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Unit 2: Concept and Design of Events

people to assist you on the day. Ensure your team members understand their responsibilities Notes
and tasks on the opening day of the conference. Hold a rehearsal to confirm arrangements and
identify areas that may need further planning.

!
Caution Always keep your contingency plan handy.

2.5 Event Design

It means, how is the event going to happen. The administration of a professional event is the
first competency that must be mastered in the certified special events professional body of
knowledge. Comprehensive administration is the foundation for all successful events. The
administration of an event provides you and the stakeholders with data with which to design
the dream that will produce the deliverables you desire. The term event originated from the
Latin term e-venire. E in Latin means “out” and venire means “come.” Therefore, events are, in
fact, “outcomes.” During the administration process the event manager must make certain that
data identified during research are used to drive the design and ultimately to produce the
measurable outcomes required by event stakeholders:

Research (data) + Design = Planned Successful Outcomes
Research without the important phase of design will result in a dry, one dimensional and
perhaps boring event. To produce a multidimensional and multisensory event experience
that transforms guests, you must research as well as design the event outcome. The research
and design phases ultimately produce the tools with which you can construct a blueprint of
the event plan. The final event plan is, in fact, a direct reflection of the research and design
phases.

Your role now is to ascertain that the conference runs smoothly and any difficulties that may
arise are handled efficiently and promptly. It is very wise to allocate a sufficient number of
people to assist you on the day. Ensure your team members understand their responsibilities
and tasks on the opening day of the conference. Hold a rehearsal to confirm arrangements and
identify areas that may need further planning. Keep your contingency plan handy.

2.5.1 Inside the World of Event Design

A successful decorator must offer a full range of services and products to be successful. Hargrove,
Inc. will rent out a single prop or create an entirely new themed event. This diversity has proven
successful for over 40 years. Although there are millions of new decorating ideas for special
events, not all of them are practical. Therefore, it is always important to consider the following
when choosing decorations:
1. What will the venue (site, building) allow in terms of interior/exterior decor?

2. What are the policies regarding installation? What are the policies or laws of the local
municipality regarding decorating materials?
3. What is the purpose of the decor?

4. Are you conveying a specific theme?
5. Is there a specific message?
6. What period or style are you attempting to represent?
7. What are the demographics and psychographics of your attendees?

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