Group Event Project Plan

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214033-7
Course CATE1138: Events Projects in Practice Course School/Level BU/PG
Coursework Group Event Project Plan Assessment Weight 40.00%
Tutor KB Malik Submission Deadline 06/03/2014
Coursework is receipted on the understanding that it is the student's own work and that it has not,
in whole or part, been presented elsewhere for assessment. Where material has been used from
other sources it has been properly acknowledged in accordance with the University's Regulations
regarding Cheating and Plagiarism.
000784821 Livio Bergamin
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Grade Awarded___________ For Office Use Only__________ Final Grade_________
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Group Event Project Plan MA Events Management 2
MA Events Management
Group Event Project Plan
Go Online Conference
Events Projects in Practice
(CATE 1138)
Business School
Lecturer:Bari Malik, Robert Davidson
Date: 6. March 2014
Authors: Livio Bergamin, 000784821
Nicola Rowe, 000795953
Pedro Beirao, 000796046
Sam Hopkins 000790632
Weiwei Liu, 000748961

Table of content
1. Executive Summary ....................................................................................................... 4
2. Feasibility ....................................................................................................................... 4
2.1 Operations ................................................................................................................... 4
2.2 Finance Plan................................................................................................................ 7
2.3 Marketing Plan............................................................................................................11
3. Work Breakdown Structure............................................................................................14
4. Resourcing....................................................................................................................14
5. Critical Path Analysis.....................................................................................................14
6. Health and Safety Risk Management ............................................................................15
7. References....................................................................................................................17
8. Appendix .......................................................................................................................22
List of Figures and Tables
Figure 1: Break-even point chart ........................................................................................... 9
Table 1: Programme of conference ....................................................................................... 7
Table 2: Profit and loss account ............................................................................................ 8
Table 3: Cash flow statement ...............................................................................................10
Table 4: Total float of activities .............................................................................................15

1. Executive Summary
According to Gutwein (2013) it is imperative for companies to be online and business that are
generate far greater revenues than those which are not. However Harding (2013) mentions
that being online is only effective if done properly. With this in mind, the ‘Go Online
Conference’ aims to raise awareness of the importance of being online for both small and
medium sized companies. Furthermore it emphasizes the crucial circumstances to consider
when a company goes online and focuses on why an organisation should go online. Through
this conference participates will be encouraged to develop an online presence and hence
profit in various ways, e.g. enhanced customer support, improved company image, cost
reductions and a larger global audience (The Web Doctor, 2014). As it can be seen, there
seems to be a need within this field and therefore the chosen theme has the potential for a
successful conference (Bladen, et al., 2012).
2. Feasibility
In order to introduce the chosen concept of the event and to prove its feasibility, it is
necessary to follow a given structure. Goldblatt (2005) provides the appropriate framework
for this matter, named the 5W’s: Why, Who, When, Where and What. The following sections
look at each of those W’s and describe those accordingly to the conference. Moreover an
additional approach by Shone and Perry (2013) is being applied and combined which divides
the feasibility in three parts: Operations, Finance and Marketing.
2.1 Operations
The first section clearly displayed the need for such a conference. Roychowdhury (2008)
states, that the current demand for e-commerce contains great possibilities for businesses.
Furthermore he points out that this action of self-promotion can reach millions of potential
customers and is therefore considerably cheap and effective. These justifications clearly
point out why such a conference has a very promising potential.

According to Krugman et al (2007) it is crucial to choose a location which appeals to the
attendees. Due to the fact that the conference is targeting mainly companies within the UK,
the city of London is an adequate choice. In addition to that London is one of the most
popular cities in the world for business events, which can be favourable when searching for
appropriate venues. The conference will take place within a hotel facility in order to serve the
potential customers completely. The advantage of holding the conference within a hotel is
that the infrastructure such as room, equipment and their services are already available.
London as location and a hotel as a venue, does fulfil the defined important selection criteria
highlighted by Buhalis and Costa (2006: 60) such as: Access to the location, technical
conditions, appropriate capacity, service and quality, quality food and beverage, control of
infrastructure and breakout possibilities.
As mentioned previously, there exist several reasons why online business does make sense
for organisations. According to Yodle (2013) about 50% of small and medium businesses are
not online and do not investigate the results of their marketing results. Therefore the
conference targets medium and small sized developed businesses as well as start-up
companies to raise their awareness about being online from a very early stage. In addition
the potential customers are limited to the UK market.
As most company’s financial year ends on the 31st
of December and therefore are busy
preparing their annual report during the first few months of the year, the month of April
appears very convenient for holding the conference (Livingston, 2010). In addition to that,
most people according to Moneysupermarket (2012) holidays between June and August
which also impacts the choice of the date of the event. Another advantage of holding the
conference during April is that companies have the opportunity to implement the new
technologies as the business year is in its early stages.

According to Krugman et al (2007) an important success factor is the selection of the
speakers. They point out, that the chosen presenters need to understand the objectives of
the conference and know its field rather than just entertain the attendees. The following
paragraphs shortly introduce the chosen speakers and present the programme.
-Felicity McCarthy
Head of Small & Medium Business Marketing Communications at Facebook (McCarthy,
2014; Prysm BSU Limited, 2013).
-Ray Nolan
Director and Founder of Worky - An online networking profile for building an online presence
and establishing a client list (Worky.com, 2014).
-Julien Callede
Founder and Chief Operating Officer of Made.com a London based furniture and design
company that became very success as a direct result of marketing and selling their designs
online (Clawson, 2014; Made.com, 2014).
-Allen Moon Founder of On Deck Marketing and a writer for Entrepreneur.com encouraging
business start-up's (Entrepreneur Media, 2014).
-Matt Greenarce Founder and Chief Executive Officer of Cleethorpes Sweet Shop which
imports American sweets to the UK. Matt developed his target market at a high street shop
location and then realise he could grow his customer based and indeed operate his whole
business online so he launched Sugar Rush since then his business has grown (Grimsby
Telegraph, 2013).

