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The Event Managers Bible:How to Plan and Deliver an Event: Second edition

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Nguyễn Gia Hào

Academic year: 2023

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3 Event Objectives 13 How to generate a clear definition of what you are trying to achieve. The importance of researching and obtaining the necessary permits for the event from relevant groups, organizations and authorities.

Who wrote this book?

What do you need?

More experienced event managers will read this book as a refresher, or perhaps just to get a different view of certain aspects of event management. This book is primarily intended to help you organize an event; I don't cover any of the specialized skills in any depth.

How long will it take?

Different event - different emphasis

Your unique event may even change the order of some elements of your investigation and preparation. For example, in this case, you may choose to reorder your work in the areas of Chapter 8, "Determining Your Target Audience," and Chapter 11, "Event Attractions," depending on your starting point.

How to use this book

You will also begin to decide how to modify the depth and scope of your investigations to fit your unique event and circumstances. Alternatively, you may just want to check a few lists, for example in an attempt to satisfy yourself that you have prepared all the signs you will need on your site.

Writing style

Is this your book?

However, if you want to use the book and methodology as intended, you must purchase your own copy of the book so that you are free to write in it as you please. Please remember that while my methodology recommends that you write in this book, you should only do so if you own the book.

Overview of process

Reminders are written in sections of the book where they will be incorporated into your planning and delivery. Alternatively, you can check what aspect of the proposed event you would need to change in order to accommodate it on the available site.

Progress and stepping back

For example, if you discover that a suitable venue is not available, you may find it best to abandon the proposed event at this point, using the least amount of effort and resources. If you run into problems with your plans, you may want to go back to an earlier level; to revisit previous research and decisions in an attempt to take a new direction past the problem you encountered.

Project management - a simple approach

Progress - Chapter 1

This is the beginning of the process of investigation; research and decision making that will ultimately lead to the development of detailed plans for the successful delivery of your event. Remember on your first reading you are only being asked to recognize the method and stages and to start thinking about the decisions you will be asked to make during the second, 'workbook' phase.).

What is an event manager?

Delegation - benefits and risk

Delegating down through too many levels removes the event manager from decisions, increases the number of 'managers' involved and increases the risk of errors and oversights due to misunderstandings and communication problems. As a general rule, organizational and management powers should not be delegated to more than two levels below the event manager.

Progress - Chapter 2

You may need to consult with a governing body, such as a sports association, club president, committee members, or an employer or senior officer who will work with you to establish and define your event goal.

How to define an event objective

Keep yourself tightly focused on the event's goals, in this case suggest local advertising and volunteer staff. Before making any decision, remember the purpose of the event and then review the impending decision along with the goal.

Possible event objectives

For example, for our local charity event, do we really need to fly in an A-list movie star from Hollywood to open the event. From this point on, I will assume that you are the event manager for your proposed event, so decide on your objective now and place one of the objective tokens on your table.

Progress - Chapter 3

As an event manager, you must ensure you have a structured and logical method for planning and managing every aspect of the event arrangements to deliver a successful and enjoyable event. It consists of a simple project management methodology that lends itself to the controlled management of multiple tasks to achieve a single goal, within defined costs, timelines and quality.

Contacts with other people

This section is more of a diary, in which I list the people I've contacted and why, then proceed to make a note of when a response will be overdue. I will be prompted to think of Mark Quay, and will know if he hasn't yet sent the promised quote - and, perhaps if this is an indication of their efficiency and reliability, I don't want to do business with them1.

Planning evolution

Progress - Chapter 4

The Health and Safety Act 1974

New legislation

Safety

Management responsibilities

Suppose a person goes down an escalator with a large suitcase and then trips over his suitcase at the bottom of the escalator. The event manager must ensure that staff at all levels are aware of the importance of crowd and individual safety.

Risk assessment

Ensure that the Deputy Manager responsible for tents will inspect the tents supplied and erected before the event and at regular intervals during the event. We don't have to spend any more time making the tents more secure than they already are so we can get on with the event.

