group event project plan

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Course CATE1138: Events Projects in Practice Course School/Level BU/PG

Coursework Group Event Project Plan Assessment Weight 40.00%

Tutor KB Malik Submission Deadline 06/03/2014

Coursework is receipted on the understanding that it is the student's own work and that it has not,

in whole or part, been presented elsewhere for assessment. Where material has been used from

other sources it has been properly acknowledged in accordance with the University's Regulations

regarding Cheating and Plagiarism.

000784821 Livio Bergamin

Tutor's comments

Grade Awarded___________ For Office Use Only__________ Final Grade_________

Moderation required: yes/no Tutor______________________ Date _______________

Group Event Project Plan MA Events Management 2

MA Events Management

Group Event Project Plan Go Online Conference

Events Projects in Practice (CATE 1138)

Business School

Lecturer:Bari Malik, Robert Davidson

Date: 6. March 2014

Authors: Livio Bergamin, 000784821 Nicola Rowe, 000795953 Pedro Beirao, 000796046 Sam Hopkins 000790632 Weiwei Liu, 000748961


Table of content

1. Executive Summary ....................................................................................................... 4

2. Feasibility ....................................................................................................................... 4

2.1 Operations ................................................................................................................... 4

2.2 Finance Plan ................................................................................................................ 7

2.3 Marketing Plan ............................................................................................................11

3. Work Breakdown Structure ............................................................................................14

4. Resourcing ....................................................................................................................14

5. Critical Path Analysis .....................................................................................................14

6. Health and Safety Risk Management ............................................................................15

7. References ....................................................................................................................17

8. Appendix .......................................................................................................................22

List of Figures and Tables

Figure 1: Break-even point chart ........................................................................................... 9

Table 1: Programme of conference ....................................................................................... 7

Table 2: Profit and loss account ............................................................................................ 8

Table 3: Cash flow statement ...............................................................................................10

Table 4: Total float of activities .............................................................................................15


1. Executive Summary

According to Gutwein (2013) it is imperative for companies to be online and business that are

generate far greater revenues than those which are not. However Harding (2013) mentions

that being online is only effective if done properly. With this in mind, the ‘Go Online

Conference’ aims to raise awareness of the importance of being online for both small and

medium sized companies. Furthermore it emphasizes the crucial circumstances to consider

when a company goes online and focuses on why an organisation should go online. Through

this conference participates will be encouraged to develop an online presence and hence

profit in various ways, e.g. enhanced customer support, improved company image, cost

reductions and a larger global audience (The Web Doctor, 2014). As it can be seen, there

seems to be a need within this field and therefore the chosen theme has the potential for a

successful conference (Bladen, et al., 2012).

2. Feasibility

In order to introduce the chosen concept of the event and to prove its feasibility, it is

necessary to follow a given structure. Goldblatt (2005) provides the appropriate framework

for this matter, named the 5W’s: Why, Who, When, Where and What. The following sections

look at each of those W’s and describe those accordingly to the conference. Moreover an

additional approach by Shone and Perry (2013) is being applied and combined which divides

the feasibility in three parts: Operations, Finance and Marketing.

2.1 Operations

The first section clearly displayed the need for such a conference. Roychowdhury (2008)

states, that the current demand for e-commerce contains great possibilities for businesses.

Furthermore he points out that this action of self-promotion can reach millions of potential

customers and is therefore considerably cheap and effective. These justifications clearly

point out why such a conference has a very promising potential.


According to Krugman et al (2007) it is crucial to choose a location which appeals to the

attendees. Due to the fact that the conference is targeting mainly companies within the UK,

the city of London is an adequate choice. In addition to that London is one of the most

popular cities in the world for business events, which can be favourable when searching for

appropriate venues. The conference will take place within a hotel facility in order to serve the

potential customers completely. The advantage of holding the conference within a hotel is

that the infrastructure such as room, equipment and their services are already available.

London as location and a hotel as a venue, does fulfil the defined important selection criteria

highlighted by Buhalis and Costa (2006: 60) such as: Access to the location, technical

conditions, appropriate capacity, service and quality, quality food and beverage, control of

infrastructure and breakout possibilities.

As mentioned previously, there exist several reasons why online business does make sense

for organisations. According to Yodle (2013) about 50% of small and medium businesses are

not online and do not investigate the results of their marketing results. Therefore the

conference targets medium and small sized developed businesses as well as start-up

companies to raise their awareness about being online from a very early stage. In addition

the potential customers are limited to the UK market.

As most company’s financial year ends on the 31st of December and therefore are busy

preparing their annual report during the first few months of the year, the month of April

appears very convenient for holding the conference (Livingston, 2010). In addition to that,

most people according to Moneysupermarket (2012) holidays between June and August

which also impacts the choice of the date of the event. Another advantage of holding the

conference during April is that companies have the opportunity to implement the new

technologies as the business year is in its early stages.


According to Krugman et al (2007) an important success factor is the selection of the

speakers. They point out, that the chosen presenters need to understand the objectives of

the conference and know its field rather than just entertain the attendees. The following

paragraphs shortly introduce the chosen speakers and present the programme.

-Felicity McCarthy

Head of Small & Medium Business Marketing Communications at Facebook (McCarthy,

2014; Prysm BSU Limited, 2013).

-Ray Nolan

Director and Founder of Worky - An online networking profile for building an online presence

and establishing a client list (Worky.com, 2014).

-Julien Callede

Founder and Chief Operating Officer of Made.com a London based furniture and design

company that became very success as a direct result of marketing and selling their designs

online (Clawson, 2014; Made.com, 2014).

-Allen Moon Founder of On Deck Marketing and a writer for Entrepreneur.com encouraging

business start-up's (Entrepreneur Media, 2014).

-Matt Greenarce Founder and Chief Executive Officer of Cleethorpes Sweet Shop which

imports American sweets to the UK. Matt developed his target market at a high street shop

location and then realise he could grow his customer based and indeed operate his whole

business online so he launched Sugar Rush since then his business has grown (Grimsby

Telegraph, 2013).


All guest speakers can offer an insight into the online challenges faced by new and

developed businesses on a daily basis. Moreover their personal experiences can add depth

and knowledge to the topic surrounding successful online practices.