All guest speakers can offer an insight into the online challenges faced by new and
developed businesses on a daily basis. Moreover their personal experiences can add depth
and knowledge to the topic surrounding successful online practices.
Programme
Title: Go Online Conference
Location: Marriott Hotel, Westminster London
Date: 25th
of April 2014
Capacity: 160 People
Programme
Date Time Activity Room Speakers
TBC
09:00 - 10:00 Registration Hall
10:00 - 10:45 Session 1 Room 1 Felicity McCarthy
10:45 - 11:00 Coffee break Exhibition Hall
11:00 - 11:45 Session 2 Room 2 Ray Nolan
11:45 - 12:00 Coffee Break Exhibition Hall
12:00 - 12:30 Session 3 Room 1 Matt Greenarce
12:30 - 13:45 Lunch Exhibition Hall
13:45 - 14:30 Session 4 Room 2 Julien Callde
14:30 - 14:45 Coffee break Exhibition Hall
14:45 - 15:30 Session 5 Room 1 Allen Moon
15:30 - 16:30 Panel Session Room 1 All Speakers
16:30 - 18:00 Networking Session Exhibition Hall
Table 1: Programme of conference
2.2 Finance Plan
According to Shone and Perry (2013) it is necessary within the event management process
to control and plan an event’s finance. While doing so, it can be ensured that expenditure
and income are monitored and therefore possible profit can be generated. Moreover they
point out that it is of high importance to predict an events cost and revenues. As a result the
following paragraph focuses on creating a budget for the planned conference according to
Shone and Perry (2013: 145-146) and Van der Wagen and White (2010: 399-403) as
illustrated on table 1 below.

Number of attendees 80 120 160
Income
Tickets (£ 299 per ticket) 23’920 35’880 47’840
Exhibitors (max. 6 stands per £ 800) 3’200 3’200 3’200
Sponsors 18’000 18’000 18’000
Total income 45’120 57’080 69’040
Variable costs
Delegate Rate £ 90 per Person 7’200 10’800 14’400
Fixed costs
Venue hire (2nd
room) 800 800 800
Venue hire (3rd
room, breakout) 600 600 600
Speakers (Average £ 500 per Speaker,
(Bailyn, 2012))
2’500 2’500 2’500
Marketing 10’000 10’000 10’000
Communication 5’000 5’000 5’000
Office related costs 3’000 3’000 3’000
Staff 10’000 10’000 10’000
Insurance 5’000 5’000 5’000
Bank charges and interests 500 500 500
Unforeseeable (about 10% of fixed
costs)
5’000 5’000 5’000
Total costs 49’600 53’200 56’800
Profit or loss 4’480 3’880 12’240
Table 2: Profit and loss account, figures in £
As it can be seen from the figures above, they have been constructed with a certain safety
margin. The ticket prices can be considered as relatively economical if equated to a similar
conference about online Marketing, which costs about £500 (Eventbrite, 2014). The
exhibition stands are sold for a lower price compared to standard exhibition stand prices
(Expositionists, 2014), and it is assumed that only 60% are being sold in order to keep the
budget realistic. The income from sponsorship is being discussed later within this document.

All the costs regarding venue and delegate rates are based on email information with Marriott
Hotel which can be found within the appendix 1. The remaining costs are evaluated on a
realistic basis keeping a certain safety margin in mind. As it can be seen the conference is
likely to gain profit, if the budget can be monitored accordingly. The following paragraph
focuses on defining the break-even point.
2.2.1 Break-even point
Shone and Parry (2013) quote that it is important to identify at which stage the event makes
profit and reaches its break-even point. Therefore the figure 1 below displays the break-even
point of the planned conference according to Shone and Parry (2013: 146).
Figure 1: Break-even point chart
As it can be seen from the figures the income of the conference displays a steady growth
and reaches the break-even point at a fairly early stage. The calculated break-even point
according to the budget defined previously is at 102 tickets ((£42,400 fixed costs – £21,200
sponsors and exhibition stands) / (£299 ticket price – 90 delegate rate)). Therefore the
conference starts to achieve profit after 63.75% of the tickets are sold.
0
10000
20000
30000
40000
50000
60000
70000
80000
0 20 40 60 80 100 120 140 160
Income/costsin£
Break-even Chart
Fixed costs
Total costs
Income
Number of attendees

2.2.2 Cash flow
Weetman (2006) states that the cash flow statement is especially important for a company’s
liquidity, which is the main factor of measuring an organisation’s solvency. The table below
displays the cash flow for the planned conference according to Weetman (2006: 407).
Cash inflow February March April
Tickets (20/50/30% of 120) 7’176 17’940 10’764
Exhibitors (50/30/20%) 1’600 960 640
Sponsorship (50/30/20%) 9’000 5’400 3’600
Total cash inflow 17’776 24’300 15’004
Cash outflow
Venue room 1 prepayments 2’500 2’500
Venue room 1 final payment (based
on 120 delegates)
5’800
Venue room 2 prepayments 200 200
Venue room 2 final payment 400
Venue room 3 prepayments 150 150
Venue room 3 final payment 300
Speakers (0/50/50%) 1’250 1’250
Marketing (20/50/30%) 2’000 5’000 3’000
Communication (20/50/30%) 1’000 2’500 1’500
Office related costs
(33.33/33.3/33.33%)
1’000 1’000 1’000
Staff (20/40/40%) 2’000 4’000 4’000
Insurance (50/50/0%) 2’500 2’500
Bank charges and interests
(33.33/33.3/33.33%)
166.67 166.67 166.67
Total cash outflow 11’516.67 19’266.67 17’416.67
Total cash in- or outflow 6’259.33 5’033.33 2’412.67
Cash on account 6’259.33 11’292.66 8’879.99
Table 3: Cash flow statement, figures in £

As it can clearly be seen within the cash flow statement, the conference gains the needed
liquidity to pay its liabilities for every month. The cash outflow in April is not affecting the
company at any time since cash on account is available during that time and therefore
solvency ensured. It has to be pointed out that the cash flow calculation is based on the
budget above and therefore assumes ticket sales of 75% which is reasonable. Furthermore
the unforeseeable costs are not included at that point since cash does not actual outflow at
that stage. Considering these facts it can be seen that the budget and the cash flow are
congruent.
To sum the finance plan up it can be pointed out that the conference is a solid investment
with high potential to achieve profit. Solvency is given at any time and potential investors do
not have to expect high risk involvement.
2.3 Marketing Plan
According to Silk (2006) a marketing strategy or plan of action involves two major activities.
These activities are crucial to the success of any business event and will be utilised when
marketing to potential audiences. The two activities are directly related to targeting,
segmentation and positioning, which are key factors that any marketer must consider. He
points out that the idea behind marketing is to grab people’s attention and generate a talking
point online and offline by word of mouth as well as word of mouse. The first activity is
related to the selection of a target market and how an organisation can position its goods or
services as a top of the mind brand in the eyes of its consumers. In the case of this business
conference the target market is selected based on the theme; showing the importance of
engagement in online activity and developing an online presence. The established target
market enhances the view of online activity and revenue for start-up and developed small
and medium businesses. By targeting the ‘baby boomers’ who are currently working in or
who own those companies, stated by Owran (1996), it will allow them to generate additional
knowledge of new ways business possibilities. When it comes to start-up companies the

