7 Essential Elements of Event Planning

No event can be successfully completed without the interaction and input of the seven key elements of the events. A graphical representation of the hexagon of the event that is formed by the key elements that the organizers of the event design and execute all the activities related to an event. Event infrastructure is a broad term that encompasses the core concept, people, talent and structure. The target audience is the ultimate experience of the event and for whom the event organizer consciously designs the event. The client, from the point of view of the event organizers, is the sponsor or funder of an event company. The media is the vehicle used to communicate the details of the event to the target audience and the venue is where the event will take place. As the name suggests, the event infrastructure includes those essential elements without which there can be no event. These essentials are the core concept, main people, core talent and core structure. The nature of this infrastructure varies depending on the categories of events and variations in events. Basic concept is a term that can be used to define the underlying fundamental spirit and evolution of various major categories of events. That is, what differentiates and demarcates boundaries between different categories from each other. The central concept of an event is like a root of a tree that generates energy and lays foundation for type of tree that will grow. The audience comes to experience experience, charisma or knowledge of those fundamental people and have opportunity to interact with them. The personality of main people used at an event must match personality of brand. With each event category, main people are required to have specific experience, reputation or knowledge. It is core talent that attracts and influences audience. In a music concert, types of audience that are attracted to event depend on talent of artist. Main talent, therefore, helps to create variations in any event category. For example, in music, whether event is classical music concert or pop music concert, it depends on type of instrument and music being played. One example that can be cited here is in competitive event such as sports, core talent is game-specific, that is,. Talent needed in cricket differs from talent needed to play basketball. Depending on what is at stake, not only on money but also on national pride and identification of category of event by ordinary citizens, each of categories has been structured to certain degrees. This organization for efficient management has been called central structure. The target audience is customer groups that form center of events. Actual design of event varies depending on demographic profile of target audience as well as number of target audience. It is from these criteria that event obtains its image and budget. If event would be mega-event or themed parties, which artist would perform or where event will take place etc., it depends mainly on target audience. Based on target audience as common denominator, event organizer can search for other customers who wish to associate with event, so events can also act as field of convergence for wide range of companies with same target audience. Cost of an event will also definitely vary depending on profile and number of audience you are targeting. Importance of defining target audience as first step in design of event can be understood by understanding differences that could occur in event due to change in profile of target audience. Transformation from Rang Barse to Holi Gyrations discussed in is classic example of how design of event varies depending on target audience. Not only does profile of target audience have effect on event but also number of audience has big impact on design. This is so because location and other related costs are decided based on number expected audience. If number target audience varies there is cascading effect on design of event. Therefore not only profile but also number target audience is important for designing successful events. Customers are people or organizations that act as sponsors at any event. They sponsor events because they use them as more effective marketing communication tool to create desired position on their own in mind target audience. They provide funds that fully or partially subsidize an event to make it affordable to target audience. As will be discussed below risk rating an event increases if sufficient money from sponsors does not support event affecting event organizers. It is very likely that for B2B events capturing leads from prospects will be main objective. If you take care all above it will make it easier to generate leads but you need plan how you are going capture your leads. Think some creative methods or mechanisms that you think will work best for your events. Fundraising Advisor and Special Event Planner James P Reber recommends having clear purpose and vision for your event with vision expressed by your customer you can develop perfect theme for your event when planning corporate party never skimp food leave enough space in budget offer quality food that well presented when served if it within budget scope party additional vendors such photographers cartoon artists may appropriate will add fun.

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