Environment management is the formulation and arrangement of an events’ venue with decorative items such as backdrops, props furnishings and other beautiful and attractive items so as to make it more appealing to the attendees and the other stakeholders.
The following are the major aspects considered for environment management;
Understand and have a detailed list of all the important activities that are going to take place in the venue. Combine these activities in a uniform and orderly manner depending on how the activities are structured, how they should be done and the message you intend to send to those in attendance. You should then bring all these activities together and come up with an appropriate theme or subject for the event. The theme should be presented in a unique way that distinguishes your event from other events to attract your target audience.
You should evaluate the social and physical setting requirements for the event. The layout should be flexible and convenient enough to enable performances and other presentations that are likely to be delivered to the attendees. Ensure that there is enough space for movement of staff, attendees and the organisation of the equipment to be used in the event. You should also ensure that the environment and the facilities it contains are easily accessible and movement can take place comfortably by removing unnecessary barriers.
Decor and Furnishings
Ensure that you select elements of decor that are appropriate for the context of your event. The decor used must be in line with the theme of the event. Also make sure that the decor is compatible with your branding colours. This helps to remain consistent in your brand name and this makes it easily recognisable. Furniture such as tables and seats must also be appropriate to the event. If there is going a lot of dancing then you should not have a lot of furniture, or big furniture that takes up a lot of space. Ensure that you also consider the seating area for the VIPs, dignitaries and other high profile guests.
Equipment and Staging
Equipment is very necessary for the event. They include sounds, displays and other items which are determined by the needs that you want to meet in the event. Incorporate equipment that will enhance visibility and focus. If the event has many people, then there might need to enhance visibility e.g. by having multiple big screens. Also evaluate the climate and control the equipment according to the needs. If there is a possibility of having attendees with special needs you have to incorporate special equipment to meet their needs. This is very critical as it enhances accommodation of every attendee without leaving others out, and avoiding discrimination.
A signage is a design or use of signs and symbols to communicate with the relevant personnel, stakeholders and attendees during an event. Everyone present must be able to understand the signage that is being used in the event. It must be able to enhance the flow of activities in an event period. For effective way finding, you should also ensure that you have a proper seating arrangement and all the other equipment are strategically positioned. This ensures that there is order during the event.
The environment is an integral part of the event, therefore it should be well structured, planned and managed.