COMPETENCY–BASED LEARNING

MATERIAL

Sector TOURISM

Qualification Title EVENTS MANAGEMENT SERVICES NC III

Unit of Competency DEVELOP AN EVENT CONCEPT

Module Title DEVELOPING AN EVENT CONCEPT

TECHNICAL EDUCATION AND SKILLS DEVELOPMENT AUTHORITY

SAINT JOHNBOSCO COLLEGE OF NORTHERN LUZON, INC.
National Highway, Lingsat, City of San Fernando, La Union

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 HOW TO USE THIS COMPETENCY – BASED LEARNING MATERIAL

Welcome!

The unit of competency, Develop an Event Concept, is one of the competencies of Events
Management Services NC III, a course which the knowledge, skills and attitudes required to Develop
an event concept for the staging of meetings and events. Depending on the context, this role could
be performed by a wide range of individuals including event managers, local or regional tourism
managers, venue managers and marketing managers.

The module, Developing an Event Concept, contains training materials and activities related
to the knowledge and skills required in Developing an event concept.

In this module, you are required to go through a series of learning activities in order to
complete each learning outcome. In each learning outcome are Information Sheets, Self-Checks,
Operation Sheets and Task/Job Sheets. Follow and perform the activities on your own. If you have
questions, do not hesitate to ask for assistance from your facilitator.

Remember to:
● Work through all the information and complete the activities in each section.

● Read information sheets and complete the self-check. Suggested references are
included to supplement the materials provided in this module.
● Most probably, your trainer will also be your supervisor or manager. He is there to
support you and show you the correct way of doing things.
● You will be given plenty of opportunities to ask questions and practice on the job. Make
sure you practice your new skills during regular work shifts. This way you will improve
you speed, memory and your confidence.
● Use the Self-Checks, Operation Sheets or Task or Job Sheets at the end of each section
to test your own progress. Use the Performance Criteria Checklist located after the
sheet to check your own performance.
● When you feel confident that you have had sufficient practice, ask your Trainer to
evaluate you. The results of your assessment will be recorded in your Progress Chart
and Accomplishment Chart.

You need to complete this module before you can perform the next module, Develop an
Event Program.

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 Events Management Services NC III
COMPETENCY-BASED LEARNING MATERIALS

List of Competencies

No. Unit of Competency Module Title Code

EVENT PLANNING SERVICES
Planning and
Plan and develop event TRS342315
1. developing event
proposal or bid
proposal or bid
Develop an event Developing an event
2. TRS342316
concept concept
Developing event
3. Develop event program TRS342317
program
Select event venue and Selecting event
4. TRS342318
site venue and site
Develop and update Developing and
5. event industry updating event TRS342319
knowledge industry knowledge
ON-SITE EVENT MANAGEMENT SERVICES
Providing on-site
Provide on-site event
6. event management TRS342320
management services
services
Managing
Manage contractors for
7. contractors for TRS342321
indoor events
indoor events
Developing and
Develop and update
8. updating knowledge TRS342322
knowledge on protocol
on protocol

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 MODULE CONTENT

UNIT OF COMPETENCY : Develop an Event Concept

MODULE TITLE : Developing an Event Concept
MODULE DESCRIPTOR : This unit covers the knowledge, skills, behavior and motivations
required to develop the overall concept, theme and format for a
major event comprising multiple components. An event manager
would generally undertake this process at the commencement of
the event management cycle in consultation with the stakeholders,
including PR/advertising people. Sometimes the concept
development phase is undertaken as part of the bidding process
NOMINAL DURATION : 8 hours

LEARNING OUTCOMES :

At the end of this module, you MUST be able to:

LO1: Identify overall event objectives and scope
LO2: Establish event concept theme and format

ASSESSMENT CRITERIA:
LO1: Identify overall event objectives and scope
● Key objectives and components of the event are identified, clarified and agreed in
consultation with the stakeholder.
● Key information is analyzed and stakeholders are consulted to determine the scope
of the event.
● Internal and external factors which may impact on the event are analyzed

LO2: Establish event concept theme and format

● Overall event concept, theme and format are developed which reflect key objectives
and meet the needs of the potential audience.
● Creative elements are incorporated into the event concept and theme.