Check with contractors to make sure their tent erecting staff is properly trained and supervised. Check that tents are delivered and erected safely, using the safety equipment supplied.

The new information states that the event manager smokes; 5,000 liters of fuel will fill three-quarters of the event manager's office; there is only one door to the office and this amount of fuel will prevent entry; finally some of the fuel cans are leaking a bit too. You should constantly check to make sure that a small change to make one thing safer will not invalidate the risk assessment of other elements of the event.

Progress - Chapter 5

You may think that you already know what type of event you want to deliver, but you need to be sure. Just as importantly, once you've decided what type of event you're going to deliver, don't change your mind halfway through.

How to decide

Upon further discussion, you find that when asked, each club member recalls that several people have asked them in recent weeks if they knew of anywhere that offered courses in building model airplanes. After a 30-minute discussion and several phone calls, the 'obvious choice' of a model aircraft show has been discarded in favor of an option that still uses members' contacts, clubs, facilities, skills and experience, but which appears to be a very strong request.

Keep records of research and decisions

Review potential event types

Take a few minutes to look through the list, with your first thoughts about a possible event type and your goal in mind. The list is not exhaustive, so don't feel like you've made a mistake if your proposed type of event isn't listed.

How to choose

Limitations and restrictions

For example, you will fail if you try to organize a skating show on the local lake in the summer, or a golf tournament in January in 1 meter of snow. For example, if you are in a large city and want to hold an event in your clubhouse where the maximum door size is 2 feet high and 5 feet wide, your event is limited to what you can get in through that door.

Checkpoint

For example, legal restrictions may prevent a charity from using funds to hire a hall and advertise a caged bird exhibition to raise funds, even though you expect huge profits to be paid into the charity's funds. It is possible that your audience is permanent, so you need to present an event that they will want to see, where and when they will want to see it.

Progress - Chapter 6

The crucial factors

In general, flower shows can only be easily held in the growing season, so there will not be many flower shows organized for the winter months. It is not surprising that a night fishing competition/event would be held at night and in the fishing season.

Take everything into account

Knowing what event you want to organize and having the relevant expertise will be of great advantage to you in planning and organizing it. In the simplest case, a primary school sports day will take place during a weekday, during term time and during school time.

Progress - Chapter 7

If your goal is to hold a five-a-side rugby tournament in three provinces, you know exactly how many teams are arriving, how many car coaches need to park and how many rugby fields and changing rooms are needed. You also know that your audience will be 80% male, many of whom will be young, sporty and fit.

Who will attend?

Defining your audience

Take advice from the suppliers of rides and attractions because they know the target audience that appreciates their attraction and they know what prices to charge. More importantly, they know the size of the audience needed to pay for the attraction and make a profit.

Effects of diversification

Adults at a steam fair are likely to be prepared to pay £6 each in gate fees, but a school sports day will almost certainly have free entry.

Progress - Chapter 8

Profiling a pre-defined audience is easier because you know them, you know where they come from and what their interests are, and as a last resort you can go and ask them what they want to see at your event. We are now moving into a more detailed phase of the investigation, where we need to determine the size of the event in terms of expected audience numbers.

Estimating audience numbers

There may not be enough capacity and it may not be safe (or even illegal) to allow more than the specified number into the venue. Another possibility is that last year the weather was bad, which led to a lower turnout - which is an added bonus of talking to the people who ran the event last year.

Start small

You could deliberately organize an event that was completely out of season if you had strong demand. For example, if you have now decided that your tennis tournament will have a 'Flossy Doll' theme since it launched two weeks ago, every kid in the country wants a Flossy Doll, go back and redo the audience numbers.

Progress - Chapter 9

Depending on the type and size of the event, it may be possible to attract a radio or TV road show. Again depending on the type and size of the event, it may be worth generating a few web pages to advertise the occurrence of the event.

