Event Themes and Design

This reflective essay explores the importance of event themes and design. It discusses the execution and impact of event design, as well as the author's contribution to teamwork. Recommendations for future pitch preparation and delivery are also provided.

EVENT THEMES AND
DESIGN

Table of Contents
INTRODUCTION...........................................................................................................................3
A ) How the pitch was executed and employed and reflect on any internal and external
impacts and seven facets of event design ..............................................................................3
B) My Practice and contribution to teamwork during all phases of preparing the pitch........5
The team’s performance and outcomes, outlining any challenges that you experienced......7
Recommendations on how the preparing and delivery of the pitch could be enhanced in the
future.......................................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................10

INTRODUCTION
A reflective essay is an essay in which the writer examines his or her experiences in life.
The writer then writes about those experiences, exploring how he or she has changed, developed
or grown from those experiences. The format of a reflective essay may change slightly
depending on who the audience is. Now a days, Event theme and design is very attractive factors
in young generation. People wants to organize event with attractive theme and design. They
prefer to choose best and unique theme and design for their event to give best experience to their
guests. I had organized MTV new year Eve party 2019 with my talented team members. All the
task and work of the event divided into four member group. This report will include my all
experience and learning from the practical task and how the pitch was executed and employed
and its reflection on internal and external impacts. This report will also highlight my practical
and contribution to teamwork during the all stages of preparing the pitch and include the Gibbs
reflective cycle, Belbin theory for team roles.
A ) How the pitch was executed and employed and reflect on any internal and external impacts
and seven facets of event design
The effectiveness of event pitch is very essential to conduct the event in a very best way.
The perfect pitch enhance the guests experience and increase their satisfaction from the event. I
had organized a MTV new year Eve party 2019 with the best coordination of my team members.
The task was divide according to the 7 facets of event designs. The effectiveness of themes and
design in event has added a innovative and dynamic concept to event management. Best theme
plays a important role in enhancing the guests experience. The seven facets of event design
includes catering, content, entertainment, environment, production, programme and theme.
I was separated all these tasks in the 4 members of our group according to their talent and
specialisations. (Wong, Wan and Qi, 2015.)
Catering and programme
In the group, Member A team done program and catering for the evening. The member A
team selected the dishes and food menu very carefully. They major focus on the best food and
beverage quality by considering most general food allergies such as vegan, vegetarian and gluten
free. We also consider the dishes are appropriate according to the guests choices and desires. The
best choice of catering is important in the event because it is an important tool to enhance the

guests experience. The team also focused on the flavours and aroma of cuisines to increasing the
thematic experience and design of a new year event. They included great catering design such as
best menu selection, alcohol management, effective service style and catering operations. The
various internal and external factors directly influenced the events. Because of the lack of
catering staffs reduced the catering facilities and guests tolerated some food and beverage quality
issues. The program organized by the Member A team was well planned and very specific. The
program was for four hours, running from 4 PM to 9 PM. The discussion and meeting was for 1
hour, games and fun activities for half an hour, dance session for one hour and for one and half
hour food and beverage organized by the Member A.
Content and environment
The content and environment task was done by me. The content of the event was drafted
with the perfection. The invitation content, event title content was drafted with standard quality. I
was used white card with floral printing and italic text. The new year speech also was formalized
with standard words and attractive lines. Some internal factors like lack of availability of some
promoting tool make the content not so great. But the design of environment was done with
considered all measures and influences. The event environment plays a major to increase or
decrease the guests experience. The best venue location and environment made the event more
successful. I received the assistance from venue sourcing arrangements. The great atmosphere
and positive environment motivated and attracted the guests.
Production
The main production factors in the MTV new year Eve party 2019 were the best music,
quality food, attractive lighting, dance floor etc. Member C organized these all elements in a
very effective manner. He was only focused towards the managing the music equipments and its
efficiency. Main consideration of the member C was to maintain the production of food and
beverage and also managed the situation, if any deficiency occurred in it. But the external factors
such as lack of technical knowledge and equipments fluctuate the management of music program
and effective lighting.
Theme and entertainment
The designing of theme and entertainment task was done by Member D team. They
worked very hard to design and plan the theme according to the new year celebration. They
adopted various designs and planning to enhance the attractiveness of event with lots of

