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EVENT PLANNING AND DESIGN Learning Unit 1
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Summary
2. Target audience
1. Event types
3. Event plans
Event Planning
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
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EVENT TYPES
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
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“special happenings that are held frequently and have a fixed term, providing participants with opportunities for social interaction beyond the everyday life” (Jago & Shaw, 1998)
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Event types
Major events Complex
Intangible
Unrepeatable
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Event types
o o o o o o o o o o
Fair Convention/Congress Teambuilding Roadshow Workshop Brainstorming Social Cultural Sports Sustainable
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
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“the job of planning and managing large events such as conferences, trade shows, and parties” (Cambridge Dictionary Online)
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Events Management The job of event manager includes: o o o o o o o o o
Thinking and defining the concept Check resources Planning Organizing tasks Predict results Deciding to run the event Execute tasks Evaluate and share results Close the event
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Events Management
Thinking and defining the concept
• What are you looking for the event?
Build a strategic plan
• Vision, mission, objectives, programmes, actions and how to measure results
Inventory resources
• Human, Physical and Finantial
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Events Management
Organizing Tasks
• What do I have and what do I need?
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• Predict results and elaborate budgets
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• Decide to run or not to run the event
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Tourism and Events o For UNWTO – World Tourism Organization – to consider an happening an event it must: o Have a minimum of 10 participants, o Have a minimum duration of 4 hours and o Be held in a different space of what is regularly used by the participants
o Some events are very important in the tourism development of a region o DMC’s (Destination Management Companies) and PCO (Professional Congress Organizers) are fundamental players in the promotion of touristic destinations are
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Event Major Impacts Area
Positive Examples
Negative Examples
Tourism
External promotion of the destination; Increase of demand for tourist services
Price increase in services as hotels, restaurants, etc.; Loss of authenticity
Economy
Increase of PIB per capita (increase of population quality of life); Increase of business opportunities
Inflation; Real estate speculation
Society
Increase employability
Loss of values in the community
Culture
Rehabilitation of historical patrimony
Destruction of patrimonial values
Infrastructures Transport chain improvement
Increase of traffic
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
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“If one of your objectives in event management is to attract new customers to an event – and it is – you need to be clear exactly what type of customers you and your client want to attract.” (Capell)
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Event Target Audience Nature, content and objective o Business or Corporative o Associative o Commercial o Recreational or leisure o Civic o Cultural o Commemorative o Social o Nature o Open/closed o Free/Paid
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Event Target Audience Motivation of Participants o Economic o Leisure o Cultural o Political o Religious
Duration o Short duration – between 4 hours and one week o Medium duration – between one week and 3 months o Long duration – between 3 months and one year
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Event Target Audience Size/Scale o Local events o Hallmarks o Mega-events Periodicity o Unique o Sporadic o Periodicals
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Strategic Analysis
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
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“The goal of planning is to guaranty the event will be a success” (Vieira, 2015)
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Planning and Organizing an Event Setup • Planning • Strategic analysis • Budgets • Operational and emergency plan • Evaluate the viability of the event
Execution • Production of the event • Make arrangements • Monitor and control activities
Closure • Evaluate results • Cease all activities
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Operations and Logistics o o o o o o o o
Site and infrastructures management Crowd management Time and task management Risk management Programme Technical production Security Communications
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 Event Planning Checklist
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
1 EVENT MANAGER PROFILE
o What skills do you need to be an event manager? Leadership and enterprise Global Knowledge Manage teams Strength vs. Flexibility
Work under pressure and Manage unexpected situations
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
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Thank you!
This project has been funded with support from the European Commission. This presentation reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein.