Meeting or Event Design - Domain G - 51 Questions Flashcards
EVENT DESIGN - start to DEVELOP event objectives that align with overall goals and objectives of organization!
- Developing Program
- Engaging Speakers and Performers
- Coordinating F&B Services
- Designing Event Environment
- Managing Technical Production
- Developing Plan to Manage Attendee Flow
Design Thinking = designer’s (event professional) discipline, strategy to convert customer value and market opportunity - always achieving organization’s goals and objectives
Three Distinct DESIGN THINKING Phases! - Three I’s!!
Tim Brown
- Inspiration - understand what challenge the meeting is trying to solve (goals & objectives)
- Ideation (the formation of ideas and concepts) - collaborative process, identifying ideas and solutions to challenges - will start contacting all types of stakeholders at this stage
- Implementation of the design IDEA - includes collaborating with marketing team to deliver message and engineering experience for attendees
DEVLOPING THE PROGRAM
Meeting Architecture = IDEA = a way of designing the content of an event = in order to construct a meeting for better learning, networking, attendee motivation
**OBJECTIVES
I = Identifying meeting objectives, Why are we having this meeting? (Inspiration - DT)
D = Design meeting to support objectives (Ideation - DT)
E = Executing/Implementing toward objectives (Implementation - ID)
A = Assessing meeting results against objectives, Evaluation
DEVELOPING THE PROGRAM
- ALWAYS begins with establishing goals and objectives
- Also, what are the needs of stakeholders??
- Sit in attendees chair ! - Maslow
Tim Brown - CEO of IDEO
Five Principles for Event Design - MPI = Just the Inspiration, Identifying, Forming of Ideas and Concepts Stage to reach all objectives, and to design and experience for the attendee
- Principle of Assessment & Evaluation: CLEAR, MEASUABLE objectives to find event’s ROI, Inspiration Stage (Brown) for event designed (why is this event needed?, what are we hoping to achieve?, what do we want our attendees to do as a result of their attendance?, etc.)
- Principle of Meaningful Engagement (WHO ARE THE AUDIENCE!?): designing event to connect with the audience physically, intellectually and emotionally, Inspiration Stage = needs of stakeholder’s are identified
- Principle of Distributed Learning: this principle determines optimal scheduling of distribution of learning, Ideation Stage = what should be included to best suit needs of attendees, design event for their optimal benefit
- Principle of Collaboration: Understanding the needs of the audience through direct consultation and collaboration on the design of the event with stakeholder’s, Ideation Stage = consults with stakeholders
- Principle of Experience: put yourself in the attendee chair!, Ideation Stage = event designer visualizes the event, AND is then realized during the Implementation Stage
Determine Program Components - depending on type of event, can include educational or team-building sessions, entertainment, F&B functions, exhibits etc.
To determine what components to include in event, must consider following factors:
goals and objectives of event - sit in attendees chair
budget of event
goals and objectives of stakeholders
available technology resources
profile of attendee
evaluations of past events (preferred set-up, type of components, preferred flow)
Select Program Content and Delivery Formats
- goals and objectives of meeting/stakeholders
- needs of audience
- preferred method of learning
- active vs. passive involvement?
- technology needs
These will lead you to the best event design - seminar, symposium, keynote session, fishbowl etc.
Gamification = being used in program design to engage and encourage attendees with things like leaderboards, prizes, missions/quests - is this a program content that can be included in event?
Delivery Format - AUDIENCE REACTION TEAM
4-5 attendees question main speaker from the stage with questions from audience and follow-up questions
Delivery Format - BarCamp
ATTENDEE LED conferences where everyone who attendees contributes a demonstration/session, or otherwise volunteers to contribute to event
- think high tops, like a bar
- this meeting type is pre-planned, even though it is attendee led
Delivery Format - BREAKOUT OR CONCURRENT SESSIONS
includes a speaker/facilitator and goes in-depth into a focused topic
Delivery Format: POSTER SESSION
Research or Academic (think about “no alcohol in food” group that came to the Forefront) - pipe and drape, exhibit halls, easels, no presenters
Delivery Format - BUZZ SESSION
divide participants into small discussion groups, each of which will then report group’s findings during larger session
Delivery Format: SEMINAR
lecture attended by a small group of 10-50, led by a specialist
Delivery Format: INTERVIEW STYLE
One-on-one interaction with a moderator (on behalf of the audience)/interviewer and an expert - think of a talk show!
