(Solution) Events Design : PDF

EVENTS DESIGN

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY ................................................................................................................................3
Theme Design.............................................................................................................................3
Content Design............................................................................................................................4
Programme Design......................................................................................................................4
Entertainment Design..................................................................................................................5
Environment Design....................................................................................................................6
Production design........................................................................................................................6
Catering design............................................................................................................................7
CONCLUSION................................................................................................................................7
REFERENCES................................................................................................................................8

INTRODUCTION
Event design can be described as the process of developing a vision and plan to conduct a
particular event in a effective manner. It can also be stated as the creative and visual aesthetics
fro an event. The event design consists of activities like staging, equipment hiring, installations,
decorations, colour themes, food, lights, etc. it basically links the objectives with the theme of
the event. Event design helps in bringing a wow factor in the event and helps in making it a great
success. It can be said that event design is both critical and fundamental in conceptualisation and
delivering a event in successful manner (Azzali, 2017). Event is very important as it ensures the
success of the event because a poorly organised event will be a disaster and will damage the
image of the company organising it. Event designing is essential as it reduces the wastages and
make sure that all the activities involved should run smoothly. The present report will
demonstrate two events which are Met Gala and Love box festival. The Met Gala will be a trade
show and will held on 6th May, 2019 in New York whereas, the love box will be a music festival
and will be held between 12-13 July, 2019 in London. The report will follow the EMBOK model
which consists of three dimensions like domains, phases and processes.
MAIN BODY
Theme Design
At the time of creating an event the organiser is required to focus on the theme of the
event as it is the most important part. Theme design is considered as the central element of the
strategic implementation process for any event. It helps in defining the overall look for an event
with the help of styles, colours, sounds, etc. Theme design is constructed on the basis of the
purpose a event is being carried out for and on the basis of the targeted audience for the event as
it must be compatible with their needs and wants.
Theme design varies on the basis of nature of events as a theme for the trade show will
not suit in the music festival. The event planner is required to plan theme for the trade show in a
very elegant form, as this event is also known as Met Gala and is a annual fundraising gala
conducted for providing benefit to the Metropolitan Museum of Art's Costume Institute in New
York. So, it will be apt for the organiser to form a theme like fashion themes that will help in
setting a tone for the annual exhibit in effective manner (Liu, 2017). The theme of Met Gala for

2018 was “Heavenly Bodies: Fashion and the Catholic Imagination”. Whereas, love box is a two
day music festival and is attended by the young generation people at a very large number. So, the
theme design for this event will be very different from the above one. The theme for this music
festival should be eye catching, funky and should involve dark themes to engage the audience in
effective manner (Schlegel, 2017).
These themes will help both the events in fulfilling their own purposes respectively and
will also satisfy the needs and wants of the audiences properly.
The colour schemes is the choices of colours that will be used in designing the theme for
both the events accordingly. The organiser is required to choose the colour schemes according to
their themes as it contains different monochromatic shades of a single colour.
Illustration 1: Theme of Met Gala

Content Design
It is the crucial duty for the event organiser to create a effective content for the specific
event. The content design should be in a functional and usable form for everyone. It should
contain effective topics a event is constructed for and is need to portray creative ideas and
content strategies for publishing on the social media platforms to attract more and more people to
take part in the event to make it successful. Content design basically helps in defining the man
objectives for which the event is carried out. As, the Met Gala objective is to provide benefit to
Illustration 2: Theme of Lovebox

the Costume Institute and to fulfil this objective the event organiser is required to form the
content accordingly. The funds raised as a result of execution of this event goes to Costume
Institute. Whereas, the objective of love box is to entertain people and to let them enjoy the
musical genres like hip hop, indie, rock, grime, etc. and by that the organiser wants to earn profit
in best possible ways. The main aim of content design is to communicate the message of the
event to the people and to make their contribution accordingly (Hanrahan and Maguire, 2016).
Many times these music events are also organised for a particular message to the society related
to a social issues, etc. Met Gala will provide the message of raising funds for the betterment of
any organisation in the society and to help them in functioning properly. These messages are
delivered at the time of preparing invitations, advertising pamphlets, etc. with the motive to
derive the targeted audiences in large numbers.
Programme Design
The event organiser is to plan the event activities in a well organised sequential manner
to conduct the event in a smooth manner. It will help in designing the event in a very productive
form and will maintain the effectiveness respectively. The agenda of the activities will be totally
different in the chosen two events. Met gala will consist of activities like cocktail hour, guests
arriving on the red carpet, dinner parties, etc. whereas, the activities in the musical events are like
welcoming musicians, and different performances, etc. the event schedule for the Met Gala will
be of limited hours accompanied by dinner. These activities are timely scheduled so as to ensure
an orderly conduct. The events starts taking place from evening 5PM and continues till 10PM
and the dinner takes place after an hour at 11PM. Whereas, the musical festival schedule
continues for 2 days and will describe the time of the different performances accordingly and
dance performances in between as well for entertaining the audience (Poynter and Viehoff,
2016). The activities of the events has been formatted in the way according to their nature and
the preferences of the people. The activities and schedule are formatted by measuring the various
factors to avoid major disruptions. Lovebox starts at 7PM and continues till 1AM at night. The
event organiser is required to construct the programmes in a way that it should engage the
audience and to carry out the event in well organised manner that will also help in reducing the
wastage of time and money. The proper designing of the event programmes will shape the event
in a very prosperous manner. It will provide great experience for the people coming in the events

