practical events management lecture 6: event logistics jenny flinn [email protected]
TRANSCRIPT
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Lecture Overview
• Defining Logistics• Elements of Event Logistics• Supply of the Customer• Supply of Product• On Site Logistics• Emergency Procedures• Shutdown
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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
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Elements of Event Logistics
Supply of Customer
Marketing
Ticketing
Queuing
Supply of Product
Transport
Accommodation
Artistic Needs
Supply of Facilities
Security
Power
Contractors
Event Site Logistics
Flow of audience and equipment
Communication
Amenities
Consumables
VIP and media requirements
Emergency procedures
Event Shutdown
Removal
Clearing
Contract Settlement
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Event Logistics
• Can be broken down into the following areas:• Supply• Transport• Linking• Flow control• Information networks
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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
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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
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On Site Logistics
• Flow• 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
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On Site Logistics
• Signage• Placement• Type• Literacy of attendees• Accessibility• Orientation
• Amenities• Site map• Toilets• Food and beverage
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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
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Shutdown
• Crowd dispersal• Equipment• Entertainment• Human resources• Onsite/staging areas• Contractors• Finance