Event Design Report: Developing and Staging the 'New Dawn' Event

This report delves into the intricacies of event design and management, using the "New Dawn" celebration as a case study. It begins by outlining the importance of events in society and their role in attracting tourism. The report then explores the bidding process, emphasizing the need for event management organizations to demonstrate their capabilities and provide unique proposals. Budget planning, including the allocation of resources for remote event locations, is discussed, along with the importance of assembling a competent event team. The core of the report focuses on staging the event, covering venue selection, safety measures, media coverage, and on-site management during the event. The responsibilities of event managers during the event are highlighted, along with the importance of post-event promotion through social media and other channels. The report concludes by emphasizing the significance of meticulous event planning and execution for achieving success.

Running head: EVENT DESIGN
Event Design
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Table of Contents
Introduction................................................................................................................................2
Bidding an event........................................................................................................................2
Budget Planning.........................................................................................................................3
Event Team................................................................................................................................3
Staging the event........................................................................................................................3
During the event.........................................................................................................................4
Post event...................................................................................................................................5
Conclusion..................................................................................................................................5
References..................................................................................................................................6

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Introduction
All societies perform several festivities, rituals and public celebrations. It gives a
feeling of togetherness and also it is seen as unique and destination image makers which
helps in attracting the tourists. Festivals and events act as a catalyst which attracts the
tourists, increasing their number (Allen et al., 2012).
The research paper mainly focuses on the staging of a particular event called the
“New Dawn” - a state wide celebration in order to mark the bicentennial of the founding of
state (Andersson, Armbrecht & Lundberg, 2012).
The specific objectives of the paper is to illustrate how to develop a particular event,
giving equal attention on how to stage an even and developing an event bid document.
Bidding an event
The bidding process is a normal practice which helps any representative body on
selecting several things required for staging an event. The proposals of various event
management organizations are kept in place in front of the selecting body. This particular
process of supplying each organization’s proposal is referred to the “bid and tender” process.
The main purpose is to demonstrate that the event management organization have all the
necessary resources to stage the particular event (Getz, 2012). Moreover, it proves the fact
that the organization is better than its rival groups. At times, event management organizations
prove their uniqueness by providing the participants with better services and facilities as well.
They try to acquire better financial backing than their rival companies and try gaining public
support as much as possible. They try to present their unique ideas and event proposal in
front of the governing body, to differentiate themselves from others. They set up better
facilities for the spectators (Hall, 2012).

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When the event management organizations are required to get into the formal process
of bidding, for winning the right of organizing any event, there are two different tasks for
them. One is to develop the bid proposal and the other is submission of the whole document
to the governing body within the given date (Getz, 2012). For staging the event “New Dawn”,
the event managers should present the following ideas to the governing body.
Budget Planning
The organizers should draft a probable budget that is the amount needed for the whole
event. It is necessary to keep in mind that the budget must be realistic and covers all the
segments. The purpose of the event and the programs must be presented in front of the
representative body, venue and facilities, list of sponsors and others. The event is to be
organized in remote areas, to let people know about such lively happenings. Therefore, the
budget is to be prepared in accordance with that (Jones, 2014).
Event Team
The event proposal must also include the list of the members’ names, who are
associated with the event management team. It is important to mention their qualifications
and key responsibilities. The governing body should feel that the event organizers have the
capability of running the whole event without any mistake. Moreover, the event managers
must perform their tasks efficiently and effectively, so that they can gain the trust and faith of
the spectators. It is important to keep in mind that a well managed event can bring in huge
success for the company. (Yeoman et al. 2012).
Staging the event
The “New Dawn” event is one of the largest events which will be staged in the heart
of the city. Large number of tourists will attend the event in order to get a glimpse of such a

