Conducting an event

Chapter-3
Conduct of an Event
Concepts covered:
• Preparing a planning schedule
• Organizing tables, assigning responsibility
• Communication and budget of event
• Checklist, computer aided event management
• Roles and responsibilities of event managers for
different events

INTRODUCTION
The event production and entertainment industry is a fast-paced
industry, exciting business that brings together the skills, experience
and efforts of sometimes hundreds of people to deliver something
fabulous.
We are passionate people in the meetings and events industry. We “do
it” because we “get it” and we love it. With the “it’s just a job”
attitude, a planner may become complacent. When that happens, the
mind goes, along within the passion. Instead of looking forward to the
often crazy weeks before an event with excited anticipation, the
company will begin to wonder how the company will get through the
next few weeks, or single engagement, without driving the company
self-crazy.

PREPARING A PLANNING SCHEDULE
Planning any event is difficult. Planning for the potential risks and
hazards associated with an event is even more difficult but essential to
the events success. Before you schedule an event, you should consider
the scope of the event or mass gathering, the risks to spectators and
participants, community impact and emergency support required
personnel and logistics. You should also identify the lead agency and
members of the planning team.
During the initial planning stages, each agency should review resources
to ensure that all necessary equipment is available. If the agencies
determine that any additional equipment for the event. These
agreements may already be established and included as a part of the
local emergency operations plan. Planning meetings for special
events/mass gatherings.

PLANNING TEAM IDENTIFICATION
One of the first steps in planning an event is to bring together those who are hosting
the event with those who are responsible for the public safety within the community. A
multidisciplinary planning team or committee should be composed of the promoter or
sponsor and any agency that holds a functional stake in the event e.g., emergency
management, law enforcement, fire and rescue, public health, etc., with all of these
agencies present, there is an obvious risk of confusion in matters of leadership.
Thus, the lead agency should be identified early in the planning process. In some
communities , the lead agency for public safety planning is the emergency management
agency.
International Conference Services(ICS) is a management system that is frequently used
ICS throughout the planning process. The planning team should also develop its
structure using ICS as a model that is, selection, branches, division and groups as
needed. Additionally the team should consider the promoters or sponsoring
organization purpose and experience, potential event related risks including crowd
control, staffing, food and shelter, parking, transportation, medical facilities, previous
event concerns, relevant local concerns, weather and community impact.

PRE-EVENT PLANNING MATRIX
At the subsequent meetings, the planning team should identify all
the major functions and responsibility required by the event and
assign appropriate agencies to manage each function or
responsibility. Because responsibilities vary from jurisdiction, it is
most effective to assign responsibility consistently to avoid
duplication and promote efficient response to problems that may
arises
The pre-event planning matrix is designed to help you choose the
risks, hazards or functions are likely to be required by an event, and
assign each to a primary agency (P) or a secondary or support agency
(S). The functions and responsibility assignments must be discussed
and decided in the planning stages, not when an incident occurs.

PROMOTER(P)/SPONSER(S)
The promoter or sponsor must be involved in all of the planning
phase to ensure a successful event. Often, the promoter is
interested in monetary gain more than he or she is interested in
public safety. If this appears to be his or her primary goal, local
agency participation is essential. You may encourage the promoters
presence at the initial planning meeting. Teamwork promotes
successful or regulations of the community. Following these laws
and regulations ensures that the promoter will keep the public
agency regulatory oversight of the promoter built into the permits
process. For example, the community may have a requirement for
the promoter to have adequate contingency plans in place before
approving an event.

RELEVANT LAWS OR REGULATIONS
Event promoters must usually gain approval from local and sometimes
even state, authorities to hold public events. The following information
should be available to the promoters before beginning the permit-
approval process:
• Identify of the approving authority and any other authorities actively
involve din the approval process.
• Relevant statutes, ordinances, codes and standards(i.e., life safety
codes) existing for mass gatherings.
• Documentation required to support their application.
• Insurance, bond, liability issues.
• Relevant deadlines for the filing of applications.
Some communities offer a “One Stop Shopping” concept for permitting.

LEGAL ISSUES
Some form of legislation usually governs or restricts aspects of them.
Some events, particularly extremely larger high impact events, requires
special state or local legislation.
• Liability for injuries
• Liability for acts or omission
• Liability for financial obligations incurred in responding to major
emergencies occasioned by the event
• Potential liability for the resultant effects of the event on normal
emergency operations
Most public sector agencies have adopted a ‘user pays” policy for
services provided at sporting and entertainment events.

POLITICAL ISSUES
Often communities have to deal with local political considerations when
they plan events. No specific advice can be given to the promoters except to
warn him or her that political considerations are always important to the
local community.
Any event has the potential to become an incident of National Significance
as that term is described in the National Response Plan(NRP).
Explaining the positive impact encourages official to support the public
safety coordinators by providing adequate local resources and funding.
Recent revision to federal guidance documents indicate that any number of
factors could escalate a local incident to an incident of national significance.
Local planners must also be prepared to deal with a rapid transition of their
incident to an incident of national significance.

ECONOMIC ISSUES
special events often bring attention and significant economic
benefits and an opportunities to local community. These could
include an influx of revenue into the local community, such as
the hotel and restaurant industry. Local event planners must
not sacrifice public safety for the sake of economic benefits.
While planning an event, it is important to consider every
possible risk and hazard that may occur. Knowing the risk a
head of time and planning for those risks on essential to
successful planning. Planning for the worst may help reduce
the chance of a ‘worst-case Scenario” happenings.

HAZARD ANALYSIS
hazard analysis provides planners with information about the kinds of
emergencies that may occur and their potential consequences. Analysis assists
planner in deciding what step to take to prevent the possible emergencies and
how to respond if an incident occurs. Tsunami, for example, would not be
identified as a hazarder in a area that is far from a coastline.
Chartersitics to be identified as :
• Frequency of occurrence
• Magnitude and intensity
• Location
• Spatial extent
• Duration
• Seasonal pattern
• Speed of onset and availability of warnings

POTIENTIAL CONSEQUENCES
To determine the potential consequences of hazard, estimate the lives, property and service at risk.
Evaluate the extent of the hazarder by the closely examining your community in terms of:
• People
• Critical facility
• Community functions
• Property
• Potential secondary hazard
• Loss of revenue
• Negative public image of jurisdiction
When evaluating the hazards, remember that hazards may occur in multiples and that one hazard may
cause a secondary hazard:
• Identify the hazard
• Weigh and compare the risks
• Profile hazards and their potential consequences
• Create and apply scenario

CONTINGENCY PLANS
Contingency refers to the uncertain situation occurring during the
regular course of interval of time and it is necessary for an event
manager to be prepared for the uncertain situation in the proper
excavation and facilitating towards achievement of the event
purpose.
Some important questions related to ICS planning includes:
• What weather conditions may require cancellation of the event
• What weather conditions will postpone the event
• How will storm warnings be monitored
• What plans are in place for sudden, severe weather conditions,
such as tornadoes? Will shelters be available?