Programme

Title: Go Online Conference

Location: Marriott Hotel, Westminster London

Date: 25th of April 2014

Capacity: 160 People

Programme

Date Time Activity Room Speakers

TBC

09:00 - 10:00 Registration Hall

10:00 - 10:45 Session 1 Room 1 Felicity McCarthy

10:45 - 11:00 Coffee break Exhibition Hall

11:00 - 11:45 Session 2 Room 2 Ray Nolan

11:45 - 12:00 Coffee Break Exhibition Hall

12:00 - 12:30 Session 3 Room 1 Matt Greenarce

12:30 - 13:45 Lunch Exhibition Hall

13:45 - 14:30 Session 4 Room 2 Julien Callde

14:30 - 14:45 Coffee break Exhibition Hall

14:45 - 15:30 Session 5 Room 1 Allen Moon

15:30 - 16:30 Panel Session Room 1 All Speakers

16:30 - 18:00 Networking Session Exhibition Hall Table 1: Programme of conference

2.2 Finance Plan

According to Shone and Perry (2013) it is necessary within the event management process

to control and plan an event’s finance. While doing so, it can be ensured that expenditure

and income are monitored and therefore possible profit can be generated. Moreover they

point out that it is of high importance to predict an events cost and revenues. As a result the

following paragraph focuses on creating a budget for the planned conference according to

Shone and Perry (2013: 145-146) and Van der Wagen and White (2010: 399-403) as

illustrated on table 1 below.


Number of attendees 80 120 160

Income

Tickets (£ 299 per ticket) 23’920 35’880 47’840

Exhibitors (max. 6 stands per £ 800) 3’200 3’200 3’200

Sponsors 18’000 18’000 18’000

Total income 45’120 57’080 69’040

Variable costs

Delegate Rate £ 90 per Person 7’200 10’800 14’400

Fixed costs

Venue hire (2nd room) 800 800 800

Venue hire (3rd room, breakout) 600 600 600

Speakers (Average £ 500 per Speaker, (Bailyn, 2012))

2’500 2’500 2’500

Marketing 10’000 10’000 10’000

Communication 5’000 5’000 5’000

Office related costs 3’000 3’000 3’000

Staff 10’000 10’000 10’000

Insurance 5’000 5’000 5’000

Bank charges and interests 500 500 500

Unforeseeable (about 10% of fixed costs)

5’000 5’000 5’000

Total costs 49’600 53’200 56’800

Profit or loss 4’480 3’880 12’240

Table 2: Profit and loss account, figures in £

As it can be seen from the figures above, they have been constructed with a certain safety

margin. The ticket prices can be considered as relatively economical if equated to a similar

conference about online Marketing, which costs about £500 (Eventbrite, 2014). The

exhibition stands are sold for a lower price compared to standard exhibition stand prices

(Expositionists, 2014), and it is assumed that only 60% are being sold in order to keep the

budget realistic. The income from sponsorship is being discussed later within this document.


All the costs regarding venue and delegate rates are based on email information with Marriott

Hotel which can be found within the appendix 1. The remaining costs are evaluated on a

realistic basis keeping a certain safety margin in mind. As it can be seen the conference is

likely to gain profit, if the budget can be monitored accordingly. The following paragraph

focuses on defining the break-even point.

2.2.1 Break-even point

Shone and Parry (2013) quote that it is important to identify at which stage the event makes

profit and reaches its break-even point. Therefore the figure 1 below displays the break-even

point of the planned conference according to Shone and Parry (2013: 146).

Figure 1: Break-even point chart

As it can be seen from the figures the income of the conference displays a steady growth

and reaches the break-even point at a fairly early stage. The calculated break-even point

according to the budget defined previously is at 102 tickets ((£42,400 fixed costs – £21,200

sponsors and exhibition stands) / (£299 ticket price – 90 delegate rate)). Therefore the

conference starts to achieve profit after 63.75% of the tickets are sold.

0

10000

20000

30000

40000

50000

60000

70000

80000

0 20 40 60 80 100 120 140 160

Inco

me

/co

sts

in £

Break-even Chart

Fixed costs

Total costs

Income

Number of attendees


2.2.2 Cash flow

Weetman (2006) states that the cash flow statement is especially important for a company’s

liquidity, which is the main factor of measuring an organisation’s solvency. The table below

displays the cash flow for the planned conference according to Weetman (2006: 407).

Cash inflow February March April

Tickets (20/50/30% of 120) 7’176 17’940 10’764

Exhibitors (50/30/20%) 1’600 960 640

Sponsorship (50/30/20%) 9’000 5’400 3’600

Total cash inflow 17’776 24’300 15’004

Cash outflow

Venue room 1 prepayments 2’500 2’500

Venue room 1 final payment (based on 120 delegates)

5’800

Venue room 2 prepayments 200 200

Venue room 2 final payment 400

Venue room 3 prepayments 150 150

Venue room 3 final payment 300

Speakers (0/50/50%) 1’250 1’250

Marketing (20/50/30%) 2’000 5’000 3’000

Communication (20/50/30%) 1’000 2’500 1’500

Office related costs (33.33/33.3/33.33%)

1’000 1’000 1’000

Staff (20/40/40%) 2’000 4’000 4’000

Insurance (50/50/0%) 2’500 2’500

Bank charges and interests (33.33/33.3/33.33%)

166.67 166.67 166.67

Total cash outflow 11’516.67 19’266.67 17’416.67

Total cash in- or outflow 6’259.33 5’033.33 2’412.67

Cash on account 6’259.33 11’292.66 8’879.99

Table 3: Cash flow statement, figures in £


As it can clearly be seen within the cash flow statement, the conference gains the needed

liquidity to pay its liabilities for every month. The cash outflow in April is not affecting the

company at any time since cash on account is available during that time and therefore

solvency ensured. It has to be pointed out that the cash flow calculation is based on the

budget above and therefore assumes ticket sales of 75% which is reasonable. Furthermore

the unforeseeable costs are not included at that point since cash does not actual outflow at

that stage. Considering these facts it can be seen that the budget and the cash flow are

congruent.

To sum the finance plan up it can be pointed out that the conference is a solid investment

with high potential to achieve profit. Solvency is given at any time and potential investors do

not have to expect high risk involvement.

2.3 Marketing Plan

According to Silk (2006) a marketing strategy or plan of action involves two major activities.

These activities are crucial to the success of any business event and will be utilised when

marketing to potential audiences. The two activities are directly related to targeting,

segmentation and positioning, which are key factors that any marketer must consider. He

points out that the idea behind marketing is to grab people’s attention and generate a talking

point online and offline by word of mouth as well as word of mouse. The first activity is

related to the selection of a target market and how an organisation can position its goods or

services as a top of the mind brand in the eyes of its consumers. In the case of this business

conference the target market is selected based on the theme; showing the importance of

engagement in online activity and developing an online presence. The established target

market enhances the view of online activity and revenue for start-up and developed small

and medium businesses. By targeting the ‘baby boomers’ who are currently working in or

who own those companies, stated by Owran (1996), it will allow them to generate additional

knowledge of new ways business possibilities. When it comes to start-up companies the


reason for targeting this group is to highlight how the level of their marketing expenses and

revenue can be significantly different but in a positive way. This conference will highlight how

easy it is to become known by potential customers and competitors by simply forming an

online presence at a low cost. Essentially the conference will help generate business for

attendees.

