EVENT DESIGN

Dr. Mohd Hanizun Hanafi

Definition of Event
Event - noun /vent/ n [C]

anything that happens, especially something important or unusual

This year's Olympic Games will be the biggest ever sporting event. Susannah's party was the social event of the year. The police are trying to determine the series of events that led up to the murder.
http://dictionary.cambridge.org/dictionary/british/event (Online Cambridge Advanced Learner's Dictionary)

Definition of Design
Design verb ( PLAN ) /dzan/ v [I or T] to make or draw plans for something, for example clothes or buildings
Who designed this building/dress/furniture? This range of clothing is specially designed for shorter women.
http://dictionary.cambridge.org/dictionary/british/event (Online Cambridge Advanced Learner's Dictionary)

Definition of Event Design

event design was not found
http://dictionary.cambridge.org/dictionary/british/event (Online Cambridge Advanced Learner's Dictionary)

The word you've entered isn't in the dictionary.

http://www.merriamwebster.com/dictionary/event+design?show=0&t=1285046566 (Online Merriam-Webster Dictionary)

Definition of Event Design

Event

Anything that happens, especially something important or unusual

Design

To make or draw plans for something

To make or draw plans for something important or unusual

Definition of Strategic
strategic adjective /strti.dk/ adj

helping to achieve a plan, for example in

business or politics strategic planning a strategic withdrawal/advance Their bombs are always placed in strategic positions to cause as much chaos as possible.
http://dictionary.cambridge.org/dictionary/british/event (Online Cambridge Advanced Learner's Dictionary)

Definition of Strategic Event Design

Helping to effectively make or draw plans for something important or unusual

Strategic Event Design

Keys to Success

Strategic Event Design

Keys to Success
Goals & Objectives Event Team Vision Communication Strategic Planning & Execution

= Success!

Strategic Event Design

Keys to Success

Goals & Objectives

Event Team Communication Strategic Planning & Execution

= Success!

 $ Direct Fundraising Organization Business Goal

EVENT GOAL

Donor Recruitment Volunteer Recruitment Donor Recognition Volunteer Recognition Client Recognition Building Client Base

Lets Get Strategic!

Key Stakeholders
Event Corporate Sponsors Event Individual Sponsors Event General Participants

EVENT
GOALS & OBJECTIVES Board of Directors

Award Winners

Your Org Team

Event Individual Sponsors

Event Corporate Sponsors Event General Participants

Key Stakeholders

Event Vendors & In-Kind Donors

Event Volunteers

Your Clients

EVENT
GOALS & OBJECTIVES

Award Winners

Your Org Team

Your Org PR / Marketing Team Your Org Programs Team

Your Org Executive Team Your Org Finance Team

Board of Directors

Strategic Event Design

Keys to Success
Goals & Objectives

Event Team

Communication Strategic Planning & Execution

= Success!

 Build A Successful Event Team

Create a Team Charter to Keep Your Team on Track
Prioritize and clearly define goals & objectives Outline Team roles, responsibilities and boundaries Identify Sub-Teams within your overall event structure The same folks may serve in different team roles, at different times. Communication methods, meeting schedule and expectations outlined

Identify Key Sub-Teams for your Event

Strategy Team Planning Team Communications Team Operations and Onsite Team Might be the same folks wearing different hats in the project planning process.

 Core Strategy Team

Defines & communicates event goal and objectives in writing Identifies stakeholders and the objectives of each Creates the event vision Creates the Team charter Reviews and approves event budget Addresses challenges and priority conflicts Addresses needs for Team resources and support Leads All Team debrief after the event Recognizes and celebrates all Event Team members

 Planning Team
Develops Overall Event Plan Timeline and Plan Plans All Event Elements based on Goals & Objectives Identifies and Partners with Event Vendors Manages Event Budget Prepares Briefing for All Event Team Members Identifies Onsite Operations Team Roles & Responsibilities

 Communications Team
Develops Event Communications Plan Based on Goals & Objectives Translates Goals and Key Messaging into Printed/ Electronic Materials Identifies Opportunities to Deliver Event Messaging Keeps Event Communications in Perspective with Overall Org. Plan May handle your RSVP / Registration for the Event

 Event Operations Team

Is onsite Team Lead for participants and other teams onsite Prepares Final Run of Show, Production Schedule, Script and communicates to onsite Team partners incl. vendors, banquets, etc. Onsite execution of event plan, contingency /safety plans as needed Meets vendors onsite for set-up and delivery Manages onsite load in and set-up of all dcor, awards and equipment Manages seating set-up & is onsite contact for venue and banquet staff Manages stage set-up and serves as stage manager during event Coordinates onsite registration, greeter and stage manager teams

Strategic Event Design

Keys to Success
Goals & Objectives Event Team

Vision
Communication Strategic Planning & Execution = Success!

Developing The Vision

What will participants experience?

When they receive the invitation to our event and RSVP? When they arrive and park? When they walk in? When they go through registration/check in? When they walk into the event main room? When they eat and drink? When they experience the program? When they participate in an auction or other event element? When they exit? After the event is over?

Write your vision down in detail. Tell it as a story.