STRUCTUAL MATTERS
An area of great concern is the physical setup
of the event. Planners need to consider what
performance facilities are needed, what special
structures are needed for indoor or outdoor
events, and whether temporary structure can
be used. These are just a few primary concerns.

STAGES, PLATFORMS AND OTHER PERFORMANCE
FACILITIES
Stages are usually elevated to provide the audience a better view of
performance, especially for speculators who are farther back.
There are three principal ways to gather information about the
anticipated crowd:
1. Review press reports and contact local public safety officials who
were present at previous performance.
2. Speak with speculators who have attended adolescent entertainment
events such as rock concerts.
3. Check with the promoter to determine audience behavior at past
events and the type of crowd an the behavior that can be expected.

INDOOR EVENTS
During concerts held indoors, an effective practice is to erect a “V”
shaped barrier in front of the stage to deflect patrons away from the
stage area if any surge comes from behind. The “V” shape also
provides an additional barrier to prevent spectators from reaching the
stage. Security staff can position themselves in this spectator-free zone
or should be able to gain access to it quickly from either end of the
stage.
Barrier posts must be securely anchored to the floor, not merely
mounted to freestanding bases. They should also have some padded
protection. Such a fence construction is usually engineered to provide
a certain amount of “give” upon impact, thus reducing the potential for
crush injuries as occasioned in the 2000 Denmark,

OUTDOOR EVENTS
Board fences similar to the “V” shaped barrier described for indoor
concerts can be used in an outdoor setting. Board fences have the
added benefits of providing a walk space on the spectator side of the
fence as well as behind it. Because most outdoor concerts do not
provide sating, spectators in the front rows seated on the ground have
to take a position several yards back from the fence to permit them to
see the stage over the top of the fence.
This area permits emergency access to the front rows of spectators.
Any stage protection barrier must be designed to sustain a certain
amount of flex in order to prevent the crushing of spectators in the
front by a crowd surge from behind. at the same time, it must be
sufficiently solid so that it will not collapse and cause injuries. Fences
installed as stage barriers often fail to meet this two-fold requirement.

BREAK-AWAY STAGE SKIRTS
The front skirt around the base of a stage can be constructed to
break any under the pressure of a crowd surge, thus allowing
spectators to be pushed under the stage rather than be
crushed against its base. This idea is not practical where there
is less than six feet clearance beneath the stage, however,
because of the potential for head injuries if a spectator collides
with the leading edge of the stage. It should be stressed that
use of a breakaway stage skirt does not remove the
requirement for a barrier in front of the stage and should be
considered as additional security if barriers fail.

EMERGENCY EVACUATION
There are physical structure designed for use in areas of egress
that, in the event of an emergency where evacuation is
required, collapse to allow maximum pass through.
TEMPORARY STRUCTURES
Because of their transitory nature, many events require easily
constructed temporary structures. These includes the stage platform
itself, as well as towers to house speakers and floodlights, temporary
seating such as bleachers, dance, platforms, roofs, towers and mast,
viewing platform, marquees and large tents, and decorative items such
as archways, overhead signs and even sideshows.

LOAD CAPACITY
All structure have load capacities, and precautions should be in place to prevent
misuse through overloading. These precautions apply to any viewing platform or
vantage points, such as building walkways or balconies, which can cause a major
incident if the number of spectators upon these structures is not properly
controlled. The bases of temporary structures must be protected from damage by
vehicular traffic through the use of designated buffer zones.
SEATING
Ideally all seating should be reserved; however, this ideal situation may be
difficult to achieve at outdoor events. If most of the spectators are in their
teenage years, provide seating to control surges and crushing at the front of the
stage. A security presence to ensure that audience members do not stand on
seats is also recommended. The seating should be spaced enough apart to allow
emergency crews access to patients. Often grouping the seats and providing large
walkways between the groups is a way to provide access.

TEMPORARY SEATING AND ANCHORAGE
Seating in a community center, arena or similar indoor location often fixed
perimeter seating with additional foldable or stackable seating on the central
floor. Temporary seats are often not secured to the floor or to one another.
While this may not present any problems with certain audience, more
enthusiastic spectators may pose the following problems:
• Person standing on the seats for a better view are prone to injury because they
may lose their balance or become jostled. In such cases causing “domino effect’
in closely spaced chairs.
• If an audience become hostile(aggressive), portable chairs can be used as
dangerous missiles.
• Portable, folding or stacking chairs should be secured to the floor. Where this is
not possible, attach the legs of each row of chair to two long planks, one running
under the front pairs of legs and one running the back, as an alternative solution.

HIGH PROFILE/CONTROVERSIAL EVENTS
Because of the nature of event, the crowd composition or for other
reasons, certain events cause more controversy and create greater risks
than others do. For example, events involving groups that hold
controversial beliefs present a grater risk for criminal or terrorist
behavior.
Conflicts will exist between public safety, recovery and criminal
investigation agencies during terrorist incidents. Rescues and recovery
issues and actions must be separated from criminal investigation issues
and actions before the vent occurs, and non-law enforcement workers
should be given training on matters of evidence. Evidence teams
should be created to practice and train with local emergency
responders and epidemiologic investigators to promote mutual
understanding of one another's role.

PROTESTORS
If organizers anticipate that a mass gathering or special event will
attract the attention of organized protest groups, they should meet, if
possible, with the leaders of those groups in advance. The organizers
and group leaders can discuss ground rules of acceptable behaviors
and the anticipated public safety response to criminal or disruptive
behavior by local law enforcement agencies.
SPECTATOR MANAGEMENT AND CROWD CONTROL
Spectator management refers to planning and preparation issues, such
as ticket sales and collection, admittance and inspection, ushering,
seating, parking, public announcements, toilets and washrooms.
Crowd control refers to mechanisms that are used to reinstate orders,
such as limited access control, admission control and arrests.

GENERAL ISSUES FOR CONSIDERATION
Size: maximum numbers permitted are often established by regulation for safety
reasons.
Demographics: consider the composition of the audience, including the age and
gender mix.
Different kinds of events may attract certain type of spectators that require
special attention. Consider the following:
• Rock concerts, in contrast to other types of concerts, may experience a higher
incidence of problems with drugs and alcohol abuse, underage drinking and
possession of weapons.
• Religious and ‘faith healing” events may attract a significant number of ill and
infirm people, which may increase the need for onsite medical care.
• Event with senior citizen may require higher level of health services.
• Certain spots events may attract over-reactive and violent supporters.
• Minimum seat space

ENTERANCES AND EXITS
Important considerations for entry and exit of spectators include:
ENTRANCE:
• For supervision, marshalling and directing crowds.
• Access for emergency services
• Egress and evacuation routes
• Initial surveillance and inspection of attendees i.e., magnetometers
• Be clearly signposted
• Be in working order
• Be compliant with Americans With Disabilities Act(ADA)
• Provide for separation of pedestrian and vehicular traffic

