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CHAPTER 2 EVENT CONCEPT

CHAPTER 2 EVENT CONCEPT. FUNDAMENTAL ELEMENTS OF EVENTS. Vision Goals and Objectives Site Selection Promotion Participants/Attendees Agenda Budget Timeline Food and Beverage Transportation Staffing. DEVELOPING THE CONCEPT 1.1 Purpose of the event

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CHAPTER 2 EVENT CONCEPT

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  1. CHAPTER 2 EVENT CONCEPT

  2. FUNDAMENTAL ELEMENTS OF EVENTS • Vision • Goals and Objectives • Site Selection • Promotion • Participants/Attendees • Agenda • Budget • Timeline • Food and Beverage • Transportation • Staffing

  3. DEVELOPING THE CONCEPT • 1.1 Purpose of the event • 1.2 Theme of the event • Historical • Geographical and cultural • Sporting • Film, music and entertainment • Artistic • Food • objects

  4. 1.3 Venue for the event • Potential to fulfil the purpose of the event • Ambience • Location • Access by public transport • Parking • Seating capacity

  5. Built features (such as stages) Cost of decoration, sound and lighting Cost of labor Logistics of setting up Food and beverage facilities safty

  6. 1.4 Event audience 1.5 Financial considerations 1.6 Timing of the event • Season • Day of the week • Time of day • Duration

  7. 1.7 Event team, contractors and other stakeholders • Event principal/client • Talent/performer/team and manager • Cast and crew • Local community • Organising committee

  8. Local and government authorities Emergency services Customers Colleagues contractors

  9. 2. ANALYSING THE CONCEPT 2.1 Competition 2.2 regulations 2.3 marketing 2.4 Community impact 2.5 risk • Cancellation by a key performer • Non – arrival of equipment • Technical failure • Transportation crisis • Accidents 2.6 Revenue and expenditure

  10. 3. DESIGNING THE EVENT 3.1 Theme 3.2 Layout 3.3 Décor 3.4 Suppliers 3.5 Technical requirements 3.6 Staging 3.7 Entertainment 3.8 Talent 3.9 Catering

  11. 4. LOGISTICS OF THE CONCEPT Access to the site Physical limitations Dimension of the site Refrigerated storage Physical space for food preparation Toilet facilities Cleaning Catering Safety Potential damage to the site Provision of basic services

  12. DEFINING YOUR EVENT

  13. Designing YourPromotional Material Remember to create material with attention, interest, desire, promote action and use strong and inviting verbiage.

  14. THE GOVERNMENT PERSPECTIVE • National government • State government • Local government • The role of government in events • 4.1 Venue owner / manager • 4.2 Consent authority and regulatory • 4.3 Service provider • 4.4 funding body • 4.5 Event organizer • 4.6 Event / destination marketer

  15. Event strategies Creating celebration spaces and precincts Events and urban development

  16. THE CORPORATE PERSPECTIVE Corporate use of events

  17. 1.1 Internal events • 1.2 External events Association conference Return on investment

  18. THE COMMUNITY PERSPECTIVE Community events The individual perspective Major events and the community

  19. Strategies for community engagement • 4.1 Participation facilitation • 4.2 Inclusive programming • 4.3 Incentives • 4.4 Outreach • 4.5 Community development and capacity building • 4.6 Friends of the events / event alumni associations • 4.7 Local business engagement

  20. Host organization Host community Participants and spectators Management Entertainment /reward Impacts Objectives Event Context Participation/support Labour/support Money/in kind Co – workers Sponsors Payment/reward Acknowledgement Editorial/advertising Promotion Media STAKEHOLDER IN EVENTS The relationship of stakeholders

  21. STAKEHOLDER IN EVENTS 1.THE HOST ORGANISATION

  22. STAKEHOLDER IN EVENTS 1.THE HOST ORGANISATION

  23. STAKEHOLDER IN EVENTS 1.THE HOST ORGANISATION 2. THE HOST COMMUNITY 3. SPONSOR 4. MEDIA 5. CO – WORKERS 6. PARTICIPANTS AND SPECTATORS

  24. SOURCING EVENTS 1. Bidding for events 2. Franchising even 3. Developing existing events 4. Creating a new event

  25. CREATING THE EVENT CONCEPT 1. Defining the purpose of the event 2. Identifying the event audience 3. Defining the timing of the event 4. Choosing the event venue

  26. CREATING THE EVENT CONCEPT 5. Choosing the event concept • The brainstorming process • Define the parameters of the event. • Form a group of event stakeholders and colleagues. • Brief them on the event context and the parameters of the event. • Brainstorm a wide range of event concepts and ideas. • Identify the ideas that best serve the needs of the event. • Evaluate and refine an event concept. 6. Sumarising the event creation process

  27. EVALUATING THE EVENT CONCEPT 1. The marketing screen 2. The operations screen 3. The financial screen

  28. The End

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