STUDENT USE ONLY

1. Hashim Fadzil AriffinHashim Fadzil Ariffin
EVENT MANAGEMENTEVENT MANAGEMENT
TOUR2100TOUR2100
Week 9Week 9The Event: Venue-finding, Logistics and Ambience

2. 2
Introduction
Finding the venue
Logistics
Creating the ambience
LECTURE OUTLINELECTURE OUTLINE

3. 3
INTRODUCTIONINTRODUCTION
At the point where the event
is starting to be implemented,
the number of people and
quantity of resources involved
will begin to increase
Difficult to impress the
audience due to their
exposure by seeing and
attending events

4. 4
FINDING THE VENUEFINDING THE VENUE
Location of the event
Range of potential
venues available
Ease of access
Items get to the venue easily

5. 5
FINDING THE VENUEFINDING THE VENUE
Questions to be asked
What location is
required?
What are the
available venues
within that
location?

6. 6
FINDING THE VENUEFINDING THE VENUE
Site visit is
important
First
impression
Pay attention to all
their senses

7. 7
EVENT MANAGEMENT PROCESS –EVENT MANAGEMENT PROCESS – THE ORGANIZATIONALTHE ORGANIZATIONAL
AND LOGISTICAL ACTIVITIESAND LOGISTICAL ACTIVITIES
Objectives Planning
Organizing
&
preparing
Venue
Preparation
Arrangements
Logistics &
Supply
Functions
Implementing
the Event
Divestment/
Legacies

8. 8
Communication
Briefing
about
plans
Event
program
Emergency
procedures
EVENT MANAGEMENT PROCESS –EVENT MANAGEMENT PROCESS – THE ORGANIZATIONALTHE ORGANIZATIONAL
AND LOGISTICAL ACTIVITIESAND LOGISTICAL ACTIVITIES

9. Supplies: Utilities
and facilities
LOGISTICS -LOGISTICS - Supplies, transport and distribution
Supplies: Tickets &
Enquires
Supplies:
contacted/hired
items
Supplies: Purchase
Items
Links to the other parts of the organization
communication
Arrival of participants and/ or audience
Transport: Distribution around the site
Control and Checking of Income Supplies, Storage
Servicing of the event management of supplies
Close down: Recovery of spare stock, return ,
clean-up
FINANCEMARKETING

10. Catering – Issues Determining Menus and
Refreshments
• Number of visitors attending and expected to buy
refreshments.
• The no. of staffs or crews which have to be fed and at what
times.
• Details about the visitor group themselves: Who are they,
typical food interest, and styles of eating, age group, male/
female balance and special dietary needs.
• Whether there is budget for refreshments.
• The expertise and ability of catering staffs.
• Types of catering facilities, storage capacity and equipments
available at the venue.
• logistics of purchase of food and drinks (outside or prep
inside)
• What utilities and main service available at venue
10

11. 11
1. Standard cafeteria
service
LOGISTICS –LOGISTICS – Alternative Cafeteria flow service
2. Free – flow counter
Service
Counter
Cashdrinkfooddisplay
F
l
o
w
o
f
t
h
e
q
u
e
u
e
Staffandre-stocking
Cash Drink Food
Cold Food
Staff and re-stocking

12. 12
High tech vs. high touch
LOGISTICSLOGISTICS
Technical facilities

13. 13
Backdrops and staging
LOGISTICSLOGISTICS
Sound and communications
Lighting
Amenities and cleaning

14. 14
CREATING THE AMBIENCE –CREATING THE AMBIENCE – Example of the component elements at aExample of the component elements at a
quiz dinnerquiz dinner
THE
EVENT
MUSIC
SIDE
GAMES QUIZ
RECEPTION DINNER
LOCATION
CLASSICAL-LIVE,
PLAYING IN THE FOYER
FIVE COURCSE, FORMAL
DRESS , 50 POPLE
ORANGE JUICE,
CHAMPAGNE AND
RED CARPET
MAIN GAME PLAYED
BETWEEN COURSES
SPACE NEEDED FOR
TECHNOLOGY
RAFFLES:VARIOUS
GAMES PRIZE
SPONERSHIP PARTY
GAMES
RECEPTION IN FOYER
MEAL IN THE MAIN
HALL FOYER DEPATURE
AT THE END

