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Chapter Eleven

Event Logistics

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Chapter learning objectives

11.1 Define and explain the concept of event logistics

11.2 Understand the nature and importance of logistics in an event management context

11.3 Explain the logistical issues associated with the event venue

11.4 Understand the logistics associated with the supply of customers

11.5 Identify key logistical issues concerning the supply of product

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Chapter learning objectives

11.6 Explain the logistics concerning event equipment, facilities and amenities

11.7 Discuss catering operations at the event

11.8 Understand the logistical issues associated with VIPs and the media

11.9 Explain the methods and techniques for ensuring effective communication and information flows

11.10 Understand the importance of issues associated with event security and emergency procedures.

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Units of Competence and Elements

SITXEVT606 Develop crowd management plans 1.Analyse risks associated with large crowds

2.Develop crowd management strategies

3.Develop crowd management operational plan

4.Develop emergency crowd management procedures

5.Evaluate crowd management plans and procedures

SITXEVT502 Select event venues and sites 1.Determine venue or site requirements

2.Source event venues and sites

3.Confirm venue or site bookings

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Units of Competence and Elements

SITXEVT605 Develop event transport operations1.Analyse transport needs

2.Develop transport strategies

3.Develop transport operational plan

4.Evaluate transport strategies

CUEFOH06C Manage venue services 1.Prepare venue for patrons

2.Monitor venue services

Introduction

• Logistics has its roots in military operations.

• Logistical problems will generally be the downfall of an event.

• ‘The devil is in the detail’.

• Attention to detail provides smooth-running events.

• Logistics includes:

– transport of equipment

– procurement of supplies

– effective communication channels.

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The concept of event logistics

• Similarities between military and event logistics:

– Temporary nature

– Deadlines give urgency

– Resources need to be deployed to the site

– After the event, resources need to be removed from the site.

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The nature and importance of logistics in an event management context

• Key issues associated with logistics include:

– supply of facilities

– supply of the product

– supply of customers

– transport needs

– flow control

– communication channels

– links to other services.

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The nature and importance of logistics in an event management context

• Logistics assist with creation of a WOW factor.

• Combination of planning and risk management – considering all of the smallest details in order to reduce the risk of something going wrong.

• Division of work into categories.

• Needs to be done right the first time!

• Events staged overseas, in remote locations, as road shows or with large, complex events, details are critical.

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Event venue

• Before the event

– Supply of customers, product, equipment, facilities and consumables.

• During the event

– Movement of customers, performers, media, and VIPs

– Catering operations.

• After the event

– Removal of people, equipment and facilities.

• Security and emergency plans must be in place at all stages of the event.

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Event venue

• Indoor venues

– Need to be intimately familiar with venue

– Initial site inspection is time to ask questions

– What is happening before and after your event?

– Capacity

– Facilities in the surrounding area

– Staging area

– Additional facilities

– Venue map.

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Event venue

• Outdoor venues

– Permanent or temporary event site?

– Premium layout options

– Stages and structures

– Emergency and safety considerations

– Security issues

– Amenities

– Venue map.

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Event customers

• People who pay for the event.

• Customer transport

– Permission from local council, police and regulatory bodies

– Affected by number and demographics of customers

– Ensure adequate liaison with public transport authorities

– Ensure adequate road access and parking

– Flights, transfers and group transport may be required

– Smooth transport = satisfied guests.

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Event customers

• Ticketing

– Information on the ticket

– Timely availability

– Distribution methods

– Ticket collection, disposal and reconciliation.

• Queuing

– Long queues = unhappy customers

– ‘Dump’ vs ‘trickle’ arrivals

– Provide entertainment to reduce perceived waiting times

– Use of accurate tools to predict crowd numbers

– Liaise with regulatory bodies to minimise disruptions.

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Event product

• Can include performers, athletes, speakers and their equipment.

• Transport

– Expectations of performers need to be understood

– Interstate or overseas transport increases complexity

– Approvals and documentation may be required.

• Accommodation

– Seek information about requirements

– Should aim to get the most out of the performer.

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Event product

• Other needs

– Food and beverage

– Transport around site

– Storage and transportation of equipment

– Backstage facilities

– Technical requirements for the performance

– Stage requirements.

• Go beyond the contract – ask questions, check, double check and confirm.

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Event equipment, facilities and amenities

• Logistics will be affected by what exists at the venue and what is being brought in:

– Create structures and accessibility

– Sourcing materials, equipment and amenities

– Storing equipment

– Storing consumables

– Supplying amenities

– Payment for all supplies.

• Complexity increases as event size increases

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Event catering operations

• Food handling and storage issues are critical, especially in light of regulatory requirements.

• May need to cater for groups with different needs.

• Provision of food at events has multiple risks:

– Transport and storage of food and beverage

– Safety of cooking appliances

– Supply of gas, electricity and water.

• The sale of alcohol also has repercussions:

– Licensing

– Trained staff

– Security.11-18

VIPs and the media

• VIPs can add to the logistical load.

• Often require special transport and accommodation.

• Media can affect logistics

– Specialist equipment takes up space

– Power required may cause disruptions to other services.

• For large events with significant media, a press officer should be appointed.

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Communication and information flows

• Effective pre-event documentation should inform all parties of requirements and responsibilities.

• On-site communication throughout event ensures stakeholders are kept updated of developments.

• Effective on-site communication methods include:

– Signage and maps

– Loud hailers

– Two way radios/mobile phones.

• Deadlines are hugely important at events and timely and effective communication is key to meeting them.

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Event security and emergency procedures

• Security may be of concern because of:

– valuable equipment

– large crowds

– cash handling

– VIP guests.

• Emergency issues may require:

– First Aid-trained employees/volunteers

– access for emergency services

– location of first aid services on site map

– lines of authority

– Disaster Plan.

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Event security and emergency procedures

• Crowd control issues will require:

– a realistic and updated emergency evacuation plan

– roles and responsibilities of staff and volunteers noted in plan

– appointment of crowd controllers

– training to all staff with key roles

– regular audits to ensure emergency exits are clear

– availability of fire fighting equipment in working order

– emergency evacuation alert system in working order

– personnel aware of emergency procedures

– regular contact with emergency services.

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Event shutdown

• Shutdown or bump-out has significant challenges

– Protection of valuable equipment

– Safe dispersal of crowds

– Cleaning and waste management

– Departure of guests, VIPs, media, etc.

– Completion of documentation.

• Crowd control can be harder at the end of the event

– Most people leave at once

– Alcohol can lead to behavioural problems

– Some people want to stay on

– People tend to be in a hurry and are less patient.

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Chapter summary

• Event logistics are comparable to military logistics.

• Logistics is concerned with the supply and flow of resources, facilities and people.

• Venue considerations may change depending on whether they are indoor or outdoor sites.

• Customers for events will need to have their needs considered in regard to ticketing and queuing.

• The event product will need to be transported, accommodated, fed and provided with facilities.

• Communication is hugely important for logistics management to be effective.

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