Event Management - Unit 7

TOPIC 7
EVENT
MANAGEMENT
ACCOMMODATING SPECIAL NEEDS
PREPARED BY:
NORHASIMAH BINTI HAMIM

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TOPIC 7: ACCOMMODATING SPECIAL NEEDS
LEARNING OUTCOMES
At the end of this topic, the students would be able to:
 Understand the concept in incorporating tours in an event planning.
 Identify the type of special events can be developed within an event
planning.
 Describe the importance of providing facilities and services for special
needs of guests.

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TOPIC OUTLINES
Introduction
7.1 Arranging and Organizing Tours
7.2 Developing Special Events within Events
7.3 Providing Special Needs of Guests
Summary

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INTRODUCTION

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Arranging and Organizing Tours
 Event organizers incorporate tours to offer
diversions for accompanying persons such as
spouses, partners, friends, or young people
attending with their parents.
 Regardless of the reason, The arrangement
and organizations of tours is a critical
component of most conferences, conventions,
reunions, and event weddings.

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 Three (3) Steps to consider when planning and coordinating tours for event.
You must conduct an audit of the destination to
determine if there are attractions or activities
that are of interest to your guests .
Use research to begin to access the interest levels of
your prospective guests with a brief survey of their
interests .
Find a price point that will be acceptable to your
guests and perhaps provide excess revenues for
your organization.

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Developing special events within event
The event management professional is required to organize numerous
individual event with a larger special event
Professional program requires candidates to understand and be able to
coordinate accompanying person event, tours, and other auxiliary program

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Special Events: Typical Activities

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Special Events: The Event Leader Professional
Each spoke or event must
carefully support the
individual objectives.
The event manager
should conduct an audit
of typical event guests.
Applies to typical and
non attendees, to
determine their interests
,needs ,want and desires.
Event organization
driven by committees
will develop
extraordinary ideas.
Much better to select
those event elements that
will bring high quality
and consistent excellence.
Best to inspect the event
during operation before a
similar group of guests.

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 Competencies in the coordination knowledge domain of the certified special
events professional program is the organization and coordination of spouse and
partnership.
 The term spouse is actually somewhat antiquated and has been replaced with
the term accompanying person to reflect the boarder spectrum of persons who
are attending an event with the invited guest.
Special Needs: Spouse and Partner Program

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The accompanying person will be invited to all social events with the principal
invitee, delegate, or guest.
Special Needs: Taxonomy of Guest List
1. Delegate or Principal Invitee or Guest
2. Guest of Principal Invitee or Accompanying Person
3. Observer

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1. Strike a balance between diverting the accompanying person
2. Totally disengaging him or her from the basic goals.
3. Objectives of the overall event.
4. To ensure that the accompanying person is fully engaged and recognized.
5. Be identified through credentials as a guest, accompanying person, or
observer.
6. An orientation program should be organized at the beginning of a conference.
7. Accompanying persons to understand the opportunities available during the
largest event.
8. Accompanying persons be surveyed or monitored through a focus group to
thoroughly analyze their event experience.
Special Needs: The Event Manager

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 The large number of person with visual, auditory and physical disabilities will
significantly affect the research,planning,design and coordination.
 Include learning about individual disabilities in order to best prepare and serve
the population that will be attending your event.
 Determine the services and accommodations that must be implemented to
ensure the comfort and satisfaction of all guests.
 With event vendors and staff to implement the best ideas to achieve the best
outcomes for overall event.
Special Needs: Complying with ADA

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 To analyze your findings and determine what implications emerge for your event
environment, and risk management issues that are uncovered during site inspection.
 To provide full and equal access for disabled guests and ramped both ends of the bridge
to satisfy this need.

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Comprehensive checklist for incorporating the ADA in an event:
Survey your guest in advance of the event to determine what accommodations will be
required.
Include the following language on all brochures or other offering.
Survey the venue determines what gaps must be closed prior to your event.
Establish wheelchair seating positions.
Maintain a clear line of sight for guests who will be using sign language interpreters.
Work with disabled speakers to provide access to the podium.
Provide audio transcription services of the stage action for the visually disabled.
Select venue with or provide, handrails for guests with physical defects.
Provide tables with appropriate height for wheelchair users.
Train your staff to better meet the need of people with disabilities.

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SUMMARY
“Perfection is not attainable, but if
we chase perfection we can catch
excellence.”
Vince Lombardi

Event Management - Unit 7

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