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Practical Events Management

Practical Events Management. Lecture Five: Event Logistics. Lecture Overview. Defining Logistics Elements of Event Logistics Supply of the Customer Supply of Product On Site Logistics Emergency Procedures Shutdown. Defining Logistics.

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Practical Events Management

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  1. Practical Events Management Lecture Five: EventLogistics

  2. Lecture Overview • Defining Logistics • Elements of Event Logistics • Supply of the Customer • Supply of Product • On Site Logistics • Emergency Procedures • Shutdown

  3. Defining Logistics • “logistics stems from the greek work logistikos, ‘skilled in calculating” (Bowdin, et al., 2006:352) • Initially associated with the military but adopted by business following World War II • Concerned with having the right things in the right place at the right time • Putting a plan into action

  4. Elements of Event Logistics

  5. Event Logistics • Can be broken down into the following areas: • Supply • Transport • Linking • Flow control • Information networks

  6. Supply of the Customer • Ultimately the responsibility of marketing activities • Getting customers to and from the event is a logistical issue • Transport issues • Arrival method and timing • Dump/trickle • The pricing and printing of tickets is not a logistical issue but distribution, collection and security are • Queuing is the first experience of the event • Perceived waiting time

  7. Supply of Product • Any event can be seen as the presentation of a product • Most consist of a product portfolio that needs to be integrated • Performers requirements • Transport onsite • Storage and movement of equipment • Stage and backstage facilities • Access • Food and drink • Sound and lights

  8. On Site Logistics • Flow • People and equipment • Must take into account emergency planning/access • Accreditation • Communication • Has to work seamlessly with the other functions of event management • Policies should be implemented • Communications plan • http://www.youtube.com/watch?v=ROkhklj0ZGs

  9. Emergency Procedures • The following should be considered when developing a major incident plan: • Identification of key decision makers • Stopping the event • Identification of emergency routes and access for emergency services • Requirements of people with special needs • Identification of holding areas for performers, workers, the audience • The script of coded messages to inform staff and announcements for the audience • Alert/communication procedures • Procedure for evacuation and containment • Identification of rendesvous points for emergency services and ambulance loading points • Location of nearest hospitals and traffic routes • Identification of temporary mortuary facilities • Identify roles, contact list and communications plan • Location of emergency equipment and availability

  10. Shutdown • Crowd dispersal • Equipment • Entertainment • Human resources • Onsite/staging areas • Contractors • Finance

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