reason for targeting this group is to highlight how the level of their marketing expenses and
revenue can be significantly different but in a positive way. This conference will highlight how
easy it is to become known by potential customers and competitors by simply forming an
online presence at a low cost. Essentially the conference will help generate business for
attendees.
The second activity is related to the specifics of the plan and identifying a position in the
market for the event. The approach that will be used to market this event will be direct. The
marketing strategy undertaken is to allow the guest speakers and content of the exhibitors
and their stands to sell themselves. As mentioned by McDonald (2008) the use of a
marketing plan that is cleverly prepared to not only match the company’s capabilities with
what customers may need but also distinguish themselves for their competitors. This use of
competitive advantage with the event’s content and valuel showcases to the customers what
the conference offers as well as highlighting what competing conferences do not offer.
By using both online and offline communication tools the event concept and message is
directly delivered to our target audience. Offline communication mediums are posters,
banners and leaflets at the pre event stage. Furthermore before the event the marketing
team designs and produces the name badges that are worn by the attendees along with
program for the day. This program features the schedule of the conference, information on
the guest speakers as well as advertisements by the sponsors of the event. These sponsors
act as a source of revenue for the event and in return gain access to the event's attendees,
receive advertising space in the program and feature on all event promotional material. The
sponsorship packages available are ‘Diamond, Platinum, and Gold Sponsors’ ranging from
£3,000 to £9,000, which can be found in the appendix 2. The offline communication with all
participants continues during and after the event as the event material will be visible around
the venue and a physical thank you letter will be sent to all attendees and supporters with
information about following conferences.

With regard to online communication tools they are essential for marketing the conference
particularly as the theme of this event is focused on online activity. The marketing engages
with the target market at all event stages. The mediums used are:
∙ Website.
∙ Social media such as Facebook and Twitter.
∙ Eventbrite (which supports online advertising and ticket sales).
The mediums above ensure an active online presence throughout all event stages in order to
attract, satisfy and engage potential customers, exhibitors, sponsors and speakers to engage
with the conference. The point can be made that throughout the research process a smaller
target group within the target market was recognised. This proportion of the target market are
businesses that have a lack of knowledge of online mediums and have failed to create an
online presence and develop their companies. The speakers on the conference and the
chosen exhibitors are able highlight how imperative it is for businesses to engage in online
activities and give attendees the tools and confidence to do successfully.
In order to convey a clear, understandable and identifiable message for the attendees, it is
essential to provide consistent marketing plan. The after sales service is a crucial element to
the marketing of this event and forms a positive reputation. As mentioned before, the level of
communication must be carried throughout all stages but in particular during the post event
phase as this has the potential to lead to customer retention and generate a loyal customer
base for future events. As mentioned by Canfield et al (2011: 114) “One well implemented
idea can significantly accelerate your awareness and success”.

3. Work Breakdown Structure
Project Management Institute (1996 54) states that: “A work breakdown structure is a
deliverable-oriented grouping of project elements that organizes and defines the total scope
of the project…” In other words it is a decomposed process of a project, broken into
activities, work packages, tasks and sub-tasks, which can be easily identified and managed
(O’Toole & Mikolaitis, 2002).
With this in mind the work breakdown structure for this project is divided into three phases,
the pre-event, the event day and the post-event. In addition each phase is separated into
different departments and its activities. As a result a constant level of work flow can be
ensured. The detailed conference’s work breakdown structure can be found in the appendix
3.
4. Resourcing
According to O’Toole (2011) the resourcing consists of a list of all the resources needed
within the project. Furthermore it is based on the work breakdown structure’s departments
and activities in order to easily identify the related and essential resources. The detailed
resourcing table can be found the appendix 4.
5. Critical Path Analysis
Critical path analysis allows scheduling of a project’s activities and is a particularly effective
tool within events management (Project Management Institute, 2013). By employing this
technique event planners can save time, assess the importance and progress of certain
tasks and decide on the most suitable course of action (Woolf, 2012). Initially tasks defined
within the work break down process are ordered into sequential steps and their individual
time frame determined. Analysis is then employed to calculate the overall project duration,
highlight the most efficient route to culmination and allow event organisers to plan effective

starts of individual elements of the project and the event overall (Project Management
Institute, 2013).
The critical path analysis identifies the crucial activities and paths, which can delay the
project. This path is established by calculating the total float of each activity. The float of
each activity is the amount of time to which each action can be extended without delaying the
project. The total float is calculated by the late finish minus the early finish of each activity.
The late finish and early finish results and the critical patch are identified in the critical path
diagram in appendix 5 (Project Control Academy, 2012). The calculation of the total float of
each activity is displayed in the table 4 below.
TF1 = 0 TF7 = 0 TF13 = 0
TF2 = 0 TF8 = 0 TF14 = 48
TF3 = 0 TF9 = 0 TF15 = 0
TF4 = 0 TF10 = 0 TF16 = 0
TF5 = 6 TF11 = 13 Caption:
TF = Total float
Number = number of activity
TF6 = 0 TF12 = 13
Table 4: Total float of activities
6. Health and Safety Risk Management
According to The Event Management Body of Knowledge (2006) risk management is one of
the key factors in planning an event. Risk is defined as the consequence and/or likelihood of
an event not fulfilling its objectives. Risk management is the process of identifying these
problems, assessing them and formulating a strategy to manage them (Bowdin et al., 2012).
Types of risk can be defined as human, natural or political and all need to be considered
when planning an event (Berg, 2010).
Silvers (2008) quotes that as a consequence of health and safety laws it is important that the
events’ team is aware of the potential risks and the steps taken to mitigate these. Additionally
she points out that a thorough risk management process needs to take into account the
needs of the stakeholders and other aspects of the event strategic plan, for example it is

imperative that the marketing/PR manager knows the capacity of the event in order to not
exceed ticket sales. According to HSE (1995) during the event it is important to keep an
incident report log as this assists the planning of future events. Furthermore it is a legal
requirement to use an accident report book. Bowdin et al. (2012) adds that holding a full and
comprehensive limited liability insurance policy is vital in organising an event as this transfers
a portion of the risk, particularly in relation to personal injury, financial loss and property
damage.
For the planning of this event a complete risk assessment has taken place. Risks have been
identified, their likelihood and potential cost have been calculated and steps have been taken
to manage these risks. A copy of the risk assessment with a contingency plan is included in
the appendix 5 and 6.
Word count: 2’747

