1. Chapter Eleven
Event Logistics

2. Chapter learning objectives
11.1 Define and explain the concept of event logistics
11.2 Understand the nature and importance of logistics in an event management context
11.3 Explain the logistical issues associated with the event venue
11.4 Understand the logistics associated with the supply of customers
11.5 Identify key logistical issues concerning the supply of product

3. Chapter learning objectives
11.6 Explain the logistics concerning event equipment, facilities and amenities
11.7 Discuss catering operations at the event
11.8 Understand the logistical issues associated with VIPs and the media
11.9 Explain the methods and techniques for ensuring effective communication and information flows
11.10 Understand the importance of issues associated with event security and emergency procedures.

4. Units of Competence and Elements
SITXEVT606 Develop crowd management plans
Analyse risks associated with large crowds
Develop crowd management strategies
Develop crowd management operational plan
Develop emergency crowd management procedures
Evaluate crowd management plans and procedures
SITXEVT502 Select event venues and sites
Determine venue or site requirements
Source event venues and sites
Confirm venue or site bookings

5. Units of Competence and Elements
SITXEVT605 Develop event transport operations
Analyse transport needs
Develop transport strategies
Develop transport operational plan
Evaluate transport strategies
CUEFOH06C Manage venue services
Prepare venue for patrons
Monitor venue services

6. Introduction Logistics has its roots in military operations.
Logistical problems will generally be the downfall of an event.
‘The devil is in the detail’.
Attention to detail provides smooth-running events.
Logistics includes:
transport of equipment
procurement of supplies
effective communication channels.

7. The concept of event logistics
Similarities between military and event logistics:
Temporary nature
Deadlines give urgency
Resources need to be deployed to the site
After the event, resources need to be removed from the site.

8. The nature and importance of logistics in an event management context
Key issues associated with logistics include:
supply of facilities
supply of the product
supply of customers
transport needs
flow control
communication channels
links to other services.
Facilities – including power, water, security, consumables, equipment, contractors.
Product – including speakers, performers, artists and their associated accommodation, transport and food requirements.
Customers – issues such as ticketing, queuing, marketing.
Transport – of customers, products and equipment.
Flow control – of people (guests, employees, volunteers and contractors), equipment and products.
Communication – flow of information.
Links – marketing, publicity, promotion.
 Review: Consider two very different types of events, such as an outdoor music festival at Eastern Creek Raceway for people and a conference for 2500 at the Sydney Convention and Exhibition Centre. What different logistical challenges would each event bring? Try to think of at least three items under each of the headings above.

9. The nature and importance of logistics in an event management context
Logistics assist with creation of a WOW factor.
Combination of planning and risk management – considering all of the smallest details in order to reduce the risk of something going wrong.
Division of work into categories.
Needs to be done right the first time!
Events staged overseas, in remote locations, as road shows or with large, complex events, details are critical.

10. Event venue Before the event During the event After the event
Supply of customers, product, equipment, facilities and consumables.
During the event
Movement of customers, performers, media, and VIPs
Catering operations.
After the event
Removal of people, equipment and facilities.
Security and emergency plans must be in place at all stages of the event.
The key to all stages of logistics in venues is effective and efficient movement – doing things in the most direct manner possible with the least amount of interference.
Security – Expensive equipment being moved around can be left unattended, large amounts of cash might be in use before and during the event and after the event many things can go missing due to crowd movements.
Emergency – approvals may depend on a detailed emergency action plan being in place.

11. Event venue Indoor venues Need to be intimately familiar with venue
Initial site inspection is time to ask questions
What is happening before and after your event?
Capacity
Facilities in the surrounding area
Staging area
Additional facilities
Venue map.
Site Inspection – Look at the limitations of the venue and assess whether your event can work within them.
Before and after – Staging for events either side of yours can impact bump in/out times, access to lifts and loading docks and other venue facilities, etc.
Capacity – Will your expected audience and equipment fit inside the venue?
Surrounding area – fire exits, access to toilets, ingress and egress points, catering areas, restrictions.
Staging area – able to fit performers, stage, etc. Access to power and equipment. Bump in/out restrictions and timing.
Additional facilities – green rooms, speakers prep areas, registration space.
Venue map – Venues often have CAD software to create scale drawings of the rooms and surrounding areas to best utilise space and ensure all items fit without causing issues.
 Activity: Have students imagine they are going on a site inspection of an indoor venue. What things will they be looking for in the room and in the surrounding area? Have them create a checklist of items to look for and questions to ask the venue manager conducting the site inspection.

