Event Planning lecture 6 notes PDF

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Summary

These files are from the notes i made in lectures and should contain all information on the event manual assessment as well as useful references....

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EVENT LOGISTICS

1. Assessment 2 briefing 2. Onsite logistics 3. Key event control documentation - the production schedule

A. Document (10%) - Presentation (cover and contents) - Language - Intro, event overview/info inc contents details and roles) B. Operational plans (40%) - week 8 - Event timelines - Running order and production schedule - Operational plans venue C. Project plans (50%)

1. EVENT MANUAL - 70% of module - 2000 words +/- 10% (not including tables) - Deadline - 14th Jan 10am (turnitin)

2. Managing event logistics - Concerns whole operation 3. PRODUCTION SCHEDULE  Whats needed to be done  By who  When  template

PRE-EVENT - Delivery and installation of equipment, fascilities and services. Timely arrival or artists/performers as well as attendees

DURING THE EVENT - Planning effective crowd management

PRE-EVENT -> - Delivery of temporary structures is called build-up - Large structures in first - large vehicles being delivered? - Then medium sized - tech equipment - -finally small items - decoration -> ARTISTS AND PERFORMERS - Need to be onsite before start - May need to arrange travel, book accom, schedule, pick-ups - May require assistance un-loading - Passes - Dressing rooms -> THE WALK ROUND - Any risks or hazards - Safety doors and fire doors - (tying shoes so you don't fall over) -> ARRIVAL OF ATTENDEES - Maths and psychology of queuing in staging safe events - Consider arrival rate and busy times - Registration and ticket checking is a challenge

DURING THE EVENT -> CROWD MANAGEMENT - Clearly signed entrances and exits - Height of signs - Clear walkways - Use appropriate barriers - Site maps - Info on timings/locations

-> TRANSPORTATIONS - People with special needs - extra help - How artists are going to be moved between backstage and performance - Staff may require reloading or removal of waste -> COMMUNICATION - Walkie talkies - stable - Mobile phones - signal, reception issues, in larger outdoors areas - Inform attendees through PA systems, signs POST-EVENT -> SHUT DOWN  Exit plans -> Equipment  Reverse of load-in  small out first, then medium and large...