Event Planning and Management: Production & Operational Logistics PDF

06 == Production and operational logistics ------------------------------------ -- -- -- -- - discuss and identify key event production elements for your event; - develop an awareness of the importance of good logistical management and the impact on the overall event production...

06 == Production and operational logistics ------------------------------------ -- -- -- -- - discuss and identify key event production elements for your event; - develop an awareness of the importance of good logistical management and the impact on the overall event production through the phases of the event; - develop an understanding of how different phases of the event are tied into your effective event delivery; - identify logistical challenges and solutions for your event; - identify broad areas of concern when it comes to health and safety at your event; - undertake a risk assessment to help you decide which risks are specific to your event. #### Event production ##### Crowd control ##### Traffic management ##### Temporary structures ##### Power provision and electrical safety ##### Adverse weather ##### Medical and welfare ##### Cleanliness and hygiene ##### Fire safety ##### Security #### Logistics planning for events #### Pre-event ##### Delivery and installation of equipment, facilities and services ##### Timely arrival of artists and performers ##### Arrival of attendees #### During the event ##### Crowd management - well-positioned and clearly signed entrances and exits to enable easy access to/ from the site; - additional exits to use in case of an emergency; - use of crowd barriers and fencing to direct crowds and to encourage orderly queues; - walkways and routes which should be wide enough for all persons, including wheelchair users; - the provision of on-site transportation for attendees with mobility issues; - site maps displayed in a suitable format (e.g. on a large display board or on a small leaflet) for attendees to find their way around the event; - good directional signage both inside and outside the venue; - appropriate information on signage, for example the event programme (timing and location of activities). ##### Transportation ##### Communications #### Post-event #### Event and public safety ##### Safety concerns ##### Risk assessment 1. Identify the hazards (i.e. anything that can cause harm). 2. Decide who might be harmed and how. 3. Evaluate the risk and decide what needs to be done first (if anything). 4. Record your findings and implement them. 5. Review your risk assessment and update when necessary. - ticket office; - wristband exchange; - car parking; - main stage; - main arena; - arena entrance; - individual marquees; and - camping field. - festival-goers; - employees; - temporary workers; - volunteers; - members of the public; - contractors; - suppliers. - cuts and bruises; - sprains and strains; - broken and dislocated bones; - absorbing substances; - noise injuries; - burns and scalds; - crushing or trapping injuries; - flying or falling objects. Risk = Likelihood × Severity -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- #### A final word on safety... - *Managing crowds safely:* A guide for organizers at events and venues - *Electricity at work:* Safe working practices - *The safe use of vehicles on construction sites* - *Management of health and safety at work.* Management of Health and Safety at Work Regulations 1999 - *Approved Code of Practice and guidance* - *Memorandum of guidance on the Electricity at Work Regulations 1989*. Guidance on Regulations HSR25 - *Noise at work:* A brief guide to controlling the risks - *Health and safety made simple.* The basics for your business INDG449 - *Five steps to risk assessment* INDG163 - *Working at heights in the broadcasting and entertainment industries* ETIS6 - *Electrical safety at places of entertainment* GS50 - *Workplace health, safety and welfare.* A short guide for employers - *Theatrical and stage effects* (including guidance on the planning and management of special effects) - *Guide to safety at sports grounds* (Green Guide) Sports Ground Safety Authority (SGSA) - *Temporary demountable structures.* Guidance on design, procurement and use (3rd edn) Institution of Structural Engineers - *Safe use and operation of marquees and temporary demountable fabric structures* - *Fire safety risk assessment:* Open-air events and venues - Event production is key in bringing all of your planning to life and supports you in meeting your clients' objectives. Using a variety of logistics and other elements ranging from audio-visual, creative design and entertainment, you can create lasting and memorable experiences for your attendees. - The art and science of getting people, infrastructure, goods and services to the right place at the right time and in the right order is what constitutes exceptional logistics management. From load-in to load-out all the preparation and planning leads to - There is nothing more important than ensuring the safety of everybody attending or working at an event and it is extremely important to seek specialist guidance when it comes to health and safety at an event. - There is always the chance of something going wrong at an event but carrying out a risk assessment will enable an events manager to put measures in place to minimize the risks to public safety. - The very nature of large events means there are always going to be logistical challenges involved with moving all the people, equipment and goods to where they should be. A sound logistics plan is needed, which should consider the whole operation, including what happens pre- and post-event. 1. How important is the planning phase in this aspect of event delivery? What are some of the key event production documents that you need to prepare to facilitate the effective load-in and health and safety on your site? 2. As an events manager you have legal reasons for maintaining site health and safety. What are the other impacts that failing to meet Health and Safety requirements may have on your business or organization? 3. In managing site logistics, what are some of the critical aspects that you must consider to ensure that logistics are delivered on time and to the right location?