● Operational practicality and cohesiveness of the concept, theme and format are
verified through consultation and analysis.
● Summary of key logistical requirements is developed based on the overall concept,
theme and format.
● Accurate and complete information on the concept, theme, and format are provided
to all relevant stakeholders to facilitate timely and effective planning and
implementation.
● Approval from relevant stakeholders is obtained prior to implementation.

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 LEARNING OUTCOME NO. 2.1-1
Identify overall event objectives and scope

Contents:
1. Events/Functions Objectives
2. Setting Event Objectives
3. SMART Acronym

Assessment Criteria:
● Key objectives and components of the event are identified, clarified and agreed in
consultation with the stakeholder.
● Key information is analyzed and stakeholders are consulted to determine the scope of the
event.
● Internal and external factors which may impact on the event are analyzed.

Conditions:
The participants will have access to:
1. WORKPLACE LOCATION:
- Circulation Area
2. EQUIPMENT, TOOLS & MATERIALS:
- Computer with internet connection
- LCD projector
- Sound system
- First aid kit
- Telephone Directory
- Telephone
3. TRAINING MATERIALS:
- Books, Magazines, Printed Materials

Assessment Method:
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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 Learning Experiences

Learning Outcome No. 2.1-1

Identify overall event objectives and scope

Learning Activities Special Instructions

Read Information Sheet 2.1-1 on Identify overall If you have some problem on the content of
event objectives and scope the information sheet don’t hesitate to
approach your facilitator.
If you feel that you are now knowledgeable on
the content of the information sheet, you can
now answer Self-Check provided in this
module.
Answer Self Check 2.1-1 on Identify overall Compare your answer to the Answer Key 2.1-1
event objectives and scope on Identify overall event objectives and scope.
If you got 100% correct answer in the Self -
Check you can now move on to the Task Sheet
2.1-1 on Identify overall event objectives and
scope.
Perform Task Sheet 2.1-1 on Identify overall While performing the task for this module.
event objectives and scope Your Trainer will evaluate your performance
using Performance Criteria Checklist 2.1-1 on
Identify overall event objectives and scope.
Read information sheet 2.1-1 on Identify overall If you have some problem on the content of
event objectives and scope the information sheet don’t hesitate to
approach your facilitator.
If you feel that you are now knowledgeable on
the content of the information sheet, you can
now answer Self-Check provided in this
module.

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 Information Sheet 2.1-1
Identify overall event objectives and scope

Learning Objectives:

After reading this INFORMATION SHEET, YOU MUST be able to:

 Each student will identify, clarify and agree key objectives and components of the event
through consultation with the stakeholder.
 Each student will analyze key information and consult stakeholders to determine the scope
of the event.
 Each student will analyze Internal and external factors which may impact on the event.
 Each student will be given 1 hour to present in the class. candidate's output/s.

Introduction

As events can be quite complex, in an initial discussion it is often the goa to get an overview
of the client's expectations and to prepare a proposal based on these. Normally the event
coordinator will also extend an invitation for the client to visit the hotel to discuss the event in more
detail and to show them in person what the hotel or establishment can provide. Before any event or
function can be organized there is a need to determine client needs for it.

The most effective way to do this is to meet face-to-face with the client and talk to them
about their needs, wants and preferences. After receiving an inquiry and once initial information has
been sent to clients regarding an event or function it is best practice to invite the client to your
venue to:
 Talk to them about their expectations and needs
 Allow them to view the property and its facilities
 Meet some of the key staff, where appropriate.

