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Event

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12 views8 pages

Event

Uploaded by

rahumananeesa78
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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AUDIO-VISUAL:

Audio Visual Aids Definition


According to Burton. These are sensory objectives and images which
stimulate and emphasis on learning process.

Audio visual (AV) is the use of sound, visuals, and lighting to enhance an event.
It's a crucial part of event planning, and can help ensure that speakers are heard,
visuals are clear, and the event feels right.

Here are some things to consider when planning AV for an event:


1) Define the scope: Consider the quantity, quality, and complexity of the sound,
video, lighting, projection, or special effects you need.
2) Consider the venue: Think about the size of the venue and anything that might
interrupt the display.
3) Consider the audience: Think about the audience's needs and how your
equipment can support them.
4) Plan a soundcheck: A thorough soundcheck can help troubleshoot feedback and
equipment errors.
5) Plan for presenters: Ensure presenters know where to walk and where to avoid
to avoid feedback.
6) Communicate with your AV supplier: Provide details about the event, including
the number of guests, any special requests, and when you need the A/V team to arrive
and leave.
AV can be used for a variety of events, including corporate conferences,
meetings, training, and live theater productions.
PERFORMERS:
A performer is a person who acts, sings, or does other entertainment in front
of audiences.
When selecting performers for an event, you can consider things like:
1) Availability: Whether the performer is available on the event date and time
2) Fees: What the performer's fees and expenses are
3) Technical requirements: What equipment, space, sound, lighting, insurance, or
cancellation policies the performer needs
4) Reputation: What others say about the performer, such as references,
testimonials, or ratings
5) Compatibility: How well the performer fits with the event's theme, audience, and
venue
6) Customization: Whether the performer can customize their performance to meet
your needs

How can you select the right performers for your event?
❖ Define your goals
❖ Research your options
❖ Compare your choices
❖ Communicate your expectations
❖ Evaluate your results

DECORS:
Event decoration is a fundamental tool for achieving a memorable experience
for attendees. The design and staging of a suitable environment can transform a
common space into a spectacular and innovative one.
Event decoration can help create a memorable experience for guests by
enhancing the atmosphere of the venue. Here are some tips for event decoration:
Consider the Venue: Understand the venue's restrictions, and consider its existing
decor.
Theme: Make sure the decorations align with the event's theme.
Lighting: Lighting can transform a space, so it's an important aspect of event
decoration.
Focal Points: Create focal points to draw attention.
Use Natural Elements: Incorporate florals, greenery, trees, vines, and fountains to
create a natural feel.
Use Technology: Incorporate digital media, such as a social wall that displays
attendees' social media posts, to engage guests.
Be Flexible, Sustainable, and Safe: Consider the safety and sustainability of the
decorations.
Be Creative: Add personal and creative touches to the decorations.
Balance Functionality and Aesthetics: Balance the functionality of the decorations
with their aesthetics.
Consider Scale and Proportion: Consider the scale and proportion of the
decorations.
Use Low-cost Decor: Use high-impact, low-cost decor.

CATERER:
Catering is the process or business of preparing food and providing food
services for clients at remote locations, such as hotels, restaurants, offices, concerts,
and events.
Event catering is planning a menu, preparing, delivering, and serving food at
social events and parties. Catering is an integral part of any event.

A person or company hired to provide and serve food, usually for a large group
and at a location separate from where the food is prepared.
When choosing a catering service for an event, you can consider factors like:
Budget: Know your budget before choosing a caterer.
Reputation: Check online reviews for insights into the caterer's food quality and
service.
Flexibility: The caterer should be able to accommodate dietary preferences and
serving styles.
Quality: Taste the food before serving it to guests.
Staff: The catering staff should be well-trained and professional.
Licensing: Make sure the caterer has all the necessary permits and licenses.
References: A quality catering company will provide references if asked.
Experience: Verify how long the caterer has been in business.
Backup Plan: The caterer should have a backup plan in case of unexpected issues.
Contract Terms: Review the terms and conditions before signing.
Guest Preferences: Consider the demographics of your guests, such as age, gender,
financial background, and ethnic background.

Photographer & Videography:


Event photography involves capturing still images that represent the event’s
atmosphere, key moments, and important attendees professionally. Videography
complements this by recording live actions and sounds, providing a dynamic event
recap.

