ProfessionalEvent

Coordination

CHAPTER 1

Anatomy of an Event

ProfessionalEvent

Coordination

Introduction

The Role & Scope of Events

The Role & Scope of Event

Coordination

The Anatomy of an Event

ProfessionalEvent

Coordination

The Role of Events

The gathering of people together at a specified time & place for the purpose of:

celebration, commemoration, education, reunion, marketing &/or entertainment.

ProfessionalEvent

Coordination

The Role of Events

People attend events… for the opportunity for an entertainment, cultural or enrichment experience,

or to attain/satisfy social, business, personal, or political goals &/or obligations.

ProfessionalEvent

Coordination

The Value of Events

Economic Value

Social Value

Cultural Value

Political Value

ProfessionalEvent

Coordination

The Scope of Events

Business & Corporate Events

Cause-Related & Fundraising

Exhibitions & Fairs

Entertainment

Festivals

Government & Civic Events

Marketing Events

Meetings & Conventions

Social & Life-Cycle

Sports Events

ProfessionalEvent

Coordination

The Role & Scope of Event Coordination

Determine the Expectations

Develop the Concept

Design the Experience

Deliver the Dream

ProfessionalEvent

Coordination

Determine Expectations

Create the Profile—Who, What, Where, When

Define the WHY—the Purpose of the Event

Goals, Objectives, & Expected Outcomes

Direct Relationship to Evaluation

ProfessionalEvent

Coordination

Develop the Concept

Type of Function

Theme & Message

Event Elements & Details

Agenda & Activities

ProfessionalEvent

Coordination

Design the Experience

Meet the Needs

Think it through Threshold to

Threshold

Integrate the Theme & Purpose

ProfessionalEvent

Coordination

Deliver the Dream

Package & Manage a

Progressive Experience

Provide Take-Away Value

Manage the Magic Threshold to

Threshold

ProfessionalEvent

Coordination

Anatomy of an Event

AnticipationArrivalAtmosphereAppetiteActivityAmenities

ProfessionalEvent

Coordination

Anticipation

Create the best marketing materials & messages

Communicate the basics for attending

Establish the correct expectations

ProfessionalEvent

Coordination

Arrival

Understand the travel & transportation needs

Deliver an effective meeting & greeting

Provide clear navigation, directions, & instructions

Create welcoming entrances

ProfessionalEvent

Coordination

Atmosphere

Confirm the basic needs are metUse the venue to the best

advantageForm follows function in site

selection & developmentThe atmosphere must fit the

character of the event & host

ProfessionalEvent

Coordination

Appetite

Food is for nutrition, nurturing, & human nature

Meals must match the occasion

Serving with style facilitates flow

Menu selection is based on palate & pocketbook

ProfessionalEvent

Coordination

Activity

Offer collectable experiencesActivities can be participatory or

spectatorProvide education, enrichment, &

entertainmentConsider diversions & recreational

opportunities

ProfessionalEvent

Coordination

Amenities

Always provide walk-away valueUse amenities to make memories

tangible Find ways to show you care

throughout the eventPersonalize the experience through

evidence