The meeting should be scheduled at a time to suit the client and conducted in a private
location, such as the board room or your office. It is appropriate to provide catering, light
refreshments and even a meal. The information gathered in relation to an event will be detailed.

Events/Functions Objectives
There are many overall objectives for holding an event, some of which include:
 Increased revenue and profit to a department
 Increased brand awareness in the market place
 Expanding the range of products or services provided by an organization
 Promoting new products or services
 Reinforcing or cementing success of organization.

Specific Objectives
Each event will also have objectives which they would like to achieve, many of which are
service related and aimed at meeting set standards. Some of these include:
 Run a safe and secure event with no accidents Ensure the client is satisfied
 Ensure the client is satisfied
 Ensure sponsors are satisfied with their investment and that their objectives were achieved
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  Ensure all delegates who attend the event are satisfied Ensure the desired profit margins are
obtained
 Ensure the event has no or minimal environmental impact
 Ensure service standards reflect overall organizational standards

So having a very clear set of aims and objectives for your event in terms of what it is to
achieve is critical for a host of reasons. It is essential that the aims and objectives of your event are
defined and agreed at the outset, although they may also be developed and refined as the project
progresses. Aims relate to the overall intent, strategic direction and purpose of your event i.e. the
primary motivations. Objectives are essentially aims broken down into specific targets, to facilitate
event delivery and evaluation.

Events can deliver beneficial impacts and outcomes both for the organizers and the host
community, in addition to other stakeholders such as participants, spectators, sponsors and the
media. These different groups should be borne in mind when developing and planning events to
maximize positive benefits arising from the event, which will in turn facilitate stakeholder support.
One approach to setting aims and objectives is to consider the potential impacts that the event could
or should have and use these as a starting point for developing event specific aims.

Setting Event Objectives

Once the overall aims of the event have been established you can then move onto setting
objectives. These should be set in relation to the different areas of the event e.g. financial objectives,
marketing objectives, participation, etc. Objectives are important as they provide benchmarks and
targets to aim for and performance indicators, which facilitate monitoring and measures for
feedback and evaluation. To enable this, objectives should conform to the SMART acronym:
 Specific to areas of the event.
 Measurable quantitatively i.e. through numbers.
 Agreed / attainable by organizers and those assigned the tasks.
 Relevant/realistic to the overall aims of the event. Timed within the event schedule.

Some examples of SMART objectives: Note within all the examples given below they are
specific to a certain area of the event, activity or group of people. There is an element that can be
measured to assess if the objective has been achieved and there is a timeline associated with the
objective to enable the achievement to be assessed.
 To distribute a questionnaire to all local businesses in the town 6 months prior to the event.
 Online ticketing to generate £5,000 in ticket revenue one month prior to the event.
 Marketing to increase visitors' numbers from outside of by 10% in comparison to last year.
 To recycle 80% of event waste.
 To increase the utilization of park and ride facilities by 20%.

SMART Acronym
S - Specific: What outcome, by when. For example, enrolling thirty per cent of the visiting college
students on the third of July academic year 2016.
M- Measurable: How much - the hard numbers we can measure, such as 100 students visited our
campus and 30 of them enrolled in fall classes.
A - Attainable: Not only is the objective achievable, we're also relatively likely to accomplish it. This
isn't a stretch incentive on Kick starter, after all. This is an objective we're confident telling our boss
we can achieve.
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R - Relevant: The objective relates back to our company's goals. If it doesn't, it isn't our objective
anymore.
T - Time-bound: Time bounded means we can create a timeline that defines the beginning and the
end of the period in which we are measuring. There's a start and stop point, and we can measure the
change between the two.

Smart objectives that relate back to your organization's goals will stick with you throughout
your entire event planning process. Once you have buy-in from the top down, these event goals and
objectives will guide your entire process from venue selection through your post-event survey
questions. When you have well- defined goals and objectives for your event, planning, promoting,
and sticking to your budget all become much easier. Messaging aligned with those goals comes
through loud and clear, increasing attendee interest, RSVPs, and ticket sales.

