PRINCIPLES AND PRACTICES OF EVENTS

MANAGMENT





THE EVENT VENUE-FINDING LOGISTICS AND
AMBIENCE

Objectives

Underline the importance of finding the right venue.

Examine management logistics to your event and their
application.

Explore the logistical techniques and tools used in your
event.

To be able to construct a logistics plan.


Essential reading

SHONE, A., and PARRY, B., 2010. Successful event
management. 3
rd
ed. London: Thomson. Chapter 7.

RUDGARD, N., 2002. Controlling the risk who pays when an
event is cancelled:http://www.ISPAL.org.uk[accessed 10 Nov
2010]. Please see reader

Finding the venue

Location of the event.

Potential venues available.

Ease of access for equipment
resources, personnel and
visitors.






Questions need to be asked about the potential venue

The type of audience for the event.

The event itself will inform our judgment about the
venue. E.g. if it was a national event it would be best in
the middle of the country.



If it was a town carnival then the
venue might cover several locations
in the town.

Organisers may have a good local
knowledge, but if not, a visit to the
area will be required.





Alternatively a professional venue-finding agency can
be used. These can be identified in the telephone
book under conference/event organisers, who will
normally identify a short list of three or four possible
venues. These can be visited and the venue that suits
your criteria best should be chosen.





.


It is important for organisers to make out a list of
questions to ask each venue before going. This will
depend on the event, for example, is preparation of
food required? Is a stage required? Will sound
equipment be needed? Can the venue provide
these?
.
First impressions are important. The first impression
an organiser gets may well be the same that visitors
and guests get.
What does the site look like?
What are its surroundings?
Is it attractive?
Does it have good acoustics?
What does it smell like?
Are the toilets clear and fresh?
Do your shoes stick to the floor?
.
Touch the furnishings and equipment, do these feel
clean?

If food is an element of your event, you may wish to
sample the food before deciding.

It is important on your visit to check all
the areas your visitor and guest will use,
not only the main room, but entrances,
corridors, car parks, toilets, and food
service areas.
Are these places well kept?

Is there evidence of activity, cleanliness, good
maintenance? All these are indicators of an active
and capable management at the venue.

The more capable they are the easier your job will be.

Marketing
Ticketing
Queuing
Transport

Transport
Accommodation
Artistic needs

Security
Power
Water
Contractors

Flow of audience, artist and equipment
around the site.
Communication
Amenities
Consumables
VIP and media requirements
Emergency procedures
Removal
Clearing
Contract settlement







The Events Management Process; The
Organisational and Logistical Activities



















Objectives


Planning


Organising and preparing
Development activities, preparation and
deadlines: timing/preparation schedules
Venue-finding







Venue Preparation arrangements
Licence and permit
applications/insurance/booking and
contracts/risk analysis/set up of emergency
procedures



Logistics and supply functions
Special power and utilities supplies
Specialist supply items/equipment hire/food and
drink ordering/linen hire and uniforms/ signs/
audio-visual requirement/backdrop and
staging/security/decoration supplies/ dressing
rooms/public and crew facilities.

Implementing the event
Operations, control and action
Communications, problem-solving on the day



Divestment/legacies
Close-down: evaluation, feedback and recording
Refuse, equipment and services
removal/cleaning/contracts acquittal and payments
Site restoration/handover

(Shone and Parry 2010 pg 132)