EVENT MANAGEMENT. Examine the costs (budget) Define your goals Consider what evaluation methods you will incorporate. - Manpower.

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1 EVENT MANAGEMENT Introduction Many sport and recreation clubs are responsible for co-ordinating and delivering one-off and ongoing programs and events ranging from a social function at the local club to hosting a World Championship event. There are four simple steps that can be used as the process through which to develop and run a successful event or program. 1. Planning 2. Preparation 3. Presentation 4. Evaluation Around 80% of the work in any project is in the Planning and Preparation stages. The time spent on evaluation will ensure that future projects run smoothly and successfully. Step 1 Planning - Think it Through Bring the ideas together (brainstorm) Determine the purpose of the event Timeline the procedures required Identify resources - Manpower - Equipment - Facilities Examine the costs (budget) Define your goals Consider what evaluation methods you will incorporate - What is to be achieved? - Who is it for? - Who can help? - What is it called? - How much?

2 Step 2 Preparation - Organise All That You Need Make the bookings Make the phone calls Write the letters Confirm all bookings and arrangements Confirm all manpower - staff and volunteers Work to a budget! Confirm: - Facilities - Equipment - Transport Guests and VIPs, PR and promotion This is the long tedious part of the exercise, where all the work is done. Attention to detail during the "preparation" stage will make or break the event or program. Step 3 Presentation - Conduct the Event The event should run smoothly if adequate time and effort has been put into the planning and preparation stages. Minor problems may arise; however, these will be insignificant and should have little effect on the presentation of the event. Step 4 Evaluation - Be Aware of Your Successes and or Failures It is necessary to evaluate all aspects of the project and to make recommendations for future events. Where did you go wrong? What were your successes? How can you improve it? Did the event achieve its goal, or purpose? Event Management The event management plays a critical role in the planning, coordination and subsequent success of any event; this is often a complex task incorporating many roles. The success of events is often assessed against economic, social, health, and safety measures. The measurements generally include the impact the event has on patrons, event staff, police,

3 emergency services, and the community. There is increasing government and community awareness of the legal responsibilities of event mangers, specifically in relation to duty of care, negligence, and workplace health and safety issues. Event managers need to be aware of these responsibilities and, as much as possible, ensure that their event management plans account for the health, safety and comfort of event patrons and staff, and minimise any disruption and harm to the community. Event Planning Guide This guide is designed for the planning of large events in the community. Use judgement in the application of the recommended planning strategies so that is suits your event. This guide focuses on the issues that can improve the quality and safety of public events. These issues include: the identification and involvement of key stakeholders planning processes management of alcohol, promotion, and media strategies entertainment considerations medical care and crowd control An event checklist is also included and is useful to ensure all areas have been identified and planning undertaken. The event management plan Having an event management plan is not a legal requirement; however, developing one will assist you in your planning and in ensuring that all important aspects of managing an event are accounted for. A plan is also a good marketing tool when you are seeking support from relevant stakeholders i.e. potential sponsor, local businesses, council, police and so on. For more advice on event planning contact Peter Melgren, City Events Manager at Tauranga City Council on Event details It is important to provide clear and accurate information about the nature of the event. Include all relevant site and timing information. Event Manager

4 The event manager is the person responsible for the overall organisation of the event. Information about the event manager and contact details will need to be updated and accurate before, during and after the event. Description of the Event Ensure that as many details as possible are included so that anyone reading this plan will be able to easily understand the nature of the event. Provide a brief outline of the event's attractions. Include sufficient detail to ensure that the stakeholders are aware of the entertainment, main attractions, key times, and locations. Patron Details The target audience is the main group of people expected to attend the event, e.g. families, singles, under 18s, senior citizens, children. Police contact For larger events, event managers are encouraged to contact the Duty Officer at the relevant police station. Consultation well before the event will allow the Police to plan their rosters taking into account your event. Consultation throughout the development of your event plan will also provide the police the opportunity to work with you to head off any potential problems such as crowd and traffic control, possible anti-social behaviour, supervision of the event and the surrounding neighbourhood. The Police will likely be specifically interested in the following details: event venue details direct contact number for the Event Manager name and contact number of the contracted security firm emergency services provisions emergency and evacuation procedures details of road closures Liquor licences A liquor license is required at any event where alcohol is to be sold. This includes events where alcohol is included in the ticket price or, for example, where a donation is required for

