Event Management Summary Notes PDF

**Summary Notes for Event Management: Week 1** **Event Definitions and Importance** 1. **Definitions**: - Events are temporary, purposive gatherings of people, offering experiences outside daily norms (Bladen et al., 2018; Getz, 2005). - Special events are non-routin...

**Summary Notes for Event Management: Week 1** **Event Definitions and Importance** 1. **Definitions**: - Events are temporary, purposive gatherings of people, offering experiences outside daily norms (Bladen et al., 2018; Getz, 2005). - Special events are non-routine, planned occasions with leisure, cultural, personal, or organizational objectives (Shone & Parry, 2004). 2. **Key Roles of Events in Society**: - Central to culture, enhancing leisure and entertainment opportunities. - Supported by governments, embraced by businesses, and valued by communities and families. 3. **Who Organizes Events?**: - Corporate/business entities. - Professional associations and educational institutions. - Cultural institutions, NGOs, and special interest groups. 4. **Key Industry Players**: - Event management companies, suppliers, venues, industry associations, and governments. 5. **Event Industry Associations**: - Meetings & Events Australia (MEA). - Australian Business Events Association (ABEA). - International Live Event Association (ILEA), among others. **Event Typologies** 1. **Categorization**: - **By Size**: Local/community, major public events, mega-events. - **By Themes**: Sporting, business, cultural, arts, music. - **By Audience**: Business-to-Consumer (B2C), Business-to-Business (B2B). - **By Profitability**: Profit or not-for-profit. 2. **Mega-events**: - \"Must-see\" with over 1 million visitors and \$500M capital costs. - Attracts international tourism and extensive media coverage. - Includes bidding processes (e.g., Olympics). 3. **Hallmark Events**: - Synonymous with a specific location, reflecting its spirit or ethos. - Success relies on uniqueness and tradition. - Enhance tourism awareness and profitability (e.g., Oktoberfest in Munich). 4. **Major Events**: - Significant national and international impact. - Substantial media coverage and economic benefits. 5. **Minor/Local Events**: - Target local audiences for social, cultural, or artistic purposes. - Often supported by local governments for community benefits. Notes for Week 2 Lecture Event Concept -------------------------------------- ### Overall summary - The document outlines the essential components of event conceptualization, focusing on the critical questions that need to be addressed when planning an event: WHY, WHO, WHAT, WHERE, WHEN, and the WOW factor. It emphasizes the importance of understanding the purpose, audience, and logistical considerations to create a successful event. ### Event Conceptualization - **Key Questions for Event Planning**: - **WHY**: Purpose of the event; understanding the vision, mission, goals, and objectives. - **WHO**: Identifying the target audience, which can include tourists, local community members, industry professionals, and individuals with special interests. - **WHAT**: Determining the idea that will best achieve the event\'s goals. - **WHERE**: Selecting a venue that supports the event\'s purpose and theme. - **WHEN**: Choosing the optimal timing for the event, considering seasonality and audience availability. - **WOW Factor**: Creating a unique selling proposition (USP) that makes the event memorable. ### Understanding the Audience - **Audience Research**: Importance of understanding the needs and preferences of the target audience, which can include social, personal, organizational, and physiological motives. - **Example**: Analysis of the Sydney Royal Easter Show audience demographics and motivations for attendance, highlighting key attractions such as animals, rides, and entertainment. ### Stakeholder Identification - **Stakeholders**: Defined as individuals or groups with an interest in the event, including: - Directly involved stakeholders: event organizers, participants, sponsors, media, and local governments. - Indirectly involved stakeholders: community members and various government agencies. - **Importance of Stakeholder Engagement**: Ensuring that all stakeholders are considered in the planning process to achieve a successful event. ### Event Design Elements - **Design Elements**: Key components that need to be linked with the organization's vision and audience needs, including: - Theme, atmosphere, emotional flow, entertainment, program activity mix, duration, and level of attendee involvement. ### Event Scope - **Scope Definition**: A concise description of the event that reflects the requirements agreed upon by stakeholders. - **Example of Event Scope**: An exhibition with specific details on duration, program, and expected attendance. Notes for Week 2 Lecture Contextual Factors ------------------------------------------- ### Overall summary - This document provides an overview of the event planning process, emphasizing the significance of external contextual factors that impact the planning and delivery of events. It outlines the stages of event planning and highlights various external factors that need to be considered. ### Event Planning Process - **Stages of Event Planning**: - Initiation: Defining the event concept and scope. - Planning: Detailed planning of logistics and resources. - Delivery: Execution of the event. - Evaluation: Assessing the event\'s success and areas for improvement. - Legacy Management: Ensuring the event leaves a positive impact. - Control & Monitoring: Ongoing assessment during the event. - Shutdown: Concluding the event and finalizing reports. ### External Contextual Factors - **Categories of Contextual Factors**: - **Legal and Regulatory Context**: Compliance with laws such as GDPR affecting data collection. - **Political Context**: Government support and funding impacting event feasibility. - **Physical/Environmental Context**: Weather and environmental conditions affecting event logistics. - **Social and Cultural Context**: Considerations for diversity and inclusion in event planning. - **Technological Context**: Innovations such as RFID technology and cashless systems enhancing attendee experience. - **Economic Context**: Financial considerations, including funding and sponsorship opportunities. ### Practical Examples - **Case Studies**: - Woodford Folk Festival: Implementation of cashless systems using RFID technology. - Glastonbury Festival: Use of LED wristbands to enhance audience engagement. - **Impact of External Factors**: Events can be significantly influenced by external factors such as natural disasters (fires, floods) and changes in legislation. ### Key Quotes - \"External contextual factors can impact the planning and delivery of events, and event planners must be aware of and adapt to these factors.