Event management test #1
Don't Forget the Departure
Final impressions are as important as first impressio
Meeting and Greeting
Find opportunities to reinforce a positive impression and affiliation with the event
Nutrition, Nurturing, and Human Nature
Food service has many physical and emotional connotations
Form Follows Function
Form follows function in site selection and development
Cost controls
· Electrical power, water, gas, and telecommunication services may be available and accessible but subject to usage surcharges, which may be a point in contract negotiations with a venue · Carefully monitor and measure usage to control costs
Site inspection and selection
· Every part of a property, site, or facility should be examined to make certain it meets the needs of the event and the standards expected by the client and guest · When evaluating numerous potential sites, use a matrix to efficiently compare each facility's offerings
Identify spatial requirements
· Everything at, brought into, and happening at the site requires space · Sufficient space must be allocated for and around each element or activity and for the people in attendance · Remember "behind the scenes" needs (administrative, storage, catering, etc.) when calculating, allocating, and assigning space · Site layout is based on: o Venue features and constraints o Attraction priority and traffic patterns o Proximity and logistical requirements o Health, safety, and security requirements
fire safety issues
· Fire officials are not only concerned with fire prevention; they want to ensure people can exit quickly and safely should a fire occur
Traffic flow
· Ingress, passage, and egress must be ample and apparent, for people, providers, and equipment · Human and vehicular traffic flow can be directed and controlled through proper placement · Congestion may be caused by capacity density, placement of attractions, queues, and human behavioral patterns
Structural and environment Impact
· Know the capabilities and limits of the event site · Avoid damage to facilities or environment
Event industry
1.7 million jobs $263 billion in spending $106 billion contribution to GDP $60 billion in labor revenue $14.3 billion in federal tax revenue $11.3 billion in state and local tax revenu
certification of insurance
A memorandum which outlines the types and limits of the insurance coverages carried by the contractor for a project.
Step-On-Guide
A person who joins a tour briefly to conduct sightseeing
Destination Management Company
A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics.
timeline
A timeline is the sequential listing of all tasks and duties associated with the event project A timeline not only includes the schedule for the actual event itself, but it is also includes the schedule for the weeks and months prior to the event, and the tasks to be completed following the event
Flowcharts, outlines, and storyboards
Activities and tasks must be sequenced logically based on their natural and necessary order Use project management techniques to plan the work, then work the plan
Capabilities
Assess capability, capacity, and constraints Turn constraints into creative opportunities
A complex Profession
An event coordinator might organize a multitude of types of events Various event genres have different objectives and audiences, may be different in scope and purpose, and have different characteristics and requirements Each and every aspect of an event has an impact on the whole event Each and every decision made about an event could affect how the resources will be allocated Each and every event has various positive features to take advantage of and obstacles to overcome The EMBOK provides a conceptual framework for all types of events
citywide
An event that requires the use of a convention center or event complex, as well as multiple hotels in the host city.
Arrival/departure pattern
Anticipated date and times of the arrival and departure of a meeting group's members.
Personalize the Experience
The attendee's image on keepsakes provides personal evidence of the event
Money
Budget development and administration is driven by the bottom line requirements of the event
Education versus Entertainment
Provide learners with activities that blend education, enrichment, and entertainment
showing you care
Providing thoughtful and useful items throughout the event
A Communications Issue
Communicate the basics for attending Establish the correct expectation
professional congress organizer
Companies or individuals specialized in organizing events on behalf of a client organization.
