Introduction
During the second year of university, an Event Management lecturer who worked on one of our modules spoke to me about a new alumni event that the Event Management department at the University of Winchester have organized and that they are looking to improve the overall design of this year’s event. I thought that this would be a good project to work on for my final design project at university as it was a different type of project to the usual projects that I had worked on during my course and it allowed me to show my design skills through various pieces of media rather than working on one specific project such as web design.
When it came close to starting this project, Chris, who was the Event Management lecturer who was leading the event planning, asked me to think about what I thought could help improve the overall event and then I would pitch those ideas to him when the project started. The individual projects that we agreed on for this overall project were a VR experience, digital business cards, an Event Management Alumni portal and a video montage of events that alumni had worked on which would be played at the start of the event. I chose these as the individual projects as many events focus on physical forms of media such as posters whereas these forms of media allowed the event to take a more digital approach to interacting with the event meaning that it would also be sustainable due to minimal printing, It also means that each product would be accessible to everyone and could easily be used again for future alumni events.
Academic Research
When it comes to Event Design, one of the important aspects that need to be considered is the psychology behind Event Design.
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The psychological principles behind event design involve understanding how people perceive and process information through their senses. From the colours we use to the sounds we hear, every design element plays a role in creating an atmosphere and evoking emotions. By using this knowledge, event designers can create experiences that immerse attendees in the event and leave a lasting impact on their memory (Tejaswini, 2023). Throughout the design process, the colours that I chose to use throughout my designs match the branding colours of the university which was due to two reasons. The first reason for this is due to marketing reasons as the university requires all pieces of media relating to the university to follow the brand guidelines. The second reason for using the university branding colours is to create a connection between the event and the University of Winchester Business School. A good example of this in my work is the Alumni Portal. The blue colour palette used in the Alumni Portal is the same colour palette used in the Business School’s branding guidelines which allows all Event Management Alumni and current students to easily recognise the portal.
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In the ever-evolving landscape of global event management, the integration of digital solutions has become a catalyst for enhancing efficiency and overall success. From planning to execution, embracing technology enables event organisers to streamline processes, improve communication, and provide a seamless experience for participants (Ricardo, 2024). This view on the use of technology in event management industry is shown through this project as, by using digital business cards and the integration of the Alumni Portal, the Event Management Alumni Event is able to improve communication between current students and course alumni as they allow students to connect with alumni through easy access to their social media and it allows students and alumni to have discussions about the industry or their university work through the portal. The portal will also allow students to view previous discussions which will be more efficient as it means that alumni will not have to contact multiple students to answer the same questions. Instead, alumni can either direct students to particular discussions or answer questions in a new discussion that multiple students may want to ask but are not confident enough to ask themselves.
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VR removes geographical barriers, opening up remote event participation. Guests can interact with your brand from anywhere in the world. You’re not just limited to who’s there on that day, at that time and in that place. Immersive and interactive event experiences are available at the click of a button (Trumper, 2025). Although the VR experience for this event was not to showcase a brand or to be used as an alternative for the physical event, this quote from Trumper is still relevant to this project as it has allowed me to showcase the type of events that alumni have worked on in an immersive way without the need for a physical venue. The VR experience for this event is also a way to show how certain events are possible through a virtual medium. Virtual events were not largely thought about and produced before the COVID pandemic however, that changed when large groups of people were not able to be in the same room together.
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One specific type of event that became popular in a VR format was concerts. During the COVID-19 pandemic, many countries implemented measures to contain the spread of the virus. This involved the temporary closure of cultural spaces, including live music events. This had a significant effect on the cultural and entertainment industries, as well as the livelihoods of people working in the music industry. In response, a number of musicians performed Virtual Reality (VR) concerts as a way of playing to an audience, while adhering to social distancing guidelines. While they could not replicate the full experience of attending a physical concert, these VR concerts offered an immersive experience where audiences could feel like they were attending a live concert from the safety of their own homes. The emergence of VR music concerts is situated within the broader development of the ‘metaverse’. The music industry has utilised the metaverse as a space to reimagine, perform and experience music (The Creative Conversation, 2024). Many popular artists such as Maroon 5 performed VR concerts during COVID and some artists decided to host virtual events to raise money for charities such as Adam Lambert hosting Pride Live’s forth annual Stonewall Day event for this charity ‘Feel Something Foundation’ (Billboard Staff, 2021).
