Unit I: CONTEXT Prepared by: Abbie Gaile B. Gigante, LPT, CHP, MSHRM Learning Outcomes Upon completing this unit, the learner is expected to: 1. Define an event and its elements; 2. Differentiate the types of events; 3. Create an event concept paper; 4. Recognize significant industry milestones and trends; and 5. Understand the significance of the events industry in socio-economic development. Lesson 1 What is an Event? Learning Outcomes After this lesson, the learner is expected to: 1. Define an event; 2. Identify the elements of an event; 3. Differentiate the types of events; and 4. Create an event concept paper. Definition and Characteristics of Events Events refer to the things that happen around us. Two Kinds of Events Ordinary Events events that occur naturally in our environment and in our daily lives Our Mission Special Events Impact reports cater to a variety of audiences, so it's best to adjust it events where many people accordingly. gather together for reader. a First, identify your target Next, you cansome shift your focus on what they purpose; people need to know. to travelneed to participate, For example, your plans are in the interest of while some spend a lot of your beneficiaries. and resources Sometime readers might prefer details like a breakdown your funding while planningoffor the event andothers, like yourmaking trustees, sure will bethat more interested in the challenges you encountered and everything unfolds as them. the lessons you learned from expected Special events can therefore be characterized as follows; 1. Organized for specific purpose/s; 2. Attended by a number of participants; 3. Held in a specific, pre-determined place; 4. Time-bound (such that it has a beginning and an end); and 5. Cost a lot of resources. Elements of a Special Event "5Ws & 1H" What event are we organizing? Why are we organizing the event? Who are expected to attend and to organize the event? How many attendees and organizers? Where is it going to be held? When is it going to be held? How much is it going to cost? Therefore, the elements of an event are: 1. Type and title of event; 2. Purpose for holding the events; 3. Participants of the event and the roles they play (i.e., organizer, attendee, etc.); 4. Place or venue where the event is going to take place; 5. Date and time of the event; and 6. Resources. Table 1.1 Framework for Developing an Event Concept Paper (5Ws & 1H) Elements (What) Title and type of event (Why) Purpose/Objective: The owner or organizer of the event must have a good reason for wanting to hold an event. (Who) Participants: The organizers and attendees, and the roles they play. Example Ana's 18th Birthday party This is a once-in-a-lifetime event and it has been a family tradition to celebrate every member’s transition to adulthood. The birthday party aims to give Ana a fun and memorable celebration of this important day. Ana’s immediate family members (mother, father, and siblings) will organize the party with the help of an event planner. One hundred (100) guests are expected to attend, mostly family and friends. A guest list will be prepared. Table 1.1 Framework for Developing an Event Concept Paper (5Ws & 1H) Elements Example (Where) Place: The size and availability of the event venue affect the schedule and number of attendees. The venue can be selected using a set of criteria The venue must be in Z City and can accommodate 100 guests with a stage and a dance floor. Options: Room 1, X Restaurant, Y Avenue, Z City Room A, B Restaurant, C Avenue, Z City (When) Date and Time of Event: Make sure that the date and time are identified early on. Setting the date affects the venue reservations and printing of collaterals to be included in the invitations. July 4, 2014 (Friday) 7:00 p.m. (Note that it is important to indicate the month, day, year, and starting time of the event. A program detailing the schedule of speeches and performances will be prepared at a later time.) Table 1.1 Framework for Developing an Event Concept Paper (5Ws & 1H) Elements (How much) Cost/Resources: One can indicate a cost ceiling at the onset. The details of the budget can be prepared once quotations from suppliers are gathered. Example Php100,000.00 with the following breakdown: Php500.00 x 110 pax (with 10% contingency) = Php55,000.00 for food and venue Php45,000.00 for cake, sound system, invitation, photography, and miscellaneous Contingency This refers to a “Plan B” to address unforeseen or unexpected circumstances. Types of Special Events 1. Personal Events 2. Corporate Events 3. Community Events Thank You !