The second activity is related to the specifics of the plan and identifying a position in the

market for the event. The approach that will be used to market this event will be direct. The

marketing strategy undertaken is to allow the guest speakers and content of the exhibitors

and their stands to sell themselves. As mentioned by McDonald (2008) the use of a

marketing plan that is cleverly prepared to not only match the company’s capabilities with

what customers may need but also distinguish themselves for their competitors. This use of

competitive advantage with the event’s content and valuel showcases to the customers what

the conference offers as well as highlighting what competing conferences do not offer.

By using both online and offline communication tools the event concept and message is

directly delivered to our target audience. Offline communication mediums are posters,

banners and leaflets at the pre event stage. Furthermore before the event the marketing

team designs and produces the name badges that are worn by the attendees along with

program for the day. This program features the schedule of the conference, information on

the guest speakers as well as advertisements by the sponsors of the event. These sponsors

act as a source of revenue for the event and in return gain access to the event's attendees,

receive advertising space in the program and feature on all event promotional material. The

sponsorship packages available are ‘Diamond, Platinum, and Gold Sponsors’ ranging from

£3,000 to £9,000, which can be found in the appendix 2. The offline communication with all

participants continues during and after the event as the event material will be visible around

the venue and a physical thank you letter will be sent to all attendees and supporters with

information about following conferences.


With regard to online communication tools they are essential for marketing the conference

particularly as the theme of this event is focused on online activity. The marketing engages

with the target market at all event stages. The mediums used are:

∙ Website.

∙ Social media such as Facebook and Twitter.

∙ Eventbrite (which supports online advertising and ticket sales).

The mediums above ensure an active online presence throughout all event stages in order to

attract, satisfy and engage potential customers, exhibitors, sponsors and speakers to engage

with the conference. The point can be made that throughout the research process a smaller

target group within the target market was recognised. This proportion of the target market are

businesses that have a lack of knowledge of online mediums and have failed to create an

online presence and develop their companies. The speakers on the conference and the

chosen exhibitors are able highlight how imperative it is for businesses to engage in online

activities and give attendees the tools and confidence to do successfully.

In order to convey a clear, understandable and identifiable message for the attendees, it is

essential to provide consistent marketing plan. The after sales service is a crucial element to

the marketing of this event and forms a positive reputation. As mentioned before, the level of

communication must be carried throughout all stages but in particular during the post event

phase as this has the potential to lead to customer retention and generate a loyal customer

base for future events. As mentioned by Canfield et al (2011: 114) “One well implemented

idea can significantly accelerate your awareness and success”.


3. Work Breakdown Structure

Project Management Institute (1996 54) states that: “A work breakdown structure is a

deliverable-oriented grouping of project elements that organizes and defines the total scope

of the project…” In other words it is a decomposed process of a project, broken into

activities, work packages, tasks and sub-tasks, which can be easily identified and managed

(O’Toole & Mikolaitis, 2002).

With this in mind the work breakdown structure for this project is divided into three phases,

the pre-event, the event day and the post-event. In addition each phase is separated into

different departments and its activities. As a result a constant level of work flow can be

ensured. The detailed conference’s work breakdown structure can be found in the appendix

3.

4. Resourcing

According to O’Toole (2011) the resourcing consists of a list of all the resources needed

within the project. Furthermore it is based on the work breakdown structure’s departments

and activities in order to easily identify the related and essential resources. The detailed

resourcing table can be found the appendix 4.

5. Critical Path Analysis

Critical path analysis allows scheduling of a project’s activities and is a particularly effective

tool within events management (Project Management Institute, 2013). By employing this

technique event planners can save time, assess the importance and progress of certain

tasks and decide on the most suitable course of action (Woolf, 2012). Initially tasks defined

within the work break down process are ordered into sequential steps and their individual

time frame determined. Analysis is then employed to calculate the overall project duration,

highlight the most efficient route to culmination and allow event organisers to plan effective


starts of individual elements of the project and the event overall (Project Management

Institute, 2013).

The critical path analysis identifies the crucial activities and paths, which can delay the

project. This path is established by calculating the total float of each activity. The float of

each activity is the amount of time to which each action can be extended without delaying the

project. The total float is calculated by the late finish minus the early finish of each activity.

The late finish and early finish results and the critical patch are identified in the critical path

diagram in appendix 5 (Project Control Academy, 2012). The calculation of the total float of

each activity is displayed in the table 4 below.

TF1 = 0 TF7 = 0 TF13 = 0

TF2 = 0 TF8 = 0 TF14 = 48

TF3 = 0 TF9 = 0 TF15 = 0

TF4 = 0 TF10 = 0 TF16 = 0

TF5 = 6 TF11 = 13 Caption: TF = Total float Number = number of activity

TF6 = 0 TF12 = 13

Table 4: Total float of activities

6. Health and Safety Risk Management

According to The Event Management Body of Knowledge (2006) risk management is one of

the key factors in planning an event. Risk is defined as the consequence and/or likelihood of

an event not fulfilling its objectives. Risk management is the process of identifying these

problems, assessing them and formulating a strategy to manage them (Bowdin et al., 2012).

Types of risk can be defined as human, natural or political and all need to be considered

when planning an event (Berg, 2010).

Silvers (2008) quotes that as a consequence of health and safety laws it is important that the

events’ team is aware of the potential risks and the steps taken to mitigate these. Additionally

she points out that a thorough risk management process needs to take into account the

needs of the stakeholders and other aspects of the event strategic plan, for example it is


imperative that the marketing/PR manager knows the capacity of the event in order to not

exceed ticket sales. According to HSE (1995) during the event it is important to keep an

incident report log as this assists the planning of future events. Furthermore it is a legal

requirement to use an accident report book. Bowdin et al. (2012) adds that holding a full and

comprehensive limited liability insurance policy is vital in organising an event as this transfers

a portion of the risk, particularly in relation to personal injury, financial loss and property

damage.

For the planning of this event a complete risk assessment has taken place. Risks have been

identified, their likelihood and potential cost have been calculated and steps have been taken

to manage these risks. A copy of the risk assessment with a contingency plan is included in

the appendix 5 and 6.