Digital Business Cards
As a part of the event, the organisers wanted each alumni’s stall to include a digital business card that students can access at the event which would include information such as current and previous work, an image of the alumni and links to their LinkedIn profiles. The way that I made these digital business cards accessible was through the use of QR codes as they can be used for other types of events and also be accessible after the event. If not QR Codes, the only way to connect consumers to online content is by using a URL. However, typing a URL is time-consuming and inconvenient on a mobile screen. Consumers are very likely to make errors while typing. Compared to this, scanning a QR Code is a much faster and error-free process. With QR Codes, users simply need to take a quick scan to take the desired action. No need for them to manually put in any effort. This also minimizes the errors that could occur with, say, typing a URL or entering payment details at a supermarket (Shubhi, 2016). Using QR codes instead of a URL also means that there is no need for an internet connection as devices allow you to scan a QR from an image so, if there is not an internet connection available, the event visitors are able to take a photo of the QR code and can access the business cards when they do have an internet connection. From a sustainable perspective, by printing one QR code, you are able to share the business card with everyone without needing to print multiple business cards or risking running out of cards which means that only a certain amount of visitors are able to access the information. Digital business cards are especially useful for businesses or freelancers as it means that the information is always accessible whereas, if you were to use physical cards, you would need to be carrying the cards with you in order to share information about your business or services.
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When designing the business cards, I originally used Adobe Illustrator to design my first iteration I believed that it would be the best software in terms of creativity however, during the designing process, I found that using Illustrator was not effective as I was not able to position elements easily due to the lack of placement guides such as columns. After this, I chose to move to Adobe InDesign as it would allow me to create a more streamlined design by using the column and margin tools as well as being able to use image frames which would make the process more efficient when replicating the design for each alumni’s business card. During the software change, I also found that, by attempting to create a more artistic design, the overall design took away the most important aspect of the business car which was an efficient way to share information. This then led me to change the design so the information was easily visible and readable while creating an industrial design that was consistent with the university’s branding.
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Once the design was finalised, the next step was to create the QR codes for the business cards. While researching into different ways of generating QR codes, I found multiple QR code generators online which allow you to track the number of scans that the QR code gets within a certain time period. Ultimately, QR Code tracking contributes to a deeper understanding of customer engagement and campaign effectiveness. The better you understand your target audience, the better you can create QR Code content that resonates with them. For example, take a close look at the devices your audience is using to scan your QR Codes. Are they primarily Android users? iOS users? This intel can help your digital marketing team structure your content to appeal to each demographic and ensure that the content is optimized for both operating systems (Funke, 2024). While trackable QR codes are effective, I found that many QR code generators that allow a tracking feature required a subscription to be able to access the information. Upon reflection, I believed that, for this event, the trackable QR codes would not be efficient as it would mean providing each alumni with their own login details so they could track their statistics however, in the Adobe InDesign software, you are able to generate a QR code which could either be linked to a URL or to a specific artboard within the InDesign document. Although these QR codes were not trackable, they would be suitable for this event as the alumni would be able to see visitors scanning their QR codes and would be able to measure interactions through LinkedIn as it allows you to view who visits their profile as well as track interactions through follows and connection requests.
VR Experience
When I pitched a VR (Virtual Reality) experience to Chris, fortunately he was enthusiastic about the idea as it would give the current students an interactive way of exploring the various types of events that the alumni are currently working on. My main reason for wanting to work on a VR experience on this project was that it would allow me to work on a project that I have not done before. This would then allow me to gain new design skills in both Architectural Design and Immersion Design.
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For this project, I used ArchiCAD to design the layout and to add the objects in each area. I decided to use ArchiCAD as the chosen software for this part of the project as I had previously used it for a project while volunteering at the AGC Museum in Winchester, so I was familiar with the software and there is a large object library online which was helpful when creating each area. ArchiCAD also allows you to import your own models and add textures directly onto those models without the need of UV mapping which is useful for when using 3D modelling software that does not support texturing such as Shapr3D.
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Throughout the design process of the VR Experience, there were both positives and some challenges which were mostly resolved, mainly around converting the model into a workable VR space. One of the positives of this project is that, although I ran into issues towards the end which will be explained below, I was able to successfully create a VR space and run the experience on a VR headset. Before this project, I had no experience with game design, interior design or immersive design. As mentioned above, I had used ArchiCAD on a previous project while volunteering at the AGC Museum however, I was following a set layout so I did not need to think about the placement of certain objects or pieces of furniture. To help me with the layout of each area on this project, I used reference images which I would use as inspiration to design my own layout as real versions of these events would be on a larger scale so I needed to adapt the layouts to work with a smaller area of space.