\" - \"The event planning process begins with the initiation of an event concept and scope.\" Patterns/Themes Across Resources -------------------------------- - **Common Theme**: Both documents emphasize the importance of understanding the audience and stakeholders in the event planning process. They highlight the need for thorough research and consideration of external factors that can influence the success of an event. - **Connection**: The integration of contextual factors into the event conceptualization process ensures that planners can create events that are not only well-designed but also responsive to the environment in which they occur. This holistic approach is crucial for achieving desired outcomes and enhancing attendee experiences. **Summary Notes for Event Management: Week 3** **Event Initiation: Tenders and Client Briefs** 1. **Types of Events**: - **New Events**: Concept development, feasibility study, tender responses. - **Existing Events**: Refinement or modification, bidding, or responding to client briefs. 2. **Definitions**: - **Tender**: Process where offers are submitted, evaluated, and selected. - **Client Brief**: Document detailing event expectations and seeking responses from event managers. 3. **Common Requirements for Tender Submissions**: - Work plan, schedule, and deliverables. - Cost breakdown and risk assessment. - Evidence of relevant experience and staff skills. - Appendices: References and event examples. 4. **Example Briefs**: - The Royal Parks: Greenfield commercial events, financial risk on organizer. - City of Sydney: Management of NAIDOC Week, including all aspects of planning and execution. 5. **Case Study**: Brown Brothers Summer Event. - Concept: Prosecco Pop-Up Beach Bar with immersive summer-themed design and activities. **Bidding and the Bidding Process** 1. **Key Elements**: - Mobile events require bids to host. - Criteria provided in candidature documents guide responses. 2. **Key Organisations**: - Event owners (e.g., corporations, associations). - Destination bidding agencies and event suppliers. 3. **Stages of Bid Planning**: - - - - - 4. **Common Components of a Bid**: - City's event-hosting track record. - Venue and infrastructure plans. - Attendance forecasts and promotional strategies. - Financial feasibility and contingency plans. 5. **Reasons Bids Fail**: - Lack of research or failure to meet criteria. - Inadequate lobbying or uninspiring proposals. **Event Feasibility Studies** 1. **Purpose**: - Provides clarity on objectives, stakeholders, and feasibility. - Reduces risk and supports informed decision-making. 2. **Key Components**: - **Market Feasibility**: Demand, competition, and trends. - **Financial Feasibility**: Costs vs. returns, funding, and budgeting. - **Operational Feasibility**: HR, venue, and infrastructure needs. - **Other Considerations**: Political, legal, environmental, and social factors. 3. **Tools and Models**: - **PESTLIED (C-PESTEL)**: Evaluates external factors (e.g., political, technological, legal). - **SWOT Analysis**: Identifies strengths, weaknesses, opportunities, and threats. 4. **Sources for Feasibility Analysis**: - Competitor event data, government reports, industry publications, and venue details. **Practical Examples** 1. **Happytown Festival**: - **Strengths**: Strong management, positive cash flow, and council support. - **Weaknesses**: Poor public transport and parking issues. - **Opportunities**: Inclusion of emerging community groups and local businesses. - **Threats**: Weather, community complaints, and alternate activities. Notes for Week 4 Lecture Slides =============================== Overall Summary --------------- The lecture focuses on the essential components of event management, particularly in the context of strategic planning, organizational structures, and project management. It outlines the importance of vision and mission statements, goals and objectives, and the various organizational structures that can be employed in event management. Additionally, it discusses the significance of project management principles in executing successful events. ### Strategic Planning - **Vision**: Represents what the event aspires to be; it is long-term, motivational, and describes a desired future state. - **Mission**: Defines the event's purpose, answering what the event stands for and what it aims to achieve. Key aspects include: - Purpose of the event - Beneficiaries or customer groups - Nature of the event - Philosophy and values of the organizing body - Must be motivational and achievable. Characteristics of Vision Statements ==================================== - Long-term focus - Describes a desired future outcome - Serves as a wider focus for stakeholders - Should be motivational - Can be understood and shared even if not formally written Sample Vision Statements ======================== - **Adelaide Fringe Festival**: Aspires to be the leading open-access fringe festival globally. - **Freeze Frame (Film Festival)**: Aims to be an international leader in providing enriching cinematic experiences for children and youth. - **Colorado Dragon Boat Festival**: Seeks recognition as Colorado's premier organization celebrating Asian Pacific American communities. Characteristics of Mission Statements ===================================== - Clearly states the event's purpose - Identifies beneficiaries - Indicates the event\'s nature - Reflects the organization's philosophy and values - Must be motivational and achievable Sample Mission Statement ======================== - **Freeze Frame (Film Festival)**: Provides educational opportunities for children and youth in filmmaking through screenings and workshops. ### Value Statements - Core beliefs of the event, which can stand alone or be included in the mission. - Connect with the audience and inform stakeholders of priorities. - Guide decision-making processes. Sample Value Statements ======================= - **Oregon Shakespeare Festival**: 1. **Excellence**: Commitment to high-quality work. 2. **Inclusion**: Emphasizes diversity in ideas and cultures. 