Word count: 2’747


7. References

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Bowdin, G., Allen, J., O’Toole, W., Harris, R. and McDonnell, I. (2012). Events Management.

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Starting a business advice and business ideas.

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(Accessed: 3 March 2014)

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9657133747


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8. Appendix

Appendix 1

Email between Livio Bergamin and Giannina Rageth from 15th of February 2014

Food & Beverages

Tea, Coffee, Biscuits £6.00/p.p.

Tea, Coffee, Pastries £9.00/p.p.

Breakfast Buffet £15.00/p.p. (Cereals, Yoghurt, Fresh Cut Fruits, Sausages, Eggs, Bacon,

Tomatoes, Mushrooms, Milk, Selection of Pastries & Muffins, Juice)

Sandwich Lunch Buffet ca. £23.00/p.p. (1 Soup, 3 Salads, Meat/Fish & Veg Sandwiches,

Miniature Dessert)

DDR Lunch Buffet ca. £30.00/p.p. (3 Salads, 6 hot dishes, 3 desserts)

Private Dining Menu Table Service £50.00/p.p. (1 Starter, 1 Main Course, 1 Dessert, Coffee

and Petit Fours)

Canapes 6 pieces per person £15.00/p.p.

Arium Housewine Red or White £29.00

Water is usually complimentary/otherwise £4.50/per bottle

Jug of orange juice £15.00/per jug

Soft drinks from £3.75/per drink

Room Hire

Depends on the room and how long it is used for, approx. £600-800.00

AV Equipment

1 Screen, 1 Projector, 1 Flipchart, Speakers are usually complimentary in the room hire

Flipchart £35.00

Pop up Fastfold screen £53.00

PA System 8ch £185.00

Radio Microphone £54.00

Held Radio Mic £54.00

Conference Phone £150.00

Phone calls UK Local & National £1.30/p.m., UK Mobile £3.55/p.m., Europe £3.55/p.m.,

USA £3.35/p.m.

Public WIFI 24h complimentary

Day Delegate Rate

Day Delegate Rates between £85.00-95.00 following included:


- Room hire

- 1 Screen, 1 Projector, 1 Flipchart, Speakers

- 3 Coffee breaks:

1. Tea, Coffee and 3 Refreshments (Morning): i.e. Smoked Salmon and Scrambled Egg

English Muffin, Compote of Fruit Dorset Muesli Bars

2. Only Tea & Coffee refreshed

3. Tea, Coffee and 3 Refreshments (Afternoon): Doughnuts with Chocolate Sauce and

Sprinkles, Montgomery Cheddar and Tomato Straws, Fruits

- DDR Lunch Buffet

- Bottles of Still and Sparkling Water


Appendix 2

Sponsorship packages that are available are Diamond, Platinum, and Gold’ ranging from

£3,000 to £9,000.

The Diamond Package

Valued at £9,000 entitles the sponsor to the following:

Offline:

● Direct association with the business conference.

● Main logo on all event material including banners, posters, leaflets, badges and any

correspondence that the attendees receive.

● Full two page spread in the event program as well as the main logo on the front and

back of the program booklet.

● Exhibition space in the exhibition area of 10m².

● 10 event tickets.

● 15 minutes presentation opportunity during lunch break.

Online:

● Main logo on all advertising through different mediums with link to its website (Twitter,

Facebook, Website).

● Sponsor details on ‘Eventbrite’ which in itself is an event hub.

● Main logo on the invitations and thank you letters sent to attendees.

Incentives:

● Brand exposure to a potential audience of 160 people (including exhibitors).

● Two sponsorship ambassadors are provided to ensure people are aware of the

partnership.

● Onscreen advertising of 7 minutes around the venue during every the coffee break.

● Onscreen advertising of 35 minutes around the venue during lunch break

● Full access to the event’s attendee list.

● Exclusive right to sponsor for future events.


The Platinum Package


Offline:

● Direct association with the business conference

● Full one page spread in the event program

● Exhibition space in the exhibition area of 5m²

● Second logo on the invitation and thank you letters sent to attendees.

● 5 minutes presentation opportunity during lunch break.

Online:

● Logo on all advertising through different mediums with link to its website (Twitter,

Facebook, Website).

Incentives:


● One sponsorship ambassadors is provided to ensure people are aware of the

partnership.


● Onscreen advertising of 25 minutes around the venue during lunch break



The Gold Package


Offline:

● Direct association with the business conference.

● Half page spread in the event program.

Online:

● Logo on all advertising through different mediums with link to its website (Twitter,

Facebook, Website).

Incentives:



● Onscreen advertising of 15 minutes around the venue during lunch break.


The figure below shows a list of potential sponsors according to Financial Times Live (2014),

which organises various conferences throughout the year in regard with online business.


Potential Return on Investment

Potential attendees

Potential customers due to word of mouth (factor 3)

Total potential business partners

Potential business (£ 500 per person)

160 people 480 people 640 people £ 320‘000

The table above shows the potential profit a sponsor can generate by being part of the

conference. The figures are calculated on the basis of relatively low revenue per business of

£ 500 and fair factor of positive effect of word of mouth. As it can be seen with very moderate

calculation, the conference has good opportunities for sponsors.


Appendix 3

Pre-event WBS


Pre

– E

ven

t Level 1 Level 2 Level 3 Level 4 Level 5

Go

On

lin

e C

on

fere

nce

Concept Define concept

Why Define reason for the conference

What Define what does the event consists of

When Define when the event takes place

Where Define where the event takes place

Who Define the stakeholders

Venue

Selection

Research according to defined concept

Visit possible venues

Negotiation with venues

Deciding and booking venue

Inform other venues about the decision

Equipment

Request A/V material Define what and when is needed

Request stage Define what and when is needed

Request exhinbition space / room

Define exhibition space(s)

Define number of exhibitors

Check restrictions for exhibitors

F&B

Chose and request one of the hotel's options

Inform hotel about no. Of people (attendees + speakers + exhibitors + HR)

Inform hotel about any food restrictions

Decoration

Confirm with hotel the standards decor for the conference

Ask for banners from marketing department


Attendees

Selection

Research according to defined marketing plan

Target chosen companies according to marketing plan

Send invitations

Registration

Elaborate registration form Personal details + company details + Food restrictions + Disability issues

Deal with registration process (build database)

Comunicate with finance to control the payments

Speakers

Selection


Invitation and booking Personal details + company details + Food restrictions + Disability issues