5 entry to the venue or to obtain alcohol. For more information regarding liquor licences please contact Kiri Pope, Team Manager Recreation Relations at Tauranga City Council. Risk Management Risk management is the process of thinking systematically about all the possible risks, problems or disasters before they happen and setting up procedures that will avoid the risk, or minimise its impact, or cope with its impact. For more information please refer to the Sport Waikato resource Event Risk Management. Insurance While you consider implementing a risk management plan it is important to ensure that your event is covered by your insurance policy. Government and community awareness of the legal responsibilities of event managers, specifically in relation to duty of care, negligence and workplace health and safety issues is increasing. It is therefore recommended that event managers obtain comprehensive insurance coverage and legal advice in relation to possible public liability, indemnity, volunteer protection, copyright, and contractual claims. Insurance cover should also be arranged for property and equipment. A Register of Incidents A detailed Register of Incidents can be used to record incidents that occur before, during, and after the event; this could be invaluable if legal action is taken against the event organisers or the event manager. Health and safety permits A major public event must meet a variety of health and safety requirements set by local council and government departments. Consultation with stakeholders in the planning process will assist in determining the types of laws that apply and permits which are required for the event. Some examples include: Food vendor permits Stallholders permits Road closure and parade permits Fireworks permits Toilet and waste disposal arrangements

6 Consultation with key stakeholders It is essential that events are developed and reviewed in consultation with identified key stakeholders. All these key people need to be contacted about the event well in advance. Apart from the police, emergency services, local council, and security personnel, it is helpful to brainstorm with the organising committee to generate a list of other groups which could be considered stakeholders. Involve those who may be affected by the event, they will appreciate the contact and will often be more cooperative and supportive if they are involved during the initial planning stages. It is important that a record of contact with various stakeholders is kept on file. These details are useful in the planning phase of the event as well as being useful for any future events. The log can be kept in a diary or a separate book and should include the date, organisation, contact person and details of the conversation. A series of planning meetings should be conducted with the key stakeholders well in advance of the event to allow sufficient time for any planning changes. Briefing - before event Once the planning has been done it is essential to call all the participants together to conduct a pre-event briefing. Issues of communication, timetabling, responsible service of alcohol, security, and emergency procedures should be clarified at this time. Debriefing - after event A debriefing should be conducted with the key stakeholders after the event when information about the event, including attendance and incident data, as well as staff and patron feedback, is available. This should be completed as soon as possible to ensure that all information is documented while fresh in the minds of the stakeholders. An event evaluation will be useful to determine what worked, what didn't work, and why. Event Considerations Selection of a venue The selection and design of the venue will have a significant impact on all components of event planning and on the overall safety and success of the event. In the selection of a venue consider the following:

7 services and utilities available on site movement of people within the site crowd regulation and overspill areas access to site for patrons access to site for emergency vehicles hazards in and around the area potential impact on the local environment road access traffic flows/parking provision for disabled people agreement of key stakeholders on selection of site/venue Site plan A site plan is a map of the event and an essential tool in event planning and management. Firstly, as a way of communicating during the planning of the event, the site plan can be distributed for comment, and any problems or conflicts can be sorted out early in the planning phase. It may be that some stakeholders have not been to the venue before and a well detailed site plan may help them in their organisation. Secondly, a site plan can be a worthwhile resource for setting up the event. Staff can use the plan to erect temporary first aid stations, food stalls, position seating, bins, and to create walkways. A site plan is invaluable in the event of an emergency. Security staff, police, first aid personnel, and emergency services personnel should carry a copy of the site plan. The site plan can quickly determine the exact location of an incident or emergency thereby assisting in speedy responses. NOTE Remember: For the site plan to be most useful it should be set out clearly on a grid format. Surrounding landmarks and streets will help to identify the venue layout.

