H001
Organising Events
For Special Occasions
Lesson 01:
Introduction to Event Planning for Special Occasions
Learning outcomes
■ Differentiate the various types of special occasions
■ Identify the key components and factors of a special occasion
■ Describe the key phases in the management of a special occasion
Have you ever wondered how events
are made “special”?
Watch how this wedding planner build his own wedding from scratch!
https://www.youtube.com/watch?v=ipw1fQad5sg
Class Activity 1:
What are special occasions
that capture milestones in
your life?
Share your answers in class.
Clue: Watch this youtube
https://www.youtube.com/watch?v=yaAhxg4Lz0A
■ Birthdays
■ Housewarming
■ Open house
■ Gender reveal
■ Graduations
■ Baby’s first month
■ Reunions
■ House parties
■ Promotions
■ Anniversaries
■ Achievements
■ Recovery from
illness
■ Proposals
■ Engagements
■ Funerals
■ Weddings
What makes these events “special”?
What makes these events “special”?
• Personal meaning
• Memorable location
• Supported by family
• Special programme (customized)
• Personalised gifts
• Element of surprise
• Presence of loved ones
• Inexpensive
• Attended by close friends
• Organised for you (or by you)
• Unique experience
• Rite-of-passage / Milestone
ULTIMATELY WHAT DO YOU WANT TO
ACHIEVE?
■ Positive EXPERIENCES from start to finish
■ https://m.youtube.com/watch?v=Obi65c6XSXw&pp=QAFIAQ%3D%3D
■ YOU WANT REVOLUTION NOT EVOLUTION
What is a Special Event / Occasion?
A special event is a one-off activity that occurs outside
traditional goings-on.
It is considered an
opportunity for a social,
cultural or leisure
experience outside the
normal range of choices.
Source: Allen, J.
In simple terms…
Events = an opportunity
to experience something
different. Positively
Different.
What factors affect the event:
■ Sight
■ Sound
■ Taste
■ Touch
■ Smell
■ And some say 6th sense
What happens when people experience
something different?
■ Grow as a person (older=wiser)
■ Learn new things
■ Fall-in-love
■ Discover passions (hobby or interest)
■ Learn about self
■ Understand new / different perspective
■ Grow stronger
■ Overcome fear
■ Stimulate creativity
… the outcomes are endless!
Further reading:
https://www.huffpost.com/entry/a-look-at-the-incredible-benefits-of-trying-new-things_b_59196b49e4b02d6199b2f129
Break Time
(15min)
Do you know how EVENTS started?
Because of a
LOVE AFFAIR
Class Team Activity 2:
Question:
Who are Cleopatra
and Antony?
Share your answers as
a team event.
At the height of the Roman Empire…
■ Mark Antony, Roman General, had a political agenda with
Egypt and wanted to meet Cleopatra for a meeting
■ Cleopatra, Queen of Egypt, wanted to win the friendship of
one of Rome’s most powerful man for political & economic
outcomes
■ At their scheduled meeting, she dazzled him with a
sensational entrance.
Source: National Geographic
Further reading https://www.nationalgeographic.com/history/magazine/2015/10-11/antony-and-cleopatra/
How Cleopatra made a sensational entrance
■
“Cleopatra dramatically played on Mark Antony’s fascination for
Greek culture and his love of luxury. She approached Tarsus by sailing
up the Cydnus River in a magnificent boat with a golden prow, purple
sails, and silver oars.”
■
“As musicians played, Cleopatra reclined under a gold-embroidered
canopy dressed as Aphrodite, Greek goddess of love.”
■
“She was fanned by youths dressed as Eros and waited upon by girls
dressed as sea nymphs, while servants wafted perfume toward the
gaping crowds lining the river.”
■
At dinner, “gold and precious gems dominated the decor of the dining
hall, which was also hung with expensive carpets of purple and gold.”
■
“Cleopatra provided expensive couches for Antony and his
entourage, and to the triumvir’s amazement, the queen told him with
a smile that they were a gift.”
Source: National Geographic
Event Planning in Ancient Egypt
Watch: https://www.youtube.com/watch?v=kwOI3tvhynQ
Cleopatra’s entrance established
the fundamentals of special
event management
Fundamentals of an Event
Organising the sail
Servants and free labor
Event Management
Operations & Manpower
Hand-delivered messages
Marketing
Costumes
Experience
and
Hospitality
Lavish meals
Further reading:
https://getlocalhop.com/blog/A-Brief-History-of-Event-Management-Event-Planning-Then-and-Now/
Today, how are events called special?
At special events, there are typically 5 basic
elements…
Good Venue
Presentation
Gifts
Great food
Exciting
programme
Good Venue
Beyond the operational aspect of a venue, the
event manager has to be cognizant of the
following “soft” aspects in choosing the right venue.
✓ Is the venue significant/relevant to the
occasion?
