1. On-Site Event Management26
For use only with Duncan texts. © 2005 McGraw-Hill Companies, Inc. McGraw-Hill/Irwin

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

3. 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?

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

5. 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

6. 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

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

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

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

10. 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

11. 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

12. 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

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

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

15. 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

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

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

18. 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

19. 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

20. 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.

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