EVENT INFRASTRUCT

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Identify event infrastructure

The first stage of event operational planning involves establishing the event infrastructure requirements.

These requirements could be for an indoor venue, such as sports centre, community hall or an exhibition centre.

They could also be for an outdoor site.

Identify event infrastructure

The first step is to coordinate with relevant authorities at the commencement of the management cycle to ensure regulatory requirements are integrated into planning process.

Identify event infrastructure

The second step is to identify and analyse infrastructure and facility requirements based on detailed review of all aspects of the proposed event and venue.

These requirement includes:StagingPower supplyWater supplyHeating or air-

conditioningPublic toiletsErection of temporary

structures (in addition to staging)

ScaffoldingEmergency services

Car and coach parkingTransport systemsContractor accessCamping sites or other

temporary accommodation

SignageTechnology requirementsDisabled accessWaste managementSecurityAny environmental or

heritage requirements

Once detailed list of the infrastructure requirements has been developed, it needs to be discussed with the approving authority or venue management.

At all stages it is necessary to incorporate safety, security and risk management issues into all planning documentation and processes as safety aspects are the most likely to lead to rejection of event plans.

Establish and organise event infrastructureFollowing approval from the relevant authorities , site or venue manager, steps can be taken to establish and organise event infrastructure and contractors.

It requires accurate request for tenders or detailed briefing of contractors so that quotes can be obtained from suppliers of equipment and services.

Establish and organise event infrastructure

Licences may be required for:Building workElectrical workGas fittingHandling hazardous materialsForklift operationsStage sets(e.g. Fire retardant certification)RiggingPyrotechnics and special effectssecurity

Establish and organise event infrastructure

The logistics of event management planning involves:

getting things organised getting things in the right place at the right time

pulling everything down.

Establish and organise event infrastructureRunning an outdoor event:Each element of the proposed infrastructure must be discussed with key stakeholders and suppliers.

Careful coordination and monitoring is essential particularly during the bump-in phase when several contractors will be working simultaneously.

Bump-in (or set-up)Setting up can be a time-consuming process and a

run-through must be built into planningIt is absolutely essential as it is imperative that all

facilities and equipment work.For outdoor sites:

-an all-terrain vehicle may be needed to avoid damage to grass.-Perimeter fencing is required - Computer network and other cables are laid along the fence line and these must be covered for safety reasons and tested to ensure that the network is up and running.

Bump-in (or set-up)Most infrastructure is installed on the day before the event and there are safety issues with this if members of the public, including children, have access to the site.

Over seeing event set upEstablish contact with the nominated contractor personnel at the appropriate time and reconfirm and agree all requirements

Agree to and make any necessary adjustments with the contractor

Check all aspects of the event set-up against the pre-arranged agreements (materials and equipment, room set up, staging, technical equipment, display and signage, food and beverage facilities, registration areas)

Check all areas of the venue and equipment are accessible and safe

Identify any deficiencies and discrepancies and take prompt action to rectify the situation

Iillustrates the level of checking that needs to be done to ensure that the set-up of an event will run smoothly.

Bump-out (or Breakdown)It is the reverse of the bump-inA detailed schedule needs to be developed and

agreed with contractors.All temporary structures and equipment need to be

dismantled.This has to happen immediately after the audience

has left, sufficient staff will be required because at this stage everyone is generally exhausted, which itself presents a safety risk.

Bump-out (or Breakdown)If bump-out does not occur immediately, security staff will be needed to monitor the site until all equipment and materials have been remove.

Over seeing event breakdownOversee the

breakdown of the event to ensure it is

completed in accordance with

agreements

Co-ordinate the packing and removal of all materials and

equipment

Check the venue to ensure items and

belongings are not left behind

Debrief with contractors to discuss

any difficulties or suggestions for future

improvements

Check and sign accounts in accordance with

contractor agreements

Note any outstanding items

requiring post-event action

Monitor Build of event infrastructureDuring the bump-in process the event organiser needs to monitor progress with infrastructure build.

Specific times are allocated to this process in the exhibition industry and, for safety reasons exhibitors are no allowed to access to their stands until the build is complete.

Monitor Build of event infrastructureSharing information with stakeholders, contractors and other staff is essential.

Keeping all plans in your head is not advisable.

Monitoring progress, by itself, may not be enough.

A good event manager anticipates possible changes that might be required and develops positive action plans to keep progress on time and on budget.

Policies, procedures and performance standards

Every event requires policiesFor example:Policies may be drawn up to prevent accidents, avoid theft, or prioritise access to the site by emergency service crews.

Policy connects to “what is to be done” and the procedure to “how it is to be done”.

Policies, procedures and performance standards

A procedure can take the form of list of tasks or a checklist.

Once it has been developed and integrated , all pieces begin to fit together.

Procedure

Policies, procedures and performance standards

Establishing this and inspection schedules, the operational success of an event can be more confidently assured.

Example: Case of contract with a cleaning company.

With clear expectations on both sides the result should be excellent customer service.

Performance standard

Policies, procedures and performance standards

Example: Case of contract with a cleaning company.

With clear expectations on both sides the result should be excellent customer service.

Performance standard

Policies, procedures and performance standards

Example: Case of contract with a cleaning company.

Specific details about the level of service required:-- pre-event cleaning-- pre-event day cleaning-- during session cleaning-- between sessions(turnover cleaning)-- post event cleaning-- removal of waste material

Performance standard

Policies, procedures and performance standards

Efficiency- example speed of set-up and breakdown

Accuracy – example are checklist 100%

Revenue – dollar sales per outletCourtesy – customer feedback

Criteria for performance standard

SummaryThe task of identifying resources and

equipment needed, bringing them on site and setting up in the required time takes careful planning.

The development of policies and procedures can assist in the fulfilment of this goal by outlining the interrelationship between functional areas and will also help to ensure that the event performance standards and objectives was successfully achieved.