15. EVENT MANAGEMENTEVENT MANAGEMENT
TOUR2100TOUR2100 Staging Events
15

16. Theming and Event DesignTheming and Event Design
LECTURE OUTLINELECTURE OUTLINE
IntroductionIntroduction
ProgrammingProgramming
Choice of VenueChoice of Venue
The StageThe Stage
Audience and GuestsAudience and Guests
PowerPower
LightsLights
SoundSound 16

17. Audiovisual and Special EffectsAudiovisual and Special Effects
LECTURE OUTLINELECTURE OUTLINE
Props and DecorationProps and Decoration
CateringCatering
The CrewThe Crew
PerformersPerformers
HospitalityHospitality
The production ScheduleThe production Schedule
Recording the EventRecording the Event
ContingenciesContingencies 17

18. INTRODUCTIONINTRODUCTION
‘Staging’ is a presentation of plays at the theatre.
Staging can also refer to the organization of a venue
within a much larger festival.
18

19. THEMING AND EVENT DESIGNTHEMING AND EVENT DESIGN
ThemeTheme
19

20. PROGRAMMINGPROGRAMMING
The program contains the schedule of performance
The program of the event depends on;
The expectations of the audience
The constraints of the venue and infrastructure
The culture of the client and main sponsors
The availability of elements of the staging and their
relationship to each other
The logistics
The creative intent of the event team
The program contains the schedule of performance
The program of the event depends on;
The expectations of the audience
The constraints of the venue and infrastructure
The culture of the client and main sponsors
The availability of elements of the staging and their
relationship to each other
The logistics
The creative intent of the event team
20

21. CHOICE OF VENUECHOICE OF VENUE
Factors to consider in venue selection
Matching the venue with the theme of the event
Matching the size of the venue to the size of the event
Venue configuration, including sight lines and seating configuration
History of events at that venue, including the venue’s reputation
Availability
What the venue can provide
Transport to, from and around the venue, parking
Access for audience, equipment, performers, VIPs, staff and the disabled
Toilets and other amenities
Catering equipment and preferred caterers
Power (amount available and outlets) and lights
Communication, including telephone
Climate, including microclimate and ventilation
Emergency plans and exits
Factors to consider in venue selection
Matching the venue with the theme of the event
Matching the size of the venue to the size of the event
Venue configuration, including sight lines and seating configuration
History of events at that venue, including the venue’s reputation
Availability
What the venue can provide
Transport to, from and around the venue, parking
Access for audience, equipment, performers, VIPs, staff and the disabled
Toilets and other amenities
Catering equipment and preferred caterers
Power (amount available and outlets) and lights
Communication, including telephone
Climate, including microclimate and ventilation
Emergency plans and exits
21

22. CHOICE OF VENUECHOICE OF VENUE
Variety of event sites
Wetlands, caves, extinct volcanoes, beaches, rainforest clearings
School halls, town halls, shopping malls
Theatres, picture theatres, art galleries
Factory floors, empty factories, disused mines, current mines
Harbours, boats, ships, islands, foreshores
Avenues, streets, roads, bridges and freeways
Rooftops, car parks, railway sheds
Shearing sheds, vineyards, farmyards
Back yards, front yards, the whole house
Foyers, stages, loading docks
Churches, both consecrated and deconsecrated
Conference centers, entertainment centers, function centers and sport
centers
Variety of event sites
Wetlands, caves, extinct volcanoes, beaches, rainforest clearings
School halls, town halls, shopping malls
Theatres, picture theatres, art galleries
Factory floors, empty factories, disused mines, current mines
Harbours, boats, ships, islands, foreshores
Avenues, streets, roads, bridges and freeways
Rooftops, car parks, railway sheds
Shearing sheds, vineyards, farmyards
Back yards, front yards, the whole house
Foyers, stages, loading docks
Churches, both consecrated and deconsecrated
Conference centers, entertainment centers, function centers and sport
centers
22

23. AUDIENCE AND GUESTSAUDIENCE AND GUESTS
Position of
entrances and
exits
Position of
entrances and
exits
Arrival times-
dump or
trickle
Arrival times-
dump or
trickle
Seating and
sight lines
Seating and
sight lines
FacilitiesFacilities
The event staging
considerations
concerning the
audience are:
The event staging
considerations
concerning the
audience are:
23