Arrangements

Provide transport information

Provide conference information

Exchange of speakings abstract, topic and presentation

Exhibitors

Selection


Research interest at potential exhibitors

Invitation and booking Personal details + company details + Food restrictions + Disability issues

Arrangements



Exchange detailed exhibition conception


Sponsorship

Selection

Research potential sponsors according defined concept

Research interest in sponsorship at potential sponsors

Define sponsorship budget

Target sponsors with sponsorship proposal

Negotiate and fix contracts

Arrangements



Exchange detailed sponsorship contents

Marketing

Marketing Plan

Market analysis

Identify target group

Define marketing budget

Research marketing activity

Define marketing strategy

Implementation of marketing plan

Communication

Define main messages

Define communication tools

Put communication into action

Evaluate messages and tools

Finance

Venue Pre payment

Control budget

Speakers Pre payment

Control budget


Exhibitors Control income

Control budget

Sponsors Control income

Control budget

Marketing Payments for activities

Control budget

Communication Payments for activities

Control budget

Resources Payments for resources

Control budget

Attendees Control registration and payments

Budget

Merge budget together

Control total budget

Control cashflow

Account

Control income

Control outcome

Match budget an real cash

Control cashflow

Programme Plan

Define and elaborate agenda

Coordinate agenda with speakers, exhibitors and sponsors

Adjust agenda if needed

Finalise agenda and forward to the other departments

Attune final agenda printing version with communication department

Estate Management

Health & Safety Liase with Health and Safety Officer at Venue


Complete Risk Assessment

Find required insurances by law and do them (for the venue, attendees, speakers, HR)

Maintenance

Access requirement for disabled guests

Electricity - Power supply, plugs, PAT testing, Exhibitor requirements

Liase with venue - contact list for emergencies

Security

Create plan for any cabling in line with H&S requirement

Is external security required? If so organise

Liase with venue - what to do in an emergency, fire procedures

Cleaning

Queue management. Are security searches required?

Find out how often rooms are cleaned, bins emptied, etc.

Liase with venue - what to do in the event of spills, toilet management, etc

Personnel Selection

Define needs

Recruit Ask for: Personal details + Food restrictions + Disability details

Define working tasks and who is responsible for each task


Send info about conference, tasks, working time, dress code and other info to selected human resources

Elaborate briefings for conference day

Event day WBS


Even

t d

ay

Level 1 Level 2 Level 3 Level 4 Level 5

Go

On

lin

e C

on

fere

nce

Venue

Rooms

Registration hall

Prepare desks, chairs, accreditation material previously defined

Conference rooms Check if it is all set up according to plan

Exhibition room Check if it is all set up according to plan

Storage and Breakout room Check if it is all set up according to plan

Equipment

Check and control A/V

Check with hotel if A/V resources are all set up

Check contengency resources in case of emergency

Report to the hotel's responsible person if something is missing or not working

Check Stage Check if it is all set up according to plan

F&B Check with hotel if everything is ready Coffee breaks, lunch, refreshments

Decoration Room decoration: Hotel standards +

Banners

Check with hotel if everything is ready

Set up banners

Remove all banners in the end

Personnel

Reception Greet and brief employers and volunteers

Coordination Give directions and orders about working tasks and activities

Final instructions Debrief and thank the employers and volunteers

Exhibitors Reception Accreditation


Direct to exhibition room

Stands set up

Coordinate Provide exhibitors requirements

Final instructions Thank exhibitors and get feedback

Speakers

Reception Accreditation

Provide agenda books / flyers

Provide badges

Provide carrier bag

Confirm presentation time to each speaker

Coordinate

Deal with defined arrangements for presentation

Call and present respective speaker before presentation

Final instructions Thank speakers and get feeback

Attendees

Welcome Accreditation

Provide agenda booklets / flyers

Provide badges

Provide carrier bag

Coordinate

Coordinate delegates' flow within the venue according to activities

Deal with delegates' requirements and needs

Marketing Communication

Set up all the advertising-related material

Control online communication

Promote the sponsors and exhibitors and thank the volunteers help during the conference

Finance Attendees Control payments of new delegates

Emergency Resources Pay and collect receipts

Programme Control Adjust programme if necessary according to activities flow


Estate Management

Health and Safety Follow defined procedures of the venue, Follow risk assessment plan if

necessary, Activate insurance if necessary

Brief all the human resources about health and safety procedures

Maintenance

Security

Cleaning


Post-event WBS


Po

st

– E

ven

t Level 1 Level 2 Level 3 Level 4

Go

On

lin

e C

on

fere

nce

Venue Closure Check all the closing down procedures

Give and get feedback

Marketing Communication and

Evaluation

Give feedback to stakeholders (attendees, speakers, exhibitors, sponsors, venue, human resources)

Get feedback from stakeholders (attendees, speakers, exhibitors, sponsors, venue, human resources)

Provide final balance information of event to stakeholders via e-mail, website and social media

Finance

Venue Complete payment

Speakers Complete payment

Personnel Complete payments

Attendees Control registration and payments

Account Final calculations

Programme Evaluation Evaluate if agenda was followed as planed

Estate Management

Health & Safety

Check all the closure procedures with venue

Maintenance

Security


Cleaning


Appendix 4

WBS Resources Quantity Phase Provider

Pre Event day Post Venue Own Make Buy Sponsors Exhibitors

Concept and Plan

Office space 1 X X X

IT equipment:

1- Computer 5 X X X X

2- Printer 2 X X X X

3- Mobile phones 5 X X X X

Office material:

1- Pens 20 X X X X X

2- Notebook 5 X X X X X

3- Printing paper (x1000) 3 X X X X X

Venue

Rooms

1- Conference 2 X X

2- Storage and breakout 1 X X

3- Exhibition room 1 X X

A/V (resources and service) 1 X X

Stage 1 X X

Tables (Registration) 4 X X

Chairs (Registration) 4 X X

F&B (resources and service)

1- Coffee Break 3 X X

2- Lunch 1 X X

3- Refreshments 3 X X

Decoration

1- Room decoration 1 X X

2- Banners 5 X X X

Marketing (includes attendees, speakers,

Same resources as concept

Agenda booklets 200 X X X X


exhibitors) Badges 200 X X X X

Conference flyers 500 X X X X

Exhibition stands 4 X X X X

Carrier bags 200 X X X X

Banners 10 X X X X X

Finance Same resources as concept

Safe (for money) 1 X X X

Personnel

Steering comittee

1- Conference coordinator 1 X X

2- Registration coordinator 1 X X

3- Venue coordinator 1 X X

4- Personnel coordinator 1 X X

5- Finance coordinator 1 X X

Volunteers 8 X X

Speakers 5 X X

Estate Management (Health and Safety,

Maintenance, Security and Cleaning)