3. **Learning**: Focus on providing rich learning experiences. ### Purpose Statements - Used for straightforward, non-complex events with few stakeholders. - Examples include: - **University Open Day**: Aims to grow student enrollments by engaging potential students. - **Brain Awareness Week**: Promotes public awareness of brain research. ### Goals - Provide direction for event engagement. - Expand on the mission statement. - Some events may not require separate goal creation before objectives. Sample Goals ============ - **Blues at Bridgetown**: - Bring recognized artists to perform. - Conduct workshops for local artists. - Maintain community involvement. ### Objectives - Quantify progress towards goals. - Set performance benchmarks. - Must be SMART: - Specific - Measurable - Achievable - Realistic - Time-specific Types of Event Objectives ========================= - Attendance/participation - Program-related - Economic - Quality ### Event Organizational Structures - Indicate power and communication channels. - Establish formal relations between departments and individuals. - Impact efficiency and provide visual task representation. Types of Organizational Structures ================================== 1. **Simple Organizational Structure**: - Low complexity, centralized decision-making. - Event manager has total control. 2. **Network Structure**: - Multi-organizational approach focusing on management and coordination. - Advantages include reduced full-time staff and access to external expertise. 3. **Functional Structure**: - Departmentalizes tasks, allowing specialization. - Can lead to coordination issues and territorialism. 4. **Matrix Structure**: - Program-based, used for large-scale events. - Allows for functional expertise and reduces decision-making bottlenecks. ### Symptoms of Ineffective Structures - Excessive management levels leading to high costs and inflexibility. - Too many unresolved conflicts. - Inability to adapt to environmental changes. ### Events as Projects - Defined as temporary group activities aimed at producing unique outcomes. - Projects have a defined beginning and end, with specific scopes and resources. Project Management ================== - Involves applying knowledge and techniques to execute projects effectively. - Ensures systematic, consistent, and transparent processes. Benefits of Project Management in Events ======================================== - Provides a documented and accountable approach. - Makes the work of the event team visible. Potential Issues in Project Management ====================================== - Complexity in quantifying steps, especially for large events. - Multiple venues and immovable event dates. - Budget uncertainties and stakeholder engagement challenges. ### Work Breakdown Structures (WBS) - Organizes tasks into major components, further broken down for detail. - Increases the likelihood of identifying all tasks and assists in resource allocation. Examples of WBS =============== 1. **National Athletics Championship**: - First Level: Venue, Competition Programming, Marketing, Admin, Budgeting, Human Resources. - Second Level: Security, Ticketing, Food and Beverage, Waste Management, etc. 2. **Balloon Festival**: - Includes tasks related to site marketing, sponsorship, operations, and event management. ### WBS and Statement of Work (SOW) - WBS is crucial for understanding event scope and constructing a SOW. - SOW includes mission, scope of work, stakeholders, schedule, and budget. ### WBS & Task Scheduling - Identifies when tasks need to be completed and their priorities. - Types of scheduling tools include schedules, Gantt charts, and event running sheets. ### Takeaways - Understanding the components of strategic planning, including vision, mission, goals, and objectives, is crucial for successful event management. - Organizational structures significantly impact the efficiency and effectiveness of event execution. - Project management principles are essential for organizing and executing events, ensuring accountability and systematic processes. - Work Breakdown Structures are vital for task organization and resource allocation in event planning. Notes for Week 5 Lecture Issues in Financial Management and Budgeting and Financial Management ============================================================================================== Notes for Week 5 Lecture Issues in Financial Management ------------------------------------------------------- ### Overall summary - The document discusses various aspects of financial management in event planning, focusing on cash flow management, budget control, and transparency in financial reporting. It emphasizes the importance of managing finances effectively to avoid budget blowouts and ensure the financial viability of events. ### Cash Flow Management - **Cash Inflow Sources**: - Grants from Pittwater Council, Australia Council, and NSW Ministry of the Arts. - Sponsorships and merchandise sales. - Ticket sales from events like Film Festivals and Family Days. - **Approaches to Managing Cash Flow**: - Encourage early registration or ticket purchases through discounts. - Maintain a cash flow statement to track monthly income and expenditure. - Negotiate deposits with suppliers and request extended payment terms. - Monitor accounts receivable and request early drawdowns from grants. - Consider underwriting the event by another organization or taking loans. ### Transparency in Financial Reporting - Importance of transparency in reporting to public