Eventplanning
Contents
What is “an event”?...............................................................................................................................3
Eventplanning and the event support matrix....................................................................................3
Eventplanning versus projectmanagement: the IDEA model.............................................................4
Project management and planning: the start of designing....................................................................5
Conceptual/ artistic...............................................................................................................................5
The concept of an event: event DNA.................................................................................................5
Types of events based on specific criteria.........................................................................................5
Goals and objectives......................................................................................................................5
Target markets...............................................................................................................................7
Size.................................................................................................................................................7
Origin and theme...........................................................................................................................8
Format / type.................................................................................................................................8
The event manager and the customer...............................................................................................8
The intake interview – briefing......................................................................................................9
The pitch........................................................................................................................................9
A concept...........................................................................................................................................9
Creativity........................................................................................................................................9
Creative skills...............................................................................................................................10
The creative process....................................................................................................................12
At last, an event concept is born..................................................................................................12
Finance and budgeting: feasibility issues and investigation.................................................................13
Market research: target markets vs stakeholders...........................................................................13
Market research...........................................................................................................................13
Target markets.............................................................................................................................14
Financial feasibility: put your money where your mouth is.............................................................15
Expenses......................................................................................................................................15
Revenues.....................................................................................................................................16
The break-even analysis and the fee zie apart blad + toledo.......................................................18
PLISS....................................................................................................................................................18
Legal research: incorporation..........................................................................................................18
Liability............................................................................................................................................18
Permits and licences: vergunningen................................................................................................18
1
, Copyright – intellectuele eigendom.............................................................................................18
Geluidsvergunningen (naar Brochure Geluidsnormen)...............................................................22
Other environmental licenses: andere milieugerelateerde vergunningen..................................25
Gebruikersvergunning voor plaatsen van tenten, podia, stellages en tribunes...........................25
Catering licenses: verkopen van dranken en voedingsmiddelen.................................................25
Fireworks: vuurwerkvergunning..................................................................................................26
Tombolas and competitions – tombola’s en wedstrijden niet te kennen....................................26
Drones op evenementen.............................................................................................................26
Insurances: verzekeringen niet te kennen.......................................................................................26
Safety and security: the master plan...............................................................................................26
Logistical research...............................................................................................................................29
Time.................................................................................................................................................29
Logistical research: a venue.............................................................................................................30
Format.........................................................................................................................................30
Time.............................................................................................................................................30
Venue capacity + PLISS.................................................................................................................30
Acoustics......................................................................................................................................32
Accessibility, location, travel distance, travel route, public transport options............................32
F&B: Purchase obligations...........................................................................................................32
Facilities: technical, technological, logistical, …...........................................................................32
Price.............................................................................................................................................32
Image...........................................................................................................................................32
Equipment.......................................................................................................................................33
Staff – the HR ingredient......................................................................................................................33
A balanced team..............................................................................................................................33
Organizing your team......................................................................................................................34
Hospitality........................................................................................................................................34
Food/ beverage (catering)...................................................................................................................34
Communication...................................................................................................................................35
Top layer: corporate identity and social media................................................................................35
External communication..................................................................................................................35
Image building : promotion.........................................................................................................36
Imagebuilding: PR and press........................................................................................................38
Interaction with your visitors.......................................................................................................39
Contracts and licences.................................................................................................................39
Internal communication..................................................................................................................39
2
, Crisis communication.......................................................................................................................39
Project management all over again.................................................................................................39
The final check – WCS en Murphy … expect the unexpected..........................................................39
Format, program, scenario..............................................................................................................40
The team and the scenario..............................................................................................................40
What is “an event”?
You aim at an experience that you want somebody to be swept off his feet by using all the bells and
whistles that you can think of.
