We believe that the key element in any event no
matter what the size or theme is the “brief”
Preparing a brief is important so all parties involved
start out with clear objectives. The brief should
contain:
1. Purpose: Why and
what is the motivation for the event.
2. Concept: Are there
any preconceived ideas? What style of event is required?
3. Target: Who is the
event targeted to / who is to participate?
4. Budget: What is
the budget for the event?
5. Return : What is
the expected return from the event
Who?
When? Where? What? Why?
Strong communications is crucial
to the success of a themed event.
So irrespective of whether it is good or bad news
to communicate. We believe expectations should be
documented.
Budget
- A budget guideline is essential when creating
a concept for a themed event.
Ideas are best shared to fit the available budget.
Cost of a themed event is not only contingent on
the number of guest attending, but also on the lay-out,
furnishings and activities to encompass in the available
space.
Some Key Elements effecting logistics and budgets
• Equipment and power requirements
• Venue rules and requirements eg : set-up
and breakdown times
• Length of and distance to the event
• Time of the year.
Site Selection
for themed events - Try to select
a site that enforces the theme options. It may help
to off-set budget constraints if the site has an
ambience complementary to the event. It might only
require some minor embellishment or accents rather
than a major décor transformation.
The space chosen will always be part of the event
so choose it carefully, especially when you have
a specific theme or vision in mind.
The
Process after site selection;
•
Conceive a mental picture of the environment
• Sketch rough plan – will it
all fit?
• Adapt to the physical
space
Adapt
to the Budget. Note: Physical limits
should also include set-up and breakdown requirements,
as well as access to and from the site. Physical
limitations directly effect budgetary considerations.
Physical space, what to look for to maximise
décor impact.
1. Who to guest enter the event
2. Where do guest spend most of their time
during the event
3. To concentrate the décor in groupings
or spread it around the venue. |
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Rental Props and décor Properties
One dimensional:
Flat Panels, no texture.
Example: Printed Backdrops and scenery (Normally
most cost effective).
Two dimensional:
Texture capable of producing shadows/
Examples: Drapery, fabric, floral, trees, balloons,
flats with horizontal extension. Usually more
expensive than one dimensional.
Three Dimensional:
Viewed from both front and back with vertical
and horizontal perception. Examples: Props and
Walk-in sets.
Sound
- Sound is often overlooked in themed events.
It can be made to add to tremendously exciting
dimension to an event eg: Beach themes, sound
of waves, seagulls and surf.
Smell - smell is like sound –
usually overlooked. Use coconut oil in a tropical
beach theme – helps the mood!
Taste - Edible centrepieces and
buffet food extravaganzas add visual impact as
well as mouth watering experience. Always consider
the appearance of the edible foods presented,
both before it is devoured and after it is partly
consumed. Theme the food!
Touch - Touch is another of the
sense to be considered when theming your event.
The sensation of a soft floor surface such as
sand, the delicacy of fresh flower lei would be
an ideal example for a beach theme.
A
successful event integrates all of the elements
of the event and the needs of the guests.