funding bodies. - Key attributes of effective reporting include: - Sincerity - Fairness - Clarity - Openness - Honesty - Accuracy ### Budget Blowouts - **Reducing Risks**: - Regularly update the budget to reflect the current financial status. - Lock suppliers into contracts to avoid unexpected costs. - Include contingency amounts in the budget. - Address the disconnect between creative aspects and financial management. - **Responding to Budget Blowouts**: - Avoid cutting core event elements; instead, identify non-essential items for cost reduction. - Transfer costs to other organizations through sponsorships or volunteer support. ### Budgeting Process - Budgeting is a multi-step process crucial for event success. - Key steps include: - Monitoring and controlling the event budget. - Understanding that large initial investments can lead to significant profits if managed well. - Emphasizing the importance of risk management in financial planning. Notes for Week 5 Lecture Budgeting and Financial Management ----------------------------------------------------------- ### Overall summary - This document outlines the principles of budgeting and financial management in event planning. It covers key terminology, the role of budgets, steps in preparing a budget, and considerations for estimating costs and revenues. It also discusses the importance of monitoring and reviewing budgets post-event. ### Key Terminology - **Financial Accounting vs. Management Accounting**: Distinction between external reporting and internal management. - **Income Statement / Profit and Loss Account**: Overview of revenues and expenses. - **Balance Sheet**: Snapshot of assets, liabilities, and equity. - **Cash Flow**: Movement of cash in and out of the organization. - **Revenue vs. Income**: Revenue is the term predominantly used in the current context. ### Role of Budgets - Budgets forecast an event\'s financial future and assess financial viability. - They help identify sources of income and expenditure, predict surpluses or losses, and serve as control mechanisms. - Budgets are dynamic documents that evolve throughout the event planning process. ### Steps in Preparing an Event Budget 1. **Research and Scenario Building**: Utilize past budgets, market feedback, and supplier quotations. 2. **Determine Budgeting Level**: Decide between single or multiple budgets for different event components. 3. **Create and Approve Budget**: Formalize the budget and seek necessary approvals. 4. **Monitor Expenditure**: Use monthly statements, purchase orders, and regular meetings to track spending. 5. **Review Post-Event**: Evaluate budget performance to inform future budgeting processes. ### Considerations in Budget Development - Taxation requirements, market price sensitivities, economic changes, and potential revenue streams. - **Revenue Streams**: Ticket sales, grants, sponsorships, merchandise, and more. - **Expenditure Categories**: Include costs for marketing, venue hire, staffing, and contingencies. ### Understanding Costs - **Fixed vs. Variable Costs**: Fixed costs remain constant regardless of attendance, while variable costs fluctuate with the number of attendees. - **Direct vs. Indirect Costs**: Direct costs are directly tied to the event, while indirect costs support the overall organization. ### Break-even Analysis - Understanding the break-even point is crucial for determining the financial viability of an event. - The break-even chart illustrates the relationship between revenue, costs, and profit. ### Monitoring and Reviewing Budgets - Regular monitoring through various methods ensures adherence to the budget. - Post-event reviews help identify areas of overspending or underspending and inform future budget adjustments. Patterns/Themes Across Resources -------------------------------- - **Common Theme: Financial Management**: Both documents emphasize the critical role of effective financial management in event planning, highlighting cash flow management, budgeting processes, and the importance of transparency. - **Connection: Budgeting and Cash Flow**: The need for accurate budgeting directly impacts cash flow management, as effective budgeting can prevent cash flow issues and ensure the financial success of events. Notes for Week 6 HRM Lecture Slides =================================== Overall summary --------------- - The primary function of event HR planning and management is to ensure that events are adequately staffed with the right people who are trained and motivated to meet event objectives. - Human Resource Management (HRM) is crucial for matching people to jobs and developing an effective workforce, directly impacting organizational performance. - The event workforce includes all individuals involved in the event planning process, and managing this workforce presents unique challenges. ### Defining HRM - HRM involves matching people to jobs and developing a satisfied and effective workforce. - It is central to planning due to high costs associated with staffing. - Peter Drucker emphasized that people decisions are the ultimate control of an organization, determining its capacity and performance. ### Who is the Event Workforce? - The event workforce includes all individuals involved in the event, from planning to execution. - Event/HR managers are responsible for managing this workforce. ### Human Resource Challenges Specific to Events (1) - Events face unique HR challenges, including: - Pressure from fixed delivery dates. - The fluctuating nature of organizational structures. - Rapid growth and contraction of staffing needs. - Difficulty attracting paid staff for short-term roles due to job insecurity. - Short timelines for hiring and training staff. - The need to quickly release staff post-event. ### Human Resource Challenges Specific to Events (2) - Additional challenges include: - Involvement of volunteers. - Sourcing and quality control of staff. - Training and motivation of diverse skill sets. - The necessity for teamwork among staff. ### Event Staffing - \"Pulsating\" - The workforce is heavily concentrated during the event itself, with 95% of the workforce engaged for only 1% of the time. - Example: FIFA World Cup 2022 staffing statistics show a significant increase in temporary employees leading up to the event. ### Human Resource Planning Process 1. **HR Strategies & Objectives**: Establish specific outcomes such as growth, cost containment, improved quality, and enhanced performance regarding legal and safety responsibilities. 