CONTEXTUAL FACTORS

IN
EVENT PLANNING
 TABLE OF CONTENT
A. RESPONDING TO CLIENT BRIEFS, BIDDING AND TENDERING

B. CREATING THE EVENT CONCEPT

C. CONCEPTUALIZING THE EVENT

 The learning objectives for contextual factors of event
planning include:
1. Understanding the role of contextual factors in event planning: This involves
understanding the various factors that influence event planning, such as the
purpose of the event, the target audience, the budget, the location, and the
timing.
2. Identifying and analyzing contextual factors: This involves identifying the contextual
factors that are relevant to a specific event and analyzing their impact on the event
planning process. This includes factors such as cultural and social norms, legal and
regulatory requirements, and economic conditions.
 3. Applying contextual factors to event planning: This involves using the
knowledge of contextual factors to plan and execute events successfully.
This includes making informed decisions about event design, marketing,
logistics, and risk management.
4. Evaluating the effectiveness of event planning strategies: This involves
evaluating the impact of contextual factors on event planning and identifying
areas for improvement. This includes assessing the success of an event in meeting
its objectives and identifying ways to enhance future events

5. Developing skills in communication and collaboration: Effective event

planning requires strong communication and collaboration skills. Learning how to
work effectively with stakeholders, such as clients, vendors, and attendees, is
critical to success in this field.
 Contextual Factors
A number of contextual factors affect the execution of
events including the legal/regulatory, political, physical,
social, technological and organizational environment
 1. Legal/Regulatory Factors
Refers to any legal/regulatory factors that affect events –legislation surrounding
health and safety, privacy, copyright, road closures/public space use permissions,
etc…
2. Political Factors
efers to any political factors that affect events – levels of support (Ie: grants, event
evelopment agencies, or cooperation from local councils), current monetary policy
stance,
3. Environment Factors
Refers to any environmental factors that affect events – the general “push” from
consumers for businesses to become more environmentally friendly
 4. Social Factors
Refers to social factors and trends that affect events – population and
lifestyle changes, changes in culture and fashion, customs/trends/religion,
other social trends

5. Technological Factors
Refers to the use of technology in events – using technology to simplify the
event planning and delivery process, new technological developments,
innovations, etc…
The event planning process essentially includes
initiation, planning, delivery and shutdown
 Event planning involves many different factors that
need to be considered in order to ensure that an event
is successful. One important aspect of event planning
is understanding the contextual factors that may
impact the event. These factors can include:
 Location
The location of the event is an important contextual factor
to consider. The location can impact the accessibility of the
event, the number of attendees, and the type of event that
can be hosted.
 Time
The date and time of the event can also impact
attendance. For example, hosting an event on a weekday
may make it difficult for people who work to attend.
Similarly, hosting an event during a major holiday may
result in lower attendance.
 Culture
Understanding the cultural context of the event is crucial to
ensure that the event is appropriate and well-received by
attendees. This can include considerations such as religious
customs, language barriers, and social norms.
 Demographics
Knowing the demographics of the attendees can help event
planners tailor the event to their interests and preferences.
For example, if the event is geared towards families with
young children, the event may include activities that are
suitable for children.
 Budget
The available budget can also impact the event planning
process. The budget may determine the type of venue that
can be booked, the number of attendees that can be
accommodated, and the type of activities that can be
offered.
Responding to client briefs, bidding, and tendering

Responding to client briefs, bidding, and tendering are

important processes for event planners to secure business and
create successful events.

Here are some tips for each stage:

 Responding to client briefs
When responding to a client brief, it's important to thoroughly read
and understand the requirements and goals of the event. Ask
questions if you need clarification and ensure that you address all
aspects of the brief in your response. Make sure to highlight your
experience and expertise in delivering similar events, and include
examples of your work.
 Bidding
When bidding on an event, it's important to demonstrate how
your proposed event plan aligns with the client's goals and
requirements. Be clear about the value you can bring and why
your proposal is the best option for the client. Ensure that your
pricing is competitive and transparent, and that you have
thoroughly assessed any potential risks or issues
 Tendering
When tendering for an event, it's important to provide a
comprehensive and detailed proposal that meets all of the
client's requirements. This should include a breakdown of the
event plan, timelines, and pricing. Ensure that you have a clear
understanding of the tender process and deadlines, and that
you meet all of the submission requirements
 In all cases, it's important to be professional and
responsive in your communication with the client. Listen
to their needs and concerns, and be open to feedback
and suggestions. Building a strong relationship with the
client is key to creating a successful event and securing
future business.
CREATING AN EVENT CONCEPT
Focused mainly on what your guest will SEE, FEEL and
THINK