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8. Appendix
Appendix 1
Email between Livio Bergamin and Giannina Rageth from 15th
of February 2014
Food & Beverages
Tea, Coffee, Biscuits £6.00/p.p.
Tea, Coffee, Pastries £9.00/p.p.
Breakfast Buffet £15.00/p.p. (Cereals, Yoghurt, Fresh Cut Fruits, Sausages, Eggs, Bacon,
Tomatoes, Mushrooms, Milk, Selection of Pastries & Muffins, Juice)
Sandwich Lunch Buffet ca. £23.00/p.p. (1 Soup, 3 Salads, Meat/Fish & Veg Sandwiches,
Miniature Dessert)
DDR Lunch Buffet ca. £30.00/p.p. (3 Salads, 6 hot dishes, 3 desserts)
Private Dining Menu Table Service £50.00/p.p. (1 Starter, 1 Main Course, 1 Dessert, Coffee
and Petit Fours)
Canapes 6 pieces per person £15.00/p.p.
Arium Housewine Red or White £29.00
Water is usually complimentary/otherwise £4.50/per bottle
Jug of orange juice £15.00/per jug
Soft drinks from £3.75/per drink
Room Hire
Depends on the room and how long it is used for, approx. £600-800.00
AV Equipment
1 Screen, 1 Projector, 1 Flipchart, Speakers are usually complimentary in the room hire
Flipchart £35.00
Pop up Fastfold screen £53.00
PA System 8ch £185.00
Radio Microphone £54.00
Held Radio Mic £54.00
Conference Phone £150.00
Phone calls UK Local & National £1.30/p.m., UK Mobile £3.55/p.m., Europe £3.55/p.m.,
USA £3.35/p.m.
Public WIFI 24h complimentary
Day Delegate Rate
Day Delegate Rates between £85.00-95.00 following included:

- Room hire
- 1 Screen, 1 Projector, 1 Flipchart, Speakers
- 3 Coffee breaks:
1. Tea, Coffee and 3 Refreshments (Morning): i.e. Smoked Salmon and Scrambled Egg
English Muffin, Compote of Fruit Dorset Muesli Bars
2. Only Tea & Coffee refreshed
3. Tea, Coffee and 3 Refreshments (Afternoon): Doughnuts with Chocolate Sauce and
Sprinkles, Montgomery Cheddar and Tomato Straws, Fruits
- DDR Lunch Buffet
- Bottles of Still and Sparkling Water

Appendix 2
Sponsorship packages that are available are Diamond, Platinum, and Gold’ ranging from
£3,000 to £9,000.
The Diamond Package
Valued at £9,000 entitles the sponsor to the following:
Offline:
● Direct association with the business conference.
● Main logo on all event material including banners, posters, leaflets, badges and any
correspondence that the attendees receive.
● Full two page spread in the event program as well as the main logo on the front and
back of the program booklet.
● Exhibition space in the exhibition area of 10m².
● 10 event tickets.
● 15 minutes presentation opportunity during lunch break.
Online:
● Main logo on all advertising through different mediums with link to its website (Twitter,
Facebook, Website).
● Sponsor details on ‘Eventbrite’ which in itself is an event hub.
● Main logo on the invitations and thank you letters sent to attendees.
Incentives:
● Brand exposure to a potential audience of 160 people (including exhibitors).
● Two sponsorship ambassadors are provided to ensure people are aware of the
partnership.
● Onscreen advertising of 7 minutes around the venue during every the coffee break.
● Onscreen advertising of 35 minutes around the venue during lunch break
● Full access to the event’s attendee list.
● Exclusive right to sponsor for future events.

The Platinum Package
Offline:
● Direct association with the business conference
● Full one page spread in the event program
● Exhibition space in the exhibition area of 5m²
● Second logo on the invitation and thank you letters sent to attendees.
● 5 minutes presentation opportunity during lunch break.
Online:
● Logo on all advertising through different mediums with link to its website (Twitter,
Facebook, Website).
Incentives:
● One sponsorship ambassadors is provided to ensure people are aware of the
partnership.
● Onscreen advertising of 25 minutes around the venue during lunch break

The Gold Package
Offline:
● Direct association with the business conference.
● Half page spread in the event program.
Online:
● Logo on all advertising through different mediums with link to its website (Twitter,
Facebook, Website).
Incentives:
● Onscreen advertising of 15 minutes around the venue during lunch break.
The figure below shows a list of potential sponsors according to Financial Times Live (2014),
which organises various conferences throughout the year in regard with online business.

Potential Return on Investment
Potential
attendees
Potential
customers due to
word of mouth
(factor 3)
Total potential
business partners
Potential business
(£ 500 per person)
160 people 480 people 640 people £ 320‘000
The table above shows the potential profit a sponsor can generate by being part of the
conference. The figures are calculated on the basis of relatively low revenue per business of
£ 500 and fair factor of positive effect of word of mouth. As it can be seen with very moderate
calculation, the conference has good opportunities for sponsors.

Appendix 3
Pre-event WBS

Pre–Event Level 1 Level 2 Level 3 Level 4 Level 5
GoOnlineConference Concept Define concept
Why Define reason for the conference
What Define what does the event consists of
When Define when the event takes place
Where Define where the event takes place
Who Define the stakeholders
Venue
Selection
Research according to
defined concept
Visit possible venues
Negotiation with venues
Deciding and booking
venue
Inform other venues about
the decision
Equipment
Request A/V material Define what and when is needed
Request stage Define what and when is needed
Request exhinbition space
/ room
Define exhibition space(s)
Define number of exhibitors
Check restrictions for exhibitors
F&B
Chose and request one of
the hotel's options
Inform hotel about no. Of
people (attendees +
speakers + exhibitors +
HR)
Inform hotel about any food
restrictions
Decoration
Confirm with hotel the
standards decor for the
conference
Ask for banners from
marketing department

Attendees
Selection
defined marketing plan
Target chosen companies
according to marketing
plan
Send invitations
Registration
Elaborate registration form
Personal details + company details + Food restrictions +
Disability issues
Deal with registration
process (build database)
Comunicate with finance to
control the payments
Speakers
Selection
defined concept
Invitation and booking
Disability issues
Arrangements
Provide transport
information
Provide conference
information
Exchange of speakings
abstract, topic and
presentation
Exhibitors
Selection
defined concept
Research interest at
potential exhibitors
Invitation and booking
Disability issues
Arrangements
Provide transport
information
Provide conference
information
Exchange detailed
exhibition conception

Sponsorship
Selection
Research potential
sponsors according
defined concept
Research interest in
sponsorship at potential
sponsors
Define sponsorship budget
Target sponsors with
sponsorship proposal
Negotiate and fix contracts
Arrangements
Provide transport
information
Provide conference
information
Exchange detailed
sponsorship contents
Marketing
Marketing Plan
Market analysis
Identify target group
Define marketing budget
Research marketing
activity
Define marketing strategy
Implementation of
marketing plan
Communication
Define main messages
Define communication
tools
Put communication into
action
Evaluate messages and
tools
Finance
Venue
Pre payment
Control budget
Speakers
Pre payment
Control budget