Delivery Format: WORKSHOP
intense, often hands-on learning experience, limited number of attendees - to learn new skill or tackle an issue
- think “Santa’s workshop”
Delivery Format: FISHBOWL
group activity in the center, and a group observing around them - think a cat watching a fish in a fishbowl
example: could be used as part of interview process
Delivery Format - COLLOQUIUM
informal meeting - academic or research nature, little regularity - only when deemed convenient and useful - go over ideas
- think “Casual” “Chat”
Delivery Format - OPEN SPACE TECHNOLOGY
agenda is determined by arrival of participants, facilitator assists - parallel working sessions
- think Unconference = On the Spot! = this is an umbrella term for these types of event formats
- no real guidelines, no real time limits
- law of two feet - getting and giving, and then leaving on two feet to another group
- pollination, spreading messages to different groups throughout the event
Delivery Format - PechaKucha - Similar to Ignite Presentations (20 slides/15 seconds each)
originated in Japan - series of short presentations - 20 slides/20 seconds each
Delivery Format - SYMPOSIUM
meeting of experts in a particular field (academic/research), papers are presented, ideas on certain subjects and problems
- think regularly “Scheduled”, “Structured” “Solves” a problem
Program Flow
Outlines the timing of each element and helps provide a realistic time frame - too crowded? too many time gaps?
Should be outlined in on-site management documents:
- Event Specifications Guide (ESG) - shared at least 14-30 days before event to ALL (not executives) - YOUR everything!
- Detailed Agenda - for YOUR STAFF! frontline/registration staff and key hosts
- Scripts for MC/Host - really to aid attendees and the program flow
- Attendee Agenda = FOR ATTENDEE - Program for attendees only, basic information
Measure Event Success - helps event professional demonstrate value of event
- Determine appropriate objectives! - why is this event being held and what we hope to accomplish? - brings value to the org.
2 ASK QUESTIONS to determine these objectives and values - what it is they need to learn? how do we want them to feel after the event? etc.
Engage Speakers and Performers
(content-based Speakers, Facilitators, Moderators, Hosts
chosen based on overall event objectives - best fit for format/delivery and audience interaction and engagement
should enhance your event
needs of attendees and educational goals of event
type of speaker should be considered
event budget! and availability of speaker - can they travel to the country the event is being hosted in?
with each type of speaker serving a different function, there will be different considerations for how they are engaged and prepared
Speakers Bureau - can save time, money - does not cost you anything to use speakers bureau, and the speaker pays the bureau a commission for making a booking.
Excellent source to find perfect speaker for event
There is a fee that is usually included with the quoted price
Can provide suggestions based on your needs, budget etc.
Do not contact speaker directly! Only through bureau.
Speaker Criteria
different criteria for each different speaker type
criteria should be established in advanced and weighted to allow for easy comparison - includes opinions of all stakeholders
Weighted Speaker Selection Criteria Sheet
always keep goals and objectives and culture - organization’s and where event is being held
always keep the location of the event in mind!
Professional Speakers should have certificates - CSP, CPAE
Music Licensing
Do you need a license at your event? - depends on the country, most countries have a licensing society that represents talent - avoids contacting them directly
US = American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music (BMI)
Copyright Infringement and Intellectual Property
- a song is the writer’s and/or performer’s property! and we must get permission to use it in public places
- EXCEPTIONS include: private social events (weddings, mitzvahs), worship services (as long as they are not being televised) and teaching activities held by non-profit educational institutes (K-12)
- ANY OTHER PUBLIC EVENT sponsored by a business, org., assoc., must have a license! - permission must be gained for every meeting, convention, trade show etc. - even employee only events!