24. AUDIENCE AND GUESTSAUDIENCE AND GUESTS
The seating plan has
to be consider:
The seating plan has
to be consider:
The type of seating-fixed or movableThe type of seating-fixed or movable
Standing room, if necessaryStanding room, if necessary
The size of the audienceThe size of the audience
The method of audience arrivalThe method of audience arrival
Safety factors, including emergency exists and
fire regulations
Safety factors, including emergency exists and
fire regulations
The placement and size of the aislesThe placement and size of the aisles
Sight lines to the performances, speaker or
audiovisual displays
Sight lines to the performances, speaker or
audiovisual displays
Disabled accessDisabled access
Catering needsCatering needs
24

25. THE STAGETHE STAGE
Factors to consider in stage safety;
There must be a well-constructed stage done professionally by a company
with adequate insurance
There must be clear, well-lit access points to the stage
All protrusions and steps should be secured and clearly marked
Equipment and boxes should be placed out of the way and well marked
There should be work lights that provide white lighting before and after
the event
All electric cabling must be secured and tagged
A first-aid kit and other emergency equipment should be at hand
There must be clear guidelines on who is in charge during an emergency
and an evacuation plan
A list of all relevant contact numbers should be made
25

26. THE STAGETHE STAGE
Entertainment
Catering
Hospitality
Audiovisuals and special effects
Relativeimportanceofthestagingelements
Type of event: free events festival stage functions such as wedding corporate events
Audience: public private clients, customers
The relationship between types of event and the relative importance of the
staging elements
26

27. POWERPOWER
Factors that need to be considered concerning power are as
follows:
The type of power-three phase or single phase
The amount of power needed, particularly at peak times
Emergency power
The position and number of power outlets
The types of lead and the distance from the power source to
the device
The correct wiring of the venue, because old venues are
often improperly earthed
The incoming equipment’s volt/amp rating
Safety factors, including the covering of leads and the
possibility of electricity earth leakage as a result of rain
Local and state regulations regarding power
Factors that need to be considered concerning power are as
follows:
The type of power-three phase or single phase
The amount of power needed, particularly at peak times
Emergency power
The position and number of power outlets
The types of lead and the distance from the power source to
the device
The correct wiring of the venue, because old venues are
often improperly earthed
The incoming equipment’s volt/amp rating
Safety factors, including the covering of leads and the
possibility of electricity earth leakage as a result of rain
Local and state regulations regarding power
27

28. LIGHTSLIGHTS
Lighting at a venue has two functions.Lighting at a venue has two functions.
1. Pragmatically: lights
allow everyone to see what
is happening
1. Pragmatically: lights
allow everyone to see what
is happening
2. Artistically: they are
integral to design of the
event
2. Artistically: they are
integral to design of the
event
28

29. SOUNDSOUND
TablesTables
Speaker banks
Stage
Stage
Small speaker
distributed around the
venue
Two examples of audio speaker layoutTwo examples of audio speaker layout
29

30. AUDIOVISUAL AND SPECIAL EFFECTSAUDIOVISUAL AND SPECIAL EFFECTS
The decision to use an audiovisual company for an event
depends on;
The decision to use an audiovisual company for an event
depends on;
The budget allocated to the event
How the audiovisual presentation fits in with the
overall event design
The skills of the audiovisual company, including its
technical hardware, software and the abilities of the
audiovisual producer and writer
Special effects at an event are used to attract
attention, generate excitement and sustain interest
(Goldblatt, 2005)
Special effects at an event are used to attract
attention, generate excitement and sustain interest
(Goldblatt, 2005)
30

31. PROPS AND DECORATIONPROPS AND DECORATION
Some events are similar to operatic productions
in their use of scenery, stage properties and
decoration
These elements can make the attendees feel as
though they are in an imaginary world.
The audience enhance the element by dressing
the part and becoming part of entertainment
Themed parties, festivals and dinners are a
significant part of the event industry.
Some events are similar to operatic productions
in their use of scenery, stage properties and
decoration
These elements can make the attendees feel as
though they are in an imaginary world.
The audience enhance the element by dressing
the part and becoming part of entertainment
Themed parties, festivals and dinners are a
significant part of the event industry.
31

32. CATERINGCATERING
32

33. PERFORMERSPERFORMERS
33

34. THE CREWTHE CREW
The role of staff and volunteers- Human Resource
Management
Large festival or sporting event will usually rely on the work
of volunteers, staging tends to be handled by professionals
Dealing with cueing, working with complex and potentially
dangerous equipment and handling professional performers
leaves little room for indecision and inexperience.
Professionalism is essential when staging an event.
34

