SEM2 3.09 Implement quality assurance processes to minimize potential loss

Explain purposes of conducting site inspections. Planners must ensure that the facilities they select for an event meet their needs. For example, an event organizer who is planning a fundraising dinner for 500 attendees should make sure that the facility has the space and the amenities (food service, tables, chairs, restrooms) to accommodate a large party. To encourage attendance, the location of the facility should be accessible and centrally located for the majority of attendees.

Identify factors to evaluate during site inspections. Because sport/event venues have different needs, organizers and promoters consider several factors when inspecting a facility for use. For example, a high-tech rock concert might require a lot of storage space for lighting, costumes, and musical instruments. The availability of hospitality options (e.g., rooms, restaurants) to accommodate VIPs and hold press parties might also be factors for promoters to consider when they are inspecting facilities. Other considerations might include concessions, equipment availability (e.g., lighting), and load-in time.

Identify factors to evaluate during site inspections. The geographic location of available properties is an important consideration when inspecting sites that might be used for an event. Event planners consider a variety of factors such as proximity to other attractions, type of neighborhood, need for transportation service, etc. The goal is to select one or several properties that have the capacity to accommodate the event as well as the participants. However, it is also important that these properties are conveniently located in desirable areas so participants have easy access to the event.

Demonstrate procedures for conducting site inspections What to look for when conducting site inspections Site Inspection Checklist How to perform a site inspection like a pro

Identify types of disruptions that can affect an event. Marketers should be prepared to refund money in case an event must be canceled due to weather or other type of natural disaster. They should be prepared to evacuate a facility in case of a terrorist threat or bomb scare. Although having contingency plans will not prevent emergency or crisis situations from occurring, they will make it easier for marketers to effectively and safely handle these situations.

Explain the importance of event contingency planning. Sport/Event marketers should be prepared for all types of possible emergency or crisis situations. When such situations occur, marketers should have contingency, or backup, plans in place. Part of a contingency plan might involve developing procedures for working with the media and handling publicity. Also, a contingency plan might include a system for safely transporting people away from the facility.