Entrance management organizers should:
• Permit flexible opening and closing times
• Stagger entry times by providing supporting activities
• Keep entrances clear of all other activities
• Keep lines away from entrances
• Ensure there are sufficient numbers of suitable barriers, fences, gates and
turnstiles
• Locate ticket sales and pick-up points in the line with, but separate from
entrance
• Provide toilets, if line are expected to be long
• Provide a secure area for the storage of confiscated goods
• Provide place for seating if the quee is going to take huge time

Exit management event organizers should:
• Ensure that exit doors are not locked. If personnel are concerned
to illegal entry, then doors could be fitted with alarms
• check the signposts for exit and emergency exit
• Ensure exit corridors are free from impediments of crowd
movement
• Ensure that turnstiles are freewheeling or can operate in reverse
• Escalator management: staff should be at top and bottom
including the emergency points
• Stairways in both the ends must be avoided with huge crowd

CREDENTAILING(pretending or serving as
recommendation)
The mission of special events credentialing is to design and produce badge
identification to ensure the greatest possible level of security for personnel and
property and to enhance the ability of law enforcement personnel to control
access to secure areas, facilities and events.
In essence, a credential is equivalent to an “incident Badge”. A ticket is not
credential as credential includes high level of information.
Event planners tasked with credentialing may wish to consider the following:
• Who will be credentialed?
• Will a photograph needed?
• How and to whom the credentials will be distributed?
• Who will authorise the credential?

TICKETING
Ticketing is the first means of achieving crowd control.
Essential matters to address including the following:
•If advance ticketing is possible, it is preferred because it
allows organisers to anticipate audience numbers and plan
accordingly. It also enables them to pass on information
about needed services(first aid, toilets, traffic patterns)
•When multiple entrances to the venue are provided,
directing spectators to arrive via specific entrances can
reduce congestion
•If it is feasible, stagger crowd arrival by specifying entry
times. Again this plan reduces congestion at entrances.

BARRIERS
Barriers are the physical structures designed for use in areas of egress that, in
the event of an emergency where evacuation is required, collapse to allow for
the maximum pass through.
Effective use of barriers can prevent many problems, including congestion in
through fares and walkways. Points that should be answered are:
• How will personnel respond if the barrier is breaches?
• Can barriers be used to section the crowd and create passages for emergency
personnel to evacuate ill or injured spectators?
• Can barriers be easily dismantled by crowd and used for another event or
purpose?
• Will barrier be used to create a “pit” between the crowd and the stage which
can be used to facilitate the evacuation of injured spectators?

DEFUSING CROWD TENSION
The medium that is created by an extended wait in line for tickets or admission can
be a precursor for crowd problems. Such boredom can create temper, particularly if,
with little distraction, those in line perceive other doors being opened first or other
patrons getting in at the head of the line.
The following means of defusing anger is used in venues:
• up-tempo music played over the public address systems
• Food and beverages sellers moving around
• Cheerful security staff talking to people
• Humorous, animal-costumed individual walking around
Outdoor events spread over large area require:
• Shelter
• Telephone
• Toilets

RESTRICTED VIEWING LOCATIONS
Clear lines of vision for spectators are important to
reduce the likelihood that crowds will move to get
a better view of the stage. Also, a wide angle of
view helps to reduce crowd densities in front of the
stage. If restricted viewing is unavoidable, tickets
for spectators in those section should note this
fact.

VIDEO SCREENS
Video or projection screens aid in crowd management
because they can provide
•Entertainment before and between acts
•Information concerning facilities and important message
including public safety and traffic message for both
inside and outside the venue
•Close-up vision of on-stage action for spectators as a
means of reducing crowd movement towards stage

TRAFFIC AND TRANSPORTATION
Transportation presents one of the first impressions that attendees will have about
an event organisation, command and control. Sitting in a line of cars for hours
together on the highway to gain access to the event will undoubtedly create a
negative impression.
Traffic and transportation concerns that traffic management must address
includes:
• Does the site have adequate parking lots?
• What impact will weather condition have on transportation?
• What type of road leads to the event?(underground, bridge)
• Towing of vehicle is available?
• Vehicle repair facility available?
• Signposts indicating the parking lots are available?
• Monitoring the vehicle?

Where there may be health and safety implications, efficient management of
crowd movement include:
• Awareness of public transport congestion at road, rail and water interchanges
at airport
• Traffic control
• Alterations to normal traffic and road use
• Use of coaches and buses to reduce private vehicle traffic and any potential
problems that large vehicles may present
• Adequacy of the surrounding road network to handle the anticipated spectators
vehicle traffic before, during and after the event
• Designated pick-up and set-down points
• Access and egress routes including the arrangements for people with disabilities
• Pedestrian access

VEHICLE ACCESS AND EGRESS ROUTES
Consider the environmental hazards that may result if access and egress routers
are not established for:
• Portable toilet pump-out
• Garbage removal
• Water tankers
• Car parking
• Ambulance
• Law enforcement vehicles
• Fire vehicles
• EMS vehicles
• Pubic works and utility vehicles
• Other essential service vehicles

SIGNAGE AND USE OF THE MEDIA
If organisers anticipate that event traffic will have a major
impact on community surface street, they should consider
requiring the promoter to hire a professional traffic planners to
work in conjunction with law enforcement and public works
personnel to create alternate routing or special signage to and
from the events.
Additionally, using the local AM radio station or a specially
designated frequency to broadcast travel information and
instructions from the public safety incident command post to
arriving or departing patrons on the day of the event can help to
lower their frustration.

TRAFFIC MONITORING
Traffic monitoring should be carried out by periodically radio
contact with ground personnel in the field of the event footprint
and by surveillance from aerial observation platforms.
Fixed wing aircraft can stay airborne for extended periods of
time to obtain the full view of traffic flow. Helicopters can be
used to view both the full area and specific problems areas that
may warrant closer attention than can be provided by fixed-wing
aircraft. Stationary, closed-circuit TV cambers can also be
considered for use in areas prone to congestion.

PUBLIC TRANSPORTATION
If public transportation is to be used by patrons for access to the event, a
separate ticketing and admitting area can be established to permit smooth drop-
off and pick-up. If available, public transportation should be encouraged by event
organizers because it tends to lessen the negative impact on local community
street traffic.
It also decrease the number of parking attendants required at the event site.
Another facet of public transportation for consideration is event-only
transportation. At many large-scale events that require off venue parking,
promoters lease school or private buses to provide transportation from specific
pick-up sites within the community and from remote event-specific parking
areas.
If public transportation is offered, planners must consider and co-ordinate with
law enforcement and public works personnel for assistance.

TOWING AND DISABLED VEHICLE
Promoters are required to hire towing companies to facilitate the removal
of disabled or illegally parked vehicles. Tow trucks should be available and
readily observable as private vehicles arrive at venue parking lots. The
mere presence and active use of tow trucks can act as a deterrent for those
motorists who may consider parking illegally. As a general rule, one tow
truck for every 2,500 anticipated vehicles can be considered adequate for
planning purpose.
Abandoned vehicles should be towed immediately, because these could be
an indicator of a vehicle-borne improvised explosive device(VBIED), a
current common tactic of terrorises. Towing companies should establish a
standard procedure for impounding and owner retrieval and should set
maximum fees per impounded or towed vehicle in advance of the event.