Diversion and Recreation
Consider activities that provide recreational and leisure opportunities
The Comprehensive Perspective
Consider all internal and external constituencies and conditions Determine the activities and event components necessary to meet needs
Identify Event task and activity
Consider all six dimensions of the event experience to determine suitable event components Understand how the event components will interact with and impact each other
Customers
Create a customer profile Consider cultural differences and how they affect planning choices
An Event Is Theater
Create experiences that follow a natural progression from start to finish
Establish Event Specification
Create meeting or event profile based on: oCurrent specifications from the needs assessment oPast history; specifications, budget and revenue values, and usage profiles (quantities and patterns) oAttendee economic and geographic profile Define "needs" and "wants" Define any client or hosting organization mandates or restrictions Determine any needs in conjunction with ancillary activities/even
Determine the Expectation
Create the profile—who, what, where, when Define the WHY—the purpose of the event Specify goals, objectives, and expected outcomes, and their direct relationship to evaluation Build a shared vision of the event and its outcomes from the perspective of each stakeholder, including client and guest
Design the Experience
Design an event experience that serves the purpose of the event in a thorough and progressive manner Meet the needs of attendees Think it through threshold to threshold Integrate the theme and purpos
Participant or Spectator
Devise passive and active activities that engage and involve attendees
Collect specifications and directions
Each staff member, supplier, or provider will need different resources to accomplish the assigned task, and each task will have an impact on the resources required for other task assignments Understand what each event element provider's requirements are for time, space, information, and other resources
Welcoming entrances
Ensure points of entry are visible, recognizable, and service-oriented
EMBOK
Event Management Body of Knowledge
Purpose, Goals, and Objective
Every event is held for a purpose and will have outcome expectations The host or hosting organization of an event, whether private or public in nature, will establish the goals and objectives for the event and provide the financial resources for producing it It is important to determine the particular stakeholders in any specific event, including their various goals, objectives, motives and requirements, as well as the importance and impact each stakeholder or stakeholder group will have on the event It is imperative that specific goals and objectives are clearly identified and prioritized, and that the client is advised what will and will not be possible based on the resources available The definition of "what success looks like" must be clear Goals and objectives must be established through research Goals and objectives must be measurable in order to be evaluated Goals and objectives must be prioritized according to precedence and preference
The Role and Scope of Professional Event Coordination
Every event is held for a reason, and each reason is based on some desired benefit Event coordination includes the planning and production of an event that brings people together at a particular time, in a particular place, for a particular purpos
Space
Everything takes up space Carefully choreograph those who will need to be in the same place at the same time
the law of timing
How much time you have in which to act or react
Web-based Event sites
Hybrid or totally virtual events delivered through the Internet are increasing Technology offers ways to increase attendance, expand reach, and enhance interaction
Develop the Concept
Integrate the purpose, expectations, and logistical operations of the event Identify the type of function Identify the theme and message List event elements and details Organize the agenda and activities
Defining the event
Intent,
Develop Selection Criteria
Matching the right site to the event is part investigation and part intuition, blending the needs and wants of the event host and guest with the realities of availability, capability, affordability, and accessibility. Establish prioritized criteria based on event objectives and attendee profile Define the reasons behind the criteria so adjustments might be devised or justified Specify flexible and non-negotiable criteria Create an evaluation instrument based on prioritized selection criteria
Meals to Match the Occasion
Menu selection is based on the needs of the diners and the objectives of the host
Suppliers
Not every place has everything Old adage: Good, fast, cheap -pick two
Collectable Experiences
Offer experiences that have value to those in attendance
Walk-away Value
Offer physical mementos that the attendee can take away
Special event
One time event staged for the purpose of celebration; a unique activity.
Deliver the Dream
Package and manage a progressive experience Manage the event experience from threshold to threshold by anticipating and attending to customer needs and wants Provide take-away value
Americans with Disabilities Act
Passed by Congress in 1991, this act banned discrimination against the disabled in employment and mandated easy access to all public and commerical buildings.
Competition
Pay attention to circumstances external to the event Consider demands internal events may affect the overall event
site sourcing
Prepare an RFP outlining requirements to be distributed to potential/prospective facilities Use CVBs, PCOs, DMCs, colleagues, tourism authorities, and the Internet to search for purpose-built meeting or event venues Prepare a short list of prospective sites Contact prospects and solicit proposals or bids in writing
Navigation and Directional Sign
Provide clear navigation, directions, and instructions at all decision points
Concessions, Catering, or Bring Your Own
Purveyors of food and beverage service vary in style and capabilities
Serving with Style
Service styles can communicate and facilitate event flow
Recognize bottlenecks and outside influences
Tasks and time must be analyzed and organized into an integrated schedule of activity based on priority, logic, and need Visualize, organize, synchronize
Personnel
Tasks must be defined, delegated, and scheduled appropriately
Reverse Planning to Achieve Realistic Scheduling
Tasks must be scheduled according to their deadlines Confirm viability with all involved personnel and providers Incorporate flexibility and anticipate productivity problems
Accessibility
The degree of ease with which it is possible to reach a certain location from other locations. Accessibility varies from place to place and can be measured.