Exhibitors
Control income
Control budget
Sponsors
Control income
Control budget
Marketing
Payments for activities
Control budget
Communication
Payments for activities
Control budget
Resources
Payments for resources
Control budget
Attendees
Control registration and
payments
Budget
Merge budget together
Control total budget
Control cashflow
Account
Control income
Control outcome
Match budget an real cash
Control cashflow
Programme Plan
Define and elaborate
agenda
Coordinate agenda with
speakers, exhibitors and
sponsors
Adjust agenda if needed
Finalise agenda and
forward to the other
departments
Attune final agenda printing
version with
communication department
Estate
Management
Health & Safety Liase with Health and
Safety Officer at Venue

Complete Risk
Assessment
Find required insurances
by law and do them (for the
venue, attendees,
speakers, HR)
Maintenance
Access requirement for
disabled guests
Electricity - Power supply,
plugs, PAT testing,
Exhibitor requirements
Liase with venue - contact
list for emergencies
Security
Create plan for any cabling
in line with H&S
requirement
Is external security
required? If so organise
Liase with venue - what to
do in an emergency, fire
procedures
Cleaning
Queue management. Are
security searches
required?
Find out how often rooms
are cleaned, bins emptied,
etc.
Liase with venue - what to
do in the event of spills,
toilet management, etc
Personnel Selection
Define needs
Recruit
Ask for: Personal details + Food restrictions + Disability
details
Define working tasks and
who is responsible for each
task

Send info about
conference, tasks, working
time, dress code and other
info to selected human
resources
Elaborate briefings for
conference day
Event day WBS

Eventday Level 1 Level 2 Level 3 Level 4 Level 5
GoOnlineConference
Venue
Rooms
Registration hall
Prepare desks, chairs,
accreditation material previously
defined
Conference rooms
Check if it is all set up according to
plan
Exhibition room
plan
Storage and Breakout room
plan
Equipment
Check and control A/V
Check with hotel if A/V resources
are all set up
Check contengency resources in
case of emergency
Report to the hotel's responsible
person if something is missing or
not working
Check Stage
plan
F&B Check with hotel if everything is ready Coffee breaks, lunch, refreshments
Decoration
Room decoration: Hotel standards +
Banners
Check with hotel if everything is
ready
Set up banners
Remove all banners in the end
Personnel
Reception
Greet and brief employers and
volunteers
Coordination
Give directions and orders about
working tasks and activities
Final instructions
Debrief and thank the employers and
volunteers
Exhibitors Reception Accreditation

Direct to exhibition room
Stands set up
Coordinate Provide exhibitors requirements
Final instructions Thank exhibitors and get feedback
Speakers
Reception Accreditation
Provide agenda books / flyers
Provide badges
Provide carrier bag
Confirm presentation time to each
speaker
Coordinate
Deal with defined arrangements for
presentation
Call and present respective speaker
before presentation
Final instructions Thank speakers and get feeback
Attendees
Welcome Accreditation
Provide agenda booklets / flyers
Provide badges
Provide carrier bag
Coordinate
Coordinate delegates' flow within the
venue according to activities
Deal with delegates' requirements and
needs
Marketing Communication
Set up all the advertising-related
material
Control online communication
Promote the sponsors and exhibitors
and thank the volunteers help during
the conference
Finance
Attendees Control payments of new delegates
Emergency Resources Pay and collect receipts
Programme Control Adjust programme if necessary
according to activities flow

Estate Management
Health and Safety Follow defined procedures of the
venue, Follow risk assessment plan if
necessary, Activate insurance if
necessary
Brief all the human resources
about health and safety procedures
Maintenance
Security
Cleaning

Post-event WBS

Post–Event
Level 1 Level 2 Level 3 Level 4
GoOnlineConference
Venue Closure
Check all the closing down procedures
Give and get feedback
Marketing
Communication and
Evaluation
Give feedback to stakeholders (attendees, speakers, exhibitors,
sponsors, venue, human resources)
Get feedback from stakeholders (attendees, speakers, exhibitors,
sponsors, venue, human resources)
Provide final balance information of event to stakeholders via e-mail,
website and social media
Finance
Venue Complete payment
Speakers Complete payment
Personnel Complete payments
Attendees Control registration and payments
Account Final calculations
Programme Evaluation Evaluate if agenda was followed as planed
Estate Management
Health & Safety
Check all the closure procedures with venue
Maintenance
Security

Cleaning

Appendix 4
WBS Resources Quantity
Phase Provider
Pre Event day Post Venue Own Make Buy Sponsors Exhibitors
Concept and Plan
Office space 1 X X X
IT equipment:
1- Computer 5 X X X X
2- Printer 2 X X X X
3- Mobile phones 5 X X X X
Office material:
1- Pens 20 X X X X X
2- Notebook 5 X X X X X
3- Printing paper (x1000) 3 X X X X X
Venue
Rooms
1- Conference 2 X X
2- Storage and breakout 1 X X
3- Exhibition room 1 X X
A/V (resources and service) 1 X X
Stage 1 X X
Tables (Registration) 4 X X
Chairs (Registration) 4 X X
F&B (resources and service)
1- Coffee Break 3 X X
2- Lunch 1 X X
3- Refreshments 3 X X
Decoration
1- Room decoration 1 X X
2- Banners 5 X X X
Marketing (includes
attendees, speakers,
Same resources as concept
Agenda booklets 200 X X X X

exhibitors) Badges 200 X X X X
Conference flyers 500 X X X X
Exhibition stands 4 X X X X
Carrier bags 200 X X X X
Banners 10 X X X X X
Finance
Same resources as concept
Safe (for money) 1 X X X
Personnel
Steering comittee
1- Conference coordinator 1 X X
2- Registration coordinator 1 X X
3- Venue coordinator 1 X X
4- Personnel coordinator 1 X X
5- Finance coordinator 1 X X
Volunteers 8 X X
Speakers 5 X X
Estate Management
(Health and Safety,
Maintenance, Security
and Cleaning)
Venue's resources TBC by venue X X X