EVENT VEHICLE PRE-SCREENING
Some jurisdictions now screen vehicles at an event site days or weeks in
advance of the event. For instance, it is common practice now for some
state fair venues to screen vendors and carnival vehicles upon their
arrival.
PARKING:
With crowd and traffic risks also come the inevitable parking problems.
A basic formula for estimating parking requirements is anticipate one
vehicle for every three persons in attendance. Areas of specific concern
are:
• Public parking arrangements
• Parking control
• Towing

AUXILIARY PARKING LOTS/SHUTTLES
If the event venue does not have established parking lots available, then
temporary, auxiliary lots need to be established. Considerations for these lots
include:
• Lighting for hours of darkness
• Compliance with the ADA
• Publication of the location of the parking lots and the shuttles
• Provision of toilet facilities
• Use of public transportation shuttle buses to and from the event site
Parking attendants may be trained volunteers, paid promoter staff, or public safety
personnel. A consideration is for the promoter to be held accountable for any costs
associated with providing parking attendants.

PUBLIC HEALTH
Public health interventions are designed to prevent or minimize
injury or ill health. Mass gathering present particular challenges
for preventing or at least minimizing, harm to participants,
spectators and event staff, especially when the event is held at a
temporary venue. Familiarity of the financial stakeholders of the
event with each others roles and responsibilities and knowledge
of the potential and actual public health issues, present a
common challenge.
This section provides guidance on the primary public health
issues likely to arise during the planning phase of a mass
gathering event.

PRE-EVENT PUBLIC HEALTH SURVEY
Event organizers should conduct a pre-event public health assessment for any
venue intended for a mass spectator event. Organisers should consult
appropriate health authorities to ascertain the availability of:
• Running water particularly for hand washing by food service and medical
personnel. Sufficient public toilets and hand washing stations in the event
• Recognised and approved vendors of bulk food items delivered to the site
• Sufficient number of covered containers for the storage of food and solid waste,
including removal from the event
• Appropriate storage and removal of liquid waste
• Public health inspector should be available onsite during the event to monitor
public health

PUBLIC HEALTH CONTINGENCY ARRANGEMENTS
Unforeseen circumstances that may create a public health risk always exist. Some
thought must be given to making contingency arrangements and documenting
these arrangements in the public health emergency management plan. The plan
should include following:
• Contact details for additional staff
• Details for 24-hour contact of the food proprietors
• Arrangements for alternative suppliers of equipment and utilities in the event of
a failure or loss of water or power
• Arrangements in case of product recall
• Arrangements to replace food handlers who become ill
• A debriefing procedure
• Procedure for handling compliance

MONITORING HEALTH RISKS
First aid posts and security personnel can provide
information to help assess health and safety risks. First aid
posts can provide data by collecting gastrointestinal illness
surveillance information. First aid posts can also maintain
records of injuries, incidents involving watercourses and
alcohol and drug issues. Security agencies can provide
information on safety hazards and alcohol and drug
issues.

FOOD SAFETY
Food safety is a vital element of public health planning for public events. Unless personnel
apply proper sanitary practices to food storage, preparations and distribution at mass
gathering, food may become contaminated and present a danger to the public health.
The assessment should form part of a comprehensive food safety plan for an event
including,
• Licensing/permit procedure and authorization of vendors
• Qualities and types of food
• Lines of supply
• Premises where food is stored
• Preparation techniques
• Disposal of food
• Means of distribution
• Food safety documentation, approved approaches and surveillance.

FOOD PREMISES
Setup and construction of the food premises must
be in accordance with state and local regulations
and codes of practice. The premises or areas to be
used for food storage, preparation and service must
be easily cleaned and promote neither the
harbouring of rodents and insects nor the build-up
of dirt and food particles.

EQUIPMENT
Equipment's used in food preparation,
distribution and storage must be in safe working
order and easily cleaned. Ensure that an
appropriate number of the correct kind/type of
fire extinguishers e.g., effective for use with deep
fryers, propane tanks, etc. is available at food
providers site.

PERSONAL SAFETY
The safety of both staff and the public is always an
important consideration and you must meet
occupational health and safety standard. Some of the
hazards to avoid includes loose power leads, trip
hazards, inadequate refuse disposal, inappropriate
positioning of equipment(especially hot equipment),
poor ventilation and extreme temperature in the work
environment, badly stacked supplies and unguarded
equipment.

WASTE DISPOSAL
An effective disposal system should be put into place.
Improper disposal of perishable goods, in particular, can
cause problems arising from odour, insects or rodents, or
other animal. Adequate disposal facilities must be easily
access able to food handlers and removal contractors.
Organise a separate refuse collection for food premises
and continually monitor it to ensure that the frequency of
collection is appropriate. Where possible, encourage the
separation of refuse into dry, wet and hazardous disposal
units.

WATER SUPPLY
Provision of a supply of potable water for sinks is
essential. Those operators who use stored in the water
that is stored in their own tanks must have access to
facilities to refill diminished supplies. Ensure that this
access is established before the event. If possible, at
outdoor concerts in extreme heat conditions, all potable
water supply lines should be buried to avoid breakage and
contamination by concert attendees. Having a NO GLASS
policy is wise to prevent hazards caused by broken glass.

HAND WASHING
Hand washing facilities must be provided for the exclusive
use of food handlers. Portable, running water must be
used for hand washing and where possible, hot water
should be available. Soap and disposable hand towels
should be provided in the hand washing areas.
SINKS:
Potable water must be supplied to all sink areas. Hot
water should be used where possible. An appropriate
detergents and sanitizers should be used to clean all sinks
adequately.

FOOD SUPPLIES
Food should come only from registered outlets and should not
be prepared in domestic kitchens. Food proprietors must ensure
that food supplies have been prepared and transported in
accordance with relevant standards.
TRANSPORTING FOOD
The time required for food transportation should be kept to a
minimum. Temperature requirements should be maintained and
the food should be protected from contamination at all times.
Food transport vehicles should be clearly identified and subject
to surveillance and monitoring.

FOOD HANDLING
CROSS-CONTAMINATION:
• Every effort should be made to minimize the risk of cross-contamination during
the food-handling process. Utensils and surfaces that are used for the preparation
of either raw or ready-to-eat food should be clearly distinguished.
• disposable plastic gloves should be worn and changed frequently. The temptation
to continue to wear the same gloves exits, even after the work being undertaken
has changed. Encourage frequent hand washing.
•Appropriate food storage is critical to ensure that there is no contamination
between raw and cooked or ready-to-eat foods. Raw foods should be stored
separately if possible, or at a minimum, stored below cooked or ready-to-eat foods.
•Equipment must be adequately cleaned and sanitized after each separate process.
This is particularly critical where equipment is used for preparing different types of
food.