Selling advertising space

I will also include a reminder to bring a torch, simply so they can see where they are going and find their way back to the car after the event. Many people forget that they will have to get out of their car and cross fields and tracks to get to the fireworks site and then go back again to find their car, one of over 300 in a huge and unlit field .

Progress - Chapter 10

Selecting event attractions

In this approach, the theme of the event and engine spare parts and petrol junkie attractions will only attract that type of person to attend. Another consideration is that some of the audience will not be particularly interested in the event's main theme.

Sources for attractions

This increases profits in two main ways, a) providing something for those not interested in the main attraction to spend money on, and b) increasing the likelihood that anyone interested in the main theme of the event will feel able to participate without alienating themselves. their partner or children. You can rent the attraction from the owner and keep all income, or rent a lot to the owner of the attraction and contract with them to pay you a fee or a percentage of their income.

Select and define attractions

This option gives you the widest choice of rides, but costs can be significant when you factor in insurance, operators and carers, delivery and collection, etc.

Liability

To make them understand your safety ethic, I also suggest that you include a clause in your agreement with them that they will abide by your health and safety rules and that any violation could result in fees withheld and a request to leave the website. I've known exhibitors and mobile concessions who simply backed out of a commitment because of a better offer, without even having the decency to let the event manager know they're not coming.

Sponsorshi.p

Make sure you and the managers of each particular attraction or exhibit know what is required and expected. If during the review you consider their sword-swallowing trick to be inappropriate or unnecessarily dangerous, tell the performer and have them sign to acknowledge that they have been told and will remove any identified hazards and risks.

Review and refine site size

Progress - Chapter 11

You know the proposed "type of event" and have produced a one-page "event summary" as a starting point. You are broadly familiar with the format of your proposed event and have some strong outline ideas for mainstream and diversionary attractions and other content. You must now undertake a review of the detailed requirements necessary to deliver that event.

Brainstorm the requirements

The caption next to the ice cream van clearly shows that someone thinks the ice cream van will increase traffic. In the worst case scenario, if while pondering a proposed event you realize you have no idea, stop immediately.

Revisit and rework

You now need to discuss the requirements and classifications again and start filling in the gaps. Before you finally confirm the event type, make sure you can meet all the requirements to make it happen.

Progress - Chapter 12

Don't spend money yet, because at a later stage, major problems may arise that prevent the event from happening. Wait until you are absolutely sure that it will be possible and/or profitable to run the event.

Event manager's office

There may be a need for windows overlooking the scene, with window shutters to protect the windows if the office will be unattended at night. It is likely that the event manager will want to be close to the box office. The event manager's office may need its own restroom or may share the box office restroom.

Cash office

For a larger event, it is good to have a large dry wipe board, or white glossy painted sheet of hardboard available, on which the event manager can write key details. This board contains the names of other drivers, radio call signs, mobile phone numbers etc,.

Public address system

It is likely that the PA system can be obtained from the same organization that rents you any pocket radios for the event. Rather than alerting troublemakers and needlessly scaring members of the public with emergency messages such as 'All security personnel to main arena to stop drunks fighting', use a code.

Electricity

Water

Telephones

Stalls

Toilets

You must ensure that you provide plots of suitable size for the stall holder's needs. This is for the benefit of the public and stallholders, but also for the convenience of service staff and vehicles.

Progress - Chapter 13

It is clear that the event site is of utmost importance because almost all other event arrangements are related to or link to the site. This chapter seeks to highlight the considerations and requirements specific to the site and the impact that the site may have on other decisions and arrangements.

Site safety

Site size

You have an idea of ​​the number of people you will need to manage and run the event, so you can calculate how much space you will need for their parking lot. In general, you will park in an unmarked space no more than 75% of the number of cars that could be parked in an equivalent marked parking lot.

Choosing your fields

Extend your assessment to larger parking lots like hypermarkets, but don't count - just ask a security or parking attendant how many parking spaces there are - they should be able to tell you. You should see and imagine the field as the use you have in mind for it - either event space or parking lot.