Appendix 5
Critial Path Analysis

Appendix 6
EVENT ORGANISER RISK ASSESSMENT
Date Assessed: 12/02/14
Assessor: Nicola Rowe Monitored by:
Signature:
Event: Social Media Conference
Title: Go Online Conference
Organisation: MA Events Management
Venue: Marriott Hotel, Westminster London
Inclusive Dates of Site Attendance: 25/04/2014
Activity
Who is
affected
Risk Evaluation Control
Hazard Identified
Person(s) at
Risk
Worst Case Outcome
(A)
Probability
Rating (B)
Risk
Level
(AxB)
Control Measures
Over-crowding of
event hall
Public and
exhibitors
HIGH – Certain to cause
death
4 Probability 4
 The floor plan has been designed to maximise aisle widths to avoid
overcrowding.
 Suitable space around the stands & feature areas, which will be
monitored, by the event organiers
 Organisers to schedule arrivals inline with venue capacities, and
monitor arrivals with help from the venue, to help prevent
overcrowding.
MEDIUM – Probable to
cause serious injury
3 Possibility 3

LOW – Possible to cause
first aid injury
2 Unlikely 2 6  Appropriate staffing to be put in place by organisers to manage the
flow of visitors through the venue, all staff to be visibly identifiable
 Organisers to monitor the exhibition area.
 Exhibitors to notify organisers should their stand, or the immediate
locality of their stand, become overcrowded
 All to obey instructions given by the organiser, venue staff or sub-
contractor used to help control traffic and pedestrian flows
VERY LOW – Unlikely to
cause injury / damage
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Worst Case Outcome (A)
Probability Rating
(B)
Risk Level
(AxB) Control Measures
Fire
Exhibitors,
Speakers,
Contractors,
Visitors, Venue
Staff, Event
Organiser Staff
death
4 Probability 4
 Fire exits to be kept clear of obstructions
 Fire extinguishers to be available within the venue
 Ensure all waste is collected and stored correctly
 Exhibitors to ensure all waste and flammable waste material is
removed
 Exhibitors, speakers, visitors and staff to use designated smoking
areas
3 Possibility 3
first aid injury
2 Unlikely 2 8
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Illness or Injury
Exhibitors,
Speakers,
Contractors,
Visitors, Venue
Staff, Event
Organiser Staff
death
4 Probability 4
 A member of the venue event staff to be contacted if in need of First
Aid. A member of event staff and/or security staff to be positioned in
the venue at all times
 Ensure that First Aid facility is known to exhibitors, speakers, event
staff and helpers, and is featured on the floor plan
 Organisers to ensure First Aid post is staffed by qualified persons
 Room temperature to be monitored throughout the event to maintain
appropriate levels
3 Possibility 3
first aid injury
2 Unlikely 2 6
1 Remotely 1

Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Evacuation
Exhibitors,
Speakers,
Contractors,
Visitors, Venue
Staff, Event
Organiser Staff
death
4 Probability 4
 Venue to ensure fire prevention detection and alarm systems are
adequate for the venue, and have been checked and maintained in
efficient working order
 Organisers and venue to ensure that the current number of exits
from the venue are adequate
 Floor plan submitted to venue in advance of the event for approval
 Evacuation plan to be known by event organisers and communicated
to exhibitors, speakers and contractors
 Organisers to provide contractors, exhibitors, speakers and visitors
with relevant evacuation procedure documentation, including fire
assembly point
 Exhibitors and speakers should ensure they are aware of the nearest
emergency exit and keep all exits clear of obstructions at all times
 Contractors, exhibitors, speakers and visitors to ensure they are
aware of evacuation procedures, read all relevant documentation
provided, and follow all instructions given if needed to evacuate
 Ensure that all gangways and emergency exits are kept clear
 All Emergency exits maintained and kept clear for the duration of the
event
 Exhibitors should not block aisles or public areas, including during
build up and breakdown periods, and ensure that stand displays are
kept within the allocated stand space
 If any evacuation announcements cannot be heard over the
atmospheric noise then security/events staff are to go into the halls
to evacuate people
3 Possibility 3
first aid injury
2 Unlikely 2 6
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Slips/trips and falls
Exhibitors,
Speakers,
Contractors,
death
4 Probability 4  Exhibitors should ensure that all boxes are appropriately stacked
within the allocated stand space
 Exhibitors should request that all empty, flat packed, and broken
boxes are removed from their stand by the event staff
 Organisers and exhibitors to ensure empty boxes are cleared from
stand, with assistance from student helpers.
3 Possibility 3

Visitors, Venue
Staff, Event
Organiser Staff
first aid injury
2 Unlikely 2 4  Organisers and exhibitors to ensure no trailing cables within stand
area, or in adjoining pedestrian walkways
 Organisers and exhibitors to ensure personal belongings are stored
away appropriately
 Organisers and exhibitors to ensure all other waste is stored and
removed safely
1 Remotely 1

Activity
Who is
affected
Risk Evaluation Control
Hazard
Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Stands falling over Public & exhibitors
death
4 Probability 4
 All exhibitors to ensure that their stands are safe and secure,
and report any problems to the organiser
3 Possibility 3
first aid injury
2 Unlikely 2 4
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Catering facilities
Exhibitors,
Speakers,
Contractors,
Visitors, Venue
death
4 Probability 4  All Catering facilities and staffing provided by venue, and
therefore at the control of venue
 Reputable and known concessions units only
 Hygiene regulations to be followed rigidly
 Catering company to employ suitable and trained staff
Catering staff to ensure all spills are cleaned immediately
3 Possibility 3
first aid injury
2 Unlikely 2 4

Staff, Event
Organiser Staff
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Variety of
contractors and
exhibitors on site
Contractors and
exhibitors
death
4 Probability 4
 Exhibitors to agree to a Risk Assessment as part of their
booking, and supply additional information where appropriate
 Experienced, reliable and approved contractors used only
 Event Organiser to be informed of any particular hazards
arising prior to, and during the convention
 Basic checks made on contractor and exhibitor Risk
Assessments
 Exhibitors are responsible to ensure that their contractors use
appropriate equipment and are competent to do so
 Each contracting firm must have a qualified First Aider on
their staff covering crew staying late. The contractor must also
supply the name of the person in charge and a contact
number
3 Possibility 3
first aid injury
2 Unlikely 2 4

