Event Design Report: Strategic Planning for a Music Event in London

This report provides a comprehensive analysis of event design principles, using a wireless music concert in London as a case study. It delves into various aspects of event planning and execution, including program design, theme design, content creation, production design, entertainment, catering, budgeting, and environmental considerations. The report emphasizes the importance of strategic planning, audience engagement, and the integration of innovation and creativity. Key elements such as venue selection, resource management, and content dissemination are discussed, along with the significance of creating a cohesive and engaging experience for the audience. The report highlights the importance of factors like safety, proper presentation, and the ability to meet all demands systematically. The report also includes a breakdown of the budget, detailing the costs associated with venue, logistics, catering, artists, and promotion. Overall, the report offers valuable insights into the multifaceted process of event design and its impact on the success of large-scale events.

Running head: EVENT DESIGN
EVENT DESIGN
Name of the University
Name of the Student
Author Note

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Table of Contents
Introduction:....................................................................................................................................2
Programme Design:.........................................................................................................................4
Theme Design:.................................................................................................................................4
Content Design:...............................................................................................................................5
Production Design:..........................................................................................................................6
Entertainment Design:.....................................................................................................................8
Catering Design:..............................................................................................................................8
Budgeting.........................................................................................................................................9
Environment Design:.....................................................................................................................10
Conclusion:....................................................................................................................................11
References:....................................................................................................................................12

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Introduction:
Event designing is the process of decorating the event in an innovative manner. There are
the different sector of event designing such as production design, content design, theme design
and many more. Event design can be considered as visual design as well as interior decoration to
make the event more colorful and attractive (Getz and Page 2016). Event design is not only
limited to decoration, but also it has some creative space to make event meaningful to justify the
theme of the event. The main aim of the event designer is to make sure that the event is designed
in a way that it perfectly reflects the theme and purpose of the event and also integrates
innovation and creativity in it.
Event designing is important in achieving the success in many ways. The event is not a
small concept. Obviously, it has a broad sense, and lots of activities are involved in an event.
Event designing is the process to meet all the demand in a systematic manner by making or
following a strategic plan (Richards, Marques and Mein 2014). Event designing is important
because it has a long range of production and supply to meet the requirement of the event. It is
quite tough for a single person to arrange a big event like a music festival, award ceremony and
many more in a flexible manner. An event has many criteria like proper presentation, perfect
visual presentation, food, safety and many more, more specifically proper planning and
incorporating with the planning is needed to make the event successful, and event designer or
planner has the ability to arrange all these criteria in a regular way. In order to get the success
event designing is most important because proper arrangement can give the satisfaction to the
participants and also the arranger (Orefice 2018). The success of an event lies in the way it is

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planned by the event management team and the way it maintains a balance between innovation
and requirement in any given event.
Chosen event for this paper is the musical event, which needs to be organized as a
wireless music event in London. In order to arrange a musical event in such a large manner,
several factors need to be discussed and arranged (Getz and Page 2016). The first step to arrange
a wireless musical event is to make a strategic plan for the event and managing the resources
according to with it. Determining the audience and the venue of the event is essential for the
success of an event. The steps involved in planning an event are-
Planning the budget
Determining place and audience
ARRANGING THE RESOURCES
ARRANGING THE SAFETY AND
SECURITY OF THE AUDIANCE
PROMOTION OF THE CONCERT

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Programme Design:
Programme design is the basic step of managing an event and it creates an event plan for
the entire action to take place. An event requires setting up of the various basic amenities and all
of them are included in the programme design. How the music festival proceeds, time
management, determining the schedule of the programme, determining the participants, budget,
place and many more are some of the important points that the programme design comprises of
(Royse, Thyer and Padgett 2015). As the event was a wireless music event, the number of crowd
gathered in it was enormous and hence the event management team had to make sure that the
event area was huge and every person could connect with the artists and enjoy the show. The
organizers made sure that the event was that of fun and rock in its appearance as the show had
rock musicians performing to it. The event was planned in a way that the youth were kept as the
prime target and the ambience was set up accordingly. The purpose of the event was to indulge
the youth into a night filled with music and fun. The Event must have a flow which further
establishes the motive of the event and the scheduling was just done appropriately (Getz and
Page 2016).
Theme Design:
Theme design is another important part because it reflects the whole concept and motive
of the event. As it is the music festival, the theme must be a colorful and attractive theme for the
programme (Matthews 2015). The theme for such a music event has to be glorious and reflective
of the youth culture. The event area was decorated with huge posters of popular musicians and it
helped in creating an instant connect between the audience and the event. The color was kept red
and blue for the most part as these are the colors that reflect the energy and the power the youth

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has in them. The entire place was constantly buzzing with songs of those artists who were to
perform in the event later in the evening. Such branding helped in setting the mood for the event
and make sure the event was spot in connecting with the target audience.
Content Design:
Content designing makes sure that the event gives out the best of the vibes to the target
audience before the day of the event. The contents that are created for the event creates an instant
connect with the audience that is targeted. The content designing makes sure that the event goes
out and connects with the audience so that the people feel interested in the event and join the
action on the date. For a musical event it was essential that the organizers connect with the
youths and hence in order to do that they took the help of internet. The internet was used wisely
by the events team so that the content was circulated correctly to the target audience. The
message from the organizers was loud and clear that this was one of a kind wireless music event
and it guaranteed amazing performances by reputed artists. In a musical event, internet content
preparing can be done to get the good result (Rojek 2014). As the content gets shared people will
come to know about the event and whole aspect of the event

