Page 58 - DMGT304_EVENT_MANAGEMENT

Unit 2: Concept and Design of Events

answer is, of course, “very carefully.” Seriously, make certain that your design elements can be Notes
broken down into small units. Using component parts for the construction process will enable you
to design individual elements that will fit easily through most doorways. Weight is an important
consideration, as many venues were not built with this factor in mind. Before bringing in elements
that have extraordinary weight, check with the facility engineer to review the construction standards
used in the venue and then determine if the stress factor is sufficient to accommodate your design.
Furthermore, shifting weight can cause serious problems for certain venues. Therefore, if you are
using a stage platform and simply placing a heavy prop, you may not experience any problems.
However, if on this same platform you are showcasing 50 aerobic dancers performing high-
energy routines, the platforms may not be sufficiently reinforced to handle this shifting weight. In
addition to reviewing the stress weight that the area can accommodate with the engineer or other
expert, conduct independent tests yourself by actually walking across the stage or examining the
undergirdings to ensure that what goes up will not come down.
The final consideration is volume. The fire marshal determines the number of persons that can
be safely accommodated in the venue. You, however, greatly influence this number by the
seating configuration, the amount of decor, and other technical elements that you include in the
final event environment. Less equals more. Typically, the fewer design elements you incorporate,
the more people you can accommodate. Therefore, when creating your total event design, first
determine the number of people you must accommodate. Subtract the number of square feet
required for the guests and the remainder will determine the volume of elements that contribute
to the event environment.

Example: Calculating and Sizing the Event Environment
1. Identify the total number of persons and multiply the square feet (or meters) required for
each person. For example:
100 couples × 10 square feet per couple = 1000 square feet
2. Subtract the total number of square feet required for the couples from the total space
available. For example:
2000 square feet available for dance floor – 1000 square feet required by couples = 1000
square feet available for props, tables, chairs, and other equipment
Do not do this in reverse. Some event managers create a lavish design first, only later to find that
the number of guests will not allow them to install this design.

2.8.3 Securing the Environment

Just as the fire marshal is responsible for determining occupancy, the police and local security
officials will determine how to secure an environment to reduce the possibility of theft or
personal injury. When considering the theme and other important design elements, remember
that people will be walking under, over, and within this environment, and their safety must be
paramount in your planning. Providing adequate lighting for traversing the event environment,
securing cables and other technical components with tape or ramps, and posting notices of “Use
Caution” or “Watch Your Step” are important considerations when designing beautiful as well
as safe event environments. Theft, sadly, is a major concern in designing an event environment.
Do not make it easy to remove items from the event environment. Secure perimeter doors with
guards or provide bag check stations at the entrance to discourage unscrupulous persons from
easily lifting valuable event elements. This is especially important when designing expositions
where millions of dollars of merchandise may be on display for long periods of time. Furthermore,
do not allow event participants to store merchandise or personal goods such as purses in public
areas. Instead, provide a secure area for these elements, to ensure a watchful eye.

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