A string concepts seeks to play on the imagination of your

target group, exciting their sense of fantasy and
exploiting the zone of uncertainly which exist between
curiosity and confusion
 HOW TO DESIGN CREATIVE EVENT
1. Make use of innovative design- Decide on the format
and style of the event

2. Provide a Holistic Approach- Identify the purpose and

goals of the event
3. Make the stage construction more appealing and
engaging- Determine logistical details
5. Generate fully attendees experiences- Define the
target audience

6. Wrap-up- Create a marketing and promotion plan

CONCEPTUALIZING YOUR EVENT
Purpose and goals of event
Title of event
Target audience
Date
Start and end time
No. of participants and participants cost

Program (speaker,video,band)

Room set up ( tables,chairs,stage,podium)

Equipment (audio,lighting,etc)

Food (meals and refreshments)

 EVENT 5Ws
WHY: Define the purpose of event

WHO: Identify the event audience

WHEN: Decide timing of the event

WHERE: Choose event venue

WHAT:Choose event concept
 SOURCING OF EVENTS
BIDDING FOR EVENTS- Event seeking organization to host
then the obtained through a competitive bidding process

FRANCHISING EVENTS- Core concept of event is developed by

an organization that then permits or sell the rights for the event
to develop in other location
DEVELOPING EXISTING EVENTS- Annual/ regular event
that has an established history and format

CREATING NEW EVENTS- Entirely new event with

intention of being a on time or ongoing event
 EVALUATION AN EVENTS
The Marketing Screen- Involves examining how target
audience is likely to respond to event concept and how
attractive it is to them
The Operation Screen- Considers the skills and resources
needed to stage event successfully and how to acquire such
abilities
The Financial Screen- Examine whether event organization
has sufficient financial commitment,sponsorship and revenue
LET'S PLAY!
ITEXT MO!!!
 In this game, you will need to identify what
correspondence numbers in your keypad phone to
formulate a word or a sentence.
 I TEXT MO!!

222-666-6-6-88-66-444-222-2-8-444-666-66
 I TEXT MO!!

222-666-6-6-88-66-444-222-2-8-444-666-66

Communication
 I TEXT MO!!
444-66-33-666-777-6-2-8-444-666-66
 I TEXT MO!!
444-66-33-666-777-6-2-8-444-666-66

Information
 I TEXT MO!!
7-777-666-3-88-222-8
 I TEXT MO!!
7-777-666-3-88-222-8

Product
 I TEXT MO!!
7777-33-777-888-444-222-33-7777
 I TEXT MO!!

7777-33-777-888-444-222-33-7777

Services
 I TEXT MO!!

7-555-2-66-66-444-66-4
 I TEXT MO!!

7-555-2-66-66-444-66-4

Planning
I TEXT MO!!
3-888-3-66-8
I TEXT MO!!
3-888-3-66-8

Event
 I TEXT MO!!
666-22-5-33-222-8-444-888-33-7777
 I TEXT MO!!
666-22-5-33-222-8-444-888-33-7777
Objectives
 I TEXT MO!!
7-777-666-3-88-222-8-444-666-66
 I TEXT MO!!
7-777-666-3-88-222-8-444-666-66

Production
GOOD DAY!
THANKYOU
Isaiah 41:10
So do not fear, for I am with you; do not be
dismayed, for I am your God. I will strengthen
you and help you; I will uphold you with my
righteous right hand.
 GROUP 2
ROMEO REGERO
ALVIN TOLENTINO
JHONIEL GUECO
JAKE ANGELO GALANG
KEVIN RONGCALES
JIMUEL SANTOS
JUSTINE TOLOSA
MARCIAL GATIL
MICHELLE AQUINO
REN CLAIRE MIRABEL
LISA DIACOMA
HOPE SMILE ROTAS