entertainment and effective theme. The member D team conducted huge research to ensure that
the event guests will enjoy more. They decided the colourful theme for their event and decorated
the event venue accordingly. They also developed that entertainment theme which captives the
emotions and feelings of guests. In the entertainment theme, stand up comedian and magician
included by the organizers. Perfect music, signing, dance, decorations, creative ambiance,
rewarding performances also involved in the MTV party for entertainment purpose. The member
D mainly given their focus on organizing guitar player, dancers, bands, DJ for creating a most
soothing and admirable environment in the party. In this team, the members adopted very
creative and attractive ambiance making techniques for the success of an event. (van der Bijl-
Brouwer and Dorst, 2017.)
B) My Practice and contribution to teamwork during all phases of preparing the pitch
According to the Belbin theory, the team roles are divided into nine roles such as Shaper,
completer or finisher, implementer, resource investigator, team worker, monitor evaluator,
coordinator plant roles and specialist roles. I was manage all the phases during the preparation
of the pitch. The helpful behaviour adopted by me during the preparation of pitch. I was mainly
focused on managing the team members for particular task and maintain a effective coordination
between all of them. All these activities helps to developed a managed team. By which team
members able to know their roles and identified their support in conducting tasks and event
management activities. I had competed all my activities as a coordinator, because its essential to
balance team members and task accordingly. The effective coordination helps the team members
to identify their roles and responsibilities towards the event management and operations. I also
worked as a implementer in the team, it is very necessary to provide the ideas into simple brief
and knowledge to the team for completing the tasks. It improved the strengths of A, B,C and D
team members such as Practical knowledge, systematic, reliable and efficient. I also helped the
team members by providing best opportunities, enthusiasm and creativity to improve their task
accordingly. As a monitor evaluator, I has performed the analysing activities and actions with a
great thinking and ideas to ensure that the team will conducting their operations with best and
practical approach. (Selin and et.al., 2015. )
Gibbs reflective cycle

Gibbs reflective cycle is a best best approach that encourage the person to think systematically
regarding the phases of activity or experiences. I had used all the stages of Gibbs reflective cycle
for the proper management of event team. (Ryba, Ronkainen and Selänne, 2015. )
Description
I was organized a MTV new year Eve party 2019 with the assistance of best team
members. The event is organized on the 31 December 2019. The event was organized at the best
and soothing place. I had completed my all duty by listening all the members views and
generated best decision for improving the group work and efficiency. Many guests attained the
MTV party and get enjoyed with fun and entertainment activities. (Riekkinen and et.al., 2016.)
Feelings

I was felt that the team members and supporters was very good and best in their
knowledge. The team members was very helpful and friendly in nature. They conducted their
activities with the more perfection and skills. All the guests in the MTV new year Eve party
2019, had enjoyed the event. I also felt that the effectiveness of event was fulfilled the guests
expectations and experience in a very great manner. (Mostafa, Chileshe and Abdelhamid, 2016.)
Evaluation
The all facilities and hospitalities provided by catering staffs was very good. The quality
of food and beverage was high. All the guests of the event were satisfied with the food menu or
dishes, more attracted by the superb music, singing, DJ and band performance. The deficiency in
the technical equipment created some trouble for the event management team but with their best
knowledge and skill, they become able to solved this problem. (Morgan, Howick and Belton,
2017.)
Analysis
From all the event activities, I analysed that the event team must be capable to do any
thing for controlling the fluctuate situations in the event. They have a ability to manage the
diverse or unfavourable situation during the event. All I analysed that, the management of food
ingredients is very because it can create major trouble during the making of food within the
decided time. (Knaving and et.al., 2015.)
Conclusion
From this MTV new year party, I gained lots of positive experience. That experience
helps to organise perfect event in the future. From this event, I also developed my management
skill, time management skill, communication skill etc. (Hao, 2017. )
The team’s performance and outcomes, outlining any challenges that you experienced
The performance of my team was outstanding which helped us to make us the event successful. I
faced a lot of challenges and with the help of the model which was given by Driscoll. (Goldman,
Snow and Vaughn, 2016)
What-
The event was MTV New Year's Eve 2019 and I got the job to manage this event. It is
considered to be one of the biggest events because of two things one it is attached with MTV and
second it is the most successful event in the eyes of the people and this is because they manage