- “Blanket License” = can be purchased through ASCAP and BMI and SESAC - they grant you permission for any music in their library, and they pay royalties to artists
- can use “Library Music” or “Royalty Free” that has already been cleared for public use
- use original music and can use all 3 ways - Performance, Mechanical, Synchronization
Musical Licensing Rights - 3 different kinds
Performance Rights = licensing only covering performance of songs
Mechanical Rights = needed if you are AUDIO-TAPING for DISTRIBUTION, these rights needed from publisher
Synchronization Rights = is using songs for a multimedia or video format, these rights needed from publisher
Food and Beverage
needs to know event goals, budget, profile of attendee, event specifications (program schedule, dates, time, expected attendee #)
This will help to determine style of food service and Menu! (example: those with MS - can’t cut food well, or too garlicky - professional setting? etc.)
Consider asking food service providers how they incorporate sustainability in their food and beverage service.
-How much food is wasted? - keep this information in mind for future events!
Special Dietary Requirements
Site/Caterer - ask how venue or caterer manage dietary needs of guests
Event Registration - collect dietary needs and medical action plans, if any, as part of this process
Menu Selection - distribute all dietary needs to all in advance of event
Pre-Con Meeting - confirm all processes in place, make sure all staff know who and what is being served in response to dietary restrictions
On-Site Registration - confirm with guests, give tickets if needed, emergency response/contact update
During Event - everything should be properly labelled, staff knows all ingredients
F&B Legislation and Regulations
Liquor Licensing - every place will have its own laws related to alcohol service - designed with public safety in mind, must be followed to avoid fines and risks
Food Safety - food production, delivery, cooking temps, allowable service times on buffets - to eliminate food pathogens, again every place is different - know rules in local area, use DMC to assist
Public Health - buffet times and temps, food temps, freezer and equipment temps, handwashing stations, ground faults - think public health inspector
Quantity Calculations
- calculates appropriate quantities for food & beverage, also for staffing - important for budget management, ensure sufficient provisions for event
Staffing - will depend on a lot of factors: # of guests, attendee profile, style and format of event etc.
Front-of-house Staff Ratios:
1 server to 20 guests
high-level service dinner - 1 server to 10 guests
1 bartender to every 75-100 attendees, if they will be coming in intervals
1 bartender to every 50 attendees, if they will all be arriving at once
Service Styles = how food is served, based on numbers, desired traffic flow, program, theme of event, attendee profile
Butler Style - “butler” serves food with tray - always! - either apps or dinner service (server stands to the left), food is served from tray
Plated - have to think about space for waiters
Buffet - buffet stations take up room!
Cafeteria Service - Servers place food on plates for attendees from buffet, trays
Food Stations
Action Stations - or think Chef Attended Stations
Concessions - pay on your own service, no cost to the event host, think about a Fair
Family-Style (English) - effective for networking, large platters set on table, attendees serve themselves
American (Pre-Plated) Service - food is put on plate in kitchen and then served - quick/efficient, servers can serve more = less cost for you
Russian Cart Service - Server plates food at table, then serves each individual attendee - most often seen at restaurants, 2 servers/table
French Cart Service - Like Russian Service, but then a SPECIFIC item is prepared and served table-side (dressing is made, salad is tossed, garnish is added, flambé), service carts, trained staff, smaller groups only, main event usually
Food & Beverage Providers
Exclusive Providers - in-house providers, includes equipment & staffing
Preferred or Approved Providers - have been chosen by the venue for their quality, experience, familiarity of venue etc.