Identification of key stakeholders

There may be many stakeholders who are involved in the organization and implementation of an
event.
These may include:
 Event principal Local community
 Organizing committees
 Local authorities including police and fire
 Internal event staff
 External contractors
 Entertainers
 Talent
 Staff from host businesses

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 SELF-CHECK 2.1-1

Questions: Answer the following questions. Write your answers on the space provided below.

A. Who are the stakeholders involved in the organization and implementation of event? Cite at
least 5 and describe their ways of involving the event.
1. ___________________________________________________________________________
2. ___________________________________________________________________________
3. ___________________________________________________________________________
4. ___________________________________________________________________________
5. ___________________________________________________________________________

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 ANSWER KEY 2.1-1

1. Stakeholders include two groups

First group includes: Employees, Volunteers, Sponsors, Suppliers, Spectators, Participants and
Partners
Second group is statesmen, host society, emergency services, public business, media and
tourism organizations (Reid & Arcodia, 2002) . Getz et al.

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 TASK SHEET 2.1
Title: Identifying Overall Event
Performance Objective: Given the following instruction, you should be able to identify overall
event.
Supplies/Materials: Pen/pencil, paper, ruler, eraser/correction fluid, desk table and chair,
learning materials
Equipment: Internet Access
Steps/Procedure:
1. Each student will identify, clarify and agree key objectives and components of the event
through consultation with the stakeholder.
2. Each student will analyze key information and consult stakeholders to determine the
scope of the event.
3. Each student will analyze Internal and external factors which may impact on the event.
4. Each student will be given 1 hour to present in the class. candidate's output/s
Assessment Method:
 Evaluation of concept through a review of
 Oral questions to assess knowledge of the range of key market factors and management
issues to be considered in the concept development phase.
 Review of portfolios of evidence and third-party the candidate workplace reports of on-
the-job performance.

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 PERFORMANCE CRITERIA CHECKLIST 2.1-1

CRITERIA
YES NO
Did you….
1. identified, clarified and agreed the key objectives and
components of the event through consultation with the
stakeholder?
2. analyzed the key information and consult stakeholders to
determine the scope of the event?
3. Analyzed the Internal and external factors which may impact on
the event?
4. presented in the output/s in class?

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 LEARNING OUTCOME NO. 2.2-1
Establish event concept theme and format

Contents:
1. Style and Format
2. Room layout
3. Steps to Help Pick a Professional yet Memorable Event Theme
4. Event Formats

Assessment Criteria:
● Overall event concept, theme and format are developed which reflect key objectives and
meet the needs of the potential audience.
● Creative elements are incorporated into the event concept and theme.

● Operational practicality and cohesiveness of the concept, theme and format are verified
through consultation and analysis.
● Summary of key logistical requirements is developed based on the overall concept, theme
and format.
● Accurate and complete information on the concept, theme, and format are provided to all
relevant stakeholders to facilitate timely and effective planning and implementation.
● Approval from relevant stakeholders is obtained prior to implementation.

Conditions:
The participants will have access to:
1. WORKPLACE LOCATION:
- - Circulation Area
2. EQUIPMENT, TOOLS & MATERIALS:
- - Computer with internet connection
- LCD projector
- Sound system
- First aid kit
- Telephone Directory
- Telephone
3. TRAINING MATERIALS:
- Books, Magazines, Printed Materials

Assessment Method:
 Oral or written test
 Direct observation
 Practical test
 Evaluation of work done by learner

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 Learning Experiences

Learning Outcome No. 2.2-1

Establish event concept theme and format

Learning Activities Special Instructions

Read Information Sheet 2.2-1 on Establish event If you have some problem on the content of
concept theme and format the information sheet don’t hesitate to
approach your facilitator.
If you feel that you are now knowledgeable on
the content of the information sheet, you can
now answer Self-Check provided in this
module.
Answer Self Check 2.2-1 on Establish event Compare your answer to the Answer Key 2.2-1
concept theme and format on Establish event concept theme and format.

