06

• Event organization's vision and mission


  What the event aims to achieve
• Event objectives


  The goals the event is trying to accomplish
• The concept satisfies the objectives set in accordance with the requirements of the client


  The event will be successful
• Target audience


  Who the event is aimed at and what their expectations are
• Expected attendance


  How many people are expected to attend the event
• Event timing and location


  When and where the event will take place, and whether the concept is applicable
• Event duration


  How long the program will last
• Event budget


  The available funds for the event
• Keeping the program exciting and interesting


  Ensuring the event maintains audience engagement
• Contingency plans


  Activities or plans to address any problems that may arise
• Major components of an event program

  • Main focus
  • Secondary focus
  • Support activities
  • Ancillary activities
• Main focus


  The main attraction that draws the audience, in line with the event theme
• Secondary focus


  Similar or different entertainment/activity to the main attraction that appeals to the core audience
• Support activities


  Different entertainment/activity to the main attraction that still appeals to the audience and fits the event theme
• Ancillary activities


  Additional fillers or things for the audience to do during the event
• Pre-event research


  Gathering information on the client's brand, event history, and potential risks to plan the event effectively
• Work breakdown structure (WBS)


  A tool to guide the events team in conceptualizing the whole event program
• Program


  A schedule of activities during an event, an external document for organizers, speakers, entertainers, performers, and attendees
• Parts of a program

  • Time
  • Activity
  • Person-in-Charge (PIC)
  • Venue
• Sequence guide


  A more detailed internal document that includes contingencies and further explanation to serve as an event organizer's guide
• Parts of a sequence guide

  • Time
  • Duration
  • Activity
  • Audio
  • Lights
  • Video
  • Person-in-Charge
  • Notes/Remarks
• Recorded music


  Ready-made audio material that can be played repeatedly as background music or accompaniment
• Live music


  Raw, unrecorded music created directly by the performer or entertainer during the actual performance
• Live feed


  A specific cameraman's or videographer's shot to be shown on the screen or video wall
• Moving logo


  Animation of the event logo or title played on loop and flashed on the screen or video wall
• PowerPoint presentation


  Used for character generation, speaker's slides, and teleprompter slides
• Sponsor video


  Prepared audio-visual material from the event sponsors, shown at a certain time or part of the event program
• Same-Day Edit (SDE) video


  Collaborative video output documenting impactful, remarkable moments of the event
• Storyline


  The plot of activities designed in an event program, guiding the connection between one activity/segment and the other
• Segments


  The parts of the program that divide the whole storyline, creating a clear beginning, middle, and end
• Dynamics


  The arrangement and execution of program elements to sustain audience interest and encourage a positive attendee experience
• Breaks


  Time required between parts of the program for attendees to relax or eat, and for performers to rest or prepare
• Movement time


  Time required for people to transfer from one program element to another
• Opening ceremony


  The start of the event, in the form of a march, parade, or performance, to draw people into the venue
• Performer relocation


  Time required for the same act/artist to rest or relocate between performances
• Equipment relocation


  Time required for shared or limited equipment to be transferred
• When conceptualizing a program, try to see the performances or work of acts/entertainers before booking them, or look for references and portfolios
• Visiting other events can help the event organizer adapt or pick up ideas to fit the event being planned
• Building a database or list of potential acts can be a handy resource for the future