Venue's resources TBC by venue X X

X


Appendix 5

Critial Path Analysis


Appendix 6

EVENT ORGANISER RISK ASSESSMENT

Date Assessed: 12/02/14

Assessor: Nicola Rowe Monitored by:

Signature:

Event: Social Media Conference

Title: Go Online Conference

Organisation: MA Events Management

Venue: Marriott Hotel, Westminster London Inclusive Dates of Site Attendance: 25/04/2014

Activity Who is

affected Risk Evaluation Control

Hazard Identified Person(s) at

Risk

Worst Case Outcome

(A)

Probability

Rating (B)

Risk

Level

(AxB)

Control Measures

Over-crowding of

event hall

Public and

exhibitors

HIGH – Certain to cause

death 4 Probability 4

The floor plan has been designed to maximise aisle widths to avoid overcrowding.

Suitable space around the stands & feature areas, which will be monitored, by the event organiers

Organisers to schedule arrivals inline with venue capacities, and monitor arrivals with help from the venue, to help prevent overcrowding.

MEDIUM – Probable to

cause serious injury 3 Possibility 3


LOW – Possible to cause

first aid injury 2 Unlikely 2 6 Appropriate staffing to be put in place by organisers to manage the

flow of visitors through the venue, all staff to be visibly identifiable Organisers to monitor the exhibition area. Exhibitors to notify organisers should their stand, or the immediate

locality of their stand, become overcrowded

All to obey instructions given by the organiser, venue staff or sub-contractor used to help control traffic and pedestrian flows

VERY LOW – Unlikely to

cause injury / damage 1 Remotely 1


Risk Worst Case Outcome (A)

Probability Rating

(B)

Risk Level

(AxB) Control Measures

Fire

Exhibitors,

Speakers,

Contractors,

Visitors, Venue

Staff, Event

Organiser Staff



Fire exits to be kept clear of obstructions

Fire extinguishers to be available within the venue

Ensure all waste is collected and stored correctly

Exhibitors to ensure all waste and flammable waste material is removed

Exhibitors, speakers, visitors and staff to use designated smoking areas




first aid injury 2 Unlikely 2 8





Probability Rating

(B)

Risk Level


Illness or Injury

Exhibitors,

Speakers,

Contractors,

Visitors, Venue

Staff, Event

Organiser Staff



A member of the venue event staff to be contacted if in need of First Aid. A member of event staff and/or security staff to be positioned in the venue at all times

Ensure that First Aid facility is known to exhibitors, speakers, event staff and helpers, and is featured on the floor plan

Organisers to ensure First Aid post is staffed by qualified persons

Room temperature to be monitored throughout the event to maintain appropriate levels










Probability Rating

(B)

Risk Level


Evacuation

Exhibitors,

Speakers,

Contractors,

Visitors, Venue

Staff, Event

Organiser Staff



Venue to ensure fire prevention detection and alarm systems are adequate for the venue, and have been checked and maintained in efficient working order

Organisers and venue to ensure that the current number of exits from the venue are adequate

Floor plan submitted to venue in advance of the event for approval Evacuation plan to be known by event organisers and communicated

to exhibitors, speakers and contractors Organisers to provide contractors, exhibitors, speakers and visitors

with relevant evacuation procedure documentation, including fire assembly point

Exhibitors and speakers should ensure they are aware of the nearest emergency exit and keep all exits clear of obstructions at all times

Contractors, exhibitors, speakers and visitors to ensure they are aware of evacuation procedures, read all relevant documentation provided, and follow all instructions given if needed to evacuate

Ensure that all gangways and emergency exits are kept clear All Emergency exits maintained and kept clear for the duration of the

event Exhibitors should not block aisles or public areas, including during

build up and breakdown periods, and ensure that stand displays are kept within the allocated stand space

If any evacuation announcements cannot be heard over the atmospheric noise then security/events staff are to go into the halls to evacuate people









Probability Rating

(B)

Risk Level


Slips/trips and falls

Exhibitors,

Speakers,

Contractors,


death 4 Probability 4 Exhibitors should ensure that all boxes are appropriately stacked

within the allocated stand space

Exhibitors should request that all empty, flat packed, and broken boxes are removed from their stand by the event staff

Organisers and exhibitors to ensure empty boxes are cleared from stand, with assistance from student helpers.




Visitors, Venue

Staff, Event

Organiser Staff


first aid injury 2 Unlikely 2 4 Organisers and exhibitors to ensure no trailing cables within stand

area, or in adjoining pedestrian walkways

Organisers and exhibitors to ensure personal belongings are stored away appropriately

Organisers and exhibitors to ensure all other waste is stored and removed safely




Activity Who is

affected Risk Evaluation Control

Hazard

Identified

Person(s) at

Risk

Worst Case Outcome (A) Probability Rating

(B)

Risk Level


Stands falling over Public & exhibitors



All exhibitors to ensure that their stands are safe and secure, and report any problems to the organiser









Probability Rating

(B)

Risk Level


Catering facilities

Exhibitors,

Speakers,

Contractors,

Visitors, Venue



All Catering facilities and staffing provided by venue, and therefore at the control of venue

Reputable and known concessions units only Hygiene regulations to be followed rigidly Catering company to employ suitable and trained staff

Catering staff to ensure all spills are cleaned immediately






Staff, Event

Organiser Staff





Probability Rating

(B)

Risk Level


Variety of

contractors and

exhibitors on site

Contractors and

exhibitors



Exhibitors to agree to a Risk Assessment as part of their booking, and supply additional information where appropriate

Experienced, reliable and approved contractors used only Event Organiser to be informed of any particular hazards

arising prior to, and during the convention Basic checks made on contractor and exhibitor Risk

Assessments Exhibitors are responsible to ensure that their contractors use

appropriate equipment and are competent to do so Each contracting firm must have a qualified First Aider on

their staff covering crew staying late. The contractor must also supply the name of the person in charge and a contact number








Activity Who is affected Risk Evaluation Control



Probability Rating

(B)

Risk Level


Electricity:

connections, &

power to stands etc

Exhibitors



Exhibitors to only use electrical supplies/sockets that have been supplied by the event organisers, or those that have been supplied by subcontractors appointed by the organiser,

The Organiser’s appointed contractor will install power supplies on all stands, where needed. Exhibitors are not allowed to do their own wiring due to potential sub-standard and dangerous installations being energised