Perform Task Sheet 2.2-1 on Establish event While performing the task for this module.
concept theme and format Your Trainer will evaluate your performance
using Performance Criteria Checklist 2.2-1 on
Establish event concept theme and format.

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 Information Sheet 2.2-1
Establish event concept theme and format

Learning Objectives:

After reading this INFORMATION SHEET, YOU MUST be able to:

 Each student will develop overall event concept, theme and format which reflect key
objectives and meet the needs of the potential audience.
 Each student will incorporate creative elements into the event concept and theme.
 Each student will verify operational practicality and cohesiveness of the concept, theme and
format through consultation and analysis.
 Each student will develop summary of key logistical requirements based on the overall
concept, theme and format.
 Each student will provide Accurate and complete information on the concept, theme, and
format provided to all relevant stakeholders to facilitate timely and effective planning and
implementation.
 Each student will obtain approval from relevant stakeholders prior to implementation.
 Each student will be given 1 hour to present in the class

Introduction

A creative activity followed plan fully is an event. Event consists of all features whether it's a
creative idea, budget, light, decoration, people, publicity, the sponsors, permissions etc. Event is a
combined of everything like planning, organizing, budgeting and performance. Pre and post event is
very much important in an event.

Style and format

Functions may range from informal through to formal to reflect the nature of the function.
 Informal functions
Informal functions are characterized by:
 No set time for guest arrival
 No dress code
 Flexible times for food and beverage service
 Impromptu speeches
 No service protocol
 No seating plan.

 Formal functions
Formal functions are characterized by:
 Dress code
 Set time for guests to arrive
 Registration and name tag requirements
 Allocated time for speeches and presentations etc.
 Specific meal times
 Semi-silver service or full silver service
 Specific service protocols
 Specific seating plan
 Guest speakers or Master of Ceremonies presentation
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  Specific times for entertainment to commence and finis

Room layout
Room layout will depend on customer needs and the style best suited meet those needs.

Stand-up function
This style of function is generally used for cocktail parties, general parties or lunches that are
part of a conference. The only seating might be around the edges of the room with several tables
placed randomly in various places to provide the guests with a place to put down their drinks and
any unwanted glassware plates, food scraps. When deciding if a stand-up function is suitable, it is
wort bearing in mind the proposed duration of the function. Does the client think that the guests can
stand for the length of time expected?

Stand-up lunches for conferences where delegates have been seated al morning are a good
idea to allow them to stand up for a while. Stand-up lunches are usually a less expensive than sit-
down meals and they encourage people to mingle and network. The very nature of a stand-up
function is attractive to some clients and to some function types as it does not encourage people to
settle in and stay for extended periods.

Sit down function

This style of function is generally used for weddings or
formal dinners, banquets and presentations. Most dinners for
conferences are also sit-down. The tables and seating used for
such a function is placed in accordance with specific table
number and stated seating requirements. Some functions may
require tables of six, whereas other functions may require
tables of ten or more.

Boardroom meeting
Smaller functions or meetings can be catered for in small
rooms or the board room. There are a number of styles to use
when setting up a boardroom meeting. Each style has its own
benefits, which should be matched to the needs of the client:
 Theatre style. This is where chairs are placed in rows
facing do not need tables in which to record
information. It is also used where the audience is
required to listen as opposed to communicating
themselves. It is important to have aisles in which both participants and speakers can easily
move around in. It is popular with seminars and presentations

 Boardroom style. This is the use of a small to large table where all participants are able to
see and converse with each other and have their own place in which to spread out
documents and record information. This layout is popular for many meetings as it allows for
interaction

 Hollow Square. Depending on the size of the audience, a boardroom format may be
required, to allow for interaction and discussion but there are simply too many people. In
essence this is where tables are set up in a square, hexagon or round format with room for
microphones, photographers or plant displays etc. in the middle