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One of the challenges that I faced during this project was finding a software to host the VR space. To be able to run a VR experience, you need a game engine which can be supported by the VR headset. Game engines are vital for VR software development. Using a game engine allows you to bring all your assets together and gives you a powerful editor for 3D elements. They integrate with artist and designer tools, as well as CAD software, to help you build realistic visuals and experiences (L’Italien, 2024). Upon researching various game engines, the most popular game engines used for VR experiences are Unity and Unreal Engine. As I am not familiar with using game engines, I decided to find a less technical software that allows me to import my model into a world along with the textures and set up lighting and the spawn location easily. At first, I looked into software such as ArborXD which allow you to import a 3D model of a space into their software and host the space from their platform however, these relied on monthly subscriptions. After researching more into free software, I was able to find Meta’s Horizon Worlds Editor. This software proved to useful for this project as I was able to import the model from ArchiCAD into the editor and the textures were automatically linked to each object within the model. The Horizon Worlds Editor was also the best software for me as I personally own a Meta Quest 3S which allowed me to view the space in VR throughout the process without the need of downloading additional software on either the VR or my PC.
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Another issue that I faced at the end of the VR project was being able to add videos into the space for viewers to watch within each area. As mentioned above, the idea for this experience was to create various areas within the space showcasing the different event types that alumni were currently working on which would also include a video of an alumni, who were not able to attend the main Alumni Event, talking about the related event type. Unfortunately, the day before the event, I found out that I was not able to import videos into the Horizon Worlds Editor which meant that I did not have enough time to find a new software. Eventually, after talking to Chris about this issue, he decided that, as the videos were the main aspect of the VR experience, the VR experience would be put aside for this event and that they may use it for the next event. It was disappointing that the VR experience was not able to be completed in time for the event however, it has given me an insight into VR spaces and has allowed me to gain new skills that I would have otherwise not get the opportunity to work on as a Designer.
Alumni Portal Website
During the research stage of this project, I found that many universities such as The Open University, University of Hertfordshire and Cranfield University have a form of alumni portal however, many of these portals are only used to post graduate job openings, career advice and to keep alumni updated on upcoming events. For the University of Winchester Event Management Alumni Portal however, I wanted the portal to be used as a way for alumni to connect with other alumni and current students and to start conversations about their work. This would then lead to alumni being able to support current students during their studies through mentoring and would allow students to get advice about their next steps after university from people who were previously in the same situation. By allowing students and alumni to have discussions, the ideal outcome would be that a sense of community would be formed within the University of Winchester Event Management department.
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For this portal to be successful, the main pages that I wanted to include were: Events, Discussions, Members and a mentor session booking page. The events page would be similar to other alumni portals where the Event Management department can post about upcoming events for alumni and third year students who are coming to the end of their studies however, this area would also allow alumni to post about their upcoming events in hopes that students would attend these events when possible and gain an insight into the type of work they could progress into once they complete university. The layout of this page would be similar to the layout of event boards online such as the ‘What’s on’ page on Hampshire Cultural Trust’s website, Visit Hampshire’s ‘Latest Events’ page and Eventbrite as it will allow the page to be easily navigable due to a sense of familiarity.
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The Discussions page will be where alumni and students can start conversations about various topics such as personal experiences, new information and innovations within the industry, advice about working in a professional setting and it would also be the area where students can ask questions that any alumni can answer which can turn into a full discussion. This page would work similarly to forums such as Reddit and Quora where users can create a post about their topic or question and then other users can participate in the conversations through the comment section. Users will also be able to interact with posts through likes and the ability to save the post as a way of showing appreciation to each other. Another aspect of this area would be topic categories. Similar to Reddit with their subreddits, users are able to post under certain categories which will help other users to find specific posts or information without needing to scroll through unrelated discussions to find what they are looking for. These categories will be different event types and module names specifically to support students as well as a general discussion category for broad topics about the industry as a whole or topics that may cover multiple areas/categories.
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The members page will be useful mostly to students as it will allow them to find specific alumni’s profile. This feature will be useful as, if a student wants to ask a specific alumni a question but do not want to post on the discussion page or may want to ask about a certain event or company, they can message the alumni directly through their profile. Each user will be able to add links to their social media such as LinkedIn to their profile so, if someone wants to connect with another user or just want to view their social media profiles but cannot find them through social media directly, they can find the user’s profile on the portal and can then be directed to their social media profiles. In order to make the process of finding a specific user easier, there is an on-site search function to make the process easier. On-site search functionality refers to the search tool within a website that helps users find content without leaving the site. For all types of websites, this tool plays a vital role in facilitating easy access to a wide range of information and products. A well-designed search function ensures that users can quickly locate what they need, enhancing overall website usability (Dunbar, 2024).
