Event Planning and Design: A Case Study of Two Different Event Types

Desklib provides past papers and solved assignments for students. This report analyzes event design for exhibitions and award ceremonies.

EVENT DESIGN

Contents
INTRODUCTION...........................................................................................................................................3
THEMES.......................................................................................................................................................3
CONTENT.....................................................................................................................................................5
PROGRAM...................................................................................................................................................6
ENTERTAINMENT.........................................................................................................................................7
ENVIRONMENT............................................................................................................................................8
PRODUCTION...............................................................................................................................................9
CATERING..................................................................................................................................................10
CONCLUSION.............................................................................................................................................11
REFERENCE LIST.........................................................................................................................................12

INTRODUCTION
Event designing is the process of creating the vision of event and then planning and
implementing all the activities related to convert the vision into reality. This includes all the
activities such as catering, sponsorship, invitation, decoration, catering and even the parking
facilities. An event designer is one who focuses on designing and décor of events. The events
can be a charitable event, trade show, wedding, musical events, award ceremony etc. Event
designing is very important as it prevents the lots of wastage of money, time and efforts
(Orefice, 2018).
An exhibition and an awards ceremony
An exhibition is an event displaying the objects of the same nature such as an exhibition of an
art gallery, photography, antique items etc. The aim of the exhibition is the showcase of skills to
the public at large (Balietti et al., 2016).
An award ceremony is an event of celebrating success, achievement and talent and to honour
the person's achievement in a particular field.
EMBOK model
EMBOK model describes that there are five dimensions that are needed while planning,
developing and delivering a successful event. The success of the event depends on five areas of
management (Veksler, 2016). These are:
 Design
 Administration
 Marketing
 Operations
 Risk
THEMES
1.
The event designer of consumer exhibition wants to convey the message to their guest i.e.
customers that the event is planned to provide high-quality products at an affordable price. The
international brands of apparel, home appliances, kitchenware etc. are in the events to attract
high-income consumers.

The event designer of Oscar awards wants to honour the skills and talent of guest i.e.
Hollywood celebrities. And also it aims to motivate the other celebrities to work hard and
attract and retain the customers (Getz and Page, 2016).
2.
The theme of customer exhibition is to bring the buyers and sellers at the same time. Sellers
can attract the potential buyer, display their products to buyers as well as attract the press.
The purpose of the theme of Oscar award is to award the extraordinary achievements from the
previous year in the film making industry. The members, producers, actors, the director takes
the decisions for the award through casting ballots.
3.
People started to purchase the merchandise through a digital platform. But the customer
exhibition can give an opportunity to both the customer and seller to connect and build rapport
with the prospect. This exhibition gives the long-term opportunity to small businessmen to turn
the leads into loyal customers.
Winners are chosen for different categories in Oscar awards and this brings the pride, prestige,
peer recognition and also increases the morale of different members of the film industry
(Sutherland, 2017).
4.
Branding is all about designing a logo and places it all around, developing a tag line, creating
templates, brochures for branding a local event. The branding of customer exhibition can be
done through advertisement in a national newspaper, or through the digital platform.
The branding of Oscar awards is done through designing the shape of award, tagline,
advertising in international media etc.
5.

The color schemes of the customer exhibition should be a mix of all colors as it must attract all
the target audiences such as housewives, service class, children, youth etc.
The color scheme for the Oscar award can be a combination of black and golden. Everything in
the event must be of these two colors such as décor, stage etc.
CONTENT
1.
The topic for customer exhibition can be “A Flair to Remember” to make the people remember
about the event. It also does not include the exhibition of specific merchandise. Also, it does
not only focus to attract a particular target segment.
The topic for the award ceremony is “Oscar award”, it is a very famous event and its name does
not any explanation about the type of event (Aman et al., 2015).
2.
The format of the customer exhibition includes event name, target audience, an objective of
the event, event details, key message, and budget.
The format of Oscar awards starting at by defining the terms because the name of the award
ceremony is predefined i.e. Oscar awards, the target audiences are the members of the film
industry, and the objective of the event is to give the award to talented individuals (Hampson et
al., 2017). However, the terms, key message, event details and budget of the events can
change.
3.
The objective of the customer exhibition gives a platform to small and large businessmen to
display their skills on a single platform and customer can get unique products at an affordable
price.
The objective of Oscar awards is to give recognition and prestige to the talented and skilled
members of the film industry. It is the celebration of the achievement of the people during the
whole year (Miller et al., 2016).
4.
The event manager wants to convey that in the competitive environment there are many skilled
and talented does not get a platform to showcase their skills, the customer exhibition is the
best platform where the needs of both the customer and the seller can be met.