35. HOSPITALITYHOSPITALITY
35

36. THE PRODUCTION SCHEDULETHE PRODUCTION SCHEDULE
The production schedule is the main document for
staging.
The production schedule is the main document for
staging.
It is the master document from which other schedules,
including the cue or prompt sheet and the run sheets
are created.
It is the master document from which other schedules,
including the cue or prompt sheet and the run sheets
are created.
Goldblatt (2005) describes it as the detailed listing of
tasks, with specific start and stop times occurring from
the set-up of the event’s equipment (bump-in) to the
eventual removal of all the equipment (bump-out).
Goldblatt (2005) describes it as the detailed listing of
tasks, with specific start and stop times occurring from
the set-up of the event’s equipment (bump-in) to the
eventual removal of all the equipment (bump-out).
36

37. RECORDING THE EVENTRECORDING THE EVENT
What is it for- promotion, legal purposes or sale to the participant?
What are the costs in terms of time and money?
How will it affect the event? Will the video cameras be a nuisance?
Will they need white lighting?
What are the best vantage points?
The following factors need to be considered for video recording:
37

38. CONTINGENCIESCONTINGENCIES
For large festivals and hallmark events, the staging of any event
has to make allowances for what might go wrong.
For large festivals and hallmark events, the staging of any event
has to make allowances for what might go wrong.
‘What if’
Electricity blackout?
Performers may not arrive?
Audiovisual apparatus not function?
Shortage of crew
Micro-contingency plans need to be in placed.
38

39. EVENT MANAGEMENTEVENT MANAGEMENT
TOUR2100TOUR2100 Logistics
39

40. The Elements of Event LogisticsThe Elements of Event Logistics
LECTURE OUTLINELECTURE OUTLINE
What is LogisticsWhat is Logistics
Supply of the CustomerSupply of the Customer
Supply of Product-Product PortfolioSupply of Product-Product Portfolio
Supply of FacilitiesSupply of Facilities
On-site LogisticsOn-site Logistics
ShutdownShutdown
Techniques of Logistics ManagementTechniques of Logistics Management
40

41. Control of Event LogisticsControl of Event Logistics
LECTURE OUTLINELECTURE OUTLINE
Negotiation and AssessmentNegotiation and Assessment
Evaluation of LogisticsEvaluation of Logistics
The Logistics or Operations PlanThe Logistics or Operations Plan
41

42. WHAT IS LOGISTICSWHAT IS LOGISTICS
Movement of people and material is essential to all special
event operations.
Logistics is an analysis tool to manage an aspect of an event by
subdividing the work into categories.
Logistics concerns the whole of operations.
The tools and techniques of logistics fit into a project approach
to event management.
Movement of people and material is essential to all special
event operations.
Logistics is an analysis tool to manage an aspect of an event by
subdividing the work into categories.
Logistics concerns the whole of operations.
The tools and techniques of logistics fit into a project approach
to event management.
42

43. THE ELEMENTS OF EVENT LOGISTICSTHE ELEMENTS OF EVENT LOGISTICS
Supply of customers
•Marketing
•Ticketing
•Queuing
•Transport
Supply of customers
•Marketing
•Ticketing
•Queuing
•Transport
Supply of product
•Transport
•Accommodation
•Artist needs
Supply of product
•Transport
•Accommodation
•Artist needs
Supply of facilities
•Security
•Power
•Water
•Contractors etc.
Supply of facilities
•Security
•Power
•Water
•Contractors etc.
Event shutdown
•Removal
•Cleaning
•Contact acquittal
Event shutdown
•Removal
•Cleaning
•Contact acquittal
Event site logistics
•Flow of audience, artist
and equipment around
the site
•Communication
•Amenities
•Consumables
•VIP and media
requirements
•Emergency procedures
Event site logistics
•Flow of audience, artist
and equipment around
the site
•Communication
•Amenities
•Consumables
•VIP and media
requirements
•Emergency procedures
TimeTime
Elements of the logistics system
43
Supply of customers
•Marketing
•Ticketing
•Queuing
•Transport
Supply of customers
•Marketing
•Ticketing
•Queuing
•Transport
Supply of product
•Transport
•Accommodation
•Artist needs
Supply of product
•Transport
•Accommodation
•Artist needs
Supply of facilities
•Security
•Power
•Water
•Contractors etc.
Supply of facilities
•Security
•Power
•Water
•Contractors etc.
Event shutdown
•Removal
•Cleaning
•Contact acquittal
Event shutdown
•Removal
•Cleaning
•Contact acquittal
Event site logistics
•Flow of audience, artist
and equipment around
the site
•Communication
•Amenities
•Consumables
•VIP and media
requirements
•Emergency procedures
Event site logistics
•Flow of audience, artist
and equipment around
the site
•Communication
•Amenities
•Consumables
•VIP and media
requirements
•Emergency procedures
TimeTime