Site location

You should be able to create a fairly clear mental picture of an initial site plan, as well as assess the suitability of the site and the usable space available to you. During negotiations, point out the access problems you will have with the open side of the field.

Negotiations

When checking the size and condition of the site and border, be sure to check and consider access points as well. A secure or easily secured border is one of the most important attributes a potential city can have.

The ideal site

If not offered, suggest to the landowner that you conduct an inspection and file a refundable deposit with him. This will focus your mind on the most important features that you need to have on your website.

Accommodatio.n

There had to be a free space of at least 5 meters between rows of stalls. Appropriate fire extinguishers had to be available (one extinguisher for up to 15 people, larger structures with a minimum of two extinguishers per 200 square meters of floor space and placed in such a way that no one was more than 30 meters away from an extinguisher).

Race start/finish

These points are included to illustrate the considerations and complexity of the requirements, you should consult your local authorities, fire and rescue and police services for your own unique performance or event.

Site layout/planning

Depending on the size of the event and the presence of police on site, this space may need to be connected to power and water. Before the gates open to the public, remove all vehicles and prohibit vehicle movement on the event grounds.

Progress - Chapter 14

Health and safety assessment of the site and proposed use, list of known hazards and proposed control measures, list of times for vehicle-free zones. Sitting in their cars, most drivers are very critical of the arrangements for getting large numbers of vehicles on and off a site.

Traffic manager

For it to work, it also requires driver cooperation, or at least an acceptable level of common sense and intelligence on behalf of your average car driver.

Numbers attending

They need help finding the site and parking, after which they need help leaving the site and finding their way home. While the estimation of attendance is quite critical, unforeseen circumstances such as the cancellation of a nearby major sporting event or a particularly clear and sunny afternoon in late autumn can actually double the number of visitors.

Emergency access route

The traffic manager needs to know what will happen if it rains and the parking lot is flooded. What happens if the main car park is not available because there is a fire at the farm.

Approach routes

You will also be able to specify the incoming routes, whether separated for buses and cars, or not. The routes selected and marked should be the roads that can best cope with the volume of traffic and with the least disruption to through traffic, local life and business as you can. Remember that a route may look perfect on a map, but check it, drive it with the date of the event and expected vehicles in mind.

Car park location signs

Similar questions based on knowledge of place and car parks usually allow you to identify which car park they have parked in - then all they have to do is find their car in the correct car park. Even when you identify which car park they are in, simple questions can help you find their car.

Exit routes

If a driver reports a lost car, a good, reasonable investigative interview can help you find it again. For example, answering a simple question like, "When you parked, did you walk up or down the hill to the scene?" it will allow you to narrow down your choices because you know that the penguin parking lot is above the event venue and the elephant parking lot is below the city.

Late arrivals

Mature staf.f

Vehicle passes and permits

Traffic plan

The event manager can proceed, but the traffic manager must complete his investigations and draw up a route schedule, necessary signage, parking plans, etc. These should be presented and discussed with the police and then the Traffic Manager should present the checkpoint to review and verify the proposed arrangements.

Progress - Chapter 15

Likewise, it is not easy to ensure that large numbers of people can find their way around a large event site. A critical part of the logistical process of moving large numbers of people and their cars onto, from and around a site is the design, placement and installation of the correct signs.

The law

Where permitted, off-site signs must be directional and not intended to advertise the event. If permitted by local government, off-site signs may only be posted within a maximum five-mile radius of the event.

Discussions with the local authority

However, due to the scope and complexity of the legislation, viewing parts of one act may give an event manager a false impression of the law regarding their proposed signs. The schedule will contain specifications of the construction of the proposed signs, which must comply with the law in terms of size, material, color and lettering style and font size.

Relevant considerations

In early discussions with the authorities, they will specify which signs you are allowed to use. The safest course of action for any event is to assume that a building permit is required for any board you intend to use. If not, you must insure yourself and your staff for the erection and removal of the signs, as well as any injury to the public caused by accident or negligence.