2. **Staffing**: Identify tasks and estimate the number of people required through job analysis and job descriptions. 3. **HR Policies & Procedures**: Create guidelines for managers and staff to ensure fair treatment and decision-making. 4. **Recruitment, Selection & Induction**: Attract the right candidates through various communication channels and ensure a systematic selection process. 5. **Training and Professional Development**: Assess training needs and provide opportunities for skill development. 6. **Supervision and Evaluation**: Conduct performance appraisals and evaluate staff against set goals. 7. **Termination, Outplacement, and Re-enlistment**: Manage legal issues related to termination and maintain contact with past staff for future opportunities. 8. **Evaluation, Feedback, and Modification**: Regularly review HR processes and seek feedback for improvement. ### Estimating Staff/Volunteers Needed for an Event - Factors to consider include: - Work Breakdown Structure (WBS). - Number of venues and scale of the event. - Outsourcing levels and required skills. - Reference to similar events and industry norms. ### Recruitment, Selection & Induction - Effective recruitment involves attracting candidates through various channels and ensuring a systematic selection process. - Induction programs should welcome new employees and provide essential information about the organization and event. ### Legal Obligations - Event managers must be aware of legal obligations regarding: - Salary and conditions. - Equal Employment Opportunity. - Dismissal laws. - Workplace safety regulations. ### Training and Professional Development - Training focuses on specific job skills, while professional development prepares individuals for future responsibilities. - Training needs assessments help identify gaps in performance. ### Supervision & Evaluation - Performance appraisal is a key supervisory task, evaluating staff against job requirements. - Techniques include self-appraisal and manager appraisal. ### Rewards for Staff - Paid staff may receive salaries, bonuses, promotions, and perks. - Volunteer staff may receive free admission, food, souvenirs, and public recognition. ### Termination, Outplacement, and Re-enlistment - Legal issues must be considered during termination. - Outplacement assistance helps staff find new positions. - Maintaining contact with past staff can facilitate re-enlistment. ### Evaluation & Feedback - Periodic reviews of HR processes are essential for effectiveness, with feedback from staff and volunteers. ### Summary - HRM accounts for a significant portion of event expenses. - The sophistication of HRM varies based on event scale, resources, and volunteer involvement. - Strategic HRM processes are crucial for successful event planning and delivery, linking directly to organizational performance and staff motivation. ### Event Volunteer Management - Volunteers are individuals who offer services without remuneration, often driven by personal goals. - They are enthusiastic, may lack experience, prefer short-term roles, and are not economically dependent on the event. ### Benefits of Volunteers for Events - Volunteers enhance customer service, save costs, and foster community connections. ### Reasons Volunteers Leave Events - Common reasons include workload, lack of appreciation, organizational issues, and personal responsibilities. ### Motivation - Motivation is key to staff commitment and performance. - Factors influencing motivation include intrinsic and extrinsic factors, as outlined in Herzberg's Two-Factor Theory. ### Rewards, Recognition & Retention - Rewards and recognition are vital for maintaining volunteer commitment and preventing knowledge loss due to staff turnover. Notes for Event Scheduling Tools and Week 7 Lecture Slides ========================================================== Notes for Event Scheduling Tools Part 1 --------------------------------------- ### Overall summary The document outlines essential tools and checklists for effective event planning, focusing on Gantt charts and event checklists. It provides a structured approach to scheduling tasks, managing timelines, and ensuring all aspects of an event are covered, from initial planning to post-event evaluations. ### Gantt Chart - **Purpose**: Visual representation of the event schedule, showing task completion timelines. - **Benefits**: - Helps in communication and control of the event schedule. - Identifies potential problem areas, such as scheduling clashes. - **Limitations**: - Can become complex and unwieldy with too many entries. - Difficult to convey the volume of work required for individual tasks. - Does not show the critical path clearly, making it hard to assess resource needs when behind schedule. ### Event Checklists - **Function**: Identify tasks to be performed and serve as prompts for necessary actions. - **Types**: - **6 to 12 Months Ahead**: - Determine event purpose, format, and feasibility. - Create a budget and get approval. - Select and reserve a venue, recruit the event team, and develop a preliminary guest list. - **1 Week Before**: - Confirm attendance numbers and finalize seating arrangements. - Conduct training sessions with volunteers and finalize assignments. - Confirm vendor arrangements and conduct a final walk-through of the event site. ### Detailed Event Checklist - **Objectives and Theme**: Confirm desired outcomes and tailor event ideas accordingly. - **Date and Time**: Check for conflicts before selecting a date. - **Budget**: Estimate costs for venue, catering, AV, publicity, etc. - **Timeline**: Develop a timeline with major tasks and deadlines. - **Venue**: Inspect the site for layout, accessibility, and booking requirements. - **Contingency Plans**: Prepare for inclement weather if the event is