EVPRODES

Events Production and Design

C l a s s C o d e : 10 0 5
S e c t i o n : E V - 3 01

Mark Aron A. Tuazon

Instructor
Learning Outcome

• Understand and apply a variety of techniques to

generate creative ideas in doing special events.
• Execute events for the community.
• Aesthetic Engagement
• Critical and Creative Thinking
Course Outline
• CH01 – Introduction
• CH02 – Event Design
• CH03 – Creativity
• CH04 – Entertainment
• CH05 – Décor
• ME
• CH06 – Venue
• CH07 – Staging
• CH08 – Seating
• CH09 – Lighting
• CH10 – Video and Projection
• CH11 – Audio
• FE
REFERENCES
• Matthews, D. (2016). Special event
production: the process. New York:
Routledge.
• Matthews, D. (2016). Special event
production: the resources. New York:
Routledge.
• Halsey, T. (2010). Freelancer’s guide to
corporate event design: from technology
fundamentals to scenic and environmental
design. Oxford, UK: Elsevier.
COURSE REQUIREMENTS:
•Major exams
•Quizzes
•Event Portfolio
•Performance Appraisal
 ACADEMIC DISHONESTY
• All CHTM students are expected to be academically honest.
Cheating, lying and other forms of immoral and unethical
behavior will not be tolerated. Any student found guilty of
cheating in examinations or plagiarism in submitted course
requirements will (at a minimum) receive an F or failure in
the course requirement or in the course. Plagiarism and
cheating refer to the use of unauthorized books, notes or
otherwise securing help in a test; copying tests,
assignments, reports or term papers; representing the
work of another person as one’s own; collaborating
without authority, with another student during an
examination or in preparing academic work; signing
another student’s name on an attendance sheet; or
otherwise practicing scholastic dishonesty.
Grading System
Components MIDTERMS FINAL
A. Class Standing 65% 65%
Quizzes
Recitation
Assignment
Attendance
Written Reports
Portfolio
Oral Presentation
B. Major 35% 35%
Examination
TOTAL 100% 100%
Final Grade = (Final Midterm Grade + Final Grade)/2
Chapter 1

An Introduction to Special Events

and Special Event Production

Mark Aron A. Tuazon

Instructor
 Introduction
• What exactly are special events and what
is special event production?
• How are they related?
• What is the difference between an event
producer and an event manager – or
between an event planner and event
coordinator for that matter?
• How are events organized and where in
the process does production fit?
 Special Event
• is defined as a gathering of human beings,
generally lasting from a few hours to a few days,
and designed to celebrate, honor, sell, teach about,
or observe human endeavors.
• ‘A special event is a one-time or infrequently
occurring event outside normal programs or
activities of the sponsoring or organizing body.’
• ‘To the customer or guest, a special event is an
opportunity for a leisure, social, or cultural
experience outside the normal range of choices or
beyond everyday experience.’
The Key Stakeholders in Special Event

Owner/
Organizer

Convey
message
Spectators desired by Participants
owner/
organizer
 Owners and Organizers
• A company owner, government body,
association, non-profit organization;
• Host city if part of the government body that
owns the event
• Media, if used for event advertising purposes
• Sponsors if funding the event itself as a whole
or in part
• Regulators
• Event Manager/ Designers/ Producer
 Participants
• Owners and organizers if desired;
• VIPs and celebrities
• Performers and speakers
• Suppliers (and employees) such as caterers and concessions,
transportation, tenting, technical providers (e.g. audio, lighting,
staging, A-V, electrical, rigging), emergency personnel, security;
• Competitors;
• Volunteers;
• Sponsors if funding participants such as individual competitor or
teams
• Host city if the municipal government is not part of the owner/
organizer category;
• venue
 Spectators
• Members of the public if a public
event, both paying and non-paying
• Invited guest if a private event
• Employees of owning company or
event sponsor(s)
• Special guest and VIPs (non-
participating)
• Media if reporting on the event and
not advertising the event itself
 REASONS FOR SPECIAL EVENTS
• Religious
• Political
• Social
• Educational
• Commercial
 CATEGORIES OF SPECIAL EVENTS
• Meetings and Conferences
• Expositions and Trade Shows
• Celebrations, Ceremonies, and
Spectacles
• Public events
• Private events
 THE PLAYERS
• Event Manager
• Event Planner
• Event Coordinator
• Event Producer
Skills Required by an Event Producer
• Organizational ability
• Creative ability
• Technical interest
• Financial acumen
• Writing ability
• Speaking ability
• Computer skills
• An ethical and moral grounding
• Personality traits
Habits of Effective Event Producers
• Focus
• Anticipation
• Single-minded purpose
• Ability to devote the necessary time
• Ability to block out interference
• Ability to address challenges
• ‘Show-must-go-on’ mentality
THE PHASES OF EVENT ORGANIZATION
• The Concept and Proposal Phase
• Preliminary Research
• Initial Event Design
• The Marketing and Sales Phase
• The Coordination Phase
• The Execution Phase
• The Follow-up Phase
SAMPLE EVENT TIMELINE
 THE RESPONSIBILITY AREAS OF EVENT ORGANIZATION
EVENT MANAGEMENT TASK OVERVIEW
Event Responsibility Area
Administration Marketing
Event feasibility analysis
Program development
(SWOT)
Site and venue selection Sponsorship acquisition
Financial administration and
Proposal preparation
budgeting
Promotional material
Contracting
development
Staff selection and training Advertising
Volunteer recruitment, Web site design and
training, and coordination maintenance
Media liaison Signage
Registration and badging
Event evaluation Ticketing Housing (usually
for conferences
only)
Risk Management Operations and Logistics
Assessment and control of
Catering
risk
Transportation to and from
Creation of emergency plans
the event site/venue
Organizing emergency
Onsite management
services
Obtaining licenses and
permits Production, including
Addressing insurance and entertainment,
décor, lighting, audio, visual
liability issues
presentations
Analyzing security needs and (A-V), staging, tenting and
obtaining security services temporary structures,
special effects, electrical
power, HVAC, sanitation and
waste management, rigging,
fencing, technical direction
Seatwork: Q&A

If you were given a chance to

choose and organize an event,
what kind of event would it be
and why?
Assignment
• Explain what experiential events are?
• How audiences can become engaged
throughout the different phases of an event?
• What is ritual? And how it can be applied to
event design?

*to be submitted next meeting on a short bond paper.