Exhibitors to ensure equipment is used safely and for the purpose for which it was designed






Exhibitors should ensure that no sockets or connections are overloaded within their stand area, and if in doubt should seek approval from the event organiser

All electronic portable appliances brought to site by exhibitors should bear a valid PAT Test certificate

Ensure all electrical risks are controlled, and a member of staff from the electrical contractor is onsite at all times

All orders for electricity must be placed before the deadline, where applicable





Probability Rating

(B)

Risk Level


Build-up and

Breakdown

Exhibitors,

Contractors, Venue

and Event Staff



At least 2 hours set up period for exhibitors, and full day access for contractors

Only authorised persons are permitted in the venue for buildup and breakdown. Children under 18 are not allowed on site for the entire duration of build up and break down

All to be aware of the potential hazards of contractors moving around site, including the use of forklift trucks and delivery vehicles

Wristbands to be worn by exhibitors to allow them with access before the event opens to the publicAll contractors to be monitored on-site, with regard to the tasks undertaken, and suitable equipment to be worn when necessary


cause serious injury 3 Possibility 3 9


first aid injury 2 Unlikely 2





Probability Rating

(B)

Risk Level


Car parking during

show

Exhibitors and

speakers


death 4 Probability 4 Parking arrangements for exhibitors and speakers and

loading bay information to be communicated in advance Venue contact details to be made available in advance, along

with parking permits if applicable Visitor parking to be discouraged







cause injury / damage 1 Remotely 1 2



Probability Rating

(B)

Risk Level


Manual Handling Exhibitors and

event helpers


death 4 Probability 4 Exhibitors to ensure that all stand staff are trained in the

correct Manual Handling procedures Manual handling document to be provided in exhibitor and

student helper packs All to wear appropriate footwear Liquid spills to be monitored by cleaners and cleared up. Any

wet floors to be marked with hazard signs immediately






cause injury / damage 1 Remotely



Probability Rating

(B)

Risk Level


Visitor orientation

Exhibitors,

Speakers,

Contractors,

Visitors, Venue

Staff, Organiser



Visitors to access venue through front main entrance during event

All relevant information will be put in the conference guide including the position of the First Aid Point, refreshment and rest areas, security post, etc.

Use the floor plan to highlight key areas of interest to aid movement around the venue, such as exhibitor stand locations, First Aid, Organisers Office, Seminar/lecture rooms, Refreshments areas

All stands are advised to have access for the disabled, via the exhibitor manual and stand inspection


cause serious injury 3 Possibility 3 6


Staff and Helpers



Organisers and stewards to monitor disabled guests for ease of movement around the venue

Organisers to ensure there is disabled access/egress to the Venue

Organisers to ensure appropriate staffing are in place to provide a managed and safe environment for exhibitors, speakers,staff and visitors

Security marshals in place to monitor flows of traffic and pedestrians within the venue





Probability Rating

(B)

Risk Level


Seminar Rooms Visitors and

speakers



All Emergency Exits are to have illuminated Emergency Exit signs above the door

All cables must be securely fastened away to avoid trip hazards

Noise levels must be kept to a reasonable level Seating runs must be clipped together or benches used






cause injury / damage 1 Remotely 1 1

Hazard Identified

Person(s) at

Risk

Worst Case Outcome (A)

Control Measures


Worst Case Outcome (A) Probability Rating

(B)

Risk Level

(AxB)

Alcohol/substance

controls

Exhibitors,

Speakers,

Contractors,

Visitors, Venue

Staff, Event

Organiser Staff and

Helpers



No Alcohol/substances permitted in venue. Venues with bar facilities are clearly notified of this before event

If anyone is found to be in possession of controlled drugs (Class A, B or C), or under the influence, the police will be notified Any offenders will be asked to leave the event

MEDIUM –Possibly cause

serious injury 2 Possibility 3

LOW – Possibly cause first

aid injury 1 Unlikely 2


cause injury / damage

Remotely 1 1

Key to Risk Level:

1 - 2 = Low risk

3 – 4 = Low-Medium risk

6 – 9 = Medium-High risk

12 – 16 = High risk


EVENT CONTINGENCY PLAN FOR A SOCIAL MEDIA

CONFERENCE

1. INTRODUCTION: Social Media Conference aimed at new start-up businesses and those hoping to move their business online. Exhibition stands and guest speakers. To be held within the events facilities of a London hotel. All delegates expected to be over 18 years of age. A one-day even

Date: 25/04/2014

Start Time: 09:00

End Time: 18:00

Venue: Marriott Hotel Westminster London

2. COMMAND & CONTROL:

a. Event Manager/Chief Organiser (person who has overall responsibility): (Include: Name, How to contact them during the event; where they will be located during the event) Livio Bergamin 07985 335566 or Pedro Beirão 07985 445566 Will be located within exhibition hall or speakers room during conference

b. Safety Officer: (Include: Name, How to contact them during the Event; where located during the event) Nicola Rowe 07985 556677 Will be located within exhibition hall or speakers room during conference

c. First Aid Co-ordinator: (Include: Name; How to contact them during the event; where they will be located during the event) Nicola Rowe 07985 556677 Will be located within exhibition hall or speakers room during conference

d. Police (if present at the event) (include: how to contact them during the event; where they will be located during the event) Police presence not required, as this will not be a ‘high risk’ event. In the event of an emergency the police are to be contacted via the hotel reception


who will also inform the venue manager

3. RESPONSIBILITYOFINDIVIDUALAGENCIES/GROUPS

List the responsibilities and numbers of personnel in a simple ‘bullet point’ format. All responsibilities must be DISCUSSED and AGREED with each individual/agency/group prior to the event.

Events Management Team

Public safety – ensure ticket sales do not exceed capacity

Ensure a full risk assessment is carried out

Understand and convey to others evacuation and fire procedure

Liaise with hotel staff in the event of an emergency

Act as a source of information for exhibitors and speakers

Arrange for St John’s Ambulance support

Liaise with police/emergency services if necessary

Maintain records of delegates, exhibitors and speakers

Manage conference support staff

Provide venue with floor plans for the exhibition area and any AV requirements

Ensure that any catering requirements including special requests are passed on to the venue

Ensure that the venue staff are aware of any attendees with accessibility issues

Conference Support Staff

Check tickets

Traffic control

Act as a source of information for the public

Follow evacuation/fire procedures as directed by event organisers

Venue Staff

Ensure all exits are clear and emergency procedures are clearly displayed

Provide Events Management Team with copies of any insurance policies

Brief venue staff

In the event of an emergency contact and liaise with emergency services

Ensure that water is supplied

Provide rest room facilities

Provide on the day contact details to the Events Management Team

Ensure that adequate ventilation and heating are maintained

Brief the catering team and ensure special requests are adhered to.