Twee doelen:
- Marketingmiddel: bedrijven of producten in de kijker zetten
- Entertainment
Eventplanning and the event support matrix
Doel van het evenement: information, motivation, networking
Tools: concept, catering, safety, audiovisual, communication, budget, staff, logistic
Planning / projectmanagement
3
, Before During After
Conceptual/ artistic/
creative
HR/ staff
Technical/
technological/ logistics
F&B/ catering
Communication
Finance/ budgeting
PLISS: permits,
licences, insurance,
safety and security
measures
Technical: electricity and electric equipment (audio amplification)
Technological: all kinds of software for event design, event promotion, event registration, voting,…
Logistics: furniture, furnishing, staging, stands, cutlery, crockery, kitchenware, decoration, flowers,…
Permits and licenses: allow you to serve alcohol, exceed audio limits, use public domain, use artistic
sources,…
Insurances: covering risks in a legal way
Eventplanning versus projectmanagement: the IDEA model
- An initiation phase in which the goals of the project are being analyzed and defined and a
methodology is decided
- A creational phase in which a product, service, solution is designed
- A planning phase in which the different aspects of the methodology are mounted on a
timeline
- A productional phase in which the product, service, solution,… is actually being developed,
produced, executed
- A phase for the assessment of the entire project
The IDEA model
4
Contents
What is “an event”?...............................................................................................................................3
Eventplanning and the event support matrix....................................................................................3
Eventplanning versus projectmanagement: the IDEA model.............................................................4
Project management and planning: the start of designing....................................................................5
Conceptual/ artistic...............................................................................................................................5
The concept of an event: event DNA.................................................................................................5
Types of events based on specific criteria.........................................................................................5
Goals and objectives......................................................................................................................5
Target markets...............................................................................................................................7
Size.................................................................................................................................................7
Origin and theme...........................................................................................................................8
Format / type.................................................................................................................................8
The event manager and the customer...............................................................................................8
The intake interview – briefing......................................................................................................9
The pitch........................................................................................................................................9
A concept...........................................................................................................................................9
Creativity........................................................................................................................................9
Creative skills...............................................................................................................................10
The creative process....................................................................................................................12
At last, an event concept is born..................................................................................................12
Finance and budgeting: feasibility issues and investigation.................................................................13
Market research: target markets vs stakeholders...........................................................................13
Market research...........................................................................................................................13
Target markets.............................................................................................................................14
Financial feasibility: put your money where your mouth is.............................................................15
Expenses......................................................................................................................................15
Revenues.....................................................................................................................................16
The break-even analysis and the fee zie apart blad + toledo.......................................................18
PLISS....................................................................................................................................................18
Legal research: incorporation..........................................................................................................18
Liability............................................................................................................................................18
Permits and licences: vergunningen................................................................................................18
1
, Copyright – intellectuele eigendom.............................................................................................18
Geluidsvergunningen (naar Brochure Geluidsnormen)...............................................................22
Other environmental licenses: andere milieugerelateerde vergunningen..................................25
Gebruikersvergunning voor plaatsen van tenten, podia, stellages en tribunes...........................25
Catering licenses: verkopen van dranken en voedingsmiddelen.................................................25
Fireworks: vuurwerkvergunning..................................................................................................26
Tombolas and competitions – tombola’s en wedstrijden niet te kennen....................................26
Drones op evenementen.............................................................................................................26
Insurances: verzekeringen niet te kennen.......................................................................................26
Safety and security: the master plan...............................................................................................26
Logistical research...............................................................................................................................29
Time.................................................................................................................................................29
Logistical research: a venue.............................................................................................................30
Format.........................................................................................................................................30
Time.............................................................................................................................................30
Venue capacity + PLISS.................................................................................................................30
Acoustics......................................................................................................................................32
Accessibility, location, travel distance, travel route, public transport options............................32
F&B: Purchase obligations...........................................................................................................32
Facilities: technical, technological, logistical, …...........................................................................32
Price.............................................................................................................................................32
Image...........................................................................................................................................32
Equipment.......................................................................................................................................33
Staff – the HR ingredient......................................................................................................................33
A balanced team..............................................................................................................................33
Organizing your team......................................................................................................................34
Hospitality........................................................................................................................................34
Food/ beverage (catering)...................................................................................................................34
Communication...................................................................................................................................35
Top layer: corporate identity and social media................................................................................35
External communication..................................................................................................................35
Image building : promotion.........................................................................................................36
Imagebuilding: PR and press........................................................................................................38
Interaction with your visitors.......................................................................................................39
Contracts and licences.................................................................................................................39
Internal communication..................................................................................................................39
2
, Crisis communication.......................................................................................................................39
Project management all over again.................................................................................................39
The final check – WCS en Murphy … expect the unexpected..........................................................39
Format, program, scenario..............................................................................................................40
The team and the scenario..............................................................................................................40
What is “an event”?
You aim at an experience that you want somebody to be swept off his feet by using all the bells and
whistles that you can think of.
Twee doelen:
- Marketingmiddel: bedrijven of producten in de kijker zetten
- Entertainment
Eventplanning and the event support matrix
Doel van het evenement: information, motivation, networking
Tools: concept, catering, safety, audiovisual, communication, budget, staff, logistic
Planning / projectmanagement
3
, Before During After
Conceptual/ artistic/
creative
HR/ staff
Technical/
technological/ logistics
F&B/ catering
Communication
Finance/ budgeting
PLISS: permits,
licences, insurance,
safety and security
measures
Technical: electricity and electric equipment (audio amplification)
Technological: all kinds of software for event design, event promotion, event registration, voting,…
Logistics: furniture, furnishing, staging, stands, cutlery, crockery, kitchenware, decoration, flowers,…
Permits and licenses: allow you to serve alcohol, exceed audio limits, use public domain, use artistic
sources,…
Insurances: covering risks in a legal way
Eventplanning versus projectmanagement: the IDEA model
- An initiation phase in which the goals of the project are being analyzed and defined and a
methodology is decided
- A creational phase in which a product, service, solution is designed
- A planning phase in which the different aspects of the methodology are mounted on a
timeline
- A productional phase in which the product, service, solution,… is actually being developed,
produced, executed
- A phase for the assessment of the entire project
The IDEA model
4