STEAM FAYRE

Remember that depending on the size, construction and location of the sign, the length of time it is expected to be in place, the content of the sign and the event it may be advertising, planning permission may be required. Distance - where it is a particularly large event, I try to reassure drivers that they are approaching the event by pressing the remaining distance, e.g.

Required signs

If a car has no visible holder, umpires or other permit displayed, it should be assumed that the driver is a member of the public and they should be driven quickly and efficiently into the public car park. These signs can save a lot of time, to say nothing of the voices of car park attendants when they are asked "Which way to the M4?" for the six millionth time.

Progress - Chapter 16

You will almost certainly need to get permission and/or approval from various authorities, people, organizations and groups before you are allowed to run your event. Required permits vary depending on the location, size, format, content and type of event being organized. Before you commit to spending money, you must have received formal, written approval for your event to take place.

Local authority

As the event organizer, a critical part of your feasibility study will be to make sure that all interested parties will give permission for the event to go ahead.

Licensing and restrictions

If the local government gives you permission to host your event, they will often issue a formal letter of consent to the organizer, outlining the terms and restrictions for the event manager to follow. For example, the terms may require the event manager to employ a certain number of marshals, or regulate £5 million legal liability cover.

Health and safety

The health and safety of members of the public is a primary concern and there are many rules and regulations that may apply depending on the venue, structures, format and size of your event. The organizers of almost any event, regardless of size, must make sure to provide power supply for stalls, stands, event responsible office and cash office, etc.

Road closures

Wherever the location is, it is worth contacting the local electricity company for advice and quotes on supplying the power supply, if not to advise on authorized local dealers.

Food and drink

The local authority, police and local magistrates are involved if you decide to include a bar or beer tent. Although you can arrange all of this yourself, it makes more sense to simply contact your local pub or one of the many trade organizations who will set up and run the bar/beer tent for you.

Fire and rescue service clearance

It is likely that the static and mobile food outlets will also supply drinks, but it is worth checking your proposed or planned events. You can either pay the costs of staff and storage, then take the profit from the alcohol sales, or have them pay you for the right to run the bar/beer tent, from which they then keep any profit from the drinks they sell.

Sports

Other clearance/notification/authorisation

If the event is more than a small local matter, you should speak to the local police to make sure everything goes safely. In most circumstances, the event manager will not own the land where the event will be held.

Vehicle access and parking

Depending on the size and layout of the venue, car park access points, approach roads and traffic volume, I always try to ensure that traffic enters and exits through different gates using different routes. With incoming queues, the hopefully minimal delays on the long approach route will be fresh in the drivers' minds.

Neighbours

With a bit of luck, the public will come in large numbers and park obediently in your parking lots. Any action that will cool frayed nerves as the audience tries to get home is worth introducing.

Progress - Chapter 17

If you expect large numbers of cars and have no experience driving and driving them, seek advice from the municipality or the police. Make sure you are sure of the fee to be paid before entering into an agreement, they may simply charge a flat fee or ask for a percentage of the total gate fee.

Car park site

In this way, it is possible that out of our 9,000 vehicles, a maximum of 2,000 vehicles will need to be parked at a time. It is important to remember the format of the event and who will be coming when planning the parking spaces.

Portable/temporary signs

It is possible that participants at a dog show, for example, will arrive in waves to attend heats for different dog breeds. For example, if it is a canoe race, many vehicles will arrive with trailers or with large roof racks.

Hidden dangers

The cones are widely available and can be easily moved to different positions as requirements change. Check the field later as the event time approaches and when the wasps and giant cold may have moved in.

Roving car park supervisor

The traffic controller should show and inform the roving parking attendant of existing hazards and warn them to continue to look out for and handle others during the event.

Staff - safety factors

Remember that the parking lot attendants will be out in the open for some time, so you need to make sure they are properly dressed. You must clearly distinguish the car park officers and other members of staff from ordinary members 156 of the public.