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  Classroom style. This is where tables and chairs are set up in straight lines or in a V-shape
formation, similar to a classroom setting at school. The tables face the front of the room so
that all participants can easily see the instructor. This layout if popular when large amounts
of audience members are in attendance, each requiring space to layout documents. It is also
useful in presenting computer training sessions

 Banquet style. This is where smaller round, square or rectangular tables are used for. smaller
discussions and group work

 U Shape. Also known as a 'horseshoe' this format allows audience members to see each
other and interact whilst accommodating larger numbers. It also allows for a presenter to
walk within the 'U-shape' itself to personally interact with each participant. It is a very
popular layout method

 E-shape. This is a variation to a U 'shape' as it allows for greater numbers of audience

members, as a table is placed in the middle of the U 'shape'

Using different set up options

Depending on the function they may use different layouts either:
 Simultaneously - where a function may address large audiences, therefore requiring a
seminar format, but then allows participants to work in smaller groups, therefore using a
boardroom or banquet style

At different times of the day - for example a room may be set up for a conference using a U-
shape format during the day but needs a banquet layout at night for a formal dinner.

Events are Broadly Distinguished into Followings:

1. Fun events
Fun events increase enthusiasm and participation. If a person enjoying the event in his
own interest then it could fall under the fun ever category. Example party: entertainment show,
comedy show etc.

2. Personal events
Personal events can be broadly classified under the category celebrations like birthday
parties, wedding etc. which some one persona affair.

3. Musical show
Musical concert can be different types such as classical musical night which can be
organized indoor for a limited audience or a rock band show which can be open air concert for
public. For example: Jim musica night, Honey Singh Concert, etc.

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4. Promotional events
Any product or any brand, celebrity, inauguration programs, launch events, campaigning
etc. can be seen under the promotional events category.

5. Corporate events
Corporate events are defined under two categories the in-house affair and events for
the public for example Seminars, press Conference, academic, business conferences.

6. Educational events
This can be categorizing as a training program, learning session, workshops etc.

7. Trade shows exhibitions

These are the event in which companies can showcase their lates products. It is helpful
in connecting the target audience It is also a platform to launch a product.

Event Management Industry are Broadly Distinguished into the following:

1. Sports Event
Sports events are physical event, through organized participation Sports event is major
source of entertainment for the non-participant. For Example, IPL Super League, Football Match,
Olympics, etc.

2. Networking events
There are several prominent networking events. The objective behind the networking
events could be the network with purpose

3. Theme parties
All the food and decorations are made according to a one theme. Theme parties are a
becoming one of the prominent and emerging concepts.

4. Trade fairs
This is an exhibition is organized so that companies can showcase their latest products,
services etc.

5. Award ceremonies
This is one of the best events to recognize the person by facilitating the awards. All
sectors organize the award function event to gain the popularity.

Here are Three Steps to Help You Pick a Professional Yet Memorable Event Theme
Step 1: Review your goal
First and foremost, clarify and review our goals. What's the purpose of your event? Why is
your company hosting it? Are you bringing together clients for a big training? Or is it your company's
annual conference to attract new prospects?
Getting the "so what" of your event down on paper will help you identify the big ideas it ties into.
From there, you can start brainstorming themes that fit.

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Step 2: Consider your audience
While you might think this is an obvious one, a rough outline of who's attending your
corporate event is worth getting down long before you put together the guest list. Themes that
might fly for an event where it's just going to be your clients might not work for an event where your
prospects are present, too.
A few questions to ask yourself:
- Who's attending?
- What's the age range?
- Is the event adults-only, or will family be present?
- Will attendees all be from the same area, or will there be people from different parts
of the country or world?

