THE EVENT EXPERIENCE

Chapter 6
Picking up from the event , the event manager now goes into designing and
putting together the many elements of the event experience. This is another
exciting part that inspire creativity and a unique personal touch to make a
really memorable and meaningful event.

Consider your even as a gift box. The event vision defines your intention to
please or get a reaction from the recipient, that is, the audience.
 POCKET EVENTS OR COMPANION
ACTIVITIES
The event host may extend hospitality to allow for activities outside of the
main program, or have activities for companions of attendees. These may be
in the form of city tours specially-arranged excursions, sport competition.
Card games , special receptions, and dinners for qualified attendees, spa
visits, and host of other activities. For companion activities, assign and Event
Leader for the activities. Just like the main event, plan these peripheral
activities with safety and security in mind.

Gifts and giveaways

The value of an event may significantly increase with tangible
 TREATS
FOOD AND DRINK – The format of the event , the activities, the type of
audience and the event objectives are some factors that dictate the need for
the food and drinks . Also consider culture and traditions that the guest
observe. For example, it is customary for Filipinos to offer food and drink for all
meal periods through which an event runs as a sign of hospitality. Meals are
usually heavy, and snacks are usually more substantial than coffee and
cookies. On the other hand, Westerners would opt for quick meetings that end
before lunch time or serve the light and quick lunches.
 INVITATION
This is your chance to make a powerful first impression. Make the prospect
want to come to the event, and this perception must come on very strong to
make the prospect not only interested but compelled to come. It is also at this
point that expectations are set. A neatly printed invitation on expensive linen
paper enclosed in a matching envelope with a handwritten address already
sets the tone for a formal event. On the other hand, a brightly colored
invitation printed on common paper stock promises a fun and informal event.
Establish audience perception this early, taking caution not to promise
something that you cannot deliver. It would be better if you initially set
expectations low and then over deliver.
 ATMOSPHERE
How will the event look like, sound like, smell like, feel like, and taste like? Take
the audience perspective and create an atmosphere that will lead to a
memorable experience identify what elements would be put into the event
setting to appeal to the senses. Take care not to lose the audience in layers of
décor and atmospherics but have enough to get the audience in the mood
for the program ahead.
 REGISTRATION
Plan what will happen as the guest or audience arrive at the event. Where will
they enter? Who will greet them? What will be their first activity?
For events that require registration, decide on having either a pre-event or on-
site registration, or offer botch options. Pre registration helps the event team
plan for seating food amenities and provides an assurance of an audience in
situations where confirmation of the number of attendees is crucial, the
organizer may provide incentives for early registration and early bird discount,
a gift, a special reception, entry to a special raffle, or few-of-a-kind
promotional items.
Information gathered from registration is important it is used for profiling the
audience, attendance measurements, follow-up communication, prospecting
and security check, among others.
As you design the registration from, decide on what information to ask from
the attendees. Such information might have a bearing on the measurement
of event objectives, or on some future project that the company or
association might have. Identify how this information will be handled and
stored; making sure that it will be used only to pursue legitimate objectives.
Plan how the pre-registered participants will get their credentials and event
materials as they arrive.
Have a separate plan for on-site registrations. Lay out space for getting
registration forms, filling these up, encoding the information and issuing
credentials for on-site registrants. Consider the number of on-site registrants
expected and allocate enough space for them.
Anticipate how to handle these two types of registrants without causing much
confusion and inconvenience. Remember that this is the first activity your
participants will go through as the event starts. Allow them to go through the
process as easily and as seamlessly as possible for ticketed or paid events,
plan how to collect payments for both pre-registered participants and on-site
registrations. have policies on payment, cancellations and no shows, and
communicate these to the participants and to everyone on the registration
team.