44. THE ELEMENTS OF EVENT LOGISTICSTHE ELEMENTS OF EVENT LOGISTICS
Supply
Linking
Information
networks
Flow control
Transport
The areas of importance to event logistics can be categorized as
follows
44

45. THE ELEMENTS OF EVENT LOGISTICSTHE ELEMENTS OF EVENT LOGISTICS
Logistics plays a large role in some types of event, including;
Event that have a large international component, such as
major conference, sports events and overseas corporate
incentive programs.
Complex events in foreign countries, including trade
exhibitions and conferences
Events that occur in remote locations and need most of the
supporting resources transported to the site
Exhibitions of large or complex products, such as mining or
agricultural exhibitions
Events that are moving, such as travelling exhibitions and
races
Logistics plays a large role in some types of event, including;
Event that have a large international component, such as
major conference, sports events and overseas corporate
incentive programs.
Complex events in foreign countries, including trade
exhibitions and conferences
Events that occur in remote locations and need most of the
supporting resources transported to the site
Exhibitions of large or complex products, such as mining or
agricultural exhibitions
Events that are moving, such as travelling exhibitions and
races
45

46. SUPPLY OF THE CUSTOMERSUPPLY OF THE CUSTOMER
46

47. SUPPLY OF PRODUCT-PRODUCTSUPPLY OF PRODUCT-PRODUCT
PORTFOLIOPORTFOLIO
47

48. SUPPLY OF FACILITIESSUPPLY OF FACILITIES
48

49. ON-SITE LOGISTICSON-SITE LOGISTICS
Flow
Communication
Amenities and solid waste management
Consumables-food and beverages
VIP and media requirements
Emergency procedures
49

50. SHUTDOWNSHUTDOWN
Event shutdown checklist
Crowd dispersal
Equipment
Entertainment
Human resources
Liability
On-site/staging area
Contractors
Finance
Marketing and promotion
Sponsors and grants
Government and politics
Client 50

51. TECHNIQUES OF LOGISTICSTECHNIQUES OF LOGISTICS
MANAGEMENTMANAGEMENT
The event logistics manager
51

52. TECHNIQUES OF LOGISTICSTECHNIQUES OF LOGISTICS
MANAGEMENTMANAGEMENT
A map of the event site or venue is a necesary communication
tool for the logistics manager.
Three basic features of maps
Scale
Projection
The key (showing and symbols used)
A map of the event site or venue is a necesary communication
tool for the logistics manager.
Three basic features of maps
Scale
Projection
The key (showing and symbols used)
Site or venue map
52

53. NEGOTIATION AND ASSESSMENTNEGOTIATION AND ASSESSMENT
Every event need mutual agreement on supply and conditions
is vital.
Changing nature of one-off events requires the logistic
manager to master the techniques of dynamic negotiation.
Negotiation defines as a dynamic process of adjustment by
which two parties, each with their own objectives, confer
together to reach a mutually satisfying agreement on a matter
of common interest. (Marsh, 1984)
53

54. CONTROL OF EVENTS LOGISTICSCONTROL OF EVENTS LOGISTICS
The monitoring of the logistics plan is vital part of the overall
control of an event.
An import part of the plan is the identification of milestones-
times by which crucial tasks have to be completed.
The Gantt chart can be used to compared projected
performance with actual performance by recording
performance times on the chart as the tasks occur.
The monitoring of the logistics plan is vital part of the overall
control of an event.
An import part of the plan is the identification of milestones-
times by which crucial tasks have to be completed.
The Gantt chart can be used to compared projected
performance with actual performance by recording
performance times on the chart as the tasks occur.
54

55. EVALUATION OF LOGISTICSEVALUATION OF LOGISTICS
QuantitativeQuantitative QualitativeQualitative
Techniques used in
evaluation
Techniques used in
evaluation
55

56. THE LOGISTICS OR OPERATIONSTHE LOGISTICS OR OPERATIONS
PLANPLAN
The folder for a large event would contain:
A general contact list
A site map
Schedules, including timelines and bar charts
The emergency plan
Sub-contactor details, including all time constraints
On-site contracts, including security and volunteers
Evaluation sheets (sample questionnaires)
56