Time Management
When it comes to time management for this project, unfortunately there were more negative aspects than positive. Due to Chris being busy at the start of the semester, I was not able to start the project until five weeks later which meant that I was not able to complete the work before the event deadline which was also two weeks before the submission deadline for this module. This meant that, by the time I was able to start the project, I only had ten weeks to complete the work rather than the original fifteen weeks if the project had started at the start of the semester.
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As mentioned in the introduction, one of the aspects of this project was to create a video montage of different events that alumni have worked on since graduating university. Unfortunately, I only received one video from an alumnus which meant that the video was unable to be produced. As Chris volunteered to contact the alumni about the video, I do not know whether this was down to alumni not having enough time to gather footage or down to alumni not wanting to send a video. It was disappointing that I was not able to produce the video for the event as it would have been great to showcase alumni’s’ work outside of university and to show current students what type of events they could work on once they also graduate.
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Another reason for the work not being completed in time for the event is due to procrastination. At the start of the semester, I was looking forward to working on this project as I would be able to work on a range of pieces however, as the actual start of the project became later and different aspects of the project became delayed due to waiting for assets or information to be sent over to me, I unfortunately begun to lose motivation in the project. This was due to the fact that, in some cases such as the business cards, I spent more time waiting for the information to be sent over than I did on the actual project. If I did not have to wait as long for the project to start or for assets to be sent over then I believe that I would not have lost motivation as I would be able to constantly work on the project.
Conclusion
Out of the three main outcomes of this project (Digital business cards, VR experience and Alumni Portal), I believe that the best piece was the Alumni Portal. This is partially due to the fact that, as the portal did not need to be launched at the event, it would give me more time to perfect the website with Chris and be launched once it was completed rather than launching an unfinished website at the event.
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One key piece of information that I found during the research for this project was how important digital media is for events in the modern era. Before I found out about this project, I did not think about using digital media for events other than marketing such as social media and advertisements however, after completing this project, I have realised that, for an event to be successful in the modern day, many people look for the different forms of digital media that is at a physical event such as the use of VR to showcase exhibits and to make the experience more immersive or using digital business cards which allow visitors to find out information about an exhibitor without having to carry multiple physical business cards which may get damaged or lost throughout the event.
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If I were to do this project again, I would make sure that I have all of the information and assets that I needed before starting the project as I would then have more time to complete the project. Also, if I were to do this project again, I would make sure to find out what the Event Management Department would like me to produce before the project is meant to start to ensure that I had enough time to complete everything before the deadline.
References
Billboard Staff (2021). Coronavirus: Ongoing List of Virtual Concerts & Livestreams. [online] Billboard. Available at: https://www.billboard.com/music/pop/coronavirus-quarantine-music-events-online-streams-9335531/ [Accessed 29 May 2025].
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Dunbar, J. (2024). Enhancing On-Site Search Functionality: Best Practices for Websites. [online] www.concretecms.com. Available at: https://www.concretecms.com/about/blog/web-design/enhancing-on-site-search-functionality-best-practices-for-websites [Accessed 30 May 2025].
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L’Italien, R. (2024). Virtual Reality (VR) Software Development: Tools You Need | Perforce Software. [online] Perforce Software. Available at: https://www.perforce.com/blog/vcs/virtual-reality-software-development#software-01 [Accessed 28 May 2025].
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Shubhi (2016). Advantages of QR Code: a List of 6 Real Reasons to Use Them. [online] Scanova Blog. Available at: https://scanova.io/blog/advantages-of-qr-code/ [Accessed 29 May 2025].
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Tejaswini (2023). The Psychology of Event Design: Creating Experiences That Engage and Inspire. [online] Eventflare. Available at: https://eventflare.io/journal/the-psychology-of-event-design-creating-experiences-that-engage-and-inspire [Accessed 26 May 2025].
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The Creative Conversation (2024). THE RISE OF VIRTUAL REALITY CONCERTS DURING COVID-19: … AND DO THEY HAVE a PLACE IN a POST-PANDEMIC WORLD? (C2041429): [online] CREATIVE CONVERSATION. Available at: https://thecreativeconversation.wordpress.com/2024/03/04/the-rise-of-virtual-reality-concerts-during-covid-19-and-do-they-have-a-place-in-a-post-pandemic-world-c2041429/ [Accessed 29 May 2025].
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Trumper, L. (2025). VR in Events: How Virtual Reality Is Changing the Event Sector. [online] Circus. Available at: https://circus360.uk/thinking/vr-in-events/ [Accessed 29 May 2025].