The message in the Oscar awards is to encourage the people to enhance their talent by working
on it and to provide the best entertainment to the audience. The members of the film industry
are intrinsically motivated to get their names in the nomination list.
PROGRAM
1.
The activities in the customer exhibition should be interactive. The people like to interact with
the products and company and the exhibition should give them a chance to interact with each
other (Greiner et al, 2016). Following activities an event designer can plan:
 Interactive games
 A quiz or puzzle that the visitors can solve
 A photo point where the visitors take the photo and can remember them for a long
time.
 Display of motivational or thoughtful message
The activities in the Oscar award can be an award giving ceremony, dancing, singing, puzzle,
anchoring etc.
2.
The event schedule is the preplanning of date, time, venue as well as accommodation. The
event planner should decide the time, place and date of customer exhibition after discussing
with all other people involved in the customer exhibition.
It is applicable to the award ceremony as well. But it requires more efforts in interacting with
the people because it is a big event and thousands of people are involved in planning an event
(Greiner et al, 2016).
3.
The activities of both the event are planned before implementing it because in both the cases
huge investment is required for making an event successful. Apart from the investment lots of
effort of people and time are wasted if planning is not done properly. The funds of the sponsor
are engaged in marketing activities, finalizing the venue, permit and license, contractors, waste
management, food vendors etc. Therefore, the need for pre-planning of activities required
(Brew et al, 2019).
4.

If the event planned is successfully executed it will add to a pleasant experience to both the
event planner as well as the visitors. The visitors of the event expect that even the visitors did
not get the high quality of services but at least they will not face any kind of problems. The
visitors expect the availability of the basic services in every event such as parking facilities,
sound system, helpers etc. (Wagner, 2017)
ENTERTAINMENT
1.
The majority of the visitors are not the target audience or the recipient of the award. The event
planner should also arrange some entertainment activity for those audiences.
Different types of entertainment choices for customer exhibition are as follows:
1. Plan indoor games and contests to engage with the visitors such as prize wheels, jumbo
games etc.
2. Photo Booths
3. Create a workplace or a place for coffee or snacks
4. Space for competition between sellers, this will increase the footfalls in the exhibition
5. Space to display the motivational or thoughtful ideas on the walls; this gives positive
vibes to the visitors.
Different types of entertainment choice for Oscar events are as follows:
1. Live music and dance performance. It can be solo or group performance.
2. Standup comedians
3. Dance with a DJ
4. Casino games
5. Magician
The visitors have quality time when other entertainment activities are included in the event
(Matthews, 2015).
2.
The chosen activity for customer exhibition increases the footfalls in the exhibition. It creates a
positive word of mouth from the person visited the exhibition. If the exhibition is of more than
one day, the chances of increasing footfalls increases with the visitors have a pleasant
experience in the exhibition. The visitors refer to their friends and relatives to visit the
exhibition (Inselberg and Frank, 2016).

In case of Oscar awards, the entertainment adds value for those members who are not the
recipient of the award but has only come for entertainment. Those members are involved in
the event through the entertainment activities. In other words, entertainment activities such as
dance, singing etc. are preferred over the stage act where the majority of audiences are the
passive audience. In such a situation, very much attention is given while selecting the speaker
or host because the role of the host is much more than announcing the names of the winner.
ENVIRONMENT
1.
The venue for customer exhibition must be in a residential area where the target audience can
easily reach. The venue must be spacious for different activities such as parking facilities, snacks
and food etc. The location of the exhibition must be easy to find, the link of the good
transportation system, the size of the venue must match to the number of expected visitors etc.
While in the case of Oscar awards, the current event place for award ceremony is Dolby
Theatre, in Los Angeles, California (Greiner et al., 2016).
2.
A site plan is a dummy plan that shows the areas on which the event is being held on and the
temporary equipment that is used to stage the event. A site plan for the customer exhibition is
the arrangement of the entrants, parking, stalls, food counter, performance stage, participants
etc. (Holmes et al., 2015)
A site plan of Oscar events is somewhat the same as the customer exhibition, but the required
space is more than the later because it is an international event and the number of the
audience is more.
3.
The decor of the customer exhibition is more formal as the nature of the exhibition is more
comprehensive and professional.
The decor of the Oscar award is more focused on the theme of the party. The decoration from
the entry to exist must be on one theme and the color of the décor should be black and golden.
The audience of the award ceremony is gathered to celebrate their achievement, therefore, the
decor of the event should be attractive and pleasant (Zaveri et al., 2015).
4.