as the programs are well defined and properly constructed and it will avoid the irrelevant
problems occurring in the market.
Entertainment Design
The entertainment choices in the event depends on the nature and type of the event and
the purpose for which it is conducted. The event organiser is liable to design a effective
entertaining plan for the audiences coming to enjoy the event. The two events defined above will
have different entertaining activities as one is the Met Gala and it will include activities like
performances of instruments, couple dance, performances of some renowned artists, etc. to
entertain the guest and to make the event effective and of great success, whereas in the love box
event the entertaining activities will include performances of the different music bands and
famous singers, it also consist of dance stages in the premises to keep the audiences engaged and
to entertain them. It will lead in creating a positive impact of the event. The chosen entertainment
activities in both the events will result in creating benefits for the attendees as it will keep them
engaged in the event and will allow them to get entertain in the fullest manner. It also leads in
providing a very clam and soothing atmosphere in the event. The attendees will receive the
opportunity to see the performances of the famous artists and some great acts as well. The event
organiser of the Met Gala can include the glow show which is a spellbinding display of technical
prowess and coloured lights that will help the attendees in taking perfect photos whereas, the
love box can include the event walls in the concert ground, it will result as a great place for the
attendees to take selfies and leave their impressions on the wall (Tumova and Dimarogonas,
2016). These all are the entertaining factors that will help the event to stand out from the normal
course and to be more attractive and engaging.
Environment Design
This is one of the most important factor in organising a event as the environmental factor
has a great impact on the success and failure of an event. The two decided events are of different
nature and will require different types of venues. To conduct the Met Gala event the organiser is
required to book a venue like a big ball room in the New York city. The venue for the love box
event will require a big ground or a stadium which can accumulate a large number of audiences
without any ciaos and disruptions. The event organiser is required to construct a proper site plan

for the events as it will help in analysing the factors like building footprints, travel ways, parking
facilities, water lines, lighting facilities, etc. (Müller, 2015).
The event organiser will see the arrangements of décor for the both the events and will
place all the required items to make the event designed in the beautiful and comfortable manner.
The differences between the two events are that Met Gala is a event that is organised to gather
the funds for a purpose and involves high society people and celebrities for a gala night in which
dinner and cocktail parity takes place, requires décor arrangements like flowers, centrepieces,
fabrics, etc. to make the event more appealing as compared to the requirement of décor in the
love box music festival where the people come and enjoy on the beats of the music and does not
require a elite décor as it is required in the Met Gala events.
The effective arrangements of décor in the events will result in enhancing the
attractiveness of the events. The arrangements of effective décor at a event are very important as
it helps in setting the humour, orchestrating emotions and underscoring the importance of the
events (McKinley, 2017). A good décor helps in highlighting the purpose of the event and also
reflects the stature of the peoples who are invited.
Production design
The event organiser is required to assess the requirement of the events and to provide all
the services accordingly to make the events work effectively. The basic requirements of the
production design involve the following factors which are as follows:
Sounds: Event organiser is required to analyse the purpose of the event and to assess the
need of the sounds that will be required for the event to be conducted effectively. The
requirement for the sound arrangements will be very high for the love box music festival as it is a
music festival and will indulge a heavy crowd and will need high and good speakers to satisfy
the audiences effectively (Kassens-Noor and Lauermann, 2017). The sound system for the Met
Gala will be required for a normal purposes to play the music of the instruments in a very
soothing manner.
Lighting: It plays a very important role in planning a event as it makes the event glow
and shine in a very effective manner. lighting is a very powerful factor as it can make or break
the event experience respectively. The lighting depends on the nature of the event one is
planning for. Met gala will require bright lights as it will make a great impact on the purpose of

