Event Logistics and Risk Management PDF

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Lecturer: Katherine Jones...

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Event Logistics & Risk Management What is Logistics?  The Right Product  The Right Place  The Right Time  Arriving on time  In place it should be & good condition  Doesn’t just happen! Supply Chain  Flow of materials, good and services by definition  In events management - flow of physical goods, information, people & finance to point of use  Lead Times, Contract Negotiation, Licensing, Permits, Insurance  Required careful planning & organisation Further Examples  Last minute venue challenge  Last minute venue change  Nobody turns up  The weather  Not enough space  Not enough seats  No food  Queues! Project Management “A project is a complex non routine…effort limited by time, budget, resources & performance, specifications, designed to meet customer needs” (Gray & Lawson, 2000 in Bowdin, 2011 p258) Benefits of Project Management  Avoids over reliance  Reporting facilities  Splitting of roles  Familiarity  Total Quality Management Project Management & Events (Traditional Project depends on a solid definition of asset)  Events as an asset?  Events are not defined & can be emerging…  Taking new opportunities  The Wow factor  Volunteers difficult  Number of stakeholders  Fluctuating Finances  Event Design (Shone & Parry, 2010)

Project Management & Supply Chain Complexities of the ‘supply chain’  Geographic spread of customers & goods  Risk & security considerations  Regulatory & compliance hurdles  Increased attendee/participation/client expectation  Shortened lead times  A huge number of players Back to Supply Chains - What supply chains have you encountered today? Supply Logistics Customer  Ticketing  Queuing system  Transportation  What can you fo to help visitors? Product Portfolio  Transport  Accommodation  Entertainment Facilities  Venue - size, flexibility, lead time, safety, transport links…  Catering - licensing, vendor selection, infrastructure, storage, resources, payment facilities  Technical - cost, transport, fit with event, design, storage (pyrotechnics), tech. support, operational work… Lets Consider Catering…  In house/outsource  Menu choice  Stock (food & drink) & storage  Timings  Customer Knowledge/ Expectations E.g.   

28,000kg of strawberries & cream are consumed during the Wimbledon fortnight each year The strawberries are kept fresh - they are picked the day before their consumption at the event! Eating strawberries & cream is an integral part of the experience of Wimbledon!

Supply Logistics

Flow - steady & continuous  Movement of audience - multi site & large venues  Evaluation & anticipation of peaks e.g. arrival, programme highlights, exist & emergency  Linked closely with event programming Communication  The act of transferring information from one place, group or person to another  Complex & various forms Event Management uses a range of pre, during & after:  Pre Event Meetings (Verbal)  Site Maps (Visual)  Bulletins (Written)  Newsletters (Written)  Contracts (Formal) Integral  Peers  Staf  Stakeholders  Committees  Volunteers External  Audience/Customers  Suppliers  Venue’s  Artists/Entertainments Need for Communication Plan on Site  Details include name, responsibility, locations, contact number, emergency contact  What information do they need? Customer Communication  Signs, loudspeaker, programmes…  What information do they need? On the Day…  Walk through the site - ‘Gap Analysis’ (Goldblatt, 2008)  Know your site - inside out  Communicate with teams/committees  Check locations & key times  Delegate properly  Deal with problems as they arise - Leadership  Identify reason for problem  Work steadily but take breaks  Be visible, contractable, be clear Organisation is Key Logistics Summary

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Important to understand logistics i.e. the movement of resources & assets to the place they are required (Right Place, Right Time = Successful Event) Supply Logistics - need to think about customer, audience flow & communications at all times (Vital for safety, security & success!

Risk Management What is Risk?  A situation involving exposure to danger - probability, threat, internal/external, damage/injury/liability/loss  Risk in Events - Likelihood & consequence of an event not fulfilling its objective  Risk Management - Process of identifying problems, assessing them then making plans to reduce, remove or neutralise the risk (Event Scotland, 2006)  ‘Hope is NOT an action plan” (Silvers, 2008 pxvii)  “Because each event is diferent, no event risk manager can ever assume the position of one equation fits all” (Tarlow, 2002 pxii)  “It is significantly less expensive to manage a risk prior to the event than deal with the crisis after it has occurred (Tarlow, 2002 p5) Levels of Risk  Low Risk Events - often indoor & no unusual or specialist activities & those taking part & executing event have knowledge & experience of these types of events.  Medium Risk Events - may be very large indoor events, locations which public do not normally attend, activities more complex. Or outdoor but no immediate or large perceived dangers.  High Risk Events - involving large numbers of people in activities & locations they are unfamiliar with  Little/no knowledge event/environment/activity  Visible dangers if safety mechanisms ignored  Small scale too - corporate team building - specialist knowledge of staf but not participants (Shone & Parry, 2013 p228) PESTLE & The Macro Environment

Types of Risk Physical -

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Health & Safety problems - this is not just of those attending Natural Disasters Human Disasters - terrorist attack, overcrowding Crime Security Issues Risk of activity

Financial  Lack of sponsorship  Lack of ticket sales - poor feasibility testing  Lack of grant sponsorship  Poor budgeting - hidden/changing costs  Legal bills Environmental  Climate change  Perceptions of the event on environment i.e. land  Harsh environments & sporting events  Reputational risk associated with  Reputational  Referred to as psychological  History - previous events  Loss of trust  Expectations  Ethics  Real time efects - tech. Performance Risk  An artist doesn’t show up/is late to your event - it is the headline act.  Although defined as a performance risk, what are your two biggest risks from this? Phases of Risk According to The Event Safety Guide (HSE, 1999) 5 Phases of Risk  Build Up - Venue design, worker selection, contractor section, construction  Load In - Delivery & installation of equipment  The Show - Crowd & transport management, planning for fire, first aid…  Breakdown - Planning to control risk post event i.e. waste disposal

How Can We Deal with Risk?  Eliminate - can you get rid of the hazard?  Reduce - try a less risky option?  Isolate - prevent access to hazard?  Control - reduce exposure to hazard?  PPE - issue projective equipment  Discipline - the workforce working correctly

Some Considerations  Risk can be reflective  An ongoing process, integrated & emerging  Work with stakeholders

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Roles & responsibilities - Health & Safety Policy for your organisation, Reporting procedures, Monitoring & inspections, Method Statements Communications...