1 Remotely 1
Activity Who is affected Risk Evaluation
Control
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Electricity:
connections, &
power to stands etc
Exhibitors
death
4 Probability 4
 Exhibitors to only use electrical supplies/sockets that have
been supplied by the event organisers, or those that have
been supplied by subcontractors appointed by the organiser,
 The Organiser’s appointed contractor will install power
supplies on all stands, where needed. Exhibitors are not
allowed to do their own wiring due to potential sub-standard
and dangerous installations being energised
 Exhibitors to ensure equipment is used safely and for the
purpose for which it was designed
3 Possibility 3

first aid injury
2 Unlikely 2 6
 Exhibitors should ensure that no sockets or connections are
overloaded within their stand area, and if in doubt should seek
approval from the event organiser
 All electronic portable appliances brought to site by exhibitors
should bear a valid PAT Test certificate
 Ensure all electrical risks are controlled, and a member of
staff from the electrical contractor is onsite at all times
 All orders for electricity must be placed before the deadline,
where applicable
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Build-up and
Breakdown
Exhibitors,
Contractors, Venue
and Event Staff
death
4 Probability 4
 At least 2 hours set up period for exhibitors, and full day
access for contractors
 Only authorised persons are permitted in the venue for
buildup and breakdown. Children under 18 are not allowed on
site for the entire duration of build up and break down
 All to be aware of the potential hazards of contractors moving
around site, including the use of forklift trucks and delivery
vehicles
 Wristbands to be worn by exhibitors to allow them with access
before the event opens to the publicAll contractors to be
monitored on-site, with regard to the tasks undertaken, and
suitable equipment to be worn when necessary

3 Possibility 3 9
first aid injury
2 Unlikely 2
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Car parking during
show
Exhibitors and
speakers
death
4 Probability 4  Parking arrangements for exhibitors and speakers and
loading bay information to be communicated in advance
 Venue contact details to be made available in advance, along
with parking permits if applicable
 Visitor parking to be discouraged
3 Possibility 3
first aid injury
2 Unlikely 2

1 Remotely 1 2
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Manual Handling
Exhibitors and
event helpers
death
4 Probability 4  Exhibitors to ensure that all stand staff are trained in the
correct Manual Handling procedures
 Manual handling document to be provided in exhibitor and
student helper packs
 All to wear appropriate footwear
 Liquid spills to be monitored by cleaners and cleared up. Any
wet floors to be marked with hazard signs immediately
3 Possibility 3
first aid injury
2 Unlikely 2 6
1 Remotely
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Visitor orientation
Exhibitors,
Speakers,
Contractors,
Visitors, Venue
Staff, Organiser
death
4 Probability 4
 Visitors to access venue through front main entrance during
event
 All relevant information will be put in the conference guide
including the position of the First Aid Point, refreshment and
rest areas, security post, etc.
 Use the floor plan to highlight key areas of interest to aid
movement around the venue, such as exhibitor stand
locations, First Aid, Organisers Office, Seminar/lecture rooms,
Refreshments areas
 All stands are advised to have access for the disabled, via the
exhibitor manual and stand inspection
3 Possibility 3 6

Staff and Helpers
first aid injury
2 Unlikely 2
 Organisers and stewards to monitor disabled guests for ease
of movement around the venue
 Organisers to ensure there is disabled access/egress to the
Venue
 Organisers to ensure appropriate staffing are in place to
provide a managed and safe environment for exhibitors,
speakers,staff and visitors
 Security marshals in place to monitor flows of traffic and
pedestrians within the venue
1 Remotely 1
Hazard Identified
Person(s) at
Risk
Probability Rating
(B)
Risk Level
Seminar Rooms
Visitors and
speakers
death
4 Probability 4
 All Emergency Exits are to have illuminated Emergency
Exit signs above the door
 All cables must be securely fastened away to avoid trip
hazards
 Noise levels must be kept to a reasonable level
 Seating runs must be clipped together or benches used
3 Possibility 3
first aid injury
2 Unlikely 2
1 Remotely 1 1
Hazard Identified
Person(s) at
Risk
Control Measures

Probability Rating
(B)
Risk Level
(AxB)
Alcohol/substance
controls
Exhibitors,
Speakers,
Contractors,
Visitors, Venue
Staff, Event
Organiser Staff and
Helpers
death
4 Probability 4
 No Alcohol/substances permitted in venue. Venues with bar
facilities are clearly notified of this before event
 If anyone is found to be in possession of controlled drugs
(Class A, B or C), or under the influence, the police will be
notified
Any offenders will be asked to leave the event
MEDIUM –Possibly cause
serious injury
2 Possibility 3
LOW – Possibly cause first
aid injury
1 Unlikely 2
Remotely 1 1
Key to Risk Level:
1 - 2 = Low risk
3 – 4 = Low-Medium risk
6 – 9 = Medium-High risk
12 – 16 = High risk

EVENT CONTINGENCY PLAN FOR A SOCIAL MEDIA
CONFERENCE
1. INTRODUCTION:
Social Media Conference aimed at new start-up businesses
and those hoping to move their business online.
Exhibition stands and guest speakers.
To be held within the events facilities of a London hotel.
All delegates expected to be over 18 years of age.
A one-day even
Date:
25/04/2014
Start Time:
09:00
End Time:
18:00
Venue:
Marriott Hotel
Westminster London
2. COMMAND & CONTROL:
a. Event Manager/Chief Organiser (person who has overall responsibility):
(Include: Name, How to contact them during the event; where they will be located during
the event)
Livio Bergamin 07985 335566 or Pedro Beirão 07985 445566
Will be located within exhibition hall or speakers room during conference
b. Safety Officer:
(Include: Name, How to contact them during the Event; where located during the event)
Nicola Rowe 07985 556677
c. First Aid Co-ordinator:
(Include: Name; How to contact them during the event; where they will be located during
the event)
Nicola Rowe 07985 556677
d. Police (if present at the event)
(include: how to contact them during the event; where they will be located during the
event)
Police presence not required, as this will not be a ‘high risk’ event.
In the event of an emergency the police are to be contacted via the hotel reception

who will also inform the venue manager
3. RESPONSIBILITYOFINDIVIDUALAGENCIES/GROUPS
List the responsibilities and numbers of personnel in a simple ‘bullet point’ format.
All responsibilities must be DISCUSSED and AGREED with each
individual/agency/group prior to the event.
Events Management Team
 Public safety – ensure ticket sales do not exceed capacity
 Ensure a full risk assessment is carried out
 Understand and convey to others evacuation and fire procedure
 Liaise with hotel staff in the event of an emergency
 Act as a source of information for exhibitors and speakers
 Arrange for St John’s Ambulance support
 Liaise with police/emergency services if necessary
 Maintain records of delegates, exhibitors and speakers
 Manage conference support staff
 Provide venue with floor plans for the exhibition area and any AV requirements
 Ensure that any catering requirements including special requests are passed on
to the venue
 Ensure that the venue staff are aware of any attendees with accessibility issues
Conference Support Staff
 Check tickets
 Traffic control
 Act as a source of information for the public
 Follow evacuation/fire procedures as directed by event organisers
Venue Staff
 Ensure all exits are clear and emergency procedures are clearly displayed
 Provide Events Management Team with copies of any insurance policies
 Brief venue staff
 In the event of an emergency contact and liaise with emergency services
 Ensure that water is supplied
 Provide rest room facilities
 Provide on the day contact details to the Events Management Team
 Ensure that adequate ventilation and heating are maintained
 Brief the catering team and ensure special requests are adhered to.
 Arrange for cleaners to empty bins, clear rubbish and watch for spills throughout
the event.
 Ensure access to the exhibition hall for exhibitors during the set up phase
 Liaise with the Events Management Team regarding any set up requirements
and deliveries.