THAWING, COOKING, HEATING AND COOLING:
•Thaw food under refrigeration or in cold, running
water
•Cook food thoroughly to applicable standards
•Minimize the reheating of food. When reheating is
required, heat the food thoroughly and store it
appropriately
•Cool food quickly under refrigeration
•Apportion food into appropriately sized trays

CLEANING AND SANITIZING
•Regardless of the type of facility in which the food is prepared,
regularly clean and sanitize all food contract surfaces, using an
appropriate sanitizer
•Clean all other surfaces to minimize the risk of contamination
of food products. Also be aware of pest infestation and
occupational hazards, such as slippery floor surfaces.
Adequate signage should be posted in these areas
•Consider the provision of a designated wash-up area for food
outlets to reduce sullage waste storage and pump out at each
food outlet.

CHEMICAL STORAGE:
• Store chemical in areas separate from foods and clearly mark the
contents on chemical storage containers. Never use food containers to
store chemicals
FOOD STORAGE:
• Provide facilities of adequate size and appropriateness for the purpose.
All foodstuffs must be stored off the floor or ground using shelving or
pallets in accordance with state and local health regulations
• Refrigerated or heated storage areas require a continuous power
supply. You must store potentially hazardous food at appropriate
temperatures at all times
• Refrigeration can pose a problem particularly in hot weather when
refrigeration units struggle to cope

•The less than the ideal condition that confront
food handler working in temporary facilities
may lead to compromising appropriate food
handling practices
•Space often a major problem
•Adequate storage facility should be provided
for protection
•Protect exposed food available on display from
insects, pests, dusts and human contact

FOOD HANDLING STAFF CONSIDERATION:
• Encourage proprietors to select staff with food handler training to work in temporary
facilities
• Selection of staff should include factors such as high personal hygiene standards
• Proprietor should be able to demonstrate that they have an efficient reporting and
communication system so that staff can indentify public health problems and deal with
them promptly
• Encourage proprietors to provide appropriate supervision to ensure a team approach to
the provision of a safe food supply
• Food handlers dress should be appropriate to the task that they are performing and
includes some form of hair covering
• Proprietor should be reminded that food handlers must not work while they are in a
acute stage of any gastrointestinal illness or common cold
• Proprietor should remind food handlers who open wounds to dress all wounds with a
water proof dressing and to change the dressing regularly
• Provide segregated toilet facilities exclusively for food handlers
• Monitor this facilities for any signs of pest

HEALTH PROMOTION
• Encourage the provision and use of shade areas. Use of sunscreen
cream
• Organisers should consider advising speculators that alcohol
consumption in the sun greatly increase the risk of dehydration
• Encourage the provision of non smoking areas and ban the sale of
cigarettes at the event
• Consider the designation of alcohol free areas or restrictions on the
sale of alcohol
• Also consider glass free policies. Alcohol free events will minimize
aggressive behaviour of speculators and also minimize the use of
restroom and water supply needs.

WATER
An adequate supply of safe drinking water must be available.
One guideline suggest making available 21 quarts of portable
water per person per day, of which 5 quarts comprises the
drinking water component. Consider event duration and
location and the anticipated ambient temperature in
determining the quantity of potable water required. All water
provided must be tested to ensure its potability. In areas where
non-reticulated water is the only source for personal use, then
consider the clarification and disinfection g of the water supply
to achieve a level greater than 1 ppm residual chorine.

TOILETS
Where the existing is judged and in case of inadequate then the following as to be
considered:
• Well marked
• Near hand washing stations
• Well lit(including the surrounded area) if night use is anticipated
• Services(including g pump-out of portables) on a 24 hours scheduled during the
event
• Located away from food storage and food service areas
• Secured to prevent tipping
• Consideration for the determining the number of toilets facility(number of crowd,
duration, weather condition, alcohol consumption)
• Toilets for disabled
• Food vendors toilet

SHOWERS
At an extended event, promoters and planners may decide to
provide showers. If they do provide showers, they must
consider the additional demands for potable water and
drainage. If municipal water and drainage. If municipal water
supplies and waste water treatment plants cannot service the
shower facilities, providing shower facilities could prove to be a
very costly and formidable task. Vendors are available that will
contract to provide self-contained shower units. Ensure that
showers are located on high ground so that muddy areas are
not created.

SOLID/LIQUID WASTE MANAGEMENT
•FOOD WASTE
•EMPTY CONTAINERS
•HAZARDOUS WASTES
•CLINICAL WASTE
•SEWAGE AND SULLAGE
•RECYCLING
•ANIMALS, RODENTS AND VEGETATION
•SWIMMING AND WATER SUPPLY
•INFECTION CONTROL AND PERSONAL HYGIENE CONCERNS

FOOD WASTE
• Deposit food waste in covered containers placed strategically around the venue.
Covers are essential, especially in outdoor settings or if high temperatures are
expected
• Spectator density may prohibit access by garbage removal vehicles. To prevent
containers from overflowing, empty containers regularly and move waste to a
temporary, properly prepared holding area until bulk removal can be
accomplished at designated times or after the event.
EMPTY CONTAINERS
Make arrangements for the appropriate storage or disposal of empty containers
such as cardboard boxes
HAZARDOUS WASTES
Special arrangements must be established for the collections and disposal of
various forms of hazardous waste, including waste from food preparation areas,
medical sharps and other hazardous materials.

CLINICAL WASTE
Ensure there is provision for the storage, collection and disposal of
various forms of hazardous waste, including waste from food
preparation areas, medical sharps and other hazardous materials.
SEWAGE AND SULLAGE
Provide and maintain adequate facilities for the ongoing storage and
disposal of sewage and sullage. As with all other wastes, these must be
removed in a timely manner and on frequent basis.
RECYCLING
Where possible, consider providing specific containers for recyclable
materials. Vendors should be encouraged to use recyclable packing of
foodstuffs.

ANIMALS, RODENTS AND VEGETATION
In outdoor settings, the control of rodents, spiders, mosquitoes and
insects of significance to public health must be addressed. Venue sites
should also be inspected for pests, snakes, gopher holes, etc., in
advance. If particular hazardous species are known to inhabit the areas,
or if carriers of particular diseases are prevalent in the area, alert the
attending first aid and medical personnel.
SWIMMING AND WATER SUPPLY
Purpose-built swimming areas must comply with state requirements for
waster quality and meet other local requirements, such as fencing.
Assess the suitability of other watercourses in the vicinity of the venue if
spectators may use those watercourses for water recreation or washing.
If these watercourses do not meet requirements, fence them off and
erect warning signs against their use.