logical sequence
The factors that will shape the design and production of an event include the needs of the various stakeholders, the practicality of the logistics, the available resources, and the goals and objectives for the event Put first things first The event goals and objectives should be the basis for all program design decisions Every event element has an impact on the allocation, direction, and control of resources A critical path illustrates precedence requirements, interdependencies, and milestones that indicate achievement of the appropriate progress
Analyzing Resources
The feasibility study examines the resources available and how they will be allocated Determine the resources necessary to produce the event Be brutally realistic about the resources available to produce the event Can "success" as envisioned be achieved? Or does "success" need to be redefined? Schedules, budgets, organizational charts, documentation procedures, site plans, and bid specifications serve as control mechanisms
Understand the logistics of a progressive experience
The flow of an event includes both program components and operational requirements Both the experience and the work needed to deliver the experience have a preferred and necessary progression
Union Jurisdiction
The limits or territory within which control may be exercised by a union may be of at least two kinds. One has to do with geographical limits; the other with trade or craft activity.
Identifying the needs
The needs assessment specifies the why, who, where, when, and what Establish the needs, wants, and mandates
Site Specifications and Sourcing
The site selected must be fully functional based on the type, scope, and purpose of the event Any potential event site or venue has strengths, weaknesses, opportunities, and threats The site selected may or may not require additional development to make it ready to support the event as it has been designed and welcome the guests that will arrive
Timeline and schedules
The timeline illustrates the life cycle of the event project and will include all phases: research, design, planning, implementation, evaluation, and closeout The production schedule illustrates the task chronology of implementing the event on-site
Timeline vs. Production schedule
The timeline will establish the tempo of the event project, illustrating how quickly certain tasks must be accomplished and highlighting critical decision deadlines The production schedule is the listing of the logical and necessary sequence of actions in an hour-by- hour, even minute-by-minute format Establish the chronology of work that must be done and by whom it will be done Tasks may be sequential, simultaneous, conditional on other tasks, and/or iterative Various formats serve to illustrate and communicate the critical path Specify the task, the start and ending times, the person responsible, the location, and other pertinent information Incorporate sufficient detail Various versions may be issued to various stakeholders
Palate and Pocketbook
There are creative ways to overcome cost and cuisine challenges
Travel and Transportation
Think about the travel and transportation needs from the attendee's point of view
Time
Time restrictions determine the tempo for the planning and implementation of the event project
Feasibility Analysis
To determine if what you propose is feasible given the resources available; To determine if the event is a viable event
shuttle service
Transportation for participants; usually by coach or van, provided on a continuous basis for a certain time period.
Marketing the experience
Understand the purchase motives Create the best marketing materials and message
Unique venues
Unique or unusual venues or remote locations may add value to the event experience Search for unique venues like a location scout—consider any and everything Carefully examine site development costs Consider structural and environmental impacts on facilities, flora, fauna, pollution, or neighborhood (disturbance/disruption)
Tracking and Change Controls
Use the timeline and production schedule to monitor progress and spot problems Incorporate performance updates into the schedule, including reports and meetings Establish change protocols so changes are communicated to all personnel and providers Use formal Change Orders to authorize and document any changes to event elements or expenses Record any variances, their reasons, corrective actions taken, and lessons learned for current evidence and future planning endeavors
The Venue—Embrace the Place or Surprise Their Eyes
Use venue creatively to its and the event's best advantage
Create the profile
Who, What, Where, When
Delegation and direction
You are the one that knows the big picture Be a conductor rather than a controller
Ground operator
a company that provides local transportation services
dump mode
a concentrated, high demand arrival or departure pattern
production schedule
a detailed list of dates and times associated with production immediately prior, during, and immediately following an event
Permit
a document that gives permission to conduct activities or use property that is controlled by an owner or regulatory authority
license
a document that gives permission to conduct an activity that would otherwise be against the law
electrical load sheet
a list of items requiring electricity and the number of amps required for each item
Event genre
a category or type of event or sector based on a set of criteria
Valet Parking
a service whereby the attendee leaves a car at an entrance and a valet parks and retrieves it
field flame test
a test conducted to determine that the material tested will not continue to burn once a flame has been removed
Parking attendant
an employee from a valet parking service that parks and retrieves a car for an attendee
Parking steward
an individual that directs attendees to parking spaces
Letter of invitation
an official letter from an organization holding an event that an individual from another country will use to gain an entry visa
event
an organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. An event is often composed of several different yet related functions
Trickle mode
an uneven, low demand arrival or departure pattern
trickle mode
an uneven, low demand arrival or departure pattern
The law of space
both the physical space where an event will be held and the time between critical decisions pertaining to the event
The law of tempo
concerning with the rate or tempo at which events take place during both production planning and the event itself
The Physical Environment Basic
confirm that basic needs are met
transfer
to bring something from one place to another
consultative selling
discussing the customer's needs to determine the products and services to be offered
edutainment
education that is presented using entertainment
needs assessment
identifying the needs of a person, product, service, or project to achieve desired outcomes
Choosing an event site
is a process of assessment, verification, and evaluation
Event site
is an environment that includes physical surroundings, atmosphere, facilities, activities, and the people in attendance
event management
is the process by which and event is planned, prepared and produced. As with any other form of management, it encompasses the assessment, definition, acquisition, allocation, direction, control and analysis of time, finances, people, products, services and other resources to achieve objectives
Virtual events
live or recorded events that are held using the Internet
demographics
population data relating to age, gender, level of income or education, etc.
