Meeting or Event Design - Domain G - 51 Questions

Question 1

EVENT DESIGN - start to DEVELOP event objectives that align with overall goals and objectives of organization!

Answer 1

• Developing Program
• Engaging Speakers and Performers
• Coordinating F&B Services
• Designing Event Environment
• Managing Technical Production
• Developing Plan to Manage Attendee Flow

Question 2

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

Answer 2

1. Inspiration - understand what challenge the meeting is trying to solve (goals & objectives)
2. 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
3. Implementation of the design IDEA - includes collaborating with marketing team to deliver message and engineering experience for attendees

Question 3

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

Answer 3

**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

Question 4

DEVELOPING THE PROGRAM

Answer 4

1. ALWAYS begins with establishing goals and objectives
2. Also, what are the needs of stakeholders??
3. Sit in attendees chair ! - Maslow

Tim Brown - CEO of IDEO

Question 5

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

Answer 5

1. 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.)
2. 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
3. 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
4. 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
5. Principle of Experience: put yourself in the attendee chair!, Ideation Stage = event designer visualizes the event, AND is then realized during the Implementation Stage

Question 6

Determine Program Components - depending on type of event, can include educational or team-building sessions, entertainment, F&B functions, exhibits etc.

Answer 6

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)

Question 7

Select Program Content and Delivery Formats

Answer 7

1. goals and objectives of meeting/stakeholders
2. needs of audience
3. preferred method of learning
4. active vs. passive involvement?
5. 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?

Question 8

Delivery Format - AUDIENCE REACTION TEAM

Answer 8

4-5 attendees question main speaker from the stage with questions from audience and follow-up questions

Question 9

Delivery Format - BarCamp

Answer 9

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

Question 10

Delivery Format - BREAKOUT OR CONCURRENT SESSIONS

Answer 10

includes a speaker/facilitator and goes in-depth into a focused topic

Question 11

Delivery Format: POSTER SESSION

Answer 11

Research or Academic (think about “no alcohol in food” group that came to the Forefront) - pipe and drape, exhibit halls, easels, no presenters

Question 12

Delivery Format - BUZZ SESSION

Answer 12

divide participants into small discussion groups, each of which will then report group’s findings during larger session

Question 13

Delivery Format: SEMINAR

Answer 13

lecture attended by a small group of 10-50, led by a specialist

Question 14

Delivery Format: INTERVIEW STYLE

Answer 14

One-on-one interaction with a moderator (on behalf of the audience)/interviewer and an expert - think of a talk show!

Question 15

Delivery Format: WORKSHOP

Answer 15

intense, often hands-on learning experience, limited number of attendees - to learn new skill or tackle an issue
- think “Santa’s workshop”

Question 16

Delivery Format: FISHBOWL

Answer 16

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

Question 17

Delivery Format - COLLOQUIUM

Answer 17

informal meeting - academic or research nature, little regularity - only when deemed convenient and useful - go over ideas

• think “Casual” “Chat”

Question 18

Delivery Format - OPEN SPACE TECHNOLOGY

Answer 18

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

Question 19

Delivery Format - PechaKucha - Similar to Ignite Presentations (20 slides/15 seconds each)

Answer 19

originated in Japan - series of short presentations - 20 slides/20 seconds each

Question 20

Delivery Format - SYMPOSIUM

Answer 20

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

Question 21

Program Flow

Answer 21

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:

1. Event Specifications Guide (ESG) - shared at least 14-30 days before event to ALL (not executives) - YOUR everything!
2. Detailed Agenda - for YOUR STAFF! frontline/registration staff and key hosts
3. Scripts for MC/Host - really to aid attendees and the program flow
4. Attendee Agenda = FOR ATTENDEE - Program for attendees only, basic information

Question 22

Measure Event Success - helps event professional demonstrate value of event

Answer 22

1. 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.

Question 23

Engage Speakers and Performers
(content-based Speakers, Facilitators, Moderators, Hosts

Answer 23

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

Question 24

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.

Answer 24

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.