8 Entrances, exits, vendor locations, first aid posts, toilets, phones, security, and licensed areas should be numbered, and/or indicated by a symbol. Include a legend explaining all symbols and numbers. All access roads and pathways should be clearly marked to indicate use by patrons, vendors, performers, and emergency service vehicles. Event promotion and ticketing A clear and well sequenced promotion and media strategy can significantly influence the expectations and subsequent behaviour of patrons. Pre-event messages should promote: the focus of the event restrictions on the provision and consumption of alcohol safe drinking practices availability of food entertainment and transport Event managers may choose to structure the ticketing so that they can predict and control the crowd size, segment the crowd by using a number of entrances, or stagger crowd arrival by specifying entry times. Tickets are also an important means to disseminate quality information such as: maps patron information regarding restrictions services and their location safe drinking information transport arrangements gate opening and closing times personal health and safety warnings, e.g. water, sunscreen and hats Signage Clear and appropriate signs help inform and direct patrons to: parking entrance conditions first aid services

9 toilet facilities rules relating to the serving and consumption of alcohol Signs should be strategically placed so patrons are informed before entering the event; this minimises conflict and congestion at entry and exit points. Signs must be displayed at all licensed areas. Weather For outdoor events in particular, the prevailing weather conditions should be a major factor in choosing the date and time for the event. Adequate space, freely available water and shade need to be provided before, during and after the event. Make a contingency plan for rain or hotter temperatures. Information centre and communications For large events a well-identified, well-located, and well-publicised information centre on site, serviced by knowledgeable volunteers, can provide a full range of information services to patrons. Remember to mark the location of the information centre on the site plan. Communication between event staff is vital to ensure safety and security for both staff and patrons. Consider how you will communicate, as the organiser of an event, with patrons in emergency situations such as the need for an evacuation or lost children. Food/Water The availability of high-quality, affordable and accessible food can enhance patron comfort, reduce levels and effects of alcohol consumption, and increase event revenue. Having a variety of food options is particularly important in or near 'wet' areas to encourage drinkers to eat. For outdoor events (e.g. concerts and some sporting events) especially during the summer period, patrons require access to drinking water to prevent dehydration and reduce consumption of alcohol. Clean, easily accessible drinking water should be available, free of charge, with an additional option to purchase chilled bottled water. Toilets Provision of adequate toilet facilities is necessary to obtain licences to sell liquor at a function. If existing toilets are inadequate, additional portable units must be made available.

10 Toilet locations should be: well marked well lit (including surrounding area) if night use is required serviced (including pump-out portables) during the event conveniently placed to allow service vehicle access to the toilets Other considerations for toilets are: toilets for people with disabilities the safe disposal of sharps in containers away from the reach of children a supply of condoms at some events the duration of the event the type of crowd the weather Waste Management You need to ensure that you have waste management procedures set up. Contact Tauranga City Council to find out if there are certain requirements for the collection of waste. Also, there needs to be enough garbage bins to adequately cater for the expected population attending the event. First aid and emergency medical services First aid services and direct access for emergency ambulance and medical response services is critical for all types of events. At a minimum the Committee should ensure they have access to qualified first aiders and a first aid kit throughout the event. First aid services should be in a clearly defined area and the officers should be able to easily communicate with the event manager, staff, and security personnel. Patrons should be informed and encouraged to access the first aid services for themselves or friends. The location of the first aid post should be carefully considered to give the best access for patrons. Emergency procedures Developing an effective emergency action plan is essential for all major public events; this action plan needs to be distributed to all staff, police and emergency service personnel. An emergency action plan which includes emergency access points, evacuation procedures and site visits should be formulated during consultation with police.

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