THE EVENT PLANNING
• To facilitate an exchange of information, bringing participants up to date with the latest changes in financial planning software products.
• Established event concept, theme and format
• Established over all event objectives and scope
• Evaluate and progress concept to operational stage
• Prepare budget information.
• Identify and evaluate options for improved budget performance
• Complete financial and statistic reports.
Event planning is the process of planning a festival, ceremony, competition, party, concert, or convention. Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits, and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables, chairs, tents, event support andsecurity, catering, police, fire, portable toilets, parking, signage, emergency plans, health care professionals, and cleanup.
There are numerous elements which need to be considered in developing an event concept. They include the purpose/objectives of the event, the event theme, the venue, the audience, available resources, the timing of the event and the skills of the team. The most important of these is purpose, although the purpose is strongly linked both the theme and the venue.
The theme of the Event
The theme of the event should be linked to the purpose. It should be completely compatible with guest needs and consistent in all respects. Most event adopt a colour scheme that is repeated on all items produced for the event, such as tickets, programs, uniforms, decor, posters and merchandise. These help attendees to identify with the theme.
There is an endless number of potential themes, limited only by your imagination and the customer’s pocket. Some examples include:
• Geographical and cultural
• Film, music and entertainment
• Objects (scarecrows, CDs, boats)
When coming up with ideas for a theme, it is most important to consider the range of suitable venues available, keeping in mind to constraints of budget and other considerations.
Venue for the event
The manager needs to carefully consider the planning implications of choosing unusual venue in preference to a standard venue requiring decorations only to much the theme. Lighting, sound and catering also provide challenges in usual setting.
The following are examples of unusual venue
• Demolition site
• Parking lot
• Amusement park
When considering the choice of venue the event organizer needs to look at a number of factors including:
• Potential to fulfil the purpose of the event
• Access by public transportation
• Built features (such as stages)
• Cost of decoration, sound and lighting
• Cost of labour
• Food and beverage facilities
There are many factors that need to be taken into account in selecting a venue, but the overall strategy should be to aim for the best possible fit with the client’s and the audience’s needs at the lowest possible cost. If all stages, props, carpets, seating, portable kitchens and refrigerators, and so on have to be hired, the cost will be very hard to justify- Even if the venue seems perfect in other ways.
When organizing an event, the needs of all participants must be considered before finalising the concept. The organizer would be wise to...
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