✓ Does the venue reflect the values of the
client?
✓ Will the venue promote a sense of oneness
and belonging between client and
audience?
✓ Can the venue evoke a sense of nostalgia
to connect participants to a significant
milestone?
Great Food
Why is F&B very important in special events?
1. Food as a way to show hospitality - since ancient
times, food has been a sign of hospitality. A host’s
appreciation of his/her guests is demonstrated by
an offering of only the best drinks and food.
2. Food as an opportunity to make connections eating is a shared activity which brings people
together. Sharing a meal together is a good
means of communication. As a rule, we invite a
person to enjoy a snack or beverage, to learn
more about him/her.
Exciting Programme
A special event’s programme is its heart &
soul. It is through the programme that the
host embeds the mechanisms that
unlock/reveal the key messages of a
special event.
Example
Event
Mechanism
Message Revealed
Wedding Proposal
1. Flash mob
2. Fancy restaurant; serving of
the champagne
1. Reveal of bachelor and
engagement ring
2. Reveal of engagement ring
Gifts / Token
The principle behind door gifts is best summarized by an old adage –
“People will forget what you said, people will forget what you did, but
people will never forget how you made them feel.”
Consider the following when giving gifts:
1.
Its not about you (the host), its about your
guests - the gift should be relevant to them.
2.
Add a personal touch - consider a unique
packaging and/or a hand-written note.
3.
One size doesn’t always fit all – it may be
suitable to give everyone the same gift but you
may consider putting more thought to your
VIPs.
Presentation
Presentation is the over-all look & feel of the event. It
is how all ancillary elements come together to
support the programme creating the “experience”
and establishing an emotional connection between
event and audience.
To ensure a good presentation, be mindful of the
following:
1.
Decorations / aesthetics
2.
Lighting
3.
Ambient sound / music
4.
Decorum (propriety / correctness)
Special occasions (personal) is just one
of the many event types
Leisure
Cultural
Sports
Processions
Personal
Organisational
/ Corporate
Weddings
Conferences
Food
Exhibitions
Birthdays
Music
Art
Fundraisers
Festivals
Anniversaries
Launches
Phases of any special event
Planning
Operations
Design
Research
CREATIVE
PROCESS
Execution
Planning
Evaluation
OPERATION
AL PROCESS
Event Planning
Planning
The planning phase involves two
or more of the following activities:
Design
Research
1. Research
2. Site visit
3. Concept development
4. Budgeting
5. Design development
REMEMBER THIS:
■ Failure to plan is (Complete the sentence) is
……………………………………………………………..
Event Operations
The operations phase will involve two
or more of the following activities:
1.
2.
3.
4.
5.
6.
7.
8.
Sourcing for suppliers
Getting the best deal
Discussion/negotiation on job order
Design / fabrication / carpentry
Managing logistics
Ingress / Egress
Event day
Payment of suppliers
Operations
Execution
Procurement
Evaluation
Summary
■ An event is “special” when it is a unique moment in time celebrated
with pomp and pageantry.
■ Five (5) essential elements of a special event – good venue, great
food, programme, gifts and presentation.
■ There are two major areas in event planning – creative and
operations.
Most importantly
Events is about the
Right Thing at the
Right Time at the
Right Place.
References
■
Allen, J., O’Toole, W., Harris, R. and McDonnell, I. (2005). Festival and Special Event
Management, Third Edition. Milton: John Wiley & Sons Australia, Ltd
■
O’Connel, K. (2015). Lessons from History’s Great Event Organisers. Retrieved from
https://blog.bizzabo.com/lessons-from-historys-greatest-event-organizers.
■
Localhop. (2018). A Brief History of Event Management: Event Planning Then and Now.
Retrieved from https://getlocalhop.com/blog/A-Brief-History-of-Event-Management-EventPlanning-Then-and-Now/
■
Sanders, K. (n.d.). A Brief History of Event Planning and Coordinating [And Why It’s So
Important. Retrieved from https://www.socialtables.com/blog/event-planning/historycoordinating/
■
Alton, L. (2017, May 15). A Look at the Incredible Benefits of Trying New Things. HuffPost.
Retrieved from https://www.huffpost.com/entry/a-look-at-the-incredible-benefits-of-tryingnew-things_b_59196b49e4b02d6199b2f129
MCQ
1.
What are the FIVE (5) key phases
of event planning?
a) Research, Design, Operations,
Execution, Evaluation
b) Design, Budgeting, Execution,
Payment, Feedback
c) Planning, Vendor
management, Execution,
Feedback
d) Creative, Operations,
Financial, Logistics, Evaluation
2.
What are the key components of a
special event?
a) Vendors, Food, Venue, Gifts
b) Programme, Venue, Security,
Caterer
c) Gifts, Programme, Venue,
Food, Presentation
d) Venue, Music, Lighting,
Backdrop