Chapter 5 Event Operations

EVENT OPERATIONS
BKS 4073 Event Management and Planning
INTRODUCTION
Operational planning when the concept of the

event has been developed, and tested.
Operational planning consist of a set of plans for
each key aspect of managing an event.
Bowdin et.al (2010) stated that operational
planning requires the detailing of skills and
resources of an event need to be delivered.
Therefore all areas of an event need to be
considered.
THE KEY AREAS OF MANAGING

EVENT OPERATIONS
Finance
Health, Safety
and Risk
Event
Operations
Management
Human
Resource
Logistics
Legal
Environment
Marketing
FINANCE
Finance of event projects will emphasis the price,

cost or profit depending on which is the most
relevant to the project in question.
HEALTH AND SAFETY RISK

Where will it be located?
How many first aid will be provided?
First aid
planning Who and how the staff will be briefed about first aid planning?
Should there be major incident, the staff need to be aware on the
Major
actions that should be taken by them to control the situation and at
incident
the same time they need to act quickly if major incident happens.
planning
Each event need to have an evacuation procedures at different points

Evacuation of the event,
processes
THE LEGAL ENVIRONMENT

Shone & Perry (2010) stated that it is important to
consider and adhere the legalities as it is the key to
secure the operation of an event.
Goldblatt (2008) stated four (4) reasons on the
importance of adhering the law and regulations:
Protect
the companys legal interest.

Abide by practical practices.
Ensure the safety and security of the event stakeholders
Protect financial investment.
Avoid the company from being sued for negligence
Avoid losing permits and licences that allow a
company/organization to operate an event.
THE LEGAL ENVIRONMENT

Event Ownership and Duty of Care
Event ownership
Establishing
the owner of the event is crucial because

the person who owns the event has legal responsibility
and is liable for potential legal charges.
Duty of care
It
is a fundamental legal principle that should be

applied to an event.
When duty of care is applied to an event, it means that
a person/organization take all reasonable care to avoid
acts or omissions that could injure employees,
contractors, users, participants and visitors.
REGULATIONS, LICENCES AND

PERMITS
There are rules and regulations that need to be obeyed by
organizations that conduct an event.
The rules and regulation may be differ from one country to another .
The failure to follow the rules and regulation may caused the
cancellation of the event or even worse, the owner of the event may
be charged.
Thus, the organization need to apply the licences and permits.
Example of event elements that might need a permit:
Food handling
Noise
Building regulations / standard
Fire precautions
Music and performance rights and licences
Sign and signal
Street closures
Environmental protection
Waste disposal
EVENT LOGISTIC
Logistic refers to the movement of products and

resources.
EVENT LOGISTIC
Venue design
It
is important to provide an arena where the

audience can enjoy the event in a safe and
comfortable atmosphere.
The venue need to be suitable for the events needs
and also for the needs and wants of the audience.
Three crucial areas that should be considered on the
first site visit to a new venue or site:
Available space for audience and temporary structures

stages, tables, chairs, etc.
Backstage facilities how much room / space will the crew
have? Is there room for performers?
Parking space for visitors
EVENT LOGISTIC
Food and Beverage

Food
need to be provided properly.

Caterers might have specific logistical requirement
that need to be depended on the size of an event and
the type of venue used.
Security
The
right person need to be appointed to access the

specific areas during the set up, during the event and
during the shut-down of the event.
EVENT LOGISTIC
VIPs
The flow of VIPs around the venue need to be managed effectively

and professionally.
VIPs might be special guests for several reasons:
Supporting the event financially

Celebrities or performers who will add value to the event
Top management of the organization
Thus moving the VIPs around effectively is essential so that the

VIPs would not experience congestion or being exposed to too many
people.
Crowd Management and Crowd Control
It is important to manage the crowd and should be the priority for

each event.
Basic needs of the crowd need to be provided (toilets, food, chairs, air
conditioner/fan etc).
EVENT LOGISTIC
Communication
Communication
between the team members is the key

logistical concern.
This include full contact details, fax number, extension
numbers, mobile numbers, e-mails etc.
Communication planning should also involve emergency
situation and the people who should be contacted during
emergency.
CUSTOMER LOGISTIC
Ticketing
The
distribution, collection and security aspect

related to ticketing need to be the major concern of an
organization.
From the customers perspective, the process of
purchasing, receiving and using the tickets is the first
impression that they have on the event.
From logistical perspective the ticketing and
entrance fee will help the organizers control the
numbers of visitors thus the flow of the event can be
monitored.
CUSTOMERS LOGISTIC
Transport
The
way the customers are transported to an event is

an important part of the overall logistic planning
process.
From logistical point of view, it is essential when
customers will arrive and what means of
transportation is available for them.
Queuing
When
the visitors/customers are queuing either to

buy the ticket or to enter the event, the logistic team
need to make sure that the queues are designed to
make the wait as comfortable as possible.
CUSTOMERS LOGISTIC
Ticketing
Customers
should be given accurate information on

where and how to get the ticket for the event.
The price of the ticket is important and should be
affordable.
Organizer should provide ample time and space for
the customers to get the ticket.
Accommodation
Venue
for the event should be planned according to

the comfort of the customers.
THE END

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EVENT OPERATIONS

BKS 4073 Event Management and Planning

Operational planning when the concept of the

THE KEY AREAS OF MANAGING

Finance of event projects will emphasis the price,

HEALTH AND SAFETY RISK

Each event need to have an evacuation procedures at different points

THE LEGAL ENVIRONMENT

the companys legal interest.

THE LEGAL ENVIRONMENT

the owner of the event is crucial because

is a fundamental legal principle that should be

REGULATIONS, LICENCES AND

Logistic refers to the movement of products and

is important to provide an arena where the

Available space for audience and temporary structures

Food and Beverage

need to be provided properly.

right person need to be appointed to access the

The flow of VIPs around the venue need to be managed effectively

Supporting the event financially

Thus moving the VIPs around effectively is essential so that the

Crowd Management and Crowd Control

It is important to manage the crowd and should be the priority for

between the team members is the key

distribution, collection and security aspect

way the customers are transported to an event is

the visitors/customers are queuing either to

should be given accurate information on

for the event should be planned according to

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