Overflow car parks

I suggest that it is essential that the traffic manager and any traveling or mobile supervisors or main car park supervisors and gates are in radio communication with the event manager and each other. Imagine that a parking lot manager decides that their lot is almost full and traffic needs to be diverted to a new lot from an intersection half a mile away.

Car parking charges

Remember to ensure that any tow vehicle is suitable and that the driver is qualified and insured. As with towing a broken-down vehicle, ensure that the towing vehicle supplied is suitable and insured, and that the operator is qualified and insured.

Lost cars

If there is a possibility of flooding and/or cars getting stuck in mud, make sure you have a suitable vehicle such as a tractor or Land Rover available to pull them out. To make life easier for you and to promote your customer service image, make sure battery boost and jump-start facilities are available.

Left cars

For larger events, some organizers use names for parking spaces and even post pictures to reinforce the name in the driver's mind. In that case, the use of an unusual name and possibly image at the car park gate will stick in the minds of drivers.

Car park security patrols

Depending on which expert you talk to, it is said that up to 80% of the human brain is wired for visual interpretation and memory. Perhaps in Elephant Car Park, you could display a picture of a smiling elephant eating candy floss - much more memorable than the standard Car Park 2A.

Tips

This is simplified if a traveling parking lot supervisor brings assistance, but some sort of identification or uniform will help. Depending on the size of the event, location and number of employees, the availability of two-way radio communications could be a huge advantage.

Radio discipline

If the car park manager wants a message to be sent over the public address system about a problem vehicle and the phonetic alphabet is not used, the wrong number may be announced. Everyone is familiar with the old comedy routines where the policeman says, 'the car number is ABC 123 D' and the checker says, 'was it KPT 123 E?' If the phonetic alphabet is used first, there is no such confusion.

Radio issue

Training

Part of that training process should include staff knowing how to make a radio emergency call and other staff knowing what to do when an emergency call is made. For example, all personnel could be taught to put 'Urgent, Urgent, Urgent' in front of an emergency call via the radio.

Progress - Chapter 19

People to take money at the gates, people to make sure drivers park their trucks and cars where they need to, and even people to clean up afterwards. The following sections provide some advice and guidance on selecting, organizing and managing event staff.

The right people

If necessary, remains as a parking supervisor when the parking lot is declared full. Where necessary, relocating at the request of a traveling car park supervisor to direct traffic in any new or upgraded car park which is open.

Employment law and regulations

There will be a reference sheet for each job/role and copies of all job reference sheets will be kept in the event manager's manual.

Using volunteers

The biggest problem is that as an event manager you have no power to control the volunteers. He found out early on the day of the event when he called their leader to ask when he and his team would arrive for the final briefing.

Briefing

Debriefing

Communications

Staff selection

That is, if they are healthy and have the appropriate skills and are properly trained. Their task of deploying with less staff is much simplified and if you have chosen wisely, they can use their specific knowledge, skills and experience to do it well while you focus on the bigger picture.

Committee

The problems increase because the more you work part-time and 'shift', the greater the problems with scheduling, information and logistics. Planning to cover 15 posts, taking into account availability, meal breaks, preferences, skills and experience is a complex task.

Delegation

As an illustration of how simple decisions can radically complicate matters, consider organizing a staff member to do one important job for an eight-hour shift. Who will ensure that all the selected staff have the right skills and training.

Professionals

Who will manage and supervise them to make sure that one of them is doing the job for all eight hours. If there is an emergency, who will take responsibility for knowing who is doing the work at any given time.

Police presence

Take advantage of their advice and their skills to carry out a risk assessment of the event, for example. If police coverage has been arranged, make sure the event manager has radio contact with them.

Staff tracking

Duty schedules

Gate Ben Jones Radio Park 1 Marshal Tom Williams - Radio Ml Marshal Joe Gordon Radio M2 Marshal Dave Waten Radio M3. Gate Brian Jakes Radio Park 2 Marshal Tim Blood Radio M4 Marshal Jane Seymour Radio M5 Marshal Sue Black Radio M6.

Progress - Chapter 20

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