The Event ExperienceEINTROEVMM. Aldana ‘17

The Event Experience

• What the audience came for and what they will remember.• This is the part where the event plan takes flesh and the

excitement builds up for the event team.• Creative juices will start to flow, be sure to stay focused on

the event objectives and on the audience, taking advantage of the venue and its features.

• Deliver the event’s message in the best way that the audience will appreciate.

The Event Theme

• Another way of looking at the theme is to think of it as a creative handle – an idea peg which inspires you to design the look, feel, sound, smell, and taste of the event.

• As you put the elements together, visualize what will happen. The aim is to make a powerful first impression and a last impression that lasts.

The Event Theme

• Create an event that ties in the five elements in a unified experience – each flowing straight to the other seamlessly, and each contributing to the message and the objective.

5 Elements a Manager must plan for

• Invitation – how will you make people aware of the event? How will they be invited?

• Registration – how will the participants sign up or confirm attendance to the event? What will happen when they arrive at the event?

• Atmosphere – what will be the over-all look and feel of the event? How will this be executed through décor, room layout, sounds, lights, tablescapes, and even the smell?

5 Elements a Manager must plan for

• Program – what will be the activities at the event? What will the content be? How will the activities be sequenced?

• Treats – what pluses will make the guest better enjoy and remember the experience? What food and beverage will be served? Are there gifts for guests to take home? Will there be activities for spouses and family who will come along? Will there be recreational activities outside of the event program?

Invitation

• This is your chance to make a powerful first impression.• Make the prospect come to the event!• The style of the invitation and the way the guests are

invited create perceptions about the event, and this perception must come on very strong to make the prospect not only interested but compelled to come.

• It is at this point that expectations are set.

Invitations

• Invitations must have the following information:• Title of the event or what the event is• Who is hosting the event• Day, date, time• Venue• RSVP (state name of contact person and phone number)• (Optional) attire or other instructions for the guests

Invitations

• Apply the event theme on the invitation materials.• Use one logo, color motif, and a “look” or artwork that will

be carried throughout the event.• A unified look allows for easy identification and recall, and

reinforces the message that you want to send your prospects.

• An invitation is a prelude to the event. It is the first taste of what is come.

Registration

• Plan what will happen as the guests or audience arrive at the event.

• For events that require a registration, decide on having either a pre-event or on-site registration, or offer both options.

• Pre-registration helps the event team plan for seating, food, amenities, and provides an assurance of an audience.

• In situations where confirmation is crucial, the organizer may provide incentives for early registrations; an early bird discount, a gift, a special reception, entry to a special raffle, or few-of-a-kind promotional items.

Registration

• Information gathered from registration is important.• It is used for profiling the audience, attendance

measurement, follow-up communication, prospecting, and security check, among others.

Atmosphere

• How will the event look like, sound like, smell like, feel like, and taste like?

• Take the audience’s perspective and create an atmosphere that will lead to a memorable experience.

The Event Site Plan

• When planning for the layout of the event site, consider:• The size of the event site• The activities that will be happening in the area• The flow of activities and the proximity of each activity area to other

areas• Space requirements for each activity based on the number of

participants involved• Security• Accessibility• And versatility

Ways to Organize Space

• Centralized• Linear• Radial• Clustered• Grid

Setting up the meeting room

• Theater style• Classroom style• Herringbone• Banquet style• Crescent style• Conference style• U-shape• Hollow rectangle/square

Planning for sensory cues

• Get the guests engaged by tapping into their senses.• Plan what the audience will see, hear, smell, touch and

taste.• Create an environment that appeals to all senses.

Program

• This is your plan as to what will happen at the event.• This is where you start to build the event details:• Program structure and running order• Break-out sessions• Timing of each detail• Help required, who does what• Audio-visual and staging equipment

Program

• The key is to lay out as much time you have for the event, and then fill-up the schedule with activities.

Activities

• Fill the schedule with activities that will help achieve the event objectives.

• Create a sequence that builds up on topics of high interest and excitement while sustaining audience interest through parts of moderate interest..

• It is a good idea to end on a high-note.

Treats

• Complete the event experience with extra treats for the guests – some essential, other optional.• Food and drink• Pocket events or companion activities• Gifts and giveaways