Arrange for cleaners to empty bins, clear rubbish and watch for spills throughout the event.

Ensure access to the exhibition hall for exhibitors during the set up phase

Liaise with the Events Management Team regarding any set up requirements and deliveries.


Exhibitors

Maintain a safe area

Clear away any rubbish

Provide contact details to Events Management Team

Advise Events Management Team of stand layout and requirements prior to the event.

4. ALLOCATION OF RESOURCES List any equipment to be used for public safety during the event or in the event of an incident e.g. Hand held radios, fire extinguishers etc.

Fire extinguishers to be provided by the venue and their location made known to the Events Management Team

Events Management Team to contact each other via radio (hands-free ear-piece)

Events Management team to use load speaker if necessary within the exhibition hall or speakers’ microphone within designated talks

Events Management Team First Aider to ensure First Aid kit is stocked and stored within the Events Management Team control room.

5. COMMUNICATIONS How the event control/organisers will communicate with the event staff/marshals and vice/versa

Event management staff to communicate via hands-free two-way radio. Venue staff to contact events management staff via mobile telephone or in person (and vice versa). Event management staff to communicate with support workers in person or by mobile telephone.

How the event control/organisers will communicate with the public

Depending on the situation either in person or via load speaker/microphone. The venue does not have a PA system

Include a list of persons who will have radios and what channel they can be contacted on

Livio Bergamin (Chief Organiser) 1

Pedro Beirão (Logistics Manager) 2

Sam Hopkins (Marketing and PR Manager) 3

Nicola Rowe (Risk and First Aid Manager) 4

Include a list of persons who at the event location will have access to a phone and their contact telephone numbers.

Livio Bergamin 07985 335566

Pedro Beirão 07985 445566

Sam Hopkins 07985 667788

Nicola Rowe 07985 556677


6. EVENT SIGNAGE (to the event and a round the event site) Who is providing and erecting the signage at the event. When will it be in position

The Events Management Team will provide signage and work with the venue to ensure signs are erected at the best positions two hours before the event is due to start

7. LOST/FOUND PERSONS What steps will be taken for re-uniting people who get separated?

Lost people should be directed/taken to the venue reception. Hotel reception staff are then to contact one of the Events Management Team using the mobile telephone numbers provided. A team member will then meet with the person, assess the situation and if necessary liaise with other events staff using radio to reunite the person with their party.

8. LOST/FOUNDPROPERTY Where is lost property to be taken to? If it is not reclaimed, what will happen to it?

Lost property should be reported to one of the Events Management Team who will log the item in the lost property book within the control room

Found property should be reported to one of the Events Management Team who will log the item in the found property book within the control room. The item will stay within the control room until it’s owner comes forward

Items of found property can only be handed over once suitable checks (e.g. description of item) have been carried out.

Any items that remain found and not collected should be held at the Events Management Team Office until the owner comes forward. The venue staff must be made aware of this procedure and advise the public who to contact should an inquiry be made.

Full contact details of anyone missing property should be taken so that they can be contacted after the event if the item is found.

9. EVACUATIONPLAN Describe the actions to be taken if the event location had to be partially or fully evacuated. Consider:

Who will make the decision to evacuate the public from the event location?

Venue management staff with reference to event organisers Livio Bergamin and Pedro Beirão

Who will co-ordinate the evacuation?

Event organisers Livio Bergamin, Pedro Beirão, Sam Hopkins and Nicola Rowe with assistance from conference support staff and venue staff.


How will the event staff/marshals be informed and briefed of the situation?

All staff to be aware of emergency procedures prior to the event. Event Management staff to liaise via two-way radio and to pass instructions in person to support staff.

Do the event staff/marshals have specific tasks in the event of an evacuation?

Events Management Staff to ensure a register of speakers, exhibitors and support staff is maintained and that this is checked once evacuation has been completed.

Information regarding delegates should be collated and checked if deemed necessary by the emergency services.

Which exits will the public be directed to?

Venue to advise where the nearest exits are located prior to the event

Where will the public be evacuated to?

Venue management staff to advise whether a front or back exit should be used

Who will inform the emergency services?

Venue management staff

Who will direct the emergency services when they arrive at the event location?

Venue management staff

12. TRAFFIC MANAGEMENT PLAN Consider car park locations: Entry & Exits; Routes to the car parks and any signage; speed limits on the event site; any shuttle services between car parks and the event site. Note: Ensure the emergency services have unhindered access into the event location.

Car parking facilities will not be provided for the general public. As a Central London venue has been selected the public will be encouraged to travel via public transport.

Events Management staff and support works will arrive by public transport

Exhibitors may use the front entrance to unload and collect conference materials, e.g. pop-up stands, brochures etc. Parking will then be provided by the venue, but only if the make, model, colour and registration number of the vehicle have been provided in advance.

11. FIRST AID SERVICES Who is providing the First Aid cover; where is the first aid located; is it accessible to ambulances; consider communications links to the event control/organisers. Note: All public events must have the appropriate first aid arrangements in place

In the first circumstances contact Nicola Rowe of the Events Management Team 07985 556677


A first aid box will be held in the Events Management Team Control Room

If the situation is more serious the assistance of the St John’s ambulance support will be called upon. This person will be located within the control room

Should an ambulance be required this will be arranged by Nicola Rowe through the venue reception

The front entrance to the hotel is accessible for emergency services staff.

12. MEDIA If there was an incident at the event that attracted media interest, consider who would speak to the media and where would this take place?

Any requests should be referred to Marketing and PR coordinator Sam Hopkins, 07985 667788

Any meetings with the Media should first be cleared with the venue manager.

13. CROWD BEHAVIOUR/SAFETY Consideration should be given to crowd issues during evacuation, should this be necessary. The following can assist in determining the type of behaviour the crowd attending might adopt in an emergency situation: a. research the type of visitor that is likely to attend b. collate and assess information about Health and Safety

Ticket sales are not to exceed the venue capacity limits.

Events Management and support staff to maintain crowd control during busy times, e.g. registration, the beginning of talks, refreshment breaks.

In the event of an emergency events management staff along with venue management staff are to ensure the building is evacuated safely.

Registration lists to be taken to ensure that all delegates are accounted for.

group event project plan

Documents

finance plan

marketing plan

table of content

safety risk management

coursework header sheet

practice cate

course cate1138

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