Event Planning and Management Ceremony Event Design

Question: Discuss about theEvent Planning and Managementfor Ceremony Event Design. Answer: Introduction Event design is a term used to refer to the conceptual development and creation of an event so as to make such an event meaningful and of great impact to the audience (Finkel, 2012). Event design helps in the accomplishing objectives of an event and ensures the audience attain maximum satisfaction. An event design is a useful tool since it enhances communication with the audience and has the effect of modifying and influencing the behaviour of an audience (Christie McAteer, 2006 ). In any event such as conferences and festivals, event designers are very resourceful people since they help to improve the general shape of events they are assigned to take part (Kose, Argan, Argan, 2013). They use various techniques and principles to make the general environment appealing. There are different skills that event designers should have so as to increase their efficiency. Such skills include; multitasking, budgeting, time management and being attentive to details among others (Allen, 2012). The Scope of the Event This task will focus on designing an event known as the New Dawn ceremony. The ceremony occurs in different parts of the state and its mark the bicentennial of the founding of the state. The state government is the client. The client wants the event to be held in the centre of the city and an estimated audience of 500,000. Across the state, there will be other events held in regional centres and some remote areas. The state government has committed itself to fund the event. The event will take place up to the midnight of the actual bicentennial. The clients objective is that the event design will make a significant attempt to obtain increased support from the regional areas and the remote parts of the state as well as the capital city where there is a major population base (Reid Ritchie, 2011). The audience and participants will not be charged, and thus the client has a higher expectation that this event will help them receive media coverage and strong and positive publicity. As the event designer of the appointed company, it is crucial to come up with a design that will help in achieving the clients objectives (Sparks, 2007). A designer needs to use event techniques and principles that will make the audience have a memorable experience. A designer should work closely with the event manager since he will make sure that all logistics are in place to make the event a success. The client instructs that the project should be carried out in three faces which are pre-event (what is to be done before the actual ceremony), live (what is to take place during the actual ceremony) and post-event (activities after the ceremony). Pre-Event Activities The term pre-event refers to those activities that are done before the actual day of the event (Reid, 2007). The event designer will have to use design techniques aimed at motivating the public to attend the New Dawn event. He or she should use the technique of authenticity and creativity so as to capture the attention of the target audience of the event (Graham, 2007). Creativity means using methods that will be pleasant to the audience such that they will look forward to coming to the event. On the other hand, authenticity refers to what the audience considers meaningful to them (Huh, Kim, Law, 2009). Authenticity makes the audience attain maximum satisfaction since they can identify themselves with what the event involves (Hystad Keller, 2008). A designer will need to work closely with the event manager so that can apply these design techniques to promote the idea of New Dawn to the city and the other regions state-wide with the aim of making people participate on the due day. The first step a designer should take is to inform the local authorities so that he or she can gain their approval although the event is arranged by the government. An event designer also needs to enquire whether the venues set for the event are free of other activities since there could be other scheduled events at the same venue. The scale should be considered when selecting the venue. For this event, a large venue will have to be searched for so as to accommodate and be appealing to the audience at the main event. Smaller venues can be allocated to facilitate the same event which will be happening in remote and regional areas. To achieve this he or she should work with floor planners to help him with the sitting arrangements so that the audience will be comfortable and each will have a personal space. Again, organizing with the decor experts will be crucial so as find out the shape of the event. It will involve. The designer will have to set up suitable mechanisms to sustain smoot h functioning of the event by choosing the best general layout which will make the venue pleasant to the participants. Audio-visual equipment can be used as well as lighting facilities when the darkness of the night approaches. Creation of awareness to motivate people to attend the event will be done by designing promotional materials and distributing them to the public. A designer may also use several techniques to enhance this awareness. For example, use of design flyers and posters inviting people to the event. Alternatively, the adoption of creativity on the flyers and posters to make target audience easily notice them. This can be achieved by use of colourful posters as well as animations, which will make the public curious to want to know what is contained in them. Another way which can be used to publicize this event is by advertising in the social media and if possible designing a website specifically to provide the information about the event and what activities will take place. The local events calendar can also be another way to create awareness since the designer will submit the event to them and will be part of the events that they notify the public they get in touch with (Troy, 2012). Booking of entertainers is also necessary for the success New Dawn event. The event designer has to look for entertainers who are experts, will engage the audience, and can modify their behaviour that will make the participants have a memorable experience. When the public is informed of the entertainment, they will be motivated to attend the event since they will want to watch it. The designer should do the planning; by considering the budget to prevent overspending. He or she will have to structure the budget such that the costs of promotion, the artistic work, and the venue design cost catered for. Live-Event Activities During the day of the ceremony, the event designer will communicate with other representatives state-wide to ensure that the audience gets maximum satisfaction. Here he or she will use event design techniques that will help the audience to have a great experience. It is through the experience that the planned event will help us to accomplish the desired results. It can be achieved by the adequate timing of the event which involves having a well-structured schedule. The agenda must be written adjacent to the time allocated to the program. Focus has to be applied which uses psychological techniques, for example, environmental psychology, social psychology, and cognitive psychology to direct the attendees to respective areas (Wang, 2011). Environmental psychology involves what captures the eyes of the audience, the use of aesthetics, the stage design, the prompts, and other physical attractions that can brighten the audience mood event before the event starts (Thomas, Hermes, Loos, 200 8). For the event to be successful, there should be live net-casting which is referred to as the distribution of the information and media presentation over the internet to reach many receivers worldwide (Palka, 2013). It can be reached to the receivers through live streaming, TV and radio broadcasting. Net- casting is essential since it saves time and money for the people, who may not be able to attend the function, and will serve a wide geographical area. Furthermore, the event can be made more appealing by using state-wild simultaneous events whereby during the web broadcasting, the recipients will be able to see different activities happening in the main, regional and remote venues at the same time. The video coverage will capture most significant activities happening on the participants, guests, workers and the stage. It will then be substituted simultaneously as the event continues. Since the event will be held up to the midnight, the designer will have to arrange for the midn ight countdown to mark the New Years Eve. It is important to celebrate since it marks successful end of a year and beginning of another one (Richardson, 2016).Celebrating a New Year in the New Dawn will make it historical and memorable to most attendees. Post Event Activities After the event is over an event designer will make sure that all the equipment hired, and leased are returned to the owners. Similarly, the designer will evaluate what happened during the event and what the audience experienced. A recorded video footage can be obtained to evaluate whether the event was successful or not. If it was successful, clips of the footage could be presented to TV broadcasting channels for them to be aired to the public for promotional activities. This will help the event owners to capture more attendees whenever such an event is hosted again. Conclusion From the above event design report, it is evident that there is a paradigm shift event to experience design dominant from event management dominant. Events are being planned such they create a positive and valuable impact on the audience such that they will always have something to remember from the event. This has improved the participation of audience since they always have something to motivate them to attend an event. Event design is being used in organizations with the intention of creating awareness of their existence to the public. References Allen, J. (2012). Festival and Special Event Management.' London: Oxford Press. Christie, M., McAteer, L. (2006 ). Events Management. Edinburgh: EventScotland . Graham, B. (2007). 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