outdoors. ### Post-Event Checklist - Recover outstanding payments and issue receipts. - Produce a report within three months and send thank you letters to speakers, sponsors, and participants. - Write an evaluation report and dispatch evaluation sheets to the organizing committee. Notes for Week 8 Lecture Slides ------------------------------- ### Overall summary The document provides a comprehensive overview of event management, focusing on venue/site selection, layout design, supplier management, and traffic and transport planning. It serves as a guide for students and professionals in the event management field, emphasizing the importance of careful planning and execution. ### Venue/Site Selection - **Options**: - **Indoor**: Museums, universities, art galleries, nightclubs, convention centers, etc. - **Outdoor**: Parks, beaches, sports centers, zoos, etc. - **Sources of Information**: - Convention & Visitors Bureau, industry associations, media publications. ### Influences on Site/Venue Selection - **Factors**: - Client and target audience needs. - Event size and objectives. - Venue configuration, safety, cost, and availability. - Historical performance of previous events at the venue. ### Layout and Design - **Importance**: Detailed diagrams or site maps are crucial for: - Placing site elements effectively. - Managing the flow of people and equipment. - Serving as communication tools with suppliers and audience. - **Components of a Site Map**: - Stage layout, seating arrangements, equipment positions, entries/exits, and emergency access points. ### Supplier Selection and Management - **Common Areas of Supply**: Lighting, sound, catering, entertainment, and security. - **Sourcing Suppliers**: - Use previous experiences, recommendations, and trade publications. - Develop clear supply briefs and seek quotations. ### Contracting Suppliers - **Contract Elements**: - Names and details of contracting parties. - Description of services/products offered. - Payment terms and dispute resolution methods. ### Traffic and Transport Planning - **Goals**: - Isolate event space from traffic and minimize impact on the community. - Ensure compliance with safety regulations and accessibility. - **Transport Management Plan (TMP)**: - Includes traffic control plans, risk assessments, and public transport arrangements. ### Evaluation and Legacy Management - **Post-Event Evaluation**: Assess the success of the event and plan for future improvements. - **Legacy Management**: Consider the long-term impact of the event on the community and stakeholders. Patterns/Themes Across Resources -------------------------------- - **Common Theme**: Both documents emphasize the importance of detailed planning and organization in event management, highlighting tools like Gantt charts and checklists for effective scheduling and execution. - **Connection**: The need for thorough venue selection and layout design in the second document complements the task management strategies outlined in the first document, showcasing a holistic approach to successful event planning. Notes for Week 8 Monitoring Shutdown Evaluation and Event Scheduling Tools Part 2 ================================================================================= Notes for Week 8 Monitoring Shutdown Evaluation ----------------------------------------------- ### Overall summary - The document outlines the processes involved in event management, focusing on control and monitoring, shutdown procedures, and evaluation of events. It emphasizes the importance of predictive, concurrent, and historic control methods, as well as the need for effective shutdown strategies and comprehensive evaluation to enhance future events. ### Control & Monitoring - **Control Process**: Involves planning, delivery, and monitoring of events. - **Types of Control**: - **Predictive Control**: - Anticipates problems before they occur. - Utilizes simulations, specifications for inputs, budget scenarios, and benchmarks. - **Concurrent Control**: - Involves real-time monitoring against established benchmarks. - Includes production schedules, checklists, and management by walking around (MBWA). - **Historic Control**: - Conducted after the event to assess feedback and performance against KPIs. - Involves gathering feedback from attendees, suppliers, and stakeholders. ### Shutdown Considerations - **Onsite Considerations**: - Crowd dispersal: Safety is paramount; effective crowd flow and exit strategies are crucial. - Equipment management: Schedules for removal, collection, and storage must be established. - Venue hand-back: Ensures repairs and cleaning are completed before returning the site. - **Offsite Considerations**: - Human resources: Payment and debriefing for suppliers, staff, and volunteers. - Financial closure: Finalizing accounts and reporting incidents to stakeholders. - Evaluation: Assessing economic, social, and environmental impacts of the event. ### Knowledge Management - Importance of capturing knowledge for recurring events. - Systems and processes should be documented, including event manuals and evaluation reports. ### Why Evaluate Events? - To determine success against objectives, assess impacts, improve decision-making, and report to stakeholders. - Evaluation should cover economic, social, and environmental outcomes, as well as attendee satisfaction and media coverage. ### Major Considerations for Event Evaluation 1. **When to Evaluate**: Pre-event, during the event, and post-event. 2. **What to Evaluate**: Economic, social, environmental outcomes, and specific interests like attendee demographics. 3. **How to Evaluate**: Use various data sources such as surveys, reports, and observations. 