Page 53 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes the group. Themes can be overused and it is essential that you rotate themes to maintain the
element of surprise. When planning theme parties, ask your client the following questions:

1. What is the history of your theme parties? What did you do last year?
2. What is the purpose or reason for this event?
3. Is there a specific theme you wish to communicate?

4. To convey the theme, is food and beverage, decor, or entertainment most important for
your group’s tasks?
5. Remembering that first and last impressions are most important, what do you want the
guests to most remember from this event?
The answers to these questions will provide you with ample instructions to begin your planning
of a terrific themed event. When selecting a theme, make sure you are certain that the theme can
be communicated easily and effectively through decor, entertainment, food and beverage, and
of course, invitation and program design.

2.6.1 Big Theme Success with Small Budgets

Even the slightest budget can enjoy big results through a carefully planned theme event. First,
you must decide what elements are most important because it is not likely that you will be able
to fund equally everything you desire. If your guests are gourmets, the largest percentage of the
budget will be dedicated to food and beverage. On the other hand, if they are creative, fun-
loving people who are only slightly interested in the menu, you will want to shift your
expenditure to decor and entertainment. Make certain that the first impression (entrance area) is
well decorated, as this not only sets the tone for an event but is often the most photographed
area. Next, include a series of surprises, such as a dessert parade or the arrival of a guest celebrity
as your auctioneer, to keep guests on the edge of their seats.
Finally, share your resources with others. Check with the director of catering at the hotel and
find out if other groups are meeting in the hotel before, during, or following your stay. Ask for
permission to contact their event manager and determine if you can produce the same event and
split the costs for decor and entertainment. You will find that you can afford 50 percent more by
allocating your scarce resources in this manner.

2.6.2 Trends in Theme Events

When designing interactive events, keep in mind the safety of the participants. Alcohol will, of
course, increase the margin of risk for a guest. Some event managers require guests to sign hold
harmless waivers to acknowledge the risk involved with the activity. Your event environment is the
opportunity to explore dozens of opportunities in decor, entertainment, and other elements to make
every moment unique and memorable. Every event manager has basically this same opportunity.
But understanding how the various pieces fit together to solve the puzzle that is the event
environment, you provide a finished picture that will be remembered by your guests for years
to come. Your ability to design, balance, and mold this collage will be rewarded by the guests’
total immersion in the environment, leaving an indelible impression for many years. Remember,
this is one reason you are so valuable. You are the artist and scientist who makes and plans this
unique moment in time.

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