Step 3: Choose a venue that complements your theme (or vice versa
While decorations and activities are important, subtly reinforcing your theme through your
catering and venue can be even more memorable. Though traditional event venues remain the most
popular choice for event planners, you're not limited to the hotel ballroom if your event theme calls
for something a little more unusual. If You're looking to deliver a unique experience, consider
exploring an unconventional venue like a parking lot or unique Airbnb.

If you're still having trouble selecting a theme. your venue can also prov needed inspiration.
For example, if you're hosting your event at a local winery, in location lends itself to a Tuscan theme.
If you align your venue and your theme, not only will your event feel a breath of fresh air, you can
be guaranteed it will be talked about for a month to come. Learn more about how to use the setting
to create a corporate even attendees will never forget how in our guide.

Here are some sources of corporate event theme inspiration to get you creative juices flowing:
 Academy award winning movies
 Eras ('80s, '20s, futuristic)
 Vacation escapes
 Capitals from around the world
 Childhood memories (prom, homecoming)
 Global cuisine

Perhaps the best inspiration to turn to is your own brand. What are your brand values? Use
these as a north pole while you're considering themes, or even make one of your brand values (for
example, growth) the theme of the whole even.

If you don't yet have your event's brand clearly defined, that should come before deciding
your event's theme. You may create on your own brand based on your experience in your event
theme.

How to Choose an Event Theme

If you're in the planning phase of your event, you're probably wondering how to choose an event
theme.
 Looking at the purpose of your event
 Considering your target audience
 Finding the right venue
 Sticking to your budget
 Accounting for seasons and weather
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  We'll also go through how to incorporate your event theme by.
 Getting creative with invitations
 Using social media to tell a story
 Decorating to create an atmosphere
 Matching food and drinks to the theme
 Making sure the entertainment aligns
 Organizing fun themed activities

How to Choose an Event Theme

Before you pick an event theme at random, you should think about the reason for having a
theme in the first place. Will it appeal to a certain audience? At the same time, it's also prudent to
think about some of the limitations you face When picking a theme. Your event budget might be a
deciding factor.

Here are some of the things you should think about when choosing an event theme.
1. Aim
The first question you should ask yourself what the aim of the event is. A charity fundraiser
will have a different purpose than a community street party.

2. Audience
The audience you want to attract should also guide your efforts when business
professionals. you choose a theme.

3. Venue
The event venue will also limit the possible themes you can choose from. You can't host an
indoor beach party at a museum. How to choose an event theme: Pick a venue that matches
your theme. Your event theme should go hand-in-hand with your choice of venue. Make sure
that they complement each other, rather than be at odds.

4. Budget
You should also consider the dreaded B-word. How much money will it cost to pull off a
particular event theme? Do you have the budget for it? Exotic venues and beautiful decorations
can quickly get expensive. Consider your event budget when you choose the theme for your
event.

5. Season
Depending on your event, the weather might also affect your choice of themes. If you're
hosting an outdoor event, then rain, wind, and snow could get in the way. Your theme doesn't
have to match the season, however. It would be an interesting twist to host the aforementioned
indoor beach party in December. The more elements you can include your theme in, the
stronger and more memorable it will be. Quirkv invitations, decor, and food are also more likely
to get shared on social media.

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Here are some of the Things your Theme Could Influence
1. Invitations
Use the event invitations as a teaser for your theme. If you're organizing a treasure hunt,
why not use a crumpled treasure map as an invitation? Get creative with the invitations.

2. Marketing
The theme should also be part of your media is Where you can use your theme to tell a story
about your event if 'organizing a disco party, post images. You have people to share their
favorite disco song and start a conversation around it

3. Decor
The event decoration is probably one of the most important in your event theme. Along with
the venue, the decor is what helps create that atmosphere. A Halloween-themed dinner party
should include some pumpkins, and skulls.

4. Food and drinks

The menu at your event is also a great opportunity to incorporate your theme. In fact, the
food and drinks can be as much a part of the decor as the des itself. You can also switch up the
way you serve it. Why not serve piñacolada hollowed-out pineapple for your Hawaiian-theme
event?

