeholders
4. Media- to assist with promotion of the events
5. Co workers- those who develop and stage the event
6. Participants- performers, such as musicians or keynote speaker
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7. Spectators- those who attend the event, may include members of the community, employees
of a company, rock music fans or passers by
 Stakeholders can conflicting objectives
 Prioritizing stakeholder group can assist

ENGAGING SPONSORS AS EVENTS PARTNERS

1. Create a partnership, not just a contract

2. Sponsors always look for something ‘extra’ –create opportunities for additional promotion of the
sponsor.
3. Leverage the sponsorship deal by attracting a market that fits with the event’s ideals and those of
the sponsor
4. Remember –sponsors are attracted by what YOU can do for THEM

ENGAGING THE MEDIA

1. Media has changed events
2. Audiences viewing on TV or online are significantly larger than live audiences for many major
events
3. Media involvement has the capacity to increase the profile of the event, and those involved with it.
4. Building a partnership with the media can create unexpected benefits
5. Flexibility is essential
6. Consider print and electronic media –depending on your event.

ESTABLISHING THE EVENT PURPOSE AND SCOPE

 The event concept provides a description of what the event is about and what it seeks to achieve
 PURPOSE
Mission Statement
 Clarifies purpose for all involved
 May remain the same over years or be adapted as changes occur
 Includes stakeholders, why the event is happening, how it will achieve its purpose
and values that affect the running of the event
Objectives
 Objectives are the way outcomes are measured –how we know if the event has
achieved its purpose
 Need to be SMART
 Example: visitor numbers increase by 20% from previous year.
Scope
 Parameter of the event e.g. time, coverage and cost
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Concept
 Establishes theme
 Consider venue layout, resources, stakeholders
Theme
 Differentiates one event from another
 All events need a creative component
 Can relate to history, sport, culture, food, colour, senses
 All aspects of the event must be consistent with the theme
 Use costumes, lighting, food or decor to reinforce theme
Format
 Venue / Physical Layout
o May come down to originality vs budget
o Venue may suggest the theme
 Audience
o Consider effect on audience and their comfort
o Visual effects need to be seen
 Timing
o Season, day of the week, time of day and duration
o Adequate lead time is essential to good planning
 Expertise of the event team
o Includes organizers and contractors
o Establish critical skills through Work Breakdown Structure
 Stakeholders
o The needs of stakeholders will influence the event format.
Event Proposal
 Developed by event companies to showcase ability
 Include all aspects of how event will be run
 Used to gain approval to run the event.

EVENTS DESIGN

DESIGN-is is a set of fields for problem solving that uses user- centric approaches to understand user
needs to create successful solutions that solve real problems. Design is often used as a process to create
real change within a system or market. Too often, design is defined only as visual problem solving or
communication because of the predominance of graphic design

Event Design is concerned with the actual physical design and delivery of the event Is concerned with the
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Concept and Design of Events
actual physical design and delivery of the event “event design is the creation, conceptual development and
design of an event to maximize the positive and meaningful impact for the event’s audience and/or
participants”
Event design is the creation, conceptual development and design of an event to maximize the positive and
meaningful impact for the event’s audience and/or participants”

Event Design consist of the following:

 Theme
 Layout
 Décor
 Technical requirements
 Staging
 Programming
 Catering

EVENTS THEMEING
The themeing of an event is a major artistic and creative decision. The chosen theme must be relevant and
of interest to the target market. It should permeate the consumer’s perceptions of the event from the outset

STAGING EVENT
The term ‘staging’ originates from the theatre It is concerned with bringing all elements of the event
together This may refer to the overall event or a small part within a larger event

THE VENUE
The venue will determine many elements of the staging Must be suitable for/able to be transformed to fit
with the theme and meet consumer expectations Must be suitable for/able to be transformed to fit with the
theme and meet consumer expectations Main considerations when selecting a venue will vary depending
upon the requirements of the event

PROGRAMMING THE EVENT

According to Bowdin et al., (2006) programming of the event will depend upon: Expectations of the
audience Constraints of the venue and infrastructure. Culture of the client and main. Availability of elements
of the staging and their relationship to each other Availability of elements of the staging and their
relationship to each other Logistics