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lively festival. They will eat, drink, watch the performances and enjoy. In order to stage a live
music and dance performances’ ceremony, proper mechanisms and equipments must be set
up so that all the visitors can enjoy (Lee, Arcodia & Lee, 2012). On planning the event, the
first and foremost job is to take the permission from the Government and clear all rules as
well as regulations. Once the event planner gets through all these formalities, he/she needs to
select a venue for the event. However, the “New Dawn” event is itself very popular as large
number of tourists from all over the world visits this place. Therefore, venue selection plays a
very important role for the event’s success (Preston, 2012).
It is very crucial to check the venue is safe and have all the safety measures intact.
Proper fire fighters, stage, green rooms, camera people, sitting arrangements, lightings,
sanitation, security and other elements, must be available at the site of the event. The visitors
must not face any issues, and therefore, proper drinking water and comfortable chairs must be
available. In case of any emergency, the medical team must be present on site to provide the
visitors with medical assistance. The event needs to be covered by the media, so that all parts
of the world can see it. Therefore, the media must be invited and the recording facilities need
to be checked beforehand (Quinn, 2013).
During the event
It is the duty of the event manager to check, during the event, nobody is facing any
issues. The event managers must take care of the media personnel, as the event is being
broadcasted live. Event coordinators must be at place, during the event, keeping all the tracks
of the ongoing events. The whole event should be monitored and reported to the management
department (Klauser, 2012). It is to be checked that nobody is facing any issue during the
event, if any mishap occurs; it is to be taken immediate care. Facility managers must be
present at spots and check that nobody is creating any scene. Security personnel must be

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present at the event spot. An event manager has loads of responsibilities and tasks; he/she
needs to conduct the whole event without any mistake. At times, an event manager may have
to perform difficult tasks. Therefore, he/she needs to make preparations on the basis of that
(Preston, 2012).
Post event
After the event is over, the manager needs to promote all the important happenings,
which took place during the event. Important elements like celebrity performance or
politician’s visit must be taken note. Promotions of the event must be done through social
networking sites like Facebook, Instagram or Twitter (Yeoman et al. 2012). It will help the
event get mass attention internationally. Moreover, the manager must contact the media
personnel for the footages, in order to update on the website of the company. In addition to
this, the event manager should take care that if any mishap occurred in between the event, it
doesn’t occur the next time. Proper management strategies must be implemented in the next
event (Lee, Arcodia & Lee, 2012).
Conclusion
To conclude, festivities and events help in bringing people together. The “New
Dawn” event will bring together a large number of people, who will eat, dance and enjoy all
night long. Moreover, events attract many celebrities, thus promotions must be done through
social media sites, electronic as well as print media, hoardings and billboards and others. Post
event promotions also need to be managed properly by the manager. Archival footages need
to be stored for future benefits. It is important to keep in mind that a well managed event can
bring in huge success for the company.

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References
Allen, J., O'toole, W., Harris, R., & McDonnell, I. (2012). Festival and Special Event
Management. John Wiley & Sons.
Andersson, T. D., Armbrecht, J., & Lundberg, E. (2012). Estimating use and non-use values
of a music festival. Scandinavian Journal of Hospitality and Tourism, 12(3), 215-231.
Getz, D. (2012). Event studies: discourses and future directions. Event Management, 16(2),
171-187.
Hall, C. M. (2012). Sustainable mega-events: Beyond the myth of balanced approaches to
mega-event sustainability. Event Management, 16(2), 119-131.
Jones, M. (2014). Sustainable event management: A practical guide. Routledge.
Klauser, F. R. (2012). Interpretative Flexibility of the Event‐City: Security, Branding and
Urban Entrepreneurialism at the European Football Championships
2008. International Journal of Urban and Regional Research, 36(5), 1039-1052.
Lee, I., Arcodia, C., & Lee, T. J. (2012). Benefits of visiting a multicultural festival: Tourism
Management, 33(2), 334-340.
Preston, C. (2012). Event marketing: how to successfully promote events, festivals,
conventions, and expositions. Wiley.
Quinn, B. (2013). Key concepts in event management. Sage.
Yeoman, I., Robertson, M., Ali-Knight, J., Drummond, S., & McMahon-Beattie, U. (Eds.).
(2012). Festival and events management. Routledge.