Strategic Event Design

Keys to Success
Goals & Objectives Event Team Vision

Communication
Strategic Planning & Execution = Success!

Event Team Communication Tools:

The Way you Communicate your Vision, Goals & Objectives

Goals and Objectives Outline Team member roles and responsibilities Event Plan Timeline Budget Run of Show and/or Technical Production Schedule Script Briefing Report Lessons Learned

Strategic Event Design

Keys to Success
Goals & Objectives Event Team Vision Communication = Success!

+ Strategic Planning & Execution

Contingency Planning
Contingency and crisis decisions are made based on event goal and objectives in the framework of safety, liability, budget, timing and degree of impact. Build contingency into your timeline and onsite plans. Make a PLAN B while you are making PLAN A.
EVENT ELEMENT SPEAKER PLAN A RISK PLAN B

Canceled

VENUE
ENTERTAINMENT TRANSPORTATION

Construction
Not Available Traffic

FAVORS/SWAG
PHOTOGRAPHY ENVIRONMENT

Shipment Delayed
Bad lighting Rain/ Cold

Other Event Elements

Decor

Audio Visual
Venue

Food & Beverage

Event Program Elements

Event Goals, Objectives and Budget

Event Goals & Objectives

Event Program Elements

How can we connect with and engage our participants and share our message?
Registration Reception Dining Tour Presentation Awards Film Performance Networking Participatory Elements

Event Goals & Objectives

Messaging

What will participants learn, experience, reinforce, discover through their event experience? What is the call to action for today and the future. What do we want them to share with others after they leave the event? How can we share this message in ways other than a presentation?

Event Goals & Objectives

Event Format

What event format best fits our program elements? How much time do we need?
Luncheon Breakfast Formal Dinner Informal Dinner Tour Reception Tea Sports Outing Workshop Seminar Conference

Event Goals & Objectives

Event Venue

Where does this program work best? What type of space and how much space do we need? Geographic area- How accessible is it?
Indoor or Outdoor Quiet or Vibrant Private Home/Business Public Place Hotel Unique Venue Restaurant Conference Center Convention Center On a Train On a Boat

Event Goals & Objectives

Event Marketing

How will we communicate our event message and program information to our audience and other stakeholders before, during and after the event?
Save the Date Printed Invitation Web Ads Signage Newsletters Photos Press Releases Personal Invitation Registration Interface

Event Goals & Objectives

Food & Beverage

Time of Day - MASLOW! Energy Level

Diverse Needs & Preferences Options and Concerns Brand Opportunities or Conflicts Food Service Timing Effects on Event Environment - Sound, Smell, Visual

Event Goals & Objectives

Entertainment

Energy Level Presence and Sound Level Combine Entertainment and Messaging
CD Music DJ Live Musicians Characters Dancers Children's Performances Client Performances Theme Based Participatory Options Film Games Raffle and Door Prizes

Event Goals & Objectives

Decor

Transforms the Space and Sets the Mood An Opportunity for Messaging Lighting
Smell Color Touch Temperature Furniture Size Images Formal or Informal Recyclable Reusable Themed Interactive

Event Goals & Objectives

Audio Visual

What is required to make this program work? Venue, Program, Entertainment, Decor What will be most effective to get our message across? What AV can enhance the other event elements?
Sound Screens Video PowerPoint Room Lighting Spotlighting Stage Lighting

Event Goals & Objectives

All Other Event Elements

Complete the planning checklist and ask of each element - how do our goals and objectives relate to this element.
How is this event element influenced by strategic decisions that the team has already made?
Photography Transportation Awards Prizes Security Insurance

GO TEAM!
Every member of your onsite team delivers your message and impacts the experience of your stakeholders. Are they prepared?

Follow the plan. Its a good one! Event Team and key staff, stakeholders are briefed & ready Everyone knows the plan, including folks who join your team onsite who have not been involved in the planning process. Everyone knows their roles and responsibilities Use contingency when needed. You have already planned for it. As the Event Captain this is your role as team leader. There should be no surprises in the way we make decisions about surprises.

LESSONS LEARNED & REPORTING

Event Team Debrief - ASAP! Especially Ops Team Did We Meet our Goals and Objectives? Stakeholder and Audience Feedback Capture All Lessons Learned and Ideas Review and distribute Lessons Learned report. Actually USE it next time and with upcoming events as needed

Strategic Event Design

Keys to Success
Goals & Objectives Event Team Vision Communication Strategic Planning & Execution =

Success!

CELEBRATE!!

SHARE

THE PHENOMENAL SUCCESS OF YOUR TEAM

Communicate the good news and the impact that your event and team made on your goal and mission. Thank all stakeholders who participated in the event planning, development or execution. Honor the vendors and partners who helped make it happen.

 Its ultimately about the stakeholder experience that you create with your event team during planning, execution and follow-up that impacts your mission and goals.

2012 Possibilities
Asteroid/Meteor/Comet - most predictable disaster Coronal Mass Ejection (CME) from our Sun Magnetic Pole Shift Explosion from the black hole at the center of our galaxy Religious Apocalypse Alien Invasion Gamma Ray Burst (GRB) etc

Design Report for 2012 ?