INFECTION CONTROL AND PERSONAL HYGIENE CONCERNS
Infectious disease transmission through unsafe sexual practices or drug use may be
a health risk at some events, particularly for those at which spectators are camping
at venue overnight. To reduce these risks, consider providing or making available
condoms and a properly licensed needle exchange/disposal mechanism. While
these are sensitive and controversial issues and political issues in some areas, they
are nevertheless important public health concerns in contemporary society and
you should address them. At events where the duration extends overnight or
longer, provide hygiene washing facilities.
MEDICAL CARE
spectators and participants at mass gatherings may require medical attention in
the event of illness or injury. The incidence of illness will be a greater at an event
for spectators than that expected to occur naturally in a population of comparable
size. Generally 0.3 % to 1.3 % of event attendees will require some form of medical
assistance regardless of the character, locale, physical layout and size of an event.

• MEDICAL CARE PROVISION
Planning for the provision of medical care for both spectators and
participants is essential for both humanitarian and legal reasons. The
permitting process should ensure that medical care at the venue is
equal to or greater standard of care provided to community.
• CASUALTIES
Experience from other events has shown that most causalities are
from:
1. Heat stroke, dehydration
2. Cuts from broken glass
3. Crowd “surfing” and stage diving
4. Age related illness
5. Crushing from crowd pressure
6. Fainting and exhaustion from a combination of heat and alcohol

MOBILE TEAMS
In tightly packed areas, particularly near the stage, first aid
personnel on foot, bicycles or golf carts may have the only
access. Experience has shown that uniformed first aid personnel
on foot circulating in dense spectator areas are quite effective
and patrons will readily summon them in an emergency, even if
the person requiring care is a stranger to them.
Identification of mobile teams, where ambulance or clinical
uniforms are unsuitable, can be successfully accomplished by
special events uniforms. Mobile team need to have
communications equipment's to keep EMS supervisors and the
incident command post informed at all times.

AMBULANCE VEHICLES
Organisers should consult ambulance services to determine ambulance
requirements for the event. Some considerations include:
• Will ambulance be pre-positioned onsite or be called to the venue on
emergency?
• Has security of the vehicles when parked been addressed?
• Are there provisions for a mix of advanced and basic life saving
ambulances at the event?
• Is there a need for dedicated ambulances/medical staff for the event
staff itself?
• Are aero-medical services/landing zones available? Who will pay for
the service? Can the promoter be required to provide the service?

ORGANISATION OF AN EVENT
organizing an event can seem like an incredibly overwhelming task. And without organizing and thinking
ahead, it can be. Well, etc. work on avoiding just that
• PLANNING MONTHS A HEAD
1. Define the events purpose
2. Set goals
3. Gather volunteers
4. Supervise
5. Prepare a budget(income, expense and sponsors)
6. Decide on a time and place
7. Think about logistics
8. Think about marketing and advertising
9. Organise yourself

ORGANISING 2 WEEKS BEFOREHAND
1. Make sure everything is a go(working)
2. Meet with your team
3. Delegate work to different people and let an experienced person coordinate all
activities
4. Make sure to update any websites connected to a event
5. Collect sponsors and other sources of money from delegates
6. Market the event
7. Gather items needed for the event
8. Make arrangements for everything
9. Prepare a contact list
10. Visit the venue with your team members

WORKING 24 HOURS BEFORE THE EVENT
1. Stay clam
2. Do one check-in with your team
3. Check all invitations and responses
4. Go to the venue and check if everything is ready
5. Make participants kit
6. Make a running sheet
7. Make a checklist of the things to be taken to the venue

MANAGING THE DAY OF THE EVENT
1. Arrive early to venue with team members and volunteers
2. Set everything up
3. Make sure the people who matter know what is going on
4. Take photos
5. Give a takeaway(forum for feedback)
6. Clean up the place
7. Take care of all the post event duties
8. Have a post-review meeting to perform better next time

ORGANISING THE TABLES
The larger the vent, the bigger the risk you are taking with unassigned
seating. In truth, organizers stay away from assigned seating mostly
because of the time involved in assigning seats or tables. But it doesn’t
have to be a huge chore if you use appropriate seating assignment
software.
ASSIGNING SEATS OR TABLES
Guests can be assigned to a table where they can choose any seat or
assigned to a specific seat. We don’t have exact figures, but it seems that
assigning tables is probably more common in the USA and assigning
seats is more common in Europe. Both approaches are valid and
whichever you choose is a matter of personal preference.

Seat assignments
• You can ensure that speakers and VIP guests are seated in the most
appropriate seats
• Makes it easier for waiting staff to deliver meals to specific guests
• More popular with guests according to a survey
• Is a good opportunity for the organiser to de some matchmaking
Table assignments
• Is slightly less work for the organizers
• Does not require place cards
• Guests have some choice who they sit next to

Seating arrangements
You might want to put people next to people they know, or you might want to
split them up a bit so they meet new people. But try to put each person next
to at least one person they already know. People are more likely to get on
well if they are similar ages or have similar interests. Try to create a balance
tables with equal number of males and females. It is traditional to alternate
male-female-male-female guests in some culture. Some business dinners are
seated male-male-female-female for variety. In group of people that know
each other well you could try splitting up married couples for extra for extra
variety.
Table size, shape and layout
You might want all the tables to be of same size and shape or you might want
to vary them. Find out what size and shapes are available. Depending on the
space required for dance floors and depending on number of guests and
venue size the decision is taken on the size of the table.

Recommended space per guests
Example a room that is 10m x 10m = 100 sq. m will hold a maximum of
approximately: 200 standing guests, 140 guests at rectangular tables,
100 guests at a circular tables and 176 guests seated in rows.
Recommended minimum table spacing
Make sure the tables are placed so that serving staff have easy access.
Don’t place a table blocking a door, especially a fire escape. If you have a
large venue for the number of guests you may want to put al the tables
in one corner to avoid the venue feeling empty.
Recommended circular table seating capacity
Based on 1.9 ft. and 1.6 ft. circumference per guest for ideal and
maximum respectively, guests in wheelchairs may need additional
space.

RSVP ETIQUETTE
Definition of RSVP: an abbreviation “repondez s’il vous plait”, which in
French for “please reply”. Before you can arrange your seating plan you
need to know how many guests are coming. You can confirm numbers
by sending out RSVPs. Typically RSVPs are sent out at least a month
before the event. Your RSVP should make clear:
• The nature and location, date and time of the event
• Who is invited. Are children's invited
• Deadline for accepting expecting people to reply within a week is not
unreasonable
• Optional choice of meal
• How they can accept or decline e.g. telephone, letter or email

RSVP cards often include space for the guest to fill-in and return
You should always include a date by which people must reply. Otherwise some
people may decide to leave it to the day before the event. Chase up stragglers
with a phone call once the reply deadline has expired. If it is an important event
and you want to warn people to keep the date free long before you send out
RSVPs, you can send ‘save the date’ cards.
Assigning seats
If you are having speeches or announcements, try to place the people giving
them are seated where they wont have their back to anyone. Try to place
pregnant, elderly and disabled guests and guests with small children's where they
can have an easy access to toilets and other facilities.
seating, charts, escort cards, table numbers and place cards
Guests will need to know which table they are seated at so they don’t have to
walk around every table to find their place. This is usually achieved by displaying
a seating chart or escort cards prominently at the entrance to the venue. Table
numbers should be placed on table to display the number or name of the table.