4. **Who to Report To**: Different stakeholders including host organizations, government bodies, and sponsors. Notes for Week 8 Event Scheduling Tools Part 2 ---------------------------------------------- ### Overall summary - This document provides a detailed checklist and tools for event planning, focusing on production schedules, run sheets, and event manuals. It emphasizes the importance of structured planning and communication among stakeholders to ensure successful event execution. ### Event Planning Checklist - **Production Schedules**: - Used during the lead-up and shutdown phases to ensure logical task flow. - Typically presented in table format, detailing timings, locations, involved staff/suppliers, and key contacts. ### Run Sheets - Essential for day-of-event management. - Should detail every aspect of the event, including arrival times for staff, equipment installation, and cleaning schedules. - Must be distributed to all on-site personnel to ensure everyone is informed of their responsibilities. ### Event Manual - A critical reference for event execution, providing guidance and operational procedures. - Should include: - General event description and organizational chart. - Key stakeholders and their contact details. - Operational procedures, site design, emergency plans, and waste management strategies. - Templates for incident reports and attendee surveys. - Distribution varies based on event size and sensitivity of information. ### Additional Tools - Various tools are linked to event delivery, including: - Speaker tracking charts. - Seminar/workshop requirement forms. - Exhibitor information sheets. ### Industry Contacts - Lists key contacts for coordination, including their roles and contact information, facilitating communication during event planning and execution. Patterns/Themes Across Resources -------------------------------- - **Common Theme: Importance of Structured Planning**: Both documents emphasize the necessity of detailed planning and structured processes in event management to ensure successful execution and evaluation. - **Connection: Control and Evaluation**: The control processes outlined in the first document directly relate to the evaluation methods discussed in the second document, highlighting the need for ongoing assessment throughout the event lifecycle. Notes for EM Week 10 Lecture Slides =================================== Overall Summary --------------- The lecture focuses on the importance of risk management in event management, emphasizing the need for compliance with Work Health and Safety (WHS) regulations, effective crisis communication, and the systematic approach to identifying, analyzing, and treating risks associated with events. It highlights the responsibilities of event managers, the integration of risk management into organizational culture, and the necessity of documentation to support decision-making processes. ### Risk Management in Events - **Importance of Risk Management**: - Essential for ensuring safety and compliance. - Clients expect event managers to exercise due diligence and manage risks effectively. - Historical data on incidents influences recommendations and legal accountability. - **Key Objectives of Risk Management**: - Reduce the likelihood of significant incidents. - Demonstrate logical decision-making processes. - Provide documentation as evidence of risk management practices. - Maintain industry leadership to prevent external regulations. ### Integrating Risk Management - **Cultural Integration**: - Risk management should be embedded in the organization's culture. - Requires establishing a philosophy and integrating risk management into all planning levels. - Continuous feedback and improvement are crucial. - **The Story of Everybody, Somebody, Anybody & Nobody**: - Illustrates the importance of accountability and responsibility in task completion. - Highlights the pitfalls of assuming others will take responsibility. ### Responsibilities of Event Managers - **Decision-Making Process**: - Must adhere to best practices as per Australian Standards. - Avoid casual decision-making; manage time, financial pressures, ethics, and emotions. - Risk assessment involves a cost-benefit analysis, considering both costs and unrealized liabilities. - **Documentation Importance**: - Provides evidence of systematic risk identification and analysis. - Serves as a knowledge database and accountability mechanism. - Facilitates monitoring, review, and communication of risks. ### Risk Management Process - **Main Elements** (AS/NZS ISO 31000): - Communicate and Consult - Establish the Context - Identify Risks - Analyze Risks - Evaluate Risks - Treat Risks - Monitor and Review ### Risk Identification - **Research Methods**: - External research (publications, incident reports). - Document reviews (WBS, past incidents). - Stakeholder consultations (interviews, brainstorming). - **Major Sources of Event Risk**: - Environmental (weather, natural hazards). - People (behavioral risks). - Financial (claims, income loss). - Operational (failure to supply, mechanical issues). ### Risk Analysis/Measurement/Assessment - **Key Considerations**: - Assess likelihood and consequences of risks. - Use matrices (e.g., Hazpak - Workcover Matrix) to evaluate severity and likelihood. ### Treating Risk - **Three Basic Strategies**: - **Accept the Risk**: When levels are manageable; monitoring is recommended. - **Avoid the Risk**: If unacceptable; may involve not proceeding with certain activities. - **Reduce the Risk**: Through design changes, quality assurance, training, and contingency planning. - **Creating a Risk Action Plan**: - Details steps to reduce risk and serves as a checklist for implementation. ### Post Event Analysis - **Learning from Incidents**: - Analyze successes and failures to improve future risk management processes. - Systematic analysis is essential for continuous improvement. ### Work Health and Safety (WHS) Compliance - **WHS Act Overview**: - Enforced in NSW since January 1, 2012. - Establishes responsibilities for PCBUs (Persons Conducting a Business or Undertaking). - **Reasonably Practicable**: - Definition includes assessing likelihood, degree of harm, knowledge of risks, and cost-effectiveness of risk mitigation. - **Hierarchy of Controls**: - Elimination, Substitution, Isolation, Engineering Controls, Administrative Controls, Personal Protective Equipment (PPE). ### Fulfilling Duty of Care - **Evidence of Compliance**: - Collect agreements, conduct risk assessments, document safe work procedures, and maintain training records. ### Crisis Communication - **Importance of