Here are some procedures for photography and videography

1. Pre-Event Planning
a. Understand Client’s Needs:
• Photography/Videography Style
• Key Moments to Capture
• Location and Venue Details
• Timeline
• Technical Requirements - cameras, lenses, tripods, drones etc.
b. Coordination with Other Vendors:
• Communication with Event Planners
• Setup Times
c. Permissions and Contracts:
• Permission from the Venue
• Client Contracts
2. Equipment Preparation
a. Photography Equipment:
• Cameras & Lenses, Flashes/Lighting and Batteries and Memory Cards etc.
b. Videography Equipment:
• Cameras and Gimbals, Microphones and Drones.
c. Backup Equipment:
3. Event Coverage
• Capturing Key Moments
• Adjust to the Environment
• Communication with the Event Team
4. Post-Event Processing
• Review and Backup Footage/Images
• Editing and Post-Production
• Deliverables
5. Client Feedback and Final Deliveries
• Proof Review
• Final Adjustments
• Delivery and Follow-Up
6. Additional Considerations:
• Legal Aspects
• Security of Files
• Social Media Sharing

Protocols:
Location should be free of anything you do not want to appear in the
photo/video. Avoid highly reflective objects in the background such as windows,
mirrors, shiny wallpaper, monitors, etc. Avoid setting up in high-traffic areas or noisy
areas for video.

Photography and videography protocols can include:


Equipment: Ensure that all equipment is silent
Flash: Avoid flash during performances, but allow it at other events
Timelines: Provide images or videos within the agreed-upon timeframes
Respect: Respect the intimacy and nature of the performance
Audience: Avoid distracting or intruding on the audience or performers
Briefing: Feel able to challenge or discuss briefing parameters
Tripod: Use a tripod to avoid an awkward tilt
Headroom: Allow for headroom
Background: Pay attention to the background
Depth: Play with the depth of the shot
Composition: Lead the viewer with the composition of the video
Subject: Make the subject large and in charge.

Guest List Creation:


1. Understand the Event’s Purpose and Audience
• Event Type
• Audience Profile
• Guest Capacity
2. Collaborate with the Client or Event Stakeholders
• Discuss Preferences
• Categories of Guests: VIPs and Keynote Speakers, Friends and Family, Guests
of Honor, General Guests etc.
3. Create the Guest List Template
• Guest Name
• Company/Organization (if applicable)
• Email Address
• Phone Number
• Address (if needed for formal invitations)
• RSVP Status (Yes/No/Maybe)
• Dietary Restrictions (if applicable)
• Special Requirements (e.g., accessibility needs)
• Plus-One (if applicable)
• Using a digital tool can make it easier to manage, update, and track RSVP
responses.
4. Categorize and Prioritize Guests
• Prioritize Key Guests
• Family, Friends, and Acquaintances
• Group Invitations
5. Send Invitations and Track Responses
6. Handling Special Requests
7. Finalizing the Guest List
8. Communicating with Guests
9. On the Day of the Event
10. Post-Event Follow-Up

Children at Your Event:


Including children in an event requires special considerations to ensure their
safety, enjoyment, and that the event runs smoothly. Whether the event is a family-
friendly gathering, a wedding, or a corporate event with families invited, it’s essential
to plan for children’s needs. Here are some key protocols and strategies for managing
children at events:
1. Pre-Event Planning for Children
a. Guest List and Invitations
b. Venue and Safety Considerations
• Child-Friendly Venue
• Child Safety Measures
• Accessible Spaces:
2. Entertainment for Children
a. Activities and Games
• Children’s Play Area
• Interactive Entertainment
• Games and Competitions
b. Activity Supervisors
• Childcare or Nannies
• Supervision Volunteers
3. Catering for Children
a. Kid-Friendly Menu
• Food Options
• Portion Size
b. Drinks and Snacks
• Non-Alcoholic Beverages
• Snacks
4. Seating Arrangements for Children
• Separate Area for Play
• Child-Specific Tables
5. Event Flow and Timing
a. Child-Friendly Scheduling
6. Communication with Parents
7. Safety Protocols for Children
8. Handling Children’s Needs During the Event

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