On-Site Event Management 26 For use only with Duncan texts. © 2005 McGraw-Hill Companies, Inc. McGraw-Hill/Irwin

Lecture Outline The Importance of Attendee Profile Creating a Safe Environment Importance of a Communication Framework Keeping Track of the Site During the Event

Attendee Profile Who will attend the event? What is the average age of the group? What areas of the venue will they use when they are not attending the meeting? Who are they and why are they here?

Creating a Safe Environment Emergency contacts (Hospitals, etc.) Should EMS be on-site? Other risk management issues

Communications Identifying key players and understanding roles and responsibilities Pre-planning meeting with event professional and all vendors scheduled one month - two weeks prior to event

Importance of a Communication Framework Review Program Book Follow Communication Procedures and Protocols Create Flowchart of Communication Communication Resource Staff Training Monitor Communication On-site

Logistics Plan for Setup and Teardown Timing and Sequence Time Line Who needs to come in first (install rigging and trusses for example)

Availability of Resources Level of staffing Speaker Ready Room Availability of all equipment and decor

Access to site Load in / load out Carefully determine time needed (one full week usually needed for a three-day convention with trade show)

Detailed Production Schedule Create floor plans Work with Fire Marshall Schedule rehearsals Review Banquet Event Order (BEO) Work with and coordinate all vendors and workers

Material Handling A system to ensure that all items shipped arrive on time and if needed, returned to their destinations Many venues will charge to store and move items such as shipping boxes Determine how shipping boxes, etc. will be stored or destroyed

Plan for Human Resources Rule of thumb: It will take more people and time to set up event than to tear it down Regular work week or overtime (After-hours or Weekend?) Local union considerations

Site Move-In and Move-Out Number of docks and trucks available Location of the Marshaling Yard Communication with Stakeholders and Constituents

Setting up the Site Site Access Production Schedule given to: Staff Suppliers Service Contractors

Setting up the Site…. Arrival of Related Groups Technical Rehearsal Time Technical rehearsal includes testing of all equipment used for sound, visual effects, etc. Run-through (show rehearsal) includes complete review of general session

Setting up the Site…. Equipment Check Receiving Interaction with Personnel ALL contractors, specialty vendors, VIP's

Keeping Track of the Site During the Event Monitor meeting Analyze and remedy problems Determine need for additional resources

Creating a Safe Environment Check attrition fees Check if any attendees booked outside the block Check if hotel was overbooked Confirm complimentary and VIP rooms Review amenities

Dismantling the Site Delivery and implementation of services Review teardown schedule Final meetings with key facility personnel Post-Event Report (PER) Documents and records Outbound Inventory Counts and Shipping

Bibliography Principles of Advertising & IMC by Tom Duncan 2nd Edition, Published by McGraw-Hill Irwin. Event Management For Tourism, Cultural, Business and Sporting Events by Lynn Van Der Wagen Brenda R. Carlos Published by Pearson Prentice Hall. Advertising Principles and Practice by W. Wells, S. Moriarty and J. Burnett, Published by Prentice Hall International. Integrated Marketing Communications by David Pickton & Amanda Broderick Published by Prentice Hall.

The End: “The man who has confidence in himself gains the confidence of others.”