Question 25

Speaker Criteria

Answer 25

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

Question 26

Music Licensing

Answer 26

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)

Question 27

Copyright Infringement and Intellectual Property

Answer 27

• 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

Question 28

Musical Licensing Rights - 3 different kinds

Answer 28

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

Question 29

Food and Beverage

Answer 29

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!

Question 30

Special Dietary Requirements

Answer 30

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

Question 31

F&B Legislation and Regulations

Answer 31

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

Question 32

Quantity Calculations

Answer 32

• calculates appropriate quantities for food & beverage, also for staffing - important for budget management, ensure sufficient provisions for event

Question 33

Staffing - will depend on a lot of factors: # of guests, attendee profile, style and format of event etc.

Answer 33

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

Question 34

Service Styles = how food is served, based on numbers, desired traffic flow, program, theme of event, attendee profile

Answer 34

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

Question 35

Food & Beverage Providers

Answer 35

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.

Question 36

RFPs and Contracts

Answer 36

low-bid approach: focuses on who will get the job done for the lowest price

value approach: considers who will provide the best value

Question 37

Beverage Service Options

Answer 37

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

Question 38

Environment Design

Answer 38

• 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

Question 39

Set-ups Based on Audience Interaction

Answer 39

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

Question 40

Best Practices for Function Space Configurations

Answer 40

1. Staging - set on long side of room - bring attendees closer to presenter
2. Consider AV needs, and attendee AV needs (PC, phones etc.)
3. Minimize straight row seating - use Chevron, curved rows
4. Avoid center aisles! - the center is the best view! - use side aisles
5. Set the room with at least a few inches between chairs
6. Plan for quick sets! - easy rearranged if using the same space for different functions
7. Consecutive Sessions? - keep similar events in the same space so you don’t have to flip any rooms

Question 41

Function Room Space Requirement

• The Rule of 10/20/13!!

Example of how to use this information:

1. Stand-up Reception of 100 people, how much space is needed?

100 people x 10 sq. ft. = at least 1000 sq. ft.

2. 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

3. 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

Answer 41

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

Question 42

Exhibition Booth Set-ups

normally 10’ x 10, with 8’ height!

Answer 42

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

Question 43

Lecterns, Podiums, and Platforms

Answer 43

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

Question 44

Identify Venue Assets and Limitations - first entrance to final exit, must meet your objectives

Answer 44

Key considerations to selecting décor and furnishings:

1. Available square footage
2. Ceiling height and structure
3. Existing environment
4. Access to the room - doors, loading dock
5. Time - how much time
6. Walls and rigging points
7. Power accessibility
8. Décor maintenance over the course of the event, if applicable

Question 45

Elements in the Environment Design Plan

Answer 45

1. Floor Plan - indicate entrances, exits, and any that will be blocked, pillars, backstage area, dance floor, bar etc.
2. Include AV - location of power drops, technical staff, storage space - if needed
3. Branding Requirements - where will brands be placed, color scheme, décor location, signage
4. Safety Requirements - freestanding objects anchored down, aisles and walkways not blocked, venue rules to be followed
5. 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

Question 46

Event Signage - to help with branding, recognition, and direction, traffic flow, provide information

Answer 46

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

Question 47

Manage Technical Production

Answer 47

1. Determine requirements for staging and technical equipment - what AV is needed

Question 48

AUDIO

Answer 48

• 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.

Question 49

VISUAL

Answer 49

• 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

Question 50

LIGHTING

Answer 50

• 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.

Question 51

PROJECTORS AND SCREENS and the 2h x 8h Rule!

Answer 51

• 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

Question 52

Hybrid and Virtual Productions

Answer 52

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

Question 53

Capturing Event Content and Composing Event Content

Answer 53

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

Question 54

Staging and Technical Equipment

Answer 54

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.

Question 55

Technical Production Operations

Answer 55

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

Question 56

Managing Movement of Attendees

Answer 56

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!

Question 57

Crowd Management Plans

Answer 57

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!!

Question 58

Manage Protocol/Etiquette Requirements

Answer 58

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