Podcast
Questions and Answers
On-site event management begins when you step onto the event site and ends when?
On-site event management begins when you step onto the event site and ends when?
When you turn out the lights and leave the building or in some cases, the field.
Events can always be delivered using only checklists.
Events can always be delivered using only checklists.
False (B)
What is one of the biggest mistakes you can make as an events manager?
What is one of the biggest mistakes you can make as an events manager?
Trying to do too much yourself and failing to delegate to other members of your team.
What is MBWA?
What is MBWA?
Listed in the text are three key stages to focus actions during which time?
Listed in the text are three key stages to focus actions during which time?
After the event attendees have dispersed, what should you do with your staff?
After the event attendees have dispersed, what should you do with your staff?
Post-event debriefs should occur a week after the event.
Post-event debriefs should occur a week after the event.
If Ceremonies was an airport, what would Operations be?
If Ceremonies was an airport, what would Operations be?
What should you ensure that you have during the event?
What should you ensure that you have during the event?
What should happen one hour before an event?
What should happen one hour before an event?
Flashcards
Responsibilities of Event Manager
Responsibilities of Event Manager
Overseeing event execution and ensuring smooth operations on the day.
Pre-Event Meeting
Pre-Event Meeting
Gather essential personnel to discuss key details and roles before the event.
Base Room
Base Room
A designated office space for event management activities, communications, and storage.
Equipment Check
Equipment Check
Signup and view all the flashcards
Face-to-Face Briefings
Face-to-Face Briefings
Signup and view all the flashcards
Communication Protocols
Communication Protocols
Signup and view all the flashcards
Rehearsals
Rehearsals
Signup and view all the flashcards
Final Checks
Final Checks
Signup and view all the flashcards
Key Messages Reinforcement
Key Messages Reinforcement
Signup and view all the flashcards
Handling Delays
Handling Delays
Signup and view all the flashcards
Food and Beverage Preparation
Food and Beverage Preparation
Signup and view all the flashcards
Signage Setup
Signage Setup
Signup and view all the flashcards
Registration Process
Registration Process
Signup and view all the flashcards
Late Registration Desk
Late Registration Desk
Signup and view all the flashcards
Post-Event Debrief
Post-Event Debrief
Signup and view all the flashcards
Event Safety
Event Safety
Signup and view all the flashcards
Customer Service
Customer Service
Signup and view all the flashcards
Visibility During Event
Visibility During Event
Signup and view all the flashcards
Environmental Strategy
Environmental Strategy
Signup and view all the flashcards
Team Empowerment
Team Empowerment
Signup and view all the flashcards
Leadership Skills
Leadership Skills
Signup and view all the flashcards
Plan B Strategy
Plan B Strategy
Signup and view all the flashcards
Walkthrough of Venue
Walkthrough of Venue
Signup and view all the flashcards
Supplies Checklist
Supplies Checklist
Signup and view all the flashcards
Event Control Room
Event Control Room
Signup and view all the flashcards
Volunteer Coordination
Volunteer Coordination
Signup and view all the flashcards
Team of Teams Approach
Team of Teams Approach
Signup and view all the flashcards
Publicizing the Event
Publicizing the Event
Signup and view all the flashcards
Follow-Up Communication
Follow-Up Communication
Signup and view all the flashcards
Logistics Coordination
Logistics Coordination
Signup and view all the flashcards
Study Notes
Practical Guide to Managing an Event On the Day
- Managing an event on the day requires a different skill set than planning.
- Event planners need to be adaptable and creative problem solvers.
- On-site event management spans from arrival to departure.
- Contingency planning is vital when unexpected events arise.
- External factors greatly impact the management of an event on-site.
- Effective on-site managers perform numerous tasks simultaneously and maintain a calm demeanor.
- On-site managers assess responsibilities, ensure a seamless experience for attendees, identify potential challenges, and plan a smoothly running conclusion.
Case Study - Air Traffic Control: Managing a Global Ceremony
- Planning for the Birmingham 2022 Commonwealth Games involved on-site planning and venue delivery.
- A 32-acre site was secured for rehearsals and accommodated multiple large marquees and a smaller scale indoor rehearsal space.
- Detailed operational planning was essential to ensure smooth event delivery, including scheduling, transport, access, accreditation, and security.
- Operations staff managed logistics for the 2,500 performers, from a temporary rehearsal space and required delivery methods to and from the event site
- The logistics included transport, access controls and timelines.
- The project's scope involved numerous processes for the event itself, including those for managing large crowds (at one point 1500 cast members).
Managing Operational Tasks On-site
- Establish strong team communication protocols.
- Ensure every attendee has access to clear, concise instructions.
- Assign responsibilities to individuals/teams and track their progress
- Check the final time and location for each activity for the staff and provide contingency plans.
Post-Event Debrief
- Immediately follow up events with a debriefing to capture pressing concerns.
- The debrief is crucial for issues with health and safety.
- Case Study 10.2 highlights the importance of post-event debriefings.
Studying That Suits You
Use AI to generate personalized quizzes and flashcards to suit your learning preferences.
Related Documents
Description
Learn the on-site management of events from arrival to departure and effective contingency plans. External factors greatly impact event management. Effective managers perform numerous tasks while staying calm.