ENTERTAINMENT
Some final things to consider: Contact with performers. Staging requirements Availability for rehearsal,
performance and media attention. Accompanying personnel. Contracts and legal requirements. Payment


We had just finished the discussion on CONCEPT AND
DESIGN OF EVENTS. Let’s move on to the next higher level of
activity/ies or exercise/s that demonstrate your potential
skills/knowledge of what you have learned.
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V. ANALYSIS, APPLICATION AND EXPLORATION

Name:______________________________ Grade & Section: _________________

Direction/Instruction: Identify what is being ask in the statement. Write your answer in the space

1. It brings together creative and practical considerations about the event

A. Event Design
B. Event Concept
C. Stakeholder
D. Events
2. Every stakeholder will have different
A. Objectives
B. Needs
C. Interests
D. All of the above
3. It is an organization holding the events
A. Host Community
B. Host Organization
C. Sponsors
D. Media
4. A residents and community groups in a location
A. Host Community
B. Host Organization
C. Sponsors
D. Media
5. It provides funds resources and support in the event
A. Sponsors
B. Media
C. Host Organization
D. Host Community
6. It assist with the promotion of the events
A. Sponsors
B. Media
C. Host Organization
D. Host Community
7. Those who attend the event, may include members of the community
A. Participants
B. Spectators
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C. Co-workers
D. Media
8. Those who develop and stage the events
A. Participants
B. Spectators
C. Co-Workers
D. Media
9. It provides a description of what the events is about and what it seeks to achieve
A. Event Design
B. Event Concept
C. Design
D. Decoration
10. It clarifies the purpose of an event
A. Mission Statement
B. Objectives
C. Scope
D. Concept

Finally, let us summarize the lesson of what we had discussed today.

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VI. GENERALIZATION

In creating an event what factors did you consider in creating an event to your client? Explain briefly.
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VII. ASSIGNMENT

Name: ______________________________ Grade & Section: ____________

Direction/Instruction: On the space provided before each number, write TRUE if the statement is
correct and FALSE if the statement is incorrect

1. Event concept are varied, depending on the event type

2. Stakeholders need to be identified before a concept is proposed
3. Sponsors and media are important in conveying a concepts
4. Purpose and scope show the reason for the event and how it will be achieved
5. The theme is what makes your event unique
6. Physical layouts can affect the concept
7. Concepts must suit the target audience
8. Feasibility of an event concept can be measured by assessing realism
9. The concept must be integrated into every part of the event
10. The needs of stakeholders will influence the event format

After your long journey of reading and accomplishing the module, let us now
challenge your mind by answering the evaluation part of this module.
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VIII. EVALUATION

Name:______________________________ Grade & Section: _________________

Direction/Instruction: MULTIPLE CHOICE

1. It how we know if the event has achieved its purpose

A. Mission Statement
B. Objectives
C. Scope
D. Concept
2. It a parameter of the event like time, coverage and cost
A. Scope
B. Concept
C. Objectives
D. Theme
3. It is consider venue layout, resources and stakeholders
A. Scope
B. Concept
C. Objectives
D. Theme
4. It differentiate one event to another
A. Scope
B. Theme
C. Objectives
D. Concept
5. It includes organizers and contractors
A. Timing
B. Audience
C. Expertise of the event team
D. Stakeholder
6. It include all aspects of how event will be run
A. Event Proposal
B. Format
C. Theme
D. Concept
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7. It is a set of fields for problem solving that uses user- centric approaches to understand user needs
to create successful solutions that solve real problems
A. Event Design
B. Design
C. Concept
D. Event Concept
8. It is concerned with the actual physical design and delivery of the event
A. Event Design
B. Design
C. Concept
D. Event Concept
9. It is the creation, conceptual development and design of an event to maximize the positive and
meaningful impact for the event’s audience and/or participants
A. Event Design
B. Design
C. Concept
D. Event Concept
10. It originates from theatre, it concerned with bringing all elements of the event together
A. Theme
B. Staging
C. Venue
D. Entertainment

CONGRATULATIONS on reaching the end of this module!

You may now proceed to the next module.
Don’t forget to submit all the exercises, activities and portfolio
on ___________________.
KEEP UP THE GOOD WORK.
Well Done!!!