Events Management Guidelines
Events management guidelines are often referred to as the event plan.
The idea is to "arm" the event management with tools to plan larger than usual gatherings.
The event could be a concert, luna park, market, etc. Each will have a slightly different needs but all will require a similar event plan.
The Latrobe Council in Australia devised one of the most comprehensive event management guidelines.
They have identified the following issues to be considered during event planning activities:
- Event details - place, time and the number of attending people
- Insurance - type of the insurance and policy which is needed for the event
- Venue - type of infrastructure, location, hazards and emergency requirements
- Traffic and pedestrian management
- Incident management plan - fire regulations, first aid and police protection
- Public health - non-smoking zones, toilets, access to drinking water, shelter, noise and waste management
- Public safety - what type of security is going to be used, gas tanks, electrical safety, barriers, etc
- Event Marketing
- Useful contact details
Thus, there are 9 essential guidelines to successfully manage major events.
Only one deals with marketing; the others refer directly or indirectly to the public safety and peace of mind.
Events Management Details
The events management details are important to minimise unforeseen problems. Organisers should provide details as to:
- What is the physical boundary of the event?
- What is the set-up and dismantling period?
- What is the planned number of people?
- What is the access to the site?
- What are the contact details of the events management team
Events Management Insurance
Generally, insurance is mandatory for most public events.
It is also one of the most expensive items for the events management team.
Nevertheless, insurance will give a peace of mind for both the organisers and participants alike.
Events Management Venues
It is the sole responsibility of the events management team to select the appropriate venue. There are many issues which need to be considered:
- The access to the public (including people with disabilities)
- Potential hazards (fire, traffic and geographic problems)
- A detailed site plan for emergencies and traffic direction
- A contingency plan for activities which are weather dependant
The event management services must ensure that the venue does comply with the public safety.
It is the event management responsibility to hire the fire and security inspectors in order to confirm the safety of the infrastructure.
In some cases engineering teams maybe required to survey the site.
City Council will be able to further advice you about the matter.
Traffic and Pedestrian Management
The events management team must ensure the adequate parking and traffic control for the event.
Parking spots can be regulated by private personnel.
However, public roads are responsibility of the traffic department.
For this reason, the event management must plan the event with all traffic and pedestrian regulators.
This may include the traffic department, council officers, private security personnel, etc.
Events Management and Incident Plan
Theevents management must provide:
- First aid facilities
- The strategically positioned fire-extinguishing equipment
- Security
- Incident report system (including forms and contact details of the relevant personnel)
Public Health Issues
It is not good to come to the event, in which the public health is compromised.
Alcohol can be sold but with the relevant license and the prior approval from the council.
For BYO options, the consent of local authorities may also be needed.
Some councils may enforce similar recommendations for smoking areas.
You must provide the access to drinking water and toilets.
Here, not only the number of visitors but also the expected gender will determine the amount of facilities.
Waste disposal, noise and shelter are additional public-health requirements of the event management team.
Again, the City Council can further advice about the facilities.
Events Management and Public Safety
Security and the crowd control is one headache of the events management team.
But, there is still more to it.
You have to ensure that the enclosed events strictly follow the Australia Building Code.
The facility must provide a specific number of exits (with a predefined width) for the expected number of customers.
Temporary structures are also precisely regulated.
This applies to stages, tents, seating and prefabricated buildings.
Further, the event management services may need to adhere to the gas-cylinders standards and fireworks regulations.
Events Marketing
Well, at the end of the day you must make money.
The events management needs to consider:
- Ticketing
- Signage for direction and advertising
- Transport promotion
- Event details
Events management services often include website marketing and online ticketing options.
Signage and transport are usually provided by subcontractors.
Please note that online and/or telephone ticketing is very important not only to estimate the number of participants but also to control the crowd.
What's more, this option provides ready funds for unexpected problems.
Contact Details
Events management team must provide contact details to all stake holders.
Emergency services, artists and participants all require a telephone access to the event management team.