Identify labor needs and cost
· Carefully review all union guidelines, work rules, and contracts, and plan to comply · Estimate labor needs carefully to control costs
SWOT analysis
strengths, weaknesses, opportunities, threats
Potable water
that is suitable for drinking
Finding the Best Fit
the atmosphere must fit the character of the event and the host
ambush marketing
the attempt by a company or brand to affiliate itself with an event without paying sponsorship fees
Content
the event elements and components desired or required to meet the goals and objectives of the event
Queuing
the formation of waiting lines
Site Selection
the process of selecting a location for a business
intent
the purpose of the event; why it is being held; what the host or hosting organization wants to accomplish by holding the event (the goals and objectives)
Extent
the size of the event; the space required; the duration; the number of guests; the volumes of materials, equipment, supplies, and supplier
HVAC
the system including heating, ventilating, and air conditioning technology, that provides environmental comfort
legacy items
use amenities to make memories tangible
Gas
· A variety of fuels and compressed gases are used in the event context · Compressed gas containers must be securely anchored in an upright position · Areas in which gas fuels are used must be well ventilated
site and floor plans
· Accurate, to-scale, and detailed diagrams are used to position the various event elements and equipment, as well as plot out the logistics of setting up, servicing, and clearing the event site · To-scale floor or site plans may be required for approval by the fire marshal or other regulatory officials · Site and floor plan diagrams are an important communications tool for administration, design, marketing, operations, and risk management · Draft diagrams should be viewed and verified by, then final versions distributed to, all appropriate stakeholders
Site procurement
· Align the meeting or event specifications with the venue or facility's offering · Consider any conflicts, constraints, or conditions associated with the site o Facility rules and regulations o Conflicting concurrent events or holidays o Logistical challenges and technology compatibility o Financial/political/economic stability, circumstances, justifications · Prioritize negotiating points o "Needs" are non-negotiable, "wants" are negotiable o Demonstrate the value of your event to the property's revenue objectives · Negotiation protocols, procedures, terminology, and legalities can vary in different countries · Everything negotiated must be included in the written contract
site occupancy issues
· An event is subject to numerous laws, rules, and regulations, most of which have been instituted to protect the health, safety, and welfare of the public · Special services and service providers may be required that must be plotted into the site plan and event budget
Analyze the trash
· Anticipate and analyze the probable waste to be generated at the meeting or event · Analyze event elements, activities, vendors, and audience characteristics o Document shredders may be required for sensitive meeting materials · Review previous and/or comparable events · Examine the event date, duration, and schedule for capacity conditions or issues
Labor and labor unions
· At all times, the event organization must comply with all the applicable labor laws, rules, and regulations according to the specific jurisdiction · The event industry is, by its very nature, subject to unusual or extraordinary work schedules · Contracted labor is often required and often regulated · Union labor may be the most skilled labor available
Compliance with Accessibility Legislation
· Barrier-free events address those with mobility handicaps and limitations, deafness and hearing impairments, blindness and sight disabilities, and language and literacy limitations. · The event and event site must provide visual, auditory, and ambulatory accessibility · Architectural accessibility is the responsibility of the facility · Program accessibility is the responsibility of the sponsoring organization of the event · Provide a method for individuals with special needs to identify and describe their particular requirements · Review sensitivity training provided for facility personnel and event staff regarding people with special needs
documentation strategies
· Check with the venue, suppliers, and authorities to determine the permits required and the process, cost, and time required to secure them · Collect and retain all documents and documentation surrounding compliance with occupancy and regulatory issues.