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Source- (PosterMyWall 2018)
Production Design:
Production design is the main part of the event because production refers to the
arrangement of resources for the program. In this musical event, a large number of the amplifier
were used to make the sound rich and clear (Atkins et al 2016). All the amplifiers must be above
1000watt and from good company. Arranging light and microphone are another important part of
the production designing. Musical concert needs proper light designing and background
designing of the stage with LED screen light. Arranging wireless machine and monitor, various
systems to adjust the sound, are also needed. A large number of the crowd attended so it is
important to produce a proper entrance for the audience to avoid any safety concern (Drury,

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Novelli and Stott 2015). In order to maintain the safety issue, medical team and ambulance are
also essential. These arrangements were well taken care of in the event and the event temam
made sure that the people got all the facilities in such a grand music concert. Proper electric flow
is needed to continue the event without any interruption. Managing all the resources for the event
is under the production designing, and production designing helps to supply all the necessary
equipment to make the event successful. The use of projectors to further make the venue more
enticing and appropriate for the concert was looked after. The entire ambience was lit up in a
combination a such colors that established the mood for the event. From the organizers end it
was seen that the seating and standing arrangement were well looked after and people could
relax and enjoy their evening rather than suffering among the huge wave of crowd that attended
the concert.

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Source- (Colourbox 2018)
Entertainment Design:
Entertainment design reveals the entertainment arranged for the audience and
participants. In this musical concert lot of fun activity like quiz contest regarding related bands or
solo artist were arranged before the performance of the respective artist (Rojek 2014). The
quotient of entertainment was fulfilled in the event aptly as the team made sure that the event has
the required amount of glamour and pomp to it. The emcee arranged for the event was energetic
and the individual constantly engaged with the audience and made sure that their attention and
enthusiasm never goes down. For such events to be successful it is essential that the audience
enjoys and stays connected with the purpose of the event. The artists were presented in a way
that the best was kept for the last. The main artist and the attraction of the event which was one
of the top singing sensations of the town were brought to stage in the last. This was done so that
the audience stayed engaged and they gathered till the end to enjoy the best moment of the show.
Catering Design:
Catering event is basically related to arranging food and services for the participants.
Proper energetic and high-calorie foods can be arranged for the musical concert because it will
provide energy to the performer (Yin 2017). The event designing was properly done and it was
seen that the people had constant access to food and drinks in the stalls that were set up in
nearby. The music event is full of energy and hence the availability of energy drinks and chilled
beers were in plenty around the venue. The event was to refresh the audience and hence it was
seen that emphasize was greater on the drinks segment rather than the food. For the food, there
were burgers,muffins and French fries that were present in the stalls. As it was a live event,

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serving of food was restricted and people had to go to the stalls to have food. This was done in
order to get rid of any kind of mess that could be created by spilling of food or drink in the venue
and that may distract the audience. The event team kept in mind while making the catering
design that any such distraction could lead to a break in the flow of the program and shift focus
to the organizing mishaps and chaos.
Source- (School 2018)
Budgeting
The budget for the event is broken into the following parts-
Requirements Budget
Venue $10,000
Logistics $6,000
Catering $1500
Artists $12,000

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Promotions $1800
Source- (Author)
The profits were earned through revenue that was generated from advertisement and the
tickets that were sold to a staggering number (Van der Zwan 2014). It is estimated that more than
4500 tickets were sold for the wireless music concert.
Environment Design:
Environment design is another part, which involves in addressing the surrounding
environment during the event. Event designer should need to focus on this topic because
protecting the environment is important (Gruber et al. 2015). The venue of the wireless music
concert was an open park in London and it was selected keeping in mind that the there would be
a huge number of people attending the program. The venue selection also had to be dpne keeping
in mind the impact such a music concert can have with its high noise emission in the neighboring
areas. The park was located at a location that had no schools or hospitals nearby and was visible
by people who passed by (Jones and Jones 2014). The location was decorated from a week
before the event primarily because of the grandeur of the event. The prime feature of the event
was that it was a wireless music concert and hence the placement of the speakers played a major
role. The events team made it sure that the all those who attended the event could clearly hear the
music and enjoy the concert. An event is successful when all the people who were present in the
event enjoys to their fullest and has no barriers in receiving the actual motive of the program.
The concert made sure that every person associated to the event spent a great time and enjoyed
the party mod that was set up. The environment was completely turned into a party atmosphere
with blinking and shimmering lights that made the audience feel upbeat and dance the night out.

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The area for the event was well planned and separate area for the party and dance was kept along
with an area that had seats for the executives who visited the concert. The food stalls were kept
at a different place in the venue and this made the arrangement very apt for such a concert.
Conclusion:
To conclude, it is essential that the event plan is well managed by the event team so that
the event turns into success. The event plan lays out an approach that has to be followed
throughout the execution of the event. The needs and necessities of the events are well met by
this event plan and it clearly defines the target audience that has to be reached through the
various tools for promoting the event. The music event was a success as it held true to the targets
that were put forward in the initial event design plan. The implications that are to be kept in mind
for organizing such music concert is huge. From the production to the catering, it is to be made
sure that the audience is fully satisfied in the event. The main responsibility lies in managing the
other aspects such as that of noise pollution and littering in the park due to food stalls. The
events team has a huge responsibility as the entire event rests on their shoulders.