Communication**: - Public safety is paramount; timely and clear communication prevents panic. - Communication should be strategic, not reactive. - **Crisis Communication Process**: - Identify key audiences and their owners. - Determine communication platforms and devise content plans. - Monitor social media and respond to inquiries to maintain trust. ### Case Studies - **Falls Festival Cancellation**: - Example of proactive communication regarding safety risks due to extreme weather. - Emphasizes the importance of timely information dissemination to patrons. - **Australian F1 Grand Prix Cancellation**: - Highlights the need for effective crisis management in response to unforeseen events like COVID-19. ### Takeaways - Risk management is a critical process in event management that requires systematic approaches and adherence to standards. - Effective communication during crises is essential for maintaining public trust and ensuring safety. - Documentation and continuous improvement are vital for fulfilling legal obligations and enhancing organizational knowledge. Notes for Week 11 Lecture Slides ================================ Overall Summary --------------- The lecture focuses on critical issues in event management, particularly the role of technology and technology-related trends. It covers various aspects of event planning and delivery, including software systems, event design, hybrid events, and data management. The document highlights the importance of integrating technology into events to enhance attendee experience and streamline operations. ### Technology in Events - **Event-planning and delivery support**: Technology plays a crucial role in facilitating various tasks associated with event management. - **Event design & technology**: Incorporating technology into the design phase enhances creativity and efficiency. - **Online/Mixed Reality (Hybrid) Events**: The rise of hybrid events combines in-person and virtual experiences, expanding audience reach. - **Data**: Emphasizes the importance of data collection and analysis for improving event outcomes. ### Event Management and Venue Software Systems - **Common Tasks**: - **Event registration**: Streamlined processes for attendee sign-up. - **Attendee management**: Includes travel management, accommodation, and surveys. - **Room and space management**: Involves layout planning, equipment management, and catering. - **Exhibition management**: Focuses on floor plans and managing sales space. - **Quotes and contract management**: Essential for vendor and service agreements. - **Financial management**: Budgeting, profit and loss statements, and post-event reports. - **Marketing and social media**: Leveraging online platforms for promotion. - **Online registration and ticketing software**: - Designed to handle registration tasks. - Maintains attendee lists and collects payments. - Automates invoicing and report generation. ### Event Layout and Design Tools - **CAD Systems**: - Computer Aided Design systems assist in venue layout and seating plans. - Help visualize the event space through 3D modeling and animation. - Example: Event Layout Software. ### Other Technology-Related Solutions - **Equipment Sharing**: Platforms like SHOWSLICE facilitate sharing resources between events. - **Venue Booking**: Services like Liquidspace and Airbnb for meeting rooms and venues. - **Delivery Services**: Companies like Amazon Prime and Alibaba enhance logistics. - **HR Access**: Platforms like Get Magic.com streamline human resource management. ### UTS Event Apps - **Functionality**: - Provide event programs and essential details for attendee engagement. - Facilitate two-way interactions and personalized experiences. - Include features like interactive maps and stakeholder surveys. - Example: Coachella app with wristband activation, real-time updates, and gamification. ### Gamification in Events - **In-app Games**: - Engage attendees through games that offer points or rewards. - Facilitate deeper learning and networking opportunities. ### Virtual Reality & Augmented Reality Experiences - **Innovative Experiences**: - Examples include Circus Roncalli\'s holographic animals and other immersive technologies. ### Smart Technology in Event Venues - **Smart Stadia**: - Example: Tottenham Hotspur Stadium with cashless payments and QR code check-ins. - Language translation services available on demand. ### Drones in Events - **Usage**: - Drones can monitor events and assist with deliveries. - Regulatory challenges exist, especially in crowded venues. ### Livestreaming Events - **Recent Trends**: - Sports events and major occasions like the Golden Globe red carpet are increasingly live-streamed via social media and mobile devices. ### Virtual/Online Events - **Characteristics**: - Highly interactive, aiming to replicate live experiences. - Popular for trade shows, job fairs, and conferences, especially during the pandemic. ### Growth of eSports - **Popularity**: - eSports is emerging as a leading sport, attracting large audiences both in-person and online. - Major brands like Red Bull and Coca Cola are investing in sponsorships. - Platforms like Twitch TV and networks like Disney and TBS are expanding eSports coverage. ### Future of Hybrid Business Events - **New Business Model**: - Challenges include planning dual events and creating value-added experiences that connect virtual and in-person attendees. - Example: ICC Sydney\'s approach to hybrid events. ### Systematic Data Collection for Event Monitoring & Evaluation - **Technologies Used**: - Smart mats (e.g., Scananalytics), RFID, QR codes, app data, social media, and contactless payments. - **Data Privacy Concerns**: - Importance of adhering to privacy policies when collecting and utilizing data. ### Takeaways - Technology is integral to modern event management, enhancing efficiency and attendee engagement. - Hybrid events are becoming a standard, requiring innovative planning and execution strategies. - Data collection and analysis are vital for evaluating event success and improving future events. - The integration of gamification, VR, and AR can significantly enhance the attendee experience.