Exhibitors
 Maintain a safe area
 Clear away any rubbish
 Provide contact details to Events Management Team
 Advise Events Management Team of stand layout and requirements prior to the
event.
4. ALLOCATION OF RESOURCES
List any equipment to be used for public safety during the event or in the event of an
incident e.g. Hand held radios, fire extinguishers etc.
 Fire extinguishers to be provided by the venue and their location made known to
the Events Management Team
 Events Management Team to contact each other via radio (hands-free ear-piece)
 Events Management team to use load speaker if necessary within the exhibition
hall or speakers’ microphone within designated talks
 Events Management Team First Aider to ensure First Aid kit is stocked and
stored within the Events Management Team control room.
5. COMMUNICATIONS
How the event control/organisers will communicate with the event staff/marshals
and vice/versa
 Event management staff to communicate via hands-free two-way radio.
Venue staff to contact events management staff via mobile telephone or
in person (and vice versa). Event management staff to communicate with
support workers in person or by mobile telephone.
How the event control/organisers will communicate with the public
 Depending on the situation either in person or via load
speaker/microphone. The venue does not have a PA system
Include a list of persons who will have radios and what channel they can be
contacted on
 Livio Bergamin (Chief Organiser) 1
 Pedro Beirão (Logistics Manager) 2
 Sam Hopkins (Marketing and PR Manager) 3
 Nicola Rowe (Risk and First Aid Manager) 4
Include a list of persons who at the event location will have access to a phone
and their contact telephone numbers.
 Livio Bergamin 07985 335566
 Pedro Beirão 07985 445566
 Sam Hopkins 07985 667788
 Nicola Rowe 07985 556677

6. EVENT SIGNAGE (to the event and a round the event site)
Who is providing and erecting the signage at the event. When will it be in position
 The Events Management Team will provide signage and work with the venue to
ensure signs are erected at the best positions two hours before the event is due
to start
7. LOST/FOUND PERSONS
What steps will be taken for re-uniting people who get separated?
 Lost people should be directed/taken to the venue reception. Hotel reception
staff are then to contact one of the Events Management Team using the mobile
telephone numbers provided. A team member will then meet with the person,
assess the situation and if necessary liaise with other events staff using radio to
reunite the person with their party.
8. LOST/FOUNDPROPERTY
Where is lost property to be taken to? If it is not reclaimed, what will happen to it?
 Lost property should be reported to one of the Events Management Team who
will log the item in the lost property book within the control room
 Found property should be reported to one of the Events Management Team who
will log the item in the found property book within the control room. The item will
stay within the control room until it’s owner comes forward
 Items of found property can only be handed over once suitable checks (e.g.
description of item) have been carried out.
 Any items that remain found and not collected should be held at the Events
Management Team Office until the owner comes forward. The venue staff must
be made aware of this procedure and advise the public who to contact should an
inquiry be made.
 Full contact details of anyone missing property should be taken so that they can
be contacted after the event if the item is found.
9. EVACUATIONPLAN
Describe the actions to be taken if the event location had to be partially or fully
evacuated. Consider:
Who will make the decision to evacuate the public from the event location?
 Venue management staff with reference to event organisers Livio
Bergamin and Pedro Beirão
Who will co-ordinate the evacuation?
 Event organisers Livio Bergamin, Pedro Beirão, Sam Hopkins and Nicola
Rowe with assistance from conference support staff and venue staff.

How will the event staff/marshals be informed and briefed of the situation?
 All staff to be aware of emergency procedures prior to the event. Event
Management staff to liaise via two-way radio and to pass instructions in
person to support staff.
Do the event staff/marshals have specific tasks in the event of an evacuation?
 Events Management Staff to ensure a register of speakers, exhibitors and
support staff is maintained and that this is checked once evacuation has
been completed.
 Information regarding delegates should be collated and checked if
deemed necessary by the emergency services.
Which exits will the public be directed to?
 Venue to advise where the nearest exits are located prior to the event
Where will the public be evacuated to?
 Venue management staff to advise whether a front or back exit should be
used
Who will inform the emergency services?
 Venue management staff
Who will direct the emergency services when they arrive at the event location?
 Venue management staff
12. TRAFFIC MANAGEMENT PLAN
Consider car park locations: Entry & Exits; Routes to the car parks and any signage;
speed limits on the event site; any shuttle services between car parks and the event site.
Note: Ensure the emergency services have unhindered access into the event location.
 Car parking facilities will not be provided for the general public. As a Central
London venue has been selected the public will be encouraged to travel via
public transport.
 Events Management staff and support works will arrive by public transport
 Exhibitors may use the front entrance to unload and collect conference materials,
e.g. pop-up stands, brochures etc. Parking will then be provided by the venue,
but only if the make, model, colour and registration number of the vehicle have
been provided in advance.
11. FIRST AID SERVICES
Who is providing the First Aid cover; where is the first aid located; is it accessible to
ambulances; consider communications links to the event control/organisers.
Note: All public events must have the appropriate first aid arrangements in place
 In the first circumstances contact Nicola Rowe of the Events Management Team
07985 556677

 A first aid box will be held in the Events Management Team Control Room
 If the situation is more serious the assistance of the St John’s ambulance support
will be called upon. This person will be located within the control room
 Should an ambulance be required this will be arranged by Nicola Rowe through
the venue reception
 The front entrance to the hotel is accessible for emergency services staff.
12. MEDIA
If there was an incident at the event that attracted media interest, consider who would
speak to the media and where would this take place?
 Any requests should be referred to Marketing and PR coordinator Sam Hopkins,
07985 667788
 Any meetings with the Media should first be cleared with the venue manager.
13. CROWD BEHAVIOUR/SAFETY
Consideration should be given to crowd issues during evacuation, should this be
necessary. The following can assist in determining the type of behaviour the crowd
attending might adopt in an emergency situation:
a. research the type of visitor that is likely to attend
b. collate and assess information about Health and Safety
 Ticket sales are not to exceed the venue capacity limits.
 Events Management and support staff to maintain crowd control during busy
times, e.g. registration, the beginning of talks, refreshment breaks.
 In the event of an emergency events management staff along with venue
management staff are to ensure the building is evacuated safely.
 Registration lists to be taken to ensure that all delegates are accounted for.

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