LESSON 1 Topic 2: Event Planning and I.

Students should be able to

Implementation plan and design an event.
I. Design the event II. Students should be able to
II. Progress the concept to the use the EMBOK model to
operational stage
visualize the planning and
III. List of requirements from external
managing of an event.
parties
III. Students should be able to
list out the needs and
expectation of clients or
attendees before designing
an event.

Why This Lesson

In this lesson, you will be exposed to the overall basic of the course Recreational Event Planning so that you may
start to identify the processes which are involved during the planning stages for any events.

Design The Event

Paying close attention to the design of an event is essential to the success rate of an event as it leads to the
improvement of the event on every level (Brown and James, 2004). Creating an event simply means the creation
of a bridge which links between the organizer to the experience felt by the attendees of an event. Therefore, it
is important to have a model or framework as a guideline for event design to enable experience, which includes
feelings, emotions, and values from attendees, to be the focus.

The EMBOK is a three-dimensional (3D) description of the knowledge and skills which are essential to create,
develop and deliver an event. It is a framework which enables users to plan and design an event via its Three
Dimensions: Domains, Phases and Process.

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 Figure 2.1: EMBOK Model,
The International Event Management Body of Knowledge (EMBOK) by International EMBOK Executive

The aim of this model is to become a framework of the knowledge and processes used in event management
that may be customized to meet the needs of various cultures, governments, education programs, and
organizations.

The model provides an overall view of the areas of an event which requires careful monitoring and planning to
ensure a smooth event conduct. The subdimensions will be explored further in this chapter.

Progress the Concept to the Operational Stage

In order materialize the concepts of a design into reality, every aspect of an event must be planned out. By
exploring the EMBOK Level 1 – Knowledge Domains, we would be able to pinpoint the main areas which needs
to be planned out.

1. EMBOK Dimensions: Domains

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Based on Level 1 of EMBOK knowledge domain, event management comprises FIVE (5) areas of management
which are Administration, Design, Marketing, Operations, and Risk. In this model, it explains that every event
committee must focus on the five key areas which represents the temporary departments and divisions of the
event.

These Domains can then be divided into its subdomains which details the area of focus which requires careful
attention during the design and planning process. The subdomain areas are illustrated in the image below:

I. The Administration domain is the handlings of proper allocation, direction, and control over resources
used in an event. Because resources are limited, it is essential that these items are acquired,
developed, and utilized efficiently and effectively.

II. The Design domain focuses on the overall feel of the event from the attendee’s point of view. The
elements established in each functional area come together to generate an event experience
encounter that can be enjoyed or endured.

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 III. The Marketing domain oversees the tasks that enables business development and shape the image
and value of the event. The nature of the event as an "experience" needs a detailed grasp of the
intangible product's unique buyer-seller relationship.

IV. The Operations domain focuses on the people, products, equipment, and services that will be brought
together on-site to produce the event project, as well as the roles, responsibilities, applications, and
manoeuvres associated with each. A perfect coordination is necessary to manage this symphony of
logistical and functional requirements and expectations.

V. The Risk domain deals with the protective obligations, opportunities, and legalities traditionally
associated with any enterprise, including an event project. These areas are inextricably linked with
every choice made and all activities conducted and are increasingly mandated by stakeholders
ranging from regulatory authorities to discriminating event consumers.

2. EMBOK Dimensions: Phases

As with any project, the management of an event passes through a series of phases. Decisions on time
underlies all aspects of event management. The event is the deadline for most of the management. However,
the event management does not end with the event. There remains the shutdown or closure phase.

3. EMBOK Dimensions: Process

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In the management of an event, a process is a series of step-by-step actions or activities that are repeated. These
acts can be thought of as parts of the entire event delivery process. Each activity aids in the completion of a
primary task. A flow chart can be used to depict processes.

By incorporating EMBOK process into your event management, you may develop your own flow chart to guide
the whole committee to standardize a certain process order. By doing so, every member will be clear of
instructions and actions which they are needed to perform, to ensure the progress of the event.

List of requirements from external parties

It is always crucial to remember the purpose of having an event: an event is held to enhance the
experience of the attendees. Therefore, as an organizer or an event planner, it is compulsory to perform
a comprehensive analyse to understand the requirements set by any client. There could be many
demands and expectations from clients. Therefore, being able to discuss with clients to come up with
a list of expectations should be the priority. Clients’ satisfaction of the overall event planning and the
end satisfaction from the attendees of the event is the corresponding link which needs to be
maintained by any event planner.

BIBLIOGRAPHY

1. G.Berridge, Events Design and Experience (Elsevier Ltd. Great Britain 2007, 5)
2. 2006, International EMBOK Executives, https://www.embok.org/

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