12. Event venue Outdoor venues Permanent or temporary event site?
Premium layout options
Stages and structures
Emergency and safety considerations
Security issues
Amenities
Venue map.
Permanent or temporary – this will affect the facilities available, accessibility issues, etc.
Layout options – ensuring easy access to the site from surrounding areas, ease of movement around the site and easy egress options.
Stages and structures – able to be placed to get best acoustics and site lines without too much impact on local residents or the environment. There may be permits required and restrictions regarding weight or height.
Emergency/safety – water/gas/power lines underground, uneven surfaces. Emergency exits and access for emergency services.
Security – use of fencing to keep people safe, deciding on best entry and exit points.
Amenities – What is existing and what needs to be brought in. Where it is or where it can be placed for maximum effectiveness and exposure. Includes bins, toilets, etc.
Venue map – Ensure accuracy and understanding by asking who will be using it and what they will be using it for. Contractors need a different map to performers who need a different one to guests.
 Activity: Now have students create a checklist for a site inspection of an outdoor venue. Compare the two. What are the main differences and why?

13. Event customers People who pay for the event. Customer transport
Permission from local council, police and regulatory bodies
Affected by number and demographics of customers
Ensure adequate liaison with public transport authorities
Ensure adequate road access and parking
Flights, transfers and group transport may be required
Smooth transport = satisfied guests.
Permissions – you may need to close roads, provide detours, monitor traffic situations or use space for parking. All of these need permission from Council and/or traffic authority. Police may also be required to assist and regulate.
Public Transport – Event managers need to plan for how many customers will come by public transport. You then need to liaise with the appropriate providers to access timetables, and possibly negotiate extra or diverted services.
Own transport – availability of parking, cost, access points and restrictions need to be investigated and advertised to customers.
International guests – it may be up t the event manager to organise flights and transfers for customers, especially for conferences.
Guests always remember where transport went wrong!
 Activity: Split students into groups and allocate them an event type. Have them consider as many issues as possible relating to the transportation of customers to, around and from the event. What are some common themes between different event types?

14. Event customers Ticketing Queuing Information on the ticket
Timely availability
Distribution methods
Ticket collection, disposal and reconciliation.
Queuing
Long queues = unhappy customers
‘Dump’ vs ‘trickle’ arrivals
Provide entertainment to reduce perceived waiting times
Use of accurate tools to predict crowd numbers
Liaise with regulatory bodies to minimise disruptions.
Information on ticket – should include everything the customers need in one handy location – date, time, session, seat number, door number, map, contact details, cost. Some have inbuilt security and/or numbering.
Availability – must be printed in time for distribution in adequate numbers. Reprint as soon as possible after realising a shortfall.
Distribution – must be available for distribution in time for the event. Could be over internet and self-print, send out or pick up at the door. May be distributed through agencies such as Ticketmaster. Security such as secure internet payment, and on-site cash collection need to be considered.
Collections, disposal and reconciliation – make arrangements for complimentary tickets, pass out procedures, etc. Ensure revenue is collected for the amount of tickets collected. Discuss collection, disposal and reconciliation methods for audit purposes and ease. Staff training may be required.
Activity: Imagine if a headline act held a concert for 8000 at the Sydney Entertainment Centre and had ticket sales at the door. What issues would arise from this? Alternately, consider the issues if an event for a corporate product launch at a boutique venue sold tickets over the internet?
Long queues for any reason will impact on satisfaction. If at the beginning of the day it can ruin the event and if at the end of a long event it can irritate or change the feeling about the event.
Dump – when large numbers of people arrive together, such as when train loads of people come in.
Trickle – a consistent number of people move through in a staggered manner.
Provision of entertainment or information may make people feel that they are waiting for less time as they are distracted.
Accurate forecasting – use of historical data, liaison with organisers of similar events, discussion with regulatory bodies, negotiations with transport providers can all assist.
Planning – Put on additional staff/volunteers to counteract expected bottlenecks, ensure adequate numbers of facilities (e.g.: toilets).
Regulatory bodies – Ensure permits are sought and approved. Create a traffic management plan and ensure the site map allows for adequate movement and space for queues.

15. Event product
Can include performers, athletes, speakers and their equipment.
Transport
Expectations of performers need to be understood
Interstate or overseas transport increases complexity
Approvals and documentation may be required.
Accommodation
Seek information about requirements
Should aim to get the most out of the performer.
Transport expectations – What sort of transport are performers/speakers expecting? Limo transfer, taxi, first class flights? Ensure that these are confirmed and approved in advance.
Interstate/overseas – issues such as connecting flights, visas, insurance, luggage, etc. all become part of the planning process.
Accommodation information – again confirmation and approval is vital. Provide particulars of the standard, possibly including photos to ensure there is no misunderstanding.