RFPs and Contracts
low-bid approach: focuses on who will get the job done for the lowest price
value approach: considers who will provide the best value
Beverage Service Options
Open (host) Bar - event pays all costs
Cash Bar - patron pays individual costs
Sponsored Bar - sponsor pays all costs
Ticketed Bar - event/sponsor pays for tickets and tickets are controlled
Combination Bar - open and cash bar components
How are you paying? - by the hour (only available in some countries/states), by the drink, by the bottle
Environment Design
- Should establish functional requirements based on Goals & Objectives (networking, discussion, listening etc.)
- Determine types of attendee areas needed like, registration, functions rooms, exhibition rooms, security area etc. = function areas
- Desired atmosphere based on: audience, and objectives of event
- Throughout environment design planning - CONSIDER YOURSELF AN ATTENDEE
Set-ups Based on Audience Interaction
Presenter-Focused: maximum capacity over interactivity - general sessions and keynote presentations, attendees are passive. Examples: Theater, Auditorium, Chevron, Classroom
Partially Interactive: encourages group discussion along with a speaker’s presentation, needs to face the speaker but also allowed to engage with the group. Examples: U-Shape/Horseshoe, Crescent Rounds, Team/Pod Style, Two-Tiered (think Fishbowl!)
Highly Interactive: attendees will be actively involved in discussion, may be a facilitator, but part of the group, equality in group dynamics, not great for AV presentations. Examples: Boardroom/Conference, Hollow Square, Closed Circle
Banquet/Reception: round tables of 60”, 66” and 72”, if AV or presentation use platform of 18” or higher, also T-Shape and Horseshoe set-ups may be used for smaller events
Best Practices for Function Space Configurations
- Staging - set on long side of room - bring attendees closer to presenter
- Consider AV needs, and attendee AV needs (PC, phones etc.)
- Minimize straight row seating - use Chevron, curved rows
- Avoid center aisles! - the center is the best view! - use side aisles
- Set the room with at least a few inches between chairs
- Plan for quick sets! - easy rearranged if using the same space for different functions
- Consecutive Sessions? - keep similar events in the same space so you don’t have to flip any rooms
Function Room Space Requirement
- The Rule of 10/20/13!!
Example of how to use this information:
- Stand-up Reception of 100 people, how much space is needed?
100 people x 10 sq. ft. = at least 1000 sq. ft.
- 250 people in a Theater Style, how much room needed if they also need 700 sq. ft. for a stage, and 300 sq. ft. for a registration table?
250 people x 10 sq. ft. = 2500 + 700 + 300 = at least 3500 sq. ft. needed for event
- You have a 10,000 sq. ft. room, Classroom Style needed, and also need 500 ft. for bar, 100 ft. for dais, 1000 ft. for stage, how many people will fit?
10,000 - 500 - 100 - 1000 = 8400 / 20 ft. = 420 people
Set-Up Styles:
Stand-up Reception = each attendee needs 10 sq. ft. of space
Theater Style = each attendee needs 10 sq. ft. of space
Classroom Style = each attendee needs 20 sq. ft. of space
Banquet/Crescent Style = each attendee needs 13 sq. ft. of space
Exhibition Booth Set-ups
normally 10’ x 10, with 8’ height!
Linear Booths/In-Line = arranged in a straight line, surrounded on the right and left, with only one side exposed to the aisle
Corner Booth = part of a linear booth layout, but located at the corner, exposed to two different aisles on two sides
Perimeter Booth = part of linear booth layout but backs the WALL and not another booth
End-cap Booth = comprised of two booth and is exposed to aisles on three sides
Peninsula Booth = exposed to aisles on three sides and is comprised of AT LEAST four booths - 2 types: backs a row of linear booths or backs another peninsula booth (aka. Split-Island Booth)
Island Booth = any size booth that is exposed to aisles on all four sides - usually 20’ x 20’
Extended Header Booth = Linear booth that is 20’ or longer with a center extended header
Lecterns, Podiums, and Platforms
Lecterns: speaker-support furniture, slant topped reading stands, either tabletop or free-standing
Podium: raised speaker’s platform - freestanding lecterns are often placed on podiums
Dais: raised platform for a head table
Platforms or Risers: usually come in 4’ x 8’ or 6’ x 8’, and many different heights - usually no more than 32 inches
Handrails: used for safety on raised platforms
Identify Venue Assets and Limitations - first entrance to final exit, must meet your objectives
Key considerations to selecting décor and furnishings:
- Available square footage
- Ceiling height and structure
- Existing environment
- Access to the room - doors, loading dock
- Time - how much time
- Walls and rigging points
- Power accessibility
- Décor maintenance over the course of the event, if applicable
Elements in the Environment Design Plan
- Floor Plan - indicate entrances, exits, and any that will be blocked, pillars, backstage area, dance floor, bar etc.