the event whereas the love box event will require different lighting accompanying the dark theme
of the event and will make a great experience for the audiences in mesmerizing way.
Visual projection: visual projection simply puts out the technology to project imagery onto
the surface. The projections can be as simple as the indoor stage effects and will definitely create
a great impact in the love box musical event. In met gala event visual projection can be used to
demonstrate the outfits and the content regarding the institute to make the guest aware about the
purpose of the event.
Special effects: these effects make the experience of the people coming for event very
satisfactory and keep them mesmerised. The love box event can use this feature by the activity of
balloon drop in which a bag full of balloon is suspended on the people (She, Tong and Chen,
2015).
Theatrical element: the event organiser is required to assess the requirement of this factor
in the event and place them accordingly. It will be great experience for the people to witness this
element in the musical event. It can also be used in the met gala event to play a part in the
entertainment section to engage the guest in effective manner.
Ambience: It is the most important element of an event. It helps in making a great impact
on the guests. It consist of mood, character, quality, tone and atmosphere of an environment and
include all the factors defined above.
Catering design
Event organiser is required to carry out this function in a very effective manner as it plays
a very important part in making the event successful and satisfies the people attending the event.
The catering design involves food, beverages, drinks, and the service style. The planning for
food and drinks in the event is a very important part of the and can result in making the success
of the event or can create a blunder as well. It is very essential to choose the catering design
according to the nature of the event and it should consider the guest and then to cater the needs
and preferences of them accordingly (Müller, 2015). A proper catering design is processed by
choosing a menu that will suit the event, venue and the time frame in which the event will be
carried out. The event organiser should focus on the type of food services they want to carry in
their event. It also depends on the place where a event is taking place it is a outdoor or a indoor
event. The organiser should focus on the food services that will suit the event in effective manner

and will give a good experience to the people coming in the event. As the events are the Met
Gala and the love box music event there will be drinks as well so, the organiser should also focus
on the drinks which will be offered. The food served should be of great quality and taste with
effective presentation. The catering for Met Gala was done by “Olivier Cheng Catering” in 2018
(What’s for Dinner at the Met Gala? A Look at the 2018 Menu, 2019). The proper presentation
will increase the satisfaction level of the customers. The event organiser should take care of the
special requirements made by the guests and is required to fulfil them in the best possible manner
they can.

CONCLUSION
From the above given report it can be concluded that event design is a very integral part
to make a event successful and to carry out the activities in a very effective manner. event design
helps in making a proper construction of the event activities and will help in defining the
purposes of the events in proper way. It will also help in reducing the wastage involved in this
procedure. event design also helps in selecting the appropriate event venue and time frame for
the effective functioning.
Illustration 4: Catering Design of Met Gala

REFERENCES
Books and Journals
Müller, M., 2015. The mega-event syndrome: Why so much goes wrong in mega-event planning
and what to do about it. Journal of the American Planning Association. 81(1). pp.6-17.
She, J., Tong, Y. and Chen, L., 2015, May. Utility-aware social event-participant planning.
In Proceedings of the 2015 ACM SIGMOD International Conference on Management of
Data(pp. 1629-1643). ACM.
Kassens-Noor, E. and Lauermann, J., 2017. How to Bid Better for the Olympics: A Participatory
Mega-Event Planning Strategy for Local Legacies. Journal of the American Planning
Association. 83(4). pp.335-345.
Tumova, J. and Dimarogonas, D. V., 2016. Multi-agent planning under local LTL specifications
and event-based synchronization. Automatica. 70. pp.239-248.
Müller, M., 2015. What makes an event a mega-event? Definitions and sizes. Leisure Studies.
34(6). pp.627-642.
Poynter, G. and Viehoff, V., 2016. The Politics of Mega-event Planning in Rio de Janeiro:
Contesting the Olympic City of Exception. In Mega-event Cities: Urban Legacies of
Global Sports Events (pp. 129-140). Routledge.
McKinley, S., 2017. Oracle marketing: Open‐source sustainability for corporate event
planning. Global Business and Organizational Excellence. 36(6). pp.6-18.
Liu, Y., 2017. Vu: Integrating AR Technology and Interaction into an Event Planning App.
Azzali, S., 2017. Mega-events and urban planning: Doha as a case study. Urban Design
International. 22(1). pp.3-12.
Schlegel, G. L., 2017. Event-Driven Planning: An Inflection Point for Operations
Planning. Journal of Business Forecasting. 36(4).
Hanrahan, J. and Maguire, K., 2016. Local authority provision of environmental planning
guidelines for event management in Ireland. European Journal of Tourism
Research. 12. p.54.
Online
What’s for Dinner at the Met Gala? A Look at the 2018 Menu. 2019. [Online]. Available
Through:<https://www.vogue.com/article/met-gala-menu>.