Sanitation and sewage requirements
· Cleanliness and hygienic conditions are imperative for health, safety, comfort, and welfare reasons · Safe and sanitary conditions require the proper equipment and facilities · Food waste and refuse can attract insects, vermin, and other pests · Toilet facilities are required for every event and demand will be determined by the following: o Duration of the event o Schedule of the event program (breaks, intermissions, and event or attraction ending times) o Activities at the event (alcohol consumption increases need) o Ratio of men to women o Segregation of facilities for men and women · Portable toilet equipment and facilities must meet local sanitation codes for the location and size of event, as well as the desired standards for the event o Handicap-accessible facilities must be provided o Hand washing facilities must always be provided o Deluxe portable toilet trailers may be acquired for upscale events · Toilet facilities must be positioned and monitored appropriately to serve the various event populations o Facilities for staff and vendors may need to be segregated from those for the audience or general public o All toilet facilities must be maintained to ensure they are clean and well-stocked with the necessary supplies
site inspection strategies
· Conduct a site inspection before contracting a venue or property to examine and verify the proper fit · Prepare a site inspection checklist to maximize your time and to ensure all areas to be used are inspected sufficiently · A due diligence investigation of all conditions is necessary o Local legislative, regulatory, and municipal issues, e.g. taxes, zoning, unions, licensing, economic environment, revitalization initiatives o Facility ownership, franchise structure, renovations, unions, exclusive vendors o Safety and security of venue and vicinity of venue o Chain of command and communication with local safety officials · Meet with key facility personnel/department heads to discuss event profile · Record inspection findings and discussions (written notes, audiotape, digital film/video) o As a reference during contract negotiations o As a reference when planning site development and usage
Ground Transportation
· Decisions regarding on-site transportation needs will be based on: o Attendee familiarity with the locale o Anticipated attendee volume o Location/proximity of the event site o Special needs such as handicap-accessible vehicles and VIP/celebrity requirements · When selecting a ground operator or transportation provider, one should confirm the condition and size of the fleet of vehicles, insurance coverage, and contingency plans should a bus or motor coach break down in transit · The availability of on-site transportation services and equipment, and their service capacities, must be confirmed o Taxicabs may or may not be sufficient—number and accessibility o Rental car services may need to be notified to ensure sufficient inventory is available o Additional vehicles (motor coaches and rental cars) may be brought in from another location, but "dead-head" (traveling empty) charges will likely increase prices · On-site transportation must be integrated into and according to the event program schedule · New, unusual, or temporary event sites often require development of unique logistical plans · Signage should be designed for the traveler with the least familiarity with the location · Ground transfers require the following considerations: o Communication system between driver, dispatcher, and event coordinator o Drivers provided with all necessary directions and access credentials o Obvious, well-lit, and staffed loading and unloading areas o Discreet but apparent group identification on all vehicles · Creative conveyances might enhance the event theme or the event experience
parking services and controls
· Determine parking services appropriate for the type and scope of the event · Parking stewards direct traffic flow within parking area and maximize space usage o Parking stewards must wear distinctive safety clothing o May be secured through a service organization or commercial parking service o Confirm liability and insurance coverage · Valet parking services o Confirm license, insurance, and bonding requirements o Parking attendants must be well-trained and should be screened prior to employment o Sufficient parking space must be confirmed · Other parking services should be considered o Motorist assistance o Shuttle service to entrances o Extended hours of operation for adjacent parking facilities
Environmental controls --- HVAC
· Determine the access to environmental controls to ensure control over the heating and cooling within the event space · Heating and cooling systems may be required for temporary event sites · Ventilation systems should be protected from obstruction and tampering
Analyze Needs, Capacity, and Capabilities
· Determine the numbers and types of vehicles needing access to the event site o Consider all stakeholder and service groups o Estimating approximately 2 to 2.5 persons per car will help determine audience needs o Larger vehicles such as motor coaches and trucks require more space for both parking and turning radius · Establish access requirements—proximity, length of stay, preferential accommodations, etc. o Specify dedicated parking with easy access and egress for emergency services o Handicap-accessible parking may be legislated by local and/or national regulations (number of spaces and proximity to entrance) · Identify arrival/departure demand for each stakeholder/service group · Verify capacity and quality of parking areas available at or for the event site o Temporary parking lots/areas often require special planning o Remote parking lots/areas often require shuttle services · Determine costs and fees associated with event parking