- Include AV - location of power drops, technical staff, storage space - if needed
- Branding Requirements - where will brands be placed, color scheme, décor location, signage
- Safety Requirements - freestanding objects anchored down, aisles and walkways not blocked, venue rules to be followed
- Once completed - copies must be sent for approval to:
Client - budget, branding, safety
Venue - include all along with ESG
Fire Marshall/ Other Authorities
- Can be edited to each individual to cater to their most important needs
Event Signage - to help with branding, recognition, and direction, traffic flow, provide information
Materials - corrugated plastic/alligator board, PVC sheet, showcard, foamcore, vinyl (for banners), roll up (printed vinyl, usually more than 7ft. tall)
Types of signage =
Modular - used for one or multiple meetings, reusable, can include inserts that change the posting for multiple uses
Digital - easily adjustable, avoids shipping and storage, sometimes comes with a fee to use at venue
Hand-held - held by staff, or just a staff member helping to guide attendees and ask questions
Meter Board - large sign, 8ft. x 3ft.
Think about suppliers and installers - who will rig signs? easels - who will provide?, exterior signage guidelines, signage daily responsibilities
Manage Technical Production
- Determine requirements for staging and technical equipment - what AV is needed
AUDIO
- Includes an input source (microphone), a mixer, and an output device like speakers
-Mixer = needs to be used anytime you have more than one source to be amplified - takes all signals from microphones and any other devices that need to be played audibly
-Amplifier = sound is sent from mixer through the amp, which increases the sound levels of the signals to be sent out of the speaker
-Equalizer = allows technician to alter properties of the sound in many ways - boost or decrease bands
-Subwoofers = increase bass
-Delay Center (Fill-Type Speakers) = small speakers used to cover range
-Monitor (Fold-Back Speakers) = speakers used to let presenters hear themselves, and from other sources as well, like questions from audience.
VISUAL
- Light emitting diode (LED)
- Screens: should be at least 5ft. off the ground, 1.5 times the width of screen (away from projector), projection must be 90 degrees to the screen
LIGHTING
- Ellipsoidal (Leko) Light: focused beam of light that can be shaped and controlled
- Gobo: fabricated insert into Leko light to further shape light (logo, scenery etc.)
- Par: less focused beam of light - broader area with an even light
- Fresnel: a softer, beam-focusing light
- Light emitting diode (LED) - nearly any color can be created by adjusting the light ITSELF, and are energy-efficient
- “Intelligent” lighting - can be programmed to perform multiple functions (not fixed) as well as the basic functions listed above.
- Rigging: setting up different types of event equipment on a variety of event structures (trusses) either manually, by cranes, or hoists.
- Rigging equipment – cables, chains, ropes, clamps, straps etc. – to attach equipment to truss.
- Trusses bear the weight of massive speaker units, dozens of moving lights, hanging LED screens, staging sets, and any else that is in the air during your event.
PROJECTORS AND SCREENS and the 2h x 8h Rule!
