Practical Events Management Lecture 6: Event Logistics Jenny Flinn Jenny.Flinn@gcal.ac.uk

Lecture Overview Defining Logistics Elements of Event Logistics Supply of the Customer Supply of Product On Site Logistics Emergency Procedures Shutdown

Defining Logistics “logistics stems from the greek work logistikos, ‘skilled in calculating” (Bowdin, et al., 2006:352) Initially associated with the military but adopted by business following World War II Concerned with having the right things in the right place at the right time Putting a plan into action

Elements of Event Logistics Supply of Customer Marketing Ticketing Queuing Event Site Logistics Flow of audience and equipment Communication Amenities Consumables VIP and media requirements Emergency procedures Event Shutdown Removal Clearing Contract Settlement Supply of Product Transport Accommodation Artistic Needs Supply of Facilities Security Power Contractors

Event Logistics Can be broken down into the following areas: Supply Transport Linking Flow control Information networks

Supply of the Customer Ultimately the responsibility of marketing activities Getting customers to and from the event is a logistical issue Transport issues Arrival method and timing Dump/trickle The pricing and printing of tickets is not a logistical issue but distribution, collection and security are Queuing is the first experience of the event Perceived waiting time

Supply of Product Any event can be seen as the presentation of a product Most consist of a product portfolio that needs to be integrated Performers requirements Transport onsite Storage and movement of equipment Stage and backstage facilities Access Food and drink Sound and lights

On Site Logistics Flow Communication People and equipment Must take into account emergency planning/access Accreditation Communication Has to work seamlessly with the other functions of event management Policies should be implemented Communications plan

On Site Logistics Signage Amenities Placement Type Literacy of attendees Accessibility Orientation Amenities Site map Toilets Food and beverage

Emergency Procedures The following should be considered when developing a major incident plan: Identification of key decision makers Stopping the event Identification of emergency routes and access for emergency services Requirements of people with special needs Identification of holding areas for performers, workers, the audience The script of coded messages to inform staff and announcements for the audience Alert/communication procedures Procedure for evacuation and containment Identification of rendesvous points for emergency services and ambulance loading points Location of nearest hospitals and traffic routes Identification of temporary mortuary facilities Identify roles, contact list and communications plan Location of emergency equipment and availability

Shutdown Crowd dispersal Equipment Entertainment Human resources Onsite/staging areas Contractors Finance