16. Event product Other needs
Food and beverage
Transport around site
Storage and transportation of equipment
Backstage facilities
Technical requirements for the performance
Stage requirements.
Go beyond the contract – ask questions, check, double check and confirm.
With all requirements – Do not rely on the contract to communicate what the performers need or expect. A rider will assist with this level of detail, but a good event manager will go that extra mile. Ask about dietary requirements, likes and dislikes, how they normally have things done, the reasons behind every requirement.

17. Event equipment, facilities and amenities
Logistics will be affected by what exists at the venue and what is being brought in:
Create structures and accessibility
Sourcing materials, equipment and amenities
Storing equipment
Storing consumables
Supplying amenities
Payment for all supplies.
Complexity increases as event size increases
Structures and accessibility – if nothing exists it will need to be created.
Sourcing – finding reliable suppliers to meet the exact needs and specifications, including restrictions set out by venues, physical space and budget. Attention to detail is vital.
Storage – safe, secure and timely. Ensure that items can be removed and packed in without disruption. Must comply with health regulations or safety concerns.
Amenities – ascertaining number required, layout of venue, access to consumables.
Payment – ensuring correct invoicing, processing and tracking takes place in accordance to contractual agreements.

18. Event catering operations
Food handling and storage issues are critical, especially in light of regulatory requirements.
May need to cater for groups with different needs.
Provision of food at events has multiple risks:
Transport and storage of food and beverage
Safety of cooking appliances
Supply of gas, electricity and water.
The sale of alcohol also has repercussions:
Licensing
Trained staff
Security.
Different groups – you may need to cater for groups over and above your core customers, who may themselves have diverse needs. Crew, performers, etc. may require a meal in an alternate space or after the show which may be the same or lighter than that had by others. You may also need to provide a specialist VIP menu, or prepare for dietary requirements.
 Activity: List some of the challenges that are caused by catering at temporary food stalls at festivals. How do these compare to the challenge of serving a plated lunch to 100 people in a hotel dining room?

19. VIPs and the media VIPs can add to the logistical load.
Often require special transport and accommodation.
Media can affect logistics
Specialist equipment takes up space
Power required may cause disruptions to other services.
For large events with significant media, a press officer should be appointed.
Press Officer – required to take care of press releases, liaise with national and international press, create media kits for press and electronic media.

20. Communication and information flows
Effective pre-event documentation should inform all parties of requirements and responsibilities.
On-site communication throughout event ensures stakeholders are kept updated of developments.
Effective on-site communication methods include:
Signage and maps
Loud hailers
Two way radios/mobile phones.
Deadlines are hugely important at events and timely and effective communication is key to meeting them.
Pre-event communication – primarily concerned with planning. Written documentation should be updated and circulated regularly by or fax.
During the event – communication should be regulated by chain-of-command and all staff should be aware. Issues become more urgent during the event, records need to be maintained and monitoring needs to take place.

21. Event security and emergency procedures
Security may be of concern because of:
valuable equipment
large crowds
cash handling
VIP guests.
Emergency issues may require:
First Aid-trained employees/volunteers
access for emergency services
location of first aid services on site map
lines of authority
Disaster Plan.
Emergency issues – Many approvals by regulatory bodies and Councils are dependant on comprehensive, realistic disaster management or emergency plans being in place. Lines of authority are important so that people know exactly what to do in an emergency and what their responsibilities are.

22. Event security and emergency procedures
Crowd control issues will require:
a realistic and updated emergency evacuation plan
roles and responsibilities of staff and volunteers noted in plan
appointment of crowd controllers
training to all staff with key roles
regular audits to ensure emergency exits are clear
availability of fire fighting equipment in working order
emergency evacuation alert system in working order
personnel aware of emergency procedures
regular contact with emergency services.

23. Event shutdown Shutdown or bump-out has significant challenges
Protection of valuable equipment
Safe dispersal of crowds
Cleaning and waste management
Departure of guests, VIPs, media, etc.
Completion of documentation.
Crowd control can be harder at the end of the event
Most people leave at once
Alcohol can lead to behavioural problems
Some people want to stay on
People tend to be in a hurry and are less patient.
 Activity: How can you ensure the safety of valuable items during the bump out phase?

24. Chapter summary Event logistics are comparable to military logistics.
Logistics is concerned with the supply and flow of resources, facilities and people.
Venue considerations may change depending on whether they are indoor or outdoor sites.
Customers for events will need to have their needs considered in regard to ticketing and queuing.
The event product will need to be transported, accommodated, fed and provided with facilities.
Communication is hugely important for logistics management to be effective.