The decor of the event is one of the main factors that enhance the mood and set a perfect
ambience in the mind of the audience. The type of decoration indicates the importance of the
event. The difference between the nature of the event is simply reflected by the decoration
such as the customer exhibition is more calm, sincere and elegant while the award ceremony
displays pomp and show and invigorating (Egilson et al., 2017).
PRODUCTION
1.
In the customer exhibition, there should be an adequate sound system because of the venue of
the event is near to the residential area.
Sound system for an event is important when the speaker delivers the talks to the audience or
when the other activities of events such as dancing, singing etc. The background music is always
there in the whole event (Matthews, 2015).
2.
A customer exhibition is a form of corporate event, therefore the set of lights should be in such
a manner that it highlights the important place of exhibition.
The lighting of the award ceremony should be bright and attractive.
3.
In the customer exhibition, there is no such requirement of visual projection.
But in the case of Oscar awards, it is an important part of an event. It is an important element
of interactivity between the situation and the audience. The technology of visual projection
adds a memorable experience in the award ceremony (Ma et al., 2018).
4.
Special effects are the visual tricks used in television, film or even the award ceremony to
stimulate the imagined events is a story or play. This can be in different forms such as colored
smoke, bubble machine, foam machine, wind machine, fog machine etc.
5.
Theatrical elements are used in Oscar awards where theatrical art requires the collaboration of
actors with other parties for their costume, scenery, and lighting (Siegert, 2017).
6.

The ambience is the mood, character, quality and atmosphere of an event. The positive
ambience for both the events can be created through sound, sight, food and beverages,
location, theme, lighting, music etc. (Li et al., 2017)
CATERING
1.
The operations of catering in the customer exhibition must understand the target customers
and their taste and preferences. Choose the menu that satisfying the needs of visitors.
In the case of special events such as Oscar awards, the event is incomplete without food and
beverages. The operations of caterer include monitoring the quality of goods and services and
maintaining a high standard of hygiene and audience satisfaction (Pacelli, 2018).
2.
In the customer exhibition, the menu must include items that satisfy the needs of different
visitors such as snacks, beverages, food, sweets, chocolates etc.
While in the case of Oscar awards, the menu must include all the items such as welcome drinks,
starter, soup, salad, veg and non-veg main course, desserts etc.
3.
The service style of a caterer in the customer exhibition should be the buffet and can arrange
some tables for the visitors.
The service style of a caterer in the Oscar award can be served either at the table or buffet
style. The services of caterer play a very important role at the time of serving the food (Jones,
2017).
4.
The dinks and alcohol in the customer exhibition are completely prohibited.
While in the case of Oscar events, there is a special arrangement of drinks and alcohol
according to the taste and preferences of the audience and guests (Rinallo, 2019).
5.
The special requirement of the catering services is permissible and legal licensing, hygiene
place for storage of food, training to employees of caterers who serve the food in such big
events (Irving et al., 2018).

CONCLUSION
Therefore it can be concluded that event designing is the process of creating a vision and then
planning of activities to execute the planning. To make any event successful, the event
designers must majorly concentrate on these particular elements i.e. theme, program, content,
environment, entertainment, production and catering. These elements of the event contribute
to the success of customer exhibition and Oscar award. Event designing is a kind of storytelling
to the organizer that starts from getting an idea or theme of an event to execution and finishing
the activities of an event. The event designer plays a number of roles such as to bring sponsors,
to make a contract with caterer, labor, and program coordinator etc. to make the event a
memorable event.

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