the event with keeping everything in mind that satisfies the customers. This year I got the chance
to manage this event this was one of the biggest job for me and my team. I will have to make the
arrangements of putting the set, arranging food and drinks for the people, manage to put the best
sound system available so that people can enjoy listening to it. This event helps to bring joy and
fun every year at the time of new year. When I got this offer my reaction was pretty much
shocked and amazed that I got this amazing chance to manage this event. All I needed to do was
to check with my team that who were on board with it as it was a big event and only those people
whose performance was up to the mark were asked to be on the team as I could not take any
chances at the event of this level. All of them who were asked about the event was excited to be
a part of such big event and happy to make a contribution to make it successful. (Getz and Page,
2016.)
So What-
At the time of event I was having anxieties and facing a lot of pressure as it was a big
event and if anything goes wrong it will spoil the whole reputation of me and my members. My
feeling was not at all different from what the others were feeling at the time of event. There were
some issues and challenges we had to go through all because me and my team was taking too
much pressure about it. The performances which were supposed to be happen at 5:00 PM started
an hour late because of the arrangements of set which made the people wait for long and it took
time of other celebrities who was about to perform live but apart from this we managed
everything in a better way that is to ensure the service of catering which has offered multi cuisine
food in the event and drinks with a lot of varieties available. So people can buy things according
to their taste and preferences. I admit that if we had communicated better than we wouldn't have
faced the issue of timing. Me and my team performed better in the aspect of marketing. We
gathered many sponsors for the event which invested a lot of the money and helped it make it
possible to conduct the event. Apart from this issue the performance of the team was outrageous
and I could not have managed it better without them. (Connolly, 2015.)
Now what-
This stage of the model allows me to take the steps differently next time so that next time
if I get the chance or a big opportunity like this then I will do things differently next time. If I
chose to do nothing then the next event may get worse and I may stop getting events. That is why
I have to make it sure to improve the skills and performance of my team so I get bigger events

and we all can manage it efficiently. To get more events like this I had to gather and collect
sources and information from the market. This will help me to remain in touch with others who
can help me pursue my goals. If I keep in touch with them people will remember me just like
when the commercials of products advertises on TV. Next time if I get the chance to conduct this
event then I will not commit the same mistakes again. I need to go under practice and learn from
the best and I need to plan properly for the outcome I am targeting so that at the time of event I
don't face any problem. I believe that I need to improve my planning and communication skills
better so that I can coordinate easily with the team and make them understand the plan of work. I
need to start comparing my work with others so that I can see where I am lacking and improve
those wrongdoings which I am committing while conducting the operations of the event so that
next time I get a big event I will be prepared for it and take measures which help me improve my
style and pattern of working. (Bauer and et.al., 2017.)
Recommendations on how the preparing and delivery of the pitch could be enhanced in the
future
I will pitch the event in a creative so that it does not loose the interest of the target audience as
people like hearing to things which are new to them. In the pitch I will mention the changes
which will help in revolutionizing the factors of the event. I will deliver the speech in an
intelligent manner. I have to make sure to spread the impact of the pitch in a charismatic way. I
recommend that pitch must show the ambition of the event manager so that it shows the
company that how focused and dedicated the manager is towards the event. At the time of pitch I
suggest that full focus must be on grasping the attention of the audience because first
impressions count. Highlighting the attributes at the time of delivering the pitch is necessary in
order to make first impression in a decent and positive manner. The person who is delivering the
pitch must think before delivering the pitch as words cannot be taken back after they come out of
the mouth so they need to take correct measures while delivering it. Beginning from the title it
must be in a unique manner that attracts the target audience. If they capture the attention of them
right from the beginning then they will be able to convince them in making the deal. The pitch
must highlight or mention the purpose of the event so sponsors or other people can know if it is
viable or not to invest the money in it. Most focus of the pitcher must be on the technique of
opening and then explain the process with using the creativity. The objectives and purpose must
be explained according to the potential and amount of knowledge they possess. At the time o

pitching proper tools must be used to make the audience explain easily. It must not be too
lengthy the pitcher must ensure that it must be completed in a given time so that they does not
loose interest and skip the pitch. (Ayers and Robson, 2016.)
CONCLUSION
From the above studies it has been concluded that how the pitch must be used to pursue the
event successfully and the measures which have been highlighted to conducted the event in a
successful manner by satisfying the needs and wants of the people. All the things that was to be
done by the manager is highlighted in this report that is the theme of the event, marketing of the
event, production and sponsors of the event. Apart from this to make it understand two models
have been used one is of Gibbs reflection model and another one is reflection of Driscoll.
Recommendations for improving the pitch has also been highlighted in this report.

REFERENCES
Books and Journal
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Routledge.
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