- the minimum/maximum distance of an attendee from the screen
- will be given the width and Height in question (NEVER use the width in formula) = 10’ high, 40’ wide
- 2x Height = the MINIMUM of how CLOSE an attendee should be from the screen, the front row = 2 x 10 = the first row should start 20’ away from screen
- 8x Height = MAXIMUM of how FAR back the last row should be for an attendee to still see well = 8 x 10 = the last row should be no more than 80’ away from screen
ALSO, the Screen should be at least 5’ off the floor
Hybrid and Virtual Productions
Hybrid Events - two components at least, in-person and virtual
Virtual - wholly on-line
Webinars - virtual meeting
Speaker’s Lounge, Den or Ready Room - speaker’s location (either on-site or virtually) where they offer all their presentations/demonstrations
Think of:
Physical constraints - at venue and/or internet connection and AV capabilities
Program Objectives - production team must execute objectives
AV - CCC - capturing, composition and Webcasting
Capturing Event Content and Composing Event Content
Minimum of 3-4 cameras, with an operator behind each is a great set-up for a natural and close production view
the main driver of quality and cost is the number of cameras and operators used
One-Box Web-Cast: two images - camera image with sound and presentation slides
Pictogram: a postage stamp size copy of all the slides in a row - viewer may see these at the bottom of the screen - can scroll through, pick one and jump to that point in the presentation
Staging and Technical Equipment
Event Schedule - must allow for set-up, and break-down - make sure there is ample time!
Make sure there is enough parking and dock space; storage space
HVAC - make sure to account for laborers
Make sure supplier arranges for the correct equipment, and specify if there are any additional costs
Inspect room and do a final walkthrough of event spaces, AV, traffic-flow patterns etc.
Technical Production Operations
Engineer - lead technician
Project Manager - overseer of crew and liaison to event professional
Producer - oversees all details of technical production
Technical Director - works with project manager to oversee production schedule - all technical details
Stage Manager - work with all presenters and crew
Tech Rehearsal - run through, in order, of the entire show
Managing Movement of Attendees
Pre-Event Registration:
Registration - begins process, and you can control who can register (who are your attendees) - you could receive a unique registration code, name badge
Admittance-verification systems - may be needed as part of pre-event registration
Private, hosted event - corporate meeting
Paid public event - confirm eligibility for discounted rates (student/member rates etc.), can restrict access to certain groups and can limit registrants based on max. capacities
Credentialed event - sporting events, concerts, voting
On-site Verification:
Present a ticket, photo ID to check-in with registration personnel
Name badge, wristband or even RFIDs once inside to help track attendance
Levels and categories of registration - GA, VIP, exhibitors, sponsors etc. - make sure these are different!
Crowd Management Plans
Queues - provide tools that establish direction and order, keep people entertained while in line
Crowd mentality - when a crowd is being unsafe - make sure personnel is properly trained and empowered to head off potential problems
Crowd Management Plan:
Floor Plan - must include set-up info and capacities, and anything that may get in the way of traffic flow
Ingress and Egress - include front-of-house entrances and access control - includes all access points, entrances and exits - clearly signed!
Screening Systems - bag check, metal detector/x-ray, visual search by staff
Site Plan - for off-site venues - include fencing, staffed exits, evacuation plan, barricades, parking etc.
Signage - appropriate signage!!
Manage Protocol/Etiquette Requirements
Order of precedence - who is recognized first!, If equal rank, they are ranked in order of precedence by date/hour they presented their “letters of credentials”
Titles and styles of address - can contact embassy for guidance, if need be
Invitations - proper salutation in invitation
Flags - display flags properly - if two or more flags are displayed, one is never placed above another
- if displayed on crossed staffs, host nation’s flag is up front
- flags should never be used for advertising purposes
- national anthem - VISITOR’s anthem is played before host’s
Religious, cultural and ritual observations - keep in mind!
Introductions - international events follow a more formal protocol, one person speaking at a time, highest ranking or honored person is stated first, “May I Present…”, stand to make and receive intros.
HOW = higher, older, and women
Seating Arrangements - seating by rank, table host should be responsible for intros, placecards, menu cards
