Module 5 : Staging
and Design

How to best use your venue's resources How to make the most of seasonal themes

How to work with themes in to more intimate events How to bring your event theme to life

In this module you will learn:

How to best use your venue's resources

How to make the most of seasonal themes

How to work with themes in to more intimate events

How to bring your event theme to life

5.1  : Staging & Design Introduction

After you've determined what the event is and where
you're going to hold it, you need to engage in a little event design.

Many event planners, in a bid to design
the best event possible, will over-think this process. However, when you take a step back, examine your surroundings,
and look at the resources available to you, you'll find that designing an event theme is relatively
simple.

5.2 
: Look at Your Venue's Available
Resources

Each venue will come with its own flaws, as well as its own assets.

As an events planner, it's your job to make the most of the assets while masking over the flaws. Nothing will be perfect,
but in the pursuit of the right design you can come pretty close.

While looking for assets, examine:

The venue's color scheme: this is essential, as you need to find colors that'll
complement it

Architectural features:
Are there any columns? Ceiling
roses? Beautiful glass? Whatever they are, do what you can to accentuate them and draw eyes to them.

The
event's location: If it's in a particularly historic place, such as in the area
of a national monument, you could
draw on that when setting the theme and designing the promotional materials.

When looking for flaws, look out for:

Existing colors in the room that clash, like red and green. Similarly, there are colors that are hard to work alongside,
such as navy.

Tacky décor: If you see some, look at ways to get it covered or tone it down

Are the bathrooms clean enough? Do they have enough assets to make everyone feel comfortable?

The above lists are not exhaustive, but they can help point you in the right direction.

5.3  : Making the Most of Seasonal Themes

When there's a season to draw on, doing so can make your life as an events planner much easier.

Obviously there are times of year when
this is extremely simple, such as Christmas and Valentine's Day. However, while making the most of
these seasons, you need to try and not fall into the trap of being too generic.

Other seasonal themes you can draw on include summer, winter, spring, and autumn. Adjusting your colors accordingly and offering refreshments based on the season can take you a long way.

The long days of summer are particularly handy when it comes to events. Providing
the weather permits,
you can opt for lots of outdoor activities, and light refreshments. In contrast, winter is all about finding warmth and comfort. Making the most of indoor spaces and providing hearty food is the right way forward.

5.4  : Setting the Right Theme for Events
that are a Little More Intimate

Certain
themes call for a sense of intimacy.

When creating these
themes, you need to generate
a sense of togetherness and celebration.

Such events can include:

Small work engagements

Family events

Other personal
celebrations

When you're organising
such events, always keep history and branding
in mind. If you're working
with a client or with a family, sit down and discuss their history with them.

You can incorporate history into such events by:

Using all of the company's different
logos throughout the event

Having murals and texts that discuss
the family or company's history

Using images throughout the room, with various sizes

5.5  : Bringing Your Event Theme to Life

There are certain ways you can bring your event theme
to life and they're not all visual:

Find the right theme name: The event's name needs to match the overall  theme. 
Try  to employ common literary tactics like alliteration during this process and make sure the name is catchy and easy to remember.

Using objects as inspiration for color schemes:
As far as companies
are concerned, this may mean drawing on a logo. Other common objects can include flags.

Use flowers and plants to set the tone: Once you know which colors
you're using, make the most of flowers
and plants to finalise the tone. In the modern floristry world, certain flowers are more contemporary than others. Bear this in mind when selecting some for your event.

Choose the right seating: Would you like your event to be laid back? Then you
might want to consider some sofas. If
it's formal, go for high backed chairs and make sure you decorate them accordingly.

Choose the right
linens and textiles: When building
on your colour theme, make sure you opt for the right linens and textiles. This includes drapes,
taffeta, napkins, and place mats. Try not to deviate too far from certain colour groups.

Finding the right
centerpieces: If your event has a lot of tables, don't go too over the top when choosing centerpieces. Resist the urge to be flamboyant, and you should get it right. Centerpieces can soon lead to a lot of wasted money, so do what you can to make sure yours don't harm your budget too much.

Tinker with the catering: Is there a way you can bring the design into the
catering? This is fairly easy as far
as drinks are concerned. During the summer, light refreshments like Pimms work, whereas mulled wine is appropriate for the winter to keep people warm.