permits and permissions
· Determine what permits, licenses, and other compliance instruments are standard and necessary to produce the type, scope, and activities of the event desired, and then secure these compliance instruments by following the required procedures · There may be conditions and requirements that must be met in order to secure the permits and licenses necessary for the event, such as providing proofs of financial ability, insurance coverage, and/or current business or other licenses · Permit or licensing authorities may include health inspectors, law enforcement authorities, traffic or parking agencies, fire marshals, and/or other governmental departments
Power distribution
· Electrical power must be distributed so that all the electricity to run the lights, sound systems, and other equipment is not being drawn from one circuit · All cables and connections must be installed and secured properly
Union jurisdictions
· Labor unions were organized to protect workers and control wages and working conditions through collective bargaining · Labor unions are a fact of life for many event venues in large convention cities · Union jurisdictions vary from location to location
Creatively using space
· Learn how to envision space in new and unusual ways · You can create effective meeting and event environments that are out of the ordinary using ordinary equipment
transportation
· Numerous modes of transportation may be used for travel to a destination; driving or riding to a venue at a destination; as well as getting around a destination or an event site on a variety of conveyances
Private property and public safety
· Parking plans should be developed through consultation with stakeholders and the appropriate authorities o Special permits may be required o Restricted areas may need to be patrolled · Adequate safety and security measures must be set up to prevent accidents, thefts, vandalism, or assaults o Security patrols and personnel o Adequate lighting o Directional and warning signage
Electrical power
· Portable power services and equipment can mitigate lack or reliability of electrical service · Portable power services and equipment must be selected and positioned appropriately to mitigate pollution impact on the event · Electricity and water do not mix!
Water
· Potable (drinkable) water is required for any event in any location, and may be required for drinking, cooking, cleaning, air conditioning, first aid stations and portable sanitary accommodations · Dehydration can cause mental and physical problems · Wastewater must be disposed of properly
Calculating power needs
· Power requirements and distribution must be calculated properly · Collect electrical load sheets from all suppliers · Amps = Watts divided by Volts (Voltage in North America is 120V, elsewhere may be different, e.g., 220V in Europe)
Public and mass transit
· Public and mass transportation should be considered for an event · Promotion of the use of public or mass transit will mitigate congestion and enhance the event's image
Creating "greener" events
· Recycling and conservation initiatives may be mandated by the event venue, municipality, or hosting organization · Limits or prohibitions on the types of materials and/or volumes of waste may be instituted o These may become part of the evaluation criteria during the procurement process · Consider incentives and disincentives to support waste management objectives o Must be in compliance with legal regulations and cultural customs
Union hierarchies
· Respect the hierarchy of the union and its policies regarding work rules and supervision
Telecommunications
· Telephone lines, high-speed lines for digital transmission, cable lines, Wi-Fi connections, or special telecommunications for the handicapped may be required. · Telecommunications services may be available at the venue, through the venue, or brought in by a provider
Parking
· The event coordinator must consider the parking needs for the guests or attendees, the staff and volunteers, the participants, suppliers, and vendors, as well as the routes and parking for emergency and security services · Other considerations include designated parking areas, directional signage, drop-off and pick-up zones, parking passes, parking personnel, and the integration of traffic and parking control plans
Develop a parking plan
· The parking plan should address the following: o Routes—ingress, egress, emergency o Anticipated arrival/departure demand o Drop-off and pick-up zones o Designated parking areas § Segregated access routes and entrances may be required § Distinctive access credentials should be issued for each area § Expansive parking areas should be divided into sections with distinctive coding and signage so audience members can quickly locate their vehicles o Designated staging areas for waiting vehicles
Proximity issues
· The placement of event elements in close proximity may be desirable/required or undesirable/prohibited · Placement priority (or price) may be determined based on desirability of proximity to entrance or other attractions · Safety and sanitation requirements must be investigated and incorporated · Any site hazards must have access blocked or be clearly signposted
transportation needs assessment