5. Entertainment
The speakers or entertainers you feature at your event should also be line with the theme. A
Christmas party calls for singing elves, and so on. Dress up performers are always fun.

6. Activities
You can also incorporate some fun activities into your event. In the caser a treasure hunt,
the activity is the event. But why not have participants dress up pirates? The activities should, of
course, be in line with your event theme.

Event Formats
Sometimes getting started organizing an event can be a little overwhelming It does not have
to be though. Not every event needs to be a formal lecture Why questions and answers in a rented
venue. Events can be as formal or informal? you want them to be. Having a variety of event types
can help community cred the kind of group that really makes connections among enthusiasts. Any
activity that helps people connect and inspire each other to do more with Word Press! a Meet up
activity. Here are some examples of events that don't follow the Maple seat plan, the mechanics is
you sit around and listen to a speaker format:
 Networking or Social event - Events like these can take the small amount of planning. It just
takes a time and a lace that hold i number of people that will attend. Coffee shops, Co-
Working spaces f rested donated office could all do the trick. If you decide to meet,
restaurant or coffee shop, it is a good idea to contact the venue expect more than 15
people.
 Show and Tell - This is a discussion of a member's current wet or project. You engage a
projector and screen, tables, and a willing volunteer. The group member shows their project
and describes what problems they have run into. The group can discuss possible solutions,
highlight great points in the design, or just learn from each other.
 Co-working/Work along - Sometimes the best way to stay motivated on a personal project is
to have people to talk to when you get stuck. To host a Work along, you will need power

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 outlets, wifi, tables and chairs, and a space that can hold the number of people that will join
you. Then, work alongside your peers while you bounce ideas off one another.
 Workshops - For this you will need someone who is comfortable walking through a project in
front of a crowd. It can also be helpful to have a few people who are knowledgeable to help
out if needed. You should have access to power outlets, wifi, a projector/screen, and
perhaps some sort of microphone if available

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 TASK SHEET 2.2-1
Title: Establishing event concept theme and format
Performance Objective: Given the following instruction, you should be able to establish event
concept theme and format.
Supplies, Materials, Tools and Equipment: Given the following instruction, you should be able
to establish event concept theme and format. Pen/pencil, paper, ruler, eraser/correction fluid,
desk/ table and chair, learning materials and access to internet
Steps/Procedures:
1. Each student will develop overall event concept, theme and format which reflect key
objectives and meet the needs of the potential audience.
2. Each student will incorporate creative elements into the event concept and theme.
3. Each student will verify operational practicality and cohesiveness of the concept,
theme and format through consultation and analysis.
4. Each student will develop summary of key logistical requirements based on the overall
concept, theme and format.
5. Each student will provide Accurate and complete information on the concept, theme,
and format provided to all relevant stakeholders to facilitate timely and effective
planning and implementation.
6. Each student will obtain approval from relevant stakeholders prior to implementation.
7. Each student will be given 1 hour to present in the class
Assessment Method:
 Evaluation of concept through a review of candidate's output/s.
 Oral questions to assess knowledge of the range of key market factors and management
issues to be considered in the concept development phase.
 Review of portfolios of evidence and third-party workplace reports of on-the-job
performance

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 PERFORMANCE CRITERIA CHECKLIST 2.2-1

CRITERIA
YES NO
Did you….
1. developed overall event concept, theme and format which
reflect key objectives and meet the needs of the potential
audience?
2. Incorporated the creative elements into the event concept and
theme?
3. operationally practicality and cohesiveness of the concept,
theme and format through consultation and analysis?
4. Developed a summary of key logistical requirements based on
the overall concept, theme and format
5. Provided an accurate and complete information on the concept,
theme, and format provided to all relevant stakeholders to
facilitate timely and effective planning and implementation
6. obtained approval from relevant stakeholders prior to
implementation
7. presented in the class?

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