Floor plan
Place cards are placed at each setting to ensure guests sit in the correct seats.
If you have assigned guests to seats you will need:
• Seating chart + table cards + place cards; or
• escort cards + table cards + place cards
If you have assigned guests to tables you will need:
• Seating chart + table cards
• escort cards + table cards
Seating chart
A seating chart shows each guest which table they are seated at. Whether you
prefer a seating chart or escort cards is a matter of personal preference. Seating
charts are easier to display. Like the table number and the list of guests in that
table.

Escort cards
Escort cards show name/number of the table a guest is seated at. An escort
card is usually inside a small envelope with the guests name written on the
outside. You can also use a blank business card and write the name on one
side and the table number on the other side. Common usage in USA.
Table number cards
Table number cards are placed on tables to display the table name or
number. They should be large enough to read without having to walk right up
to the table.
Place cards
Place cards are placed at each place setting to ensure guests sit in the correct
seats. They are only required if you have assigned guests to seats(not tables).
If you are using tent-fold cards, write the guest name on both the sides, so
that the guest can see it easily. Mention their first and last name properly and
in case of same names mention the designation.

Table names
If you are felling creative you can give tables names instead of numbers.
This is very common for weddings. Numbered tables are less work and
easy to find, but named tables are innovative.
Naming themes may possibly include:
• Flowers
• Gemstone
• Colors
• Counties/towns
• Animals/birds
• Sweet
• songs/ TV programs/ actors, etc

Table decoration
Besides cutlery, crockery and glasses, items on the table can include:
• Table glitter
• Menus
• Disposable cameras
• Place cards
• A table number card often in a card holder
• A table center piece usually one or more flowers, candles or both
Special needs
Make sure you find out and notify the caters of dietary preference, e.g.
vegetarian, kosher, halal, nut allergies and gluten intolerance. Order
high chairs for children's. Inform caters if any guest are in wheelchairs.

Wedding seating plan
A typical wedding seating plan is to have the wedding party on head
table with seats down one side facing all the other guests seated on
circular table.
Wedding top table
A wedding party is usually seated at a long table with sets down the
other side. This is called the ‘top/head table’. Who to put on the top
table can be a sensitive issue, especially if the parents of the bride or
groom have divorced an remarried. There are many different ways to
organize a wedding top table, but traditionally:
• The groom sits to the right of the bride
• Places alternate male-female
• Partners of the best man and chief bridesmaid sit at other tables

Assigning your seating plan
Don’t be a slave to tradition. Decide what you want for your event and create your
table plan accordingly. It is probably good idea to show your table plan to a few key
guests to ensure that it is OK and haven’t forgotten anything.
Seating plan software
The traditional approach to planning seating arrangements is to write down guest
names on scraps of pare and move these around. But this is time consuming and
error prone. Cutting and pasting into a spreadsheet is little better. Given that there
are more ways of seating 25 guests in 25 seats than there are grains of sand in the
whole world it is little wonder that creating a table plan ‘by hand’ is such an
headache.
A perfect table plan allows:
• Automatically assign guest to the right seats with a single mouse click
• Fine tune seating arrangements with drag and drop
• Handle last minute changes
• Print plans, charts, place cards and other stationery

Assigning responsibilities
Potentially many people may be involved in the event management
process, including support staffs, tool implementers, help desk and
operations center personnel an managers. All have opinion about how
to handle events based on their experience in their jobs.
Some of the roles assigned include:
• Process owner: heads the development of the policies referenced in
this section. Has ultimate responsibility for the success of the event
management process
• System management architect: design the technical solution to meet
the event proceedings
• Tool implementers: install, configure and support the systems
management tools to process events as per architect design

• Subject matter experts: supply knowledge about a particular
platform or system and determine the processing required for
events within their areas of expertise
• Support staff: handles problems with platforms and systems
• Help desk: provides the first level of support for users and give
feedback that is used by SMEs( Subject Matter Experts) to make
event processing decision
• Managers: enforce adherence to policy by their staffs and ensure
problems are addressed in a timely manner by responding to
escalation procedures.
Assign people to the roles that defined in the previous list. This
ensures that the appropriate person is handling a given task,
eliminates duplication of effort and provides accountability within
your organization.

EVENT RESPONISIBILITY ASSIGNMENT MATRIX

COMMUNICATION AT THE EVENT
If there is an emergency or someone needs a hand – make sure that you have a suitable
method of communication in place so that the key stewards can keep in touch. A
manned base is a good idea so that it is clear where people can go if there is a problem.
If you have a large or major event think about a PA system, which can be useful
particularly if there are any lost children, as well as announcing what is next on the
programme.
Communication channels may include:
• Publicity material and tickets
• Local-media, especially local radio
• Route-making
• Signs, screens, face to face contact
Key points to be noted for emergency announcements:
• Early warning and timely information is essential
• Clarity and quality of announcement delivery are crucial
• The nature of the problem should be given where possible
• Announcements should be reinforced by message displays, where possible

THE EVENT BUDGET
Predicting the financial outcome of an event
The event budget is a projection/forecast of the income and expenditure
that the event will incur based on plans made and information gathered.
The preparation of a budget is an essential part of event management.
The perdition of financial outcome of the event need to take place very
early in the planning stages.
Importance of financial control of an event
Once the event budget has been constructed, the event director has a
means to exercise control of the event finances. Many organisations
have run into severe financial difficulty and even bankruptcy as a result
of staging events.

Continual adjustment of the event budget
The preparation of an event budget is one of the earliest tasks to be
undertaken in the event management process. However, it should be
expected that there will be numerous adjustments and refinements to
the budget throughout the whole project life-cycle.
Basic event budgeting rules:
• Budget to avoid making a loss
• Be realistic about event incomes
• Have a contingency plan
• Typical event expenditure(like categories e.g., transpiration,
equipments, printing, insurance, promotion, venue hire, medical fees,
salaries, postage, awards, etc.

CHECKLIST FOR BUDGET OF AN EVENT
Most events, involve audiovisual presentations, ranging from simple presentations
using an overheads slide projector and a microphone, or a digital projector linked
to a computer, or a video conferencing facility, to full sound mixing requirements.

COMPUTER EQUIPMENT AND INFORMATION
TECHONOLOGY
The computer equipment available to assist event organisers is
substantial. There is a wide variety of computers and software available
to choose from and these must all be governed by your needs and
budget. IT for the attractions and entertainment sector ca be
categorised into there areas:
• Monitoring and controlling the use of the attraction(including
electronic ticketing and entrance control)
• Applications to help create or enhance the experience(including
multimedia and themed entertainment)
• Marketing and management activities

Modern décor also utilize inflatable sculptures to crate an
image, interest and excitement. Goldman distinguishes five
types of inflatable sculpture:
•Hot-air balloon
• Helium-filled aerostats
• Inflatable costumes
• Cold-air or pneumatic inflatable
• Interactive or technologically enhanced inflatables
CAD(Computer Aided Design)software is used to assist event
management. CAD represents a labor-saving, efficient
enhancing design aid for special events industry.

