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.
Butler Service
Trays of bite-sized items are passed around by servers. One item per tray is recommended.
Plated Service
Serving 2 or more courses at a table. Plates may be filled in the kitchen and delivered or filled table side by servers. Salad and/or dessert can be pre-set to save service time.
Buffet
A line or multiple lines of attendees take plates past the buffet set-up (single or double-sided) and select their own food.
Cafeteria service
Buffet is set-up with servers on one side serving attendees as they pass by.
Food Stations
Attendees may be directed to multiple areas which may be themed to a specific food type or style of preparation.
Action Station
The chef prepares/cooks, slices or otherwise prepares food at the time of service
Concessions
Used for a pay on your own set-up and are often seen at large conferences or trade shows. This type of food service is typically provided by the venue rather than through a caterer at no cost to the event host.
Family Style (aka English service)
Each table receives platters of food and the guests serve themselves. Very effective for networking
French Service
Specific items are prepared and served tableside. Staff are specially trained and service carts are required.
Russian Service
Each item is placed by a server onto the guest’s plate at the table, instead of filling plates in the kitchen. An elegant style of service which requires training and is more often seen in restaurants than at banquets. This service is slower and requires additional staff to be successful.
Presenter Focused Set
Prioritizing the speaker and the speaker’s message. Prioritize maximum capacity over interactivity and are typically used for general session and keynote speakers. Attendees are passive.
Partially Interactive Set
Encourage group discussion to coincide with a speaker’s presentation. The audience will typically face the stage or speaker but will also need space to engage in group discussion. Attendees expectation is that the session will allow them opportunities to interact with each other
Highly Interactive Set
Designed for attendees who will be actively involved in session discussion. Promotes face-to-face communication and equality in group dynamics. Can be quite challenging if AV presentations are planned.
Linear Booth (aka In-line booth)
Arranged in a straight line and have neighboring exhibitors on the immediate right & left; one side is exposed to the aisle. 10’x10’ or 3.5m x 3.5m. Maximum back wall height is 8’
Corner Booth
Formed in a linear booth layout at the end of a row of in-line booths. Offering exposure to intersecting aisles on 2 sides.
Perimeter Booth
Part of a linear booth layout that backs to an outside wall of the exhibition space rather than the back of another exhibition booth
End-cap Booth
Exposed to aisles on 3 sides and is comprised of two booths
Peninsula (aka split-island booth)
Exposed to aisles on 3 sides and is comprised of at least four booths. 2 types; a). backs to a row of linear booths and b). backs to another peninsula booth and is referred to as a split island booth
Island Booth
Any size booth exposed to aisles on all four sides. Is typically 20’ x 20’ or 6.10m x 6.10m or larger.
Extended Header Booth
Linear booth that is 20’ or longer with a center extended header
Lectern
Speaker support furniture. Slant topped reading stands, either tabletop or freestanding and should be equipped with a reading light and extension cord.
Podium
Raised speaker’s platform. Freestanding lecterns are often placed on a podium
Dais
Raised platform for a head table
Platforms (aka risers)
Can be 6, 12, 16, 24 or 32 inches high and are usually 4x8’ or 6x8’
Handrails
Ensure safety when moving up or down stairs from the stage.
Experiential Design
Designing an event where the guests are engaged by the environment, decor, performance, F&B and overall ambience.
Neutral Colors (whites or grays)
Provide a less stimulating environment that tend to result in less engagement and consequent learning. Can also be relaxing and stimulating as long as there are some splashes of color in the room.
Warm Colors (reds, oranges, yellows)
More stimulating
Cool Colors (blues, greens)
More calming and stimulate creativity and innovative thinking.
Prop
Any piece added to a room that are for decorative or branding value. Typically large pieces that draw the eye.
Scenery
Applies to elements on a stage or a room periphery that create a visual background.
Decorations
Typically smaller elements in a design, from centerpieces on a dining table to small elements in lounge groupings or reception settings.
Corrugated/Alligator board
Plastic surface is durable, light and in some countries recyclable. Good to ship great distances and arrive intact.
Closed-cell Polyvinyl Chloride
Hard plastic is also recyclable in some places. Thick, durable and fits well into many hard sets. Not suitable for shipping due to its weight. Durable and stores well.
Showcard
Moderately durable. When printed with soy-based inks it is easily recyclable.
Foamcore
Light material best suited for decor elements, creating 3D look banners or other temporary uses. Does not transport well and is easily damaged.
Mixer
Takes all the signals from microphones and any other devices that need to be played audibly for the audience
Amplifier
Increases the sound levels of the signal to be sent out of the speakers and into the room.
Equalizer
Allows the AV tech to boost or decrease specific bands of the audio spectrum. The AV tech can alter the properties of the sound to be more natural and decrease the potential for feedback.
Screen Placement
Be at least 5ft (1.52m) off the floor
Distance from the projector to the screen should be at least 1.5 times the width of the screen
Projection platform must be placed at 90 degrees from the screen
Projection platform must elevate the projector to at least the bottom of the screen.
First row of seating should be no closer than twice the height of the screen
Back row of seating should be no more than 8 times the height of the screen.
Ellipsoidal (aka Leko) Light
Focused beam of light that can be shaped and controlled. Fabricated insert called a Gobo can be inserted to further shape the light into graphics or scenery or to project a logo
Par
Less focused or shaped light used to wash a broader area with an even light
Fresnel
Softer, beam-focusing light
AV Project Manager
Oversees the crew and directly liaise with the event professional
AV Producer
Oversees all the details of the technical production and all technical suppliers, including videos and graphics created for the event.
Technical Director
Functions with the project manager to oversee the production schedule, drawings, permits and any other technical details of the show which may be required.
Stage Manager
Work with all of the presenters and instruct the crew via cues when each presenter or element is to be started may be necessary.
Private, hosted event
Corporate meeting closed to the public and may require a registration system to confirm employment with the company.
Paid public event
A verification process may be required for a paid event to confirm eligibility for discounted rates such as student or member rates
Credentialed event
May require further credentialing and verification to register an attendee.
5 Star Deluxe Properties or Resorts
Most often used for corporate incentive events, these properties are designed to impress attendees and the function space often includes outdoor spaces or views that feel like a reward.
Conference Centers with Housing
A facility that provides a dedicated environment for events, especially small events.
Meeting Properties, 4 star rated
Designed to appeal to event professionals with a good ratio of sleeping rooms to meeting space relative to the destination. Designed to be comfortable for the typical adult traveler and have amenities frequent travelers expect.
3 Star Hotels
Some of these hotels have meeting space integrated into their design, and are suitable and used for many types of work-focused meetings by corporations and associations. Typically the meeting space is relatively small and conducive to small working sessions.
2 Star, hostels, etc.
Large international meetings that will draw people from many economic sectors in many countries having options available and on hold in a lower price range is good practice.
Premium/Luxury Cruise Lines
Often used for corporate incentives, designed to impress like high-end hotels and resorts. Excellent amenities, inclusive rates for function space, AV, F&B, entertainment.
Contemporary Brand Cruise Lines
Have more meeting space integrated with their design and are suitable for many types of work related meetings.
College & University Campuses
Most often used during summer or breaks between semesters as an affordable option for large meetings to small gatherings.
Convention Center Hotels
Many large association meetings and trade show or exhibition focused events will use a convention center. Planners will provide room block options in nearby hotels often utilizing 3 or 5 star properties.
HOW
Higher
Older
Woman
In the case of rank, higher or honored person is introduced first.
Formal introductions, age (older), and gender (woman) are considered next.
