EICM 9E Domain G Flashcards
Meeting or Event Design
Event Design
A process that starts with the development of event objectives that align with the overall objectives of the sponsoring organization.
Areas of Event Design
Developing the program
Engaging speakers and performers
Coordinating F&B services
Designing the event environment
Managing technical production
Developing the plan for managing the movement of attendees
Design Thinking
A discipline that uses the designer’s sensibility and methods to match people’s needs with what is technologically feasible and what a viable business strategy can convert in customer value and market opportunity.
Phases of Design Thinking
Inspiration: Understand the specific challenge that the event is directed at solving
Ideation: A collaborative process that generates ideas and solutions to the previously identified challenges. The event designer may collaborate with internal depts., suppliers, or stakeholder groups.
Implementation: Collaborating with the marketing team to deliver the message and engineering the experience for the meeting and event attendees
Principle of Assessment & Evaluation
Emphasizes the importance of clear, measurable objectives for the purpose of determining the event’s return on investment. Aligns with elements of the inspiration stage.
Principle of Meaningful Engagement
Designing the event to connect with the audience physically, intellectually, and emotionally. Also aligns with principles in the inspiration stage.
Principle of Distributed Learning
Considers determining the optimal scheduling of distribution of learning, including formal and informal elements and what should occur before, during and after the event
Principle of Collaboration
Links understanding the needs of the audience through direct consultation and collaboration on the design of the event. Directly aligned with the collaboration aspect of the ideation stage.
Principle of Experience
Importance of considering the event experience from the attendee perspective and designing it to be meaningful and memorable. Considered within in the ideation phase.
Gamification
Process of game thinking and game mechanics to engage users and solve problems. A way to engage attendees, promoting behavior such as engagement with social functions or networking and encouraging the application of the event’s educational content.
Audience Reaction Team
4 or 5 attendees query the main speaker from the stage with questions from the audience.
BarCamp
Participant led conferences where everyone who attends contributes a demonstration or session or otherwise contributes to the event
Breakout/Concurrent Sessions
Typically include a speaker or facilitator and provide in-depth discussion on a focused topic.
Buzz Sessions
A method to increase audience participation by dividing attendees into discussion groups. Each reports the group’s findings and opinions during a plenary session
Colloquium
Informal meeting for the purpose of discussions, usually of an academic or research nature to ascertain areas of mutual interest through the exchange of ideas.
Debate
2 teams are composed of 2 to 3 people each arguing the opposite sides of an issue
Fishbowl
An interchange between an inner circle debating an issue and an outer circle of observers. Individuals occasionally move from one circle to the other
Keynote Sessions
Designed to bring everyone together and may include a high profile speaker or a panel presentation
Interview
A moderator on behalf of the audience asks the presenter questions
Open Space Technology
The agenda is determined on arrival by the participants. A facilitator helps the participants organize parallel working sessions along the event theme.
PechaKuka
Originated in Japan and refers to sessions that include a series of short presentations of 20 slides lasting 20 seconds each.
Seminar
Lecture and/or dialogue usually involving a small group of attendees (10 to 50) led by a specialist who meet to share observations or experiences on a particular topic.
Symposium
A meeting of experts in a particular field at which papers are presented and discussed by specialists on particular subjects with a view to making recommendations concerning problems in discussion
Unconference
Participant led event. The agenda is typically created by the attendees on arrival and includes open discussions rather than formal presentations
Workshop
Intense, often hands on, learning experience in which a limited number of attendees participate directly in learning a new skill or tackling an issue
Program Flow
Outlines the timing of each element and helps provide a realistic time frame that identifies where the schedule may be too crowded or where gaps appear in the program. It enables the planner to insert appropriate breaks and to schedule the movement of people from one room to another.
Phillips ROI Methodology
Level 0; Inputs & Indicators
Level 1; Reaction, satisfaction, planned action
Level 2; Learning
Level 3; Application
Level 4; Impact
Level 5; ROI
Full Service Breakfast
Attendees are seated at one time with a combination of pre-set and plated service. Best when there is a speaker or program planned
Continental Breakfast
Balances variety and budget. Served on a buffet. A variety of choices including pastries, juice and coffee. Can be expanded to include fresh fruit, cereals, meats & cheeses and yogurt.
Full buffet breakfast
The most expensive option and includes the greatest variety of food selections which should be customized for the profile of the attendees.
Refreshment Breaks
A mid-morning or mid-afternoon refreshment break. Menu selections, duration, and set up should be designed to boost attendees energy levels and increase their networking opportunities
Receptions
Excellent networking opportunity and may have a theme or feature local specialties. Feature hot and cold appetizers set as buffet style. Apps may also be passed. Seating is minimal.
Banquets
May be served plated at tables or offered as a buffet. Highlight local specialties, may include entertainment, dancing or a special program such as an awards ceremony.
Common Dietary Concerns
Allergies including relatively common nut and shellfish reactions
Celiac disease
Lactose intolerance
Vegetarian or vegan
Religious requirements
Low-salt/sodium, low-fat, and low-calorie requests
AM Break
Regular coffee: All Male attendance x 60%. All female attendance x 50%. 50/50 x 55%
Decaf coffee: All Male attendance x 20%. All female attendance x 25%. 50/50 x 25%
Tea: All Male attendance x 10%. All female attendance x 15%. 50/50 x 10%
Soda: All Male attendance x 25%. All female attendance x 25%. 50/50 x 25%
PM Break
Regular coffee: All Male attendance x 35%. All female attendance x 30%. 50/50 x 35%
Decaf coffee: All Male attendance x 20%. All female attendance x 20%. 50/50 x 20%
Tea: All Male attendance x 10%. All female attendance x 15%. 50/50 x 10%
Soda: All Male attendance x 70%. All female attendance x 70%. 50/50 x 70%
Liter
Divide resulting number by 6.
Example, regular coffee; 500 (attendees) x 60%= 300 cups
Liter: 300/6 = 50 liters
Gallons
Divide the resulting number by 20
Example, regular coffee; 500 (attendees) x 60%= 300 cups
Gallon: 300/20 = 15 gallons
Guarantees
Provides an estimated number of guests for planning purposes to the caterer and venue for every F&B function. Typically due within 48 to 72 hours before the start date.
Overset
Maximum number of seats a hotel or venue will set. This allows for people to move between tables. This does not provide additional food.
