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EVENT & FACILITY MANAGEMENT

EVENT & FACILITY MANAGEMENT. 2010 EXAM REVISION.

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EVENT & FACILITY MANAGEMENT

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  1. EVENT & FACILITY MANAGEMENT 2010 EXAM REVISION

  2. The hosting of events has become increasingly important to cities. The nature and availability of support services is one factor that destination managers need to consider. Discuss any three other factors destination managers should take into account. • QUALITY OF THE SERVICE • ORGANISATION & LEADERSHIP • MARKETING MANAGEMENT • DESTINATION ATTRACTIVENESS • CAPACITY OF THE CITY/VENUE

  3. Discuss the role played by Sport and Recreation South Africa (SRSA) in South African sports events. • SRSA GIVES MONETARY ASSISTANCE • SRSA ASSISTS WITH VISA’S , PROTOCOL ETC • SRSA ASSISTS WITH MARKETING • SRSA IS INVOLVED IN FACILITATING CONFERENCES, EVENTS, SCHOOL SPORT ETC • EXAMPLES: WORLD CUP, SIYADLADLA

  4. A project usually consist of four phases. List these four phases in the correct order. • THE INITIATION PHASE • THE PLANNING PHASE • THE IMPLEMENTATION PHASE • THE CLOSING PHASE

  5. Most events could be divided into three simple chronological steps. List the considerations of the “pre-event” step. • ESTABLISH COMMITTE & PROJECT MANAGER • DETERMINE STAFFING REQUIREMENTS • COMPILE A PROJECT PLAN WITH OBJECTIVES • WORK OUT A PROGRAMME OF ACTIVITY

  6. Most events could be divided into three simple chronological steps. List the considerations of the “pre-event” step. • WORK OUT A PROGRAMME OF ACTIVITY • PLANNING PHASE • DETERMINE SCOPE OF THE EVENT • RUN PLANNING SESSIONS • CONSTRUCT PROJECT PLAN • IMPLEMENTATION PHASE • CONTROL MECHANISMS • MANAGEMENT MEETINGS & REPORTS • EVALUATION PROCESS • DEBRIEFING

  7. At an event officials have a duty to take reasonable care to prevent injury to participants. List 5 specific duties of officials at events in this regard. • DUTY TO ENFORCE THE RULES • DUTY TO PROTECT PARTICIPANTS • DUTY TO WARN PARTICIPANTS OF DANGER • DUTY TO ENSURE THAT THE SPORT CAN BE CONDUCTED SAFELY • DUTY TO SUPERVISE & CONTROL THE COMPETITION

  8. List two planning tools that can be used by event organisers. • PERT CHARTS • EXCEL SPREADSHEETS • SPECIALIST EVENT PLANNING SOFTWARE • COMMUNICATIONS TOOLS SUCH AS • TWO WAY RADIOS • MOBILE PHONES • FAX MACHINES

  9. What is a consultation log? • A DOCUMENT THAT RECORDS DETAILS OF MEETINGS WITH STAKEHOLDERS

  10. When developing an event plan it is important to conduct a risk assessment. List six possible risks that could be identified. • FINANCIAL RISKS • EQUIPMENT FAILURE • PROPERTY LOSS OR DAMAGE • INADEQUATE SECURITY • FOOF POISONING • LOST CHILDREN • BREACH OF NOISE RESTRICTIONS • HOOLIGANISM & CRIME

  11. List and briefly explain 6 issues that an event manager should consider relating to the serving of alcohol at an event. • THE DISPLAY OF RESPONSIBLE SERVICE OF ALCOHOL SIGNS • CLEAR SIGNAGE SHOWING WHERE ALCOHOL CAN & CANNOT BE SERVED • PROVISION OF FREE DRINKING WATER • AVAILABILITY OF FOOD • SAFETY & SECURITY PLANS • LEGAL REQUIREMENTS OF THE LICENSE • PROVISION OF TRANSPORT

  12. Discuss the main issues that would need to be covered in a transport management plan for a major event. • EVENT SUMAMRY • CONTRACT DETAILS • TRAFFIC CONTROL PLAN • ASSESSMENT OF RISKS • ARRANGEMENTS FOR DISABLED • DETAILS OF PUBLIC LIABILITY INSURANCE • SPECIAL APPROVALS REQUIRED • PARKING ARRANGEMENTS • PUBLIC TRANSPORT ARRANGEMENTS • ROAD CLOSURES • CONTINGENCY PLANS • HEAVY VEHICLE ACCESS & CLEARWAYS

  13. List the main duties involved in an event shutdown process. • VENUE SHUTDOWN • INSURANCE / LEGAL CLAIMS • CONTRACT FINALISATION • DEBRIEFINGS • EVENT & SPONSORSHIP EVALUATIONS • FINAL MEDIA COMMUNICATION • FINAL ACCOUNTING • CLOSING CELEBRATION & FOLLOW-ON EVENTS

  14. Explain some of the work to be done 24-36 hours before the event. • CHECK ACTIVITIES ON SCHEDULE • REMIND VIP’S OF EVENT • CHECK ACCOMODATION IN ORDER • CHECK TRAVEL SCHEDULES IN ORDER • PHYSICAL CHECK OF VENUE • CHECK ALL KIT ETC READY • CHECK STAFFING • CHECK SECURITY PLAN IN PLACE

  15. List 3 hints for working successfully with a team. • DO NOT CRITICISE UNLESS YOU HAVE A SUGGESTION OR SOLUTION • DO NOT SUB-DELEGATE • BE PUNCTUAL • SMILE AND ACT COURTESLY • THANK PEOPLE • DO NOT BLAME OTHERS • DO NOT PANIC

  16. List two factors that are instrumental to the success of the accreditation function at an event. • THE PROPER TRAINING OF STAFF & VOLUNTEERS TO OPERATE THE EQUIPMENT • THE ABILITY TO APPLY A DEADLINE FOR APPLICATIONS • THE NECESSARY EQUIPMENT TO PRODUCE THE CARDS • THE ABILITY TO HANDLE EMERGENCY CARDS • A SYSTEM TO PREVENT DUPLICATION OF CARDS

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