· The responsibility for coordinating travel arrangements for an event may include: o Chartering carriers for exclusive group use o Booking and purchasing tickets for attendees o Tracking arrival and departure manifests · Even when travel arrangements are not the responsibility of the event coordinator, anticipating travel needs, patterns, and modes must be factored into the meeting or event plans · Remember that travel is hard work for the traveler · Cargo shipment and delivery needs must also be considered
Action plan logistics
· The site plan must accommodate the transportation, delivery, and distribution needs associated with the load-in, installation, replenishment, maintenance, servicing, and load-out of the event · Preferential or dedicated access roads and routes may need to be established · The production schedule should be scanned to identify site implications that must be addressed within the site plan, and vice versa
Site planning and layout
· The way space is used can help to control movement, direct attention, enhance interactions or facilitate functionality · The layout of the site must meet the ingress, egress, and access needs of all those attending, participating in, or servicing the meeting or event · Special site accommodations may be required for: o Individuals with mobility issues, hearing impairments, sight disabilities, or language/literacy limitations o VIPs and celebrities needing preferential parking, entrances, exits, seating areas, and routes within the site o Vendors, suppliers, performers, or volunteers o Emergency response personnel and equipment
Toxic and Controlled Waste Issues
· Toxic and hazardous waste, including many common household products, must be disposed of properly
traffic impacts and implications
· Traffic congestion may be caused by the event or may affect the event o Time of day o Road conditions o Attendee (vehicle) volume o Concurrent or contiguous events · The impact on the non-event community must be considered o Congestion in surrounding neighborhoods and around commercial establishments o Disruption of services and quality of life · Traffic problems may influence routes, timing, and equipment options for an event · Many events require a traffic management plan, which must be coordinated and confirmed by the local traffic authority · Traffic control plans must safely separate vehicular and pedestrian traffic
Installation, Operation, and Safety Inspections
· Trained professionals must always handle the installation, operation, and inspection of power and other utilities · All temporary utilities must be installed by professionals and may require inspections
build positive relationships
· Understanding unions and union issues will facilitate effective negotiations · Approach working with labor unions in a positive, proactive manner
Utilities
· Utility requirements are determined by surveying the vendors to calculate electrical, water, and other power needs, and must be analyzed for location, load, and distribution requirements · It is always advisable, whenever possible, to restrict access to utility areas and equipment to prevent accidents, injuries, tampering, or terrorist acts
safety and sanitation codes
· Various health and safety codes could require special site arrangements and accommodations · Confirm applicable statutes and codes with vendors and site authorities
trash collection and removal
· Waste generated at or by the event must be collected effectively, removed from the event site, and disposed of according to municipal regulations · Waste and trash receptacles must be sufficient in number and type and positioned properly o Trash receptacles may be (or need to be) designated and labeled according to type of trash o Receptacles may be imprinted or decorated for branding purposes o Many caterers use clear plastic bags to line trash cans to reduce equipment losses o Sanitary and traffic flow considerations will affect the placement of waste receptacles · Janitorial and grounds maintenance systems must be confirmed or implemented o Clearing and cleaning functions must be staffed and scheduled appropriately o It is often best to contract out trash and litter collection to ensure it is done properly · Waste removal must be scheduled and implemented effectively o Additional pickups may need to be budgeted for and arranged o Collection vehicles must be scheduled and routed to minimize environmental impact · Final disposal of the waste must be considered o Different waste types may need to be disposed of in different ways and locations o Food waste and green waste may need to be composted o Liquid waste (black water or gray water) must be disposed of in such a way it enters a proper sewer system · The event site must be examined before, during, and after the event to ensure waste management actions are effective o A pre-event site inspection should be conducted to identify condition of the property o Conditions must be monitored throughout the event to ensure waste control is effective o The site must be inspected after the event to ensure it has been cleaned properly to prevent cleaning fees or surcharges
Waste management
· Waste management is a public health issue o Rubbish, litter, and debris can instigate unsafe conditions · Waste management capacity and services must be confirmed for every event and every event venue o Suitable services may or may not be sufficient o Waste removal and sanitation systems may be imported to develop an undeveloped or underdeveloped site or to supplement existing capacity · Environmental impact regulations and conditions must be considered o Municipalities may have regulatory mandates or initiatives regarding waste disposal