OPEN SCOURCE EVENT MANAGEMENT SOFTWARES
• 123Contact form
• Anyvite
• Event track/jolly events
• Eventsbot
• Evite
• Opencof
• Event leaf
• Conftool
• Fusion Ticket
• Odoo
• Open conference systems
• Open conference ware
• Open source event manger

123ContactForm
It is a free version, this platform creates event registration forms. The good news is
123contactform integrates with WordPress and number of other publishing platforms, as
well as Facebook, Twitter and Hootsuite.
Anyvite
Anyvite lets you create event invitation, to be sent by email or posted publically on a
webpage. The message is based on RSVP.
Jolly Events
With jolly events, you can register attendees online on a customized registration form,
send invitations and send registration confirmation emails with barcodes.
Eventsbot
Event management on the EB basic level is completely free. Its robust for a free version, it
includes a wide range of features, including event registration, an event page and up to
500 email invitations. You will be able to track progress and produce reports.
Evite
if all need is an invitation and RSVP system, the free version of Evite will fir the bill. The
ad-supported option has a limit of 750 invitation, with large selection of design.

Seating Arrangements
Specifically geared to planning a wedding, seating arrangements does more
than just manage table space. It will be useful to any planner working on a
banquet or dinner event. Based on RSVP response.
OpenConf
Sure, you could pay for more extra bells and whistles, but even you are running
small events, why pay at all? That is the theme of OpenConf community
edition. OpenConf Community Edition is free for download and use.
Event Leaf
Whether you want to host offline native software or run your event mangemnt
system online, jolly tech has you covered with their free edition of EventLeaf. If
you are running a PC with Windows Vista or higher and accept no warranty or
Tech support, you will be able to enjoy benefits of EventLeaf. It is more
polished look of jolly track.

ConfTool
VSIS ConfTool; ConfTool’s open source system, is available through a free license
for noncommercial events. It is intended for academic and nonprofessional event
planners. For up to 150 participants, it offers a customizable registration form, file
uploading and online submission and online review.
Fusion Ticket
This box office and ticketing software is aimed at small venues and charity
organizations. It allows you to sell tickets online including e-tickets with barcodes,
as well as have POS capacity at the box office.
Odoo
Oddo’s open source event app has a slew of features for every stage in the event
planning process. You can create event pages with a user-friendly editor and make
agendas for each event. Oddo also offers SEO tools and landing pages and
integrates fully with the rest of the Odoo suite of apps.

Open Conference Systems
This tool was created for scholarly conferences. With OCS, you can create a
conference website, call for paper submissions, post papers in a searchable format
and register participants. After the conference has come and gone, it also has
online discussion abilities to keep the conversations going.
Open Conference Ware
For those whoa re particularly tech-savvy, OpenConferneceWare requires a rails
application. Its customized and is a platform where anyone can list sessions for an
event, create and update proposals, subscribe to a feed, showrooms and create a
profile.
Open Source Event Manager
OSEM has a broad array o capabilities in an open source format. With it, you can
build a website for your event and a detailed schedule for attendees with session
information pages as well. Attendees can use it to register and submit proposals,
while planners can track everything from registrations to venues to sponsorship in
the administrator dashboard.

STRUCTURE OF AN EVENT MANAGEMENT TEAM

Organization chart
The organization chart has departments for programme, venue,
equipments, promotions, officials, hospitality and merchandising.
Importance of coordinators
An important aspect of the above model is that each department has a
coordinator. As exceptionally important people in the event
management team, they should be identified and recruited as early as
possible. The selection of coordinators is usually on the basis of
knowledge or expertise and sometimes because only one person
volunteers for the task.
Job description
In consultation and close co-operation with members of the event
team, the event director should develop and provide a job description
for each coordinator.

DUTIES AND RESPONIBLITIES OF AN EVENT MANAGER
DUTIES:
• To discuss potential job specifications with business
• Plan and schedule meeting and appointments
• Manage events and view them as products
• They also do brand building and communication and some marketing
strategy
• This individual is responsible for each aspects of the event from the
initial brainstorming to dismantling the space following occasion
• Provide high-level of appropriate person handle confidential and non-
routine information. Organising the core aspects of event

RESPONSIBILITY:
•This includes event design, audio-visual production,
scriptwriting, logistics, budgeting, negotiation and of course
client service. It is a multi-dimensional profession
•The event manager is an expert at the creative, technical and
logistical elements that help an event succeed
•The event manger is the person who plans and execute the
event. Event managers and their teams are often behind the
scenes running the event
•Event manager may also be involved in more than just the
planning and execution of the event, but also brand building,
marketing and communication strategy

MAIN FUNTIONS OF EVENT MANAGER
•Planning
•Organising
•Controlling
•Directing
•Coordinating
•Staffing

WORKING PERFORMANCE BY EVENT MANAGER
PLANNING
• Event manager should have to take of deciding in advance what to do? How to
do?
• Involves in selecting of enterprise objectives, department goals and program and
determine the way to reach them
• Event manager responsible for efficient organising staffing, directing and
controlling without planning there is nothing to organise no needs to control
• Event manager is responsible for directing staff towards the efficiency and how
much they contribute to the objectives
BUDGETING
Event manager is responsible for the budgets making in the proper and standards
manner. While making budget event manager has to concentrate on production
budget, material budget, labor budget, administration budget, cash budget and
master budget.

PROBLEM SOLVER
Event manger is responsible for solving the problems happen in the event at any cause.
Also make sure that there is no any misunderstanding between supervisor and employee.
MAINTAINANCE
Event manager is responsible to give instruction to all employees to maintain the proper
and standard procedure of the organization. Make sure that all the employees
maintaining the decorum of organization of the guests.
EVALUATING
Event manger is also responsible for evaluating against criteria of cost, risk, benefit and
organizational facilities.
MARKETING
When we focus into marketing the main responsibility for the manager is to focus and to
keep contact with the media, advertisements, etc to do a successful job.
RECORDS
As an event manger he has to keep all the records because according to the event
manager perspective records are very important. Records include past records, budget
records and future planning records.

A good event manager should have the following
skills:
•Verbal and written communication
•Organization and time management
•Project management and multi-tasking
•Self-starter and team player
•Understand Microsoft office applications

EXPECTED QUESTIONS FROM THIS CHAPTER
• What do you mean by “planning” in an event?
• Who is a promoter?
• What do you mean by event management team?
• What do you mean by event budget?
• Briefly discuss the legal issues related to organizing of an event
• Write a note on computer equipment and information
technology
• Explain the planning process in an event
• Explain rules and responsibilities of event manager
• Explain the procedure for seating arrangements in an event

Conducting an event

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