Guidance for an Event Company Involved in Running Various Events around the South Coast - Term Paper Example

 SAFETY REPORT Introduction This paper provides guidance for an event company that will be involved in organizing and running various events around the south coast. The company’s vision is to deliver a variety of events, which will range from music nights at a local pub to large open-air festivals lasting over a weekend. This company expects to have a small core team working full time and then employ a number of temporary staff (maybe students) to help run events, and also to contract out specialist work such as constructing infrastructure. The expected audiences will differ between events but plans may also be aimed at children. As the event organizers, the prime responsibility is to ensure that safety, health and welfare of everyone involved (employees and attenders) is fully protected. Therefore, this guide assembles information that will be required in by the event organizing company, the employees and contractors in ensuring that the safety and health at work is satisfied in accordance with the Act and Associated regulations. In addition, this report is tailored at ensuring that the organizers are assisted in understanding the requirements of others that that have conceded the events, such as emergency services and local authority with which cooperation will be required. This paper is aimed at clearly unfolding what is required and the reason for this requirement. Therefore, it does not act in replacement or contravention to the existing legislation and operational practices but confirms what has previously been laid down and justification for these practices using valid arguments that are well captured in the analysis. As an upcoming event company in South Coast, this guidance is significant as it comprehensively examines the basic standards and safety measures that will be required to uphold approach consistency while ensuring that a scope is left for flexibility. It also considers the size and nature of the events. Key areas of legislation and operational practices Management and planning As a way of ensuring that peoples safety, health and welfare is protected among the people that will be attending the events, contractors and employees, there is need to ensure that safety and health is managed. The fundamental importance hence has to be aimed at appreciating that safety and effective management planning has to begin at a time that is similar to the planning of other aspects of events that will be proposed in this company. The event organizer that will be charged with the role of this publication will hence be required to ensure that every event is appropriately managed and promoted. This requirement is geared towards ensuring that the event organizers are able to ensure safety as they plan and organize any event. Based on this understanding, it is important to unfold the safety and health management. Managing health and safety To ensure that an event company employs safety and health in management, the following elements are unfolded: Creation of policy encompassing health and safety Planning with an aim of ensuring that the policy is well enforced Organizing an effective structure of management while arranging for policy delivery. Safety performance and monitoring Performance review and auditing Therefore in compliance with the safety and health policy, the company should be able to demonstrate that the concert eventually passes over into effective actions. This alternatively should be a way through which the event company ensures that others learn its commitment to safety and health. Therefore, this information will have to be clearly underlined in the policy statement. The safety policy should also be able to the detail particular company information that shows how implementation of the policy will be enhanced. In this part, the company has to be in a position to comprehensively unfold the roles and responsibilities of additional individuals that have been charged with safety duties. Hence, the safety policy organization section should incorporate additional matters such as a diagram illustrating how the safety duties are delegated, qualification of individuals with the competence and authority of monitoring safety and resources that the company will be availing to uphold safety and health. In the case of this upcoming company, we have the responsibility of clearly defining the event organizer. As Stavros (2006) guidance unfolds, event organizer will apparently involve an organization that will be involved in promotion as well as management of events. Because this company falls under this category, there is a high likelihood that it will be required to hire not less than five employees. In the event the company plans to receive contract to manage and promote events on behalf of other companies, these employees will also have a responsibility in such tasks. Therefore, this company has to be recognized as an employer that will incorporate temporary and permanent employees. Nevertheless, it will still be essential to ensure that the individual that will be charged with the overall responsibility of upholding compliance with the safety and health work act. For effectiveness of this individual, the responsibilities have to be well highlighted. There are some instances where some music events could be organized by organizations and individuals whereby there is no actual employer, for instance the community events. In such events, producing a safety policy may not be a legal requirement. However, the legislation provides legal responsibility for the contractors and subcontractors management. In instances where the company will have management responsibility, upholding a safety policy is strongly recommended based on the fact that is unfolds a framework through which the health and safety will effectively be management in such events. As Long (2000) unfolds, health and safety framework could incorporate a series of events should they have to be organized by this company. Therefore, the policy that is prepared to encompass numerous events will have to be reviewed in terms of arrangements and organization for the safety and health of each specific event. Pettigrew (2003) hence upholds the importance of ensuring that safety policy comprehensively unfolds the management structure through which the safety and health responsibility is well defined for the event duration and that this formation should be well detailed and documented in the company’s safety policy. This recording should able to unfold event duration starting from the onset to the buildup through to the breakdown final end. Therefore in the instance whereby an event has to be staged in existing premises such as a sports stadium and arena, the event organizer of this company will be required to communicate with the management in charge of the ground or venue in relation to the health and safety prevailing arrangements. Preparation for safety Long (2000) explains that an effective planning encompasses deterrence through identification, elimination and control of the risks and hazards. The duration of time that has to be utilized in planning will strongly depend on the type, size and duration that any particular event will be required to last. When it comes to large and major events, Narasimhan (2007) recommends for a period of six to nine months before the date when that particular event will be held. With this understanding, it is apparent that the company will have to maintain a comprehensive inventory and event management system that will be in place to prepare and plan numerous events scheduled for various dates in a simultaneous manner. In preparation for this event, Pearlman (2010) understands that various phases will have to importantly be weighed and considered. Therefore, the events planning issues will have to be measured in separate parts: The Build Up phase: In this phase, the incorporated activities will include preparation for the design that will be employed in every articular venue, selecting the competent contractor that will appropriately deliver the objectives of constructing the marques, fencing and stages among others. Loan In: Raj et al. (2009) unfolds this to be an important phase in which the company will be required to plan and ensure that the equipment are safely delivered and installed. This will be inclusive of the stage equipment that the performers will use. The Show: This will incorporate a plan for strategies of ensuring effective strategies of managing welfare and strategies will be employed. It is also in this phase that Lövendahl (2000) emphasizes on the planning strategies that will be employed in dealing with first aid, fire, major incidents and contingencies that are significant. Load out: This involves a plan that will be employed in controlling the risks after the event is over and dismantling of the infrastructures that were utilized for that particular event. In relation to this incidence, Givens (2006) unfolds that collection and disposal of waste paper has a high likelihood of presenting risks. Based on this understanding, it is important to ensure that these aspects are well managed and planned. Based on the above guideline, it is important to understand that the components of event risk management are the working document of this company and hence will have to be reviewed and updated on continuous basis as soon as new information has been received either during the event or before the event. It is only necessary to ensure that this plan is produced for the key individuals that are to be involved in the event team. Therefore, the company will be required to ensure that the management upholds full control of the document as a way of ensuring that redundant documents are not misjudged as being final documents. For a successful event company, event planning meetings will be an ideal way through which the organization will ensure that the team members are up to date with the plan content in addition to ensuring provision of a mechanism through which safety information will regularly flow. Arrangements for these meetings can take place in a few days or weeks before that specific and actual event. In addition, a finalizing meeting should be held one day before the event. Assessment of event risk According to the work regulation of 1999, the safety and health management require that the self-employed individuals and employees do assess the workers risks as well as others that are likely to be affected by their work. The risk assessment purpose is to ensure identification the hazards that have a likelihood of resulting in harm while assessing the risks that are likely to emerge as a result of these hazards. After this assessment, a decision is made on the suitable measures through which the risks can effectively be eliminated or controlled. The important risk assessment findings have to be recoded should five or more employees be required. A risk evaluation for breakdown, show, buildup, can only be implemented after the recruited individuals that will be working on site. In addition, it will be important to ensure that the venue and site is visited with an aim of ensuring that particular hazards are identified. Liaising with emergency services and local authority As Leonardsen (2007) unfolds, the local authority will customarily request a preliminary meeting with an aim of discussing the event proposal. The emergency members together with the safety and health inspectors may be present. Probably, the local authority may be asked to avail information checklist that will be required for erstwhile endorsement together with a timescale for information submission. The supplied information should sufficiently ensure that the local authority is able to examine the company’s system of safety management while checking the necessary calculations, plans and drawings. The local authority must not necessarily require a copy of every document related to safety unless in instances where this will be deemed necessary. However, they may call for evidence of a previously planned event. Based on this understanding, LaComb, C. et al. (2009) underlines the importance of ensuring that the information on safety has not been erroneous. Suitable guidelines should be made with an aim of ensuring that the local authority can establish timely contact for matters that may require further clarification. Therefore, the last minute alterations should be avoided based on the fact that they will hardly be conducive to good safety management and planning. Should this organization be geared towards success, it should hence continuously liaise with the emergency service members and local authority to ensure that any staged event is permitted and is hence not interrupted. These organizations should be invited in the meetings involving event safety as a way of ensuring that they get informed on the event safety aspects and employed management strategy. Analysis of the legislation and operational issues The guidelines highlighted above provide approach through which the events plans have to be prevented. Therefore based on the highlighted guidelines, it is apparent that the communicated information is significant when it comes to running of the event and hence it has a significant role in ensuring the public and participants’ safety and health. Therefore through the regulation, the individuals are comprehensively educated on the relevant measures in the event of emergencies. As Schumacher (2011) unfolds, every events organizing company strives to ensure prevention of accident during an organized event. However, there are instances where serious injuries could be connected with a particular event. Under such incidences, the investigation groups may require to be provided with evidence that will guide them in investigating the events occurrence while examining whether the involved risk had been considered. With a well-documented event plan, Boehme (1999) understands that evidence can effectively be availed to confirm that the statutory obligations and care duty has successfully been fulfilled. With availability of documentary evidence, it is apparent that greater significance is realized in comparison to reliance on the word of mouth. Reading from Schumacher (2011) understanding, satisfying the requirements is effectively enhanced by fulfillment of the council while managing the safety and health of an event. As the article unfolds, provision of sufficient and suitable emergency plans, event operation and risk assessment will enhance achievement of this objective. Schumacher (2011) understands safety as an important aspect not only in the events sector but also an interesting subject in most organizations realm. As the center for every organizing project, Schumacher (2011) upholds safety concerns as the initial and most significant issues that are importantly considered when the next step in a new company is considered. With such regulations guidance, it is apparent that organizations are able to uphold the significant issues that can affect the company future operations. Schumacher (2011) upholds the significance of the legislation and regulations by insisting that many form of clutter are likely to be safety hazard. Similarly, a massive amount of paper is likely to fuel an office or house inferno. Unnoticed black mold carelessly ignored behind clutter stacks in a house basement may result in eventual poisoning or suffocating of the family. Therefore, providing and agreeing on well laid guidelines could be the initial step in supporting a safe and risk free organization. However, this is not always the case in many companies. As a result of careless mistakes and lack of a clear compliance guideline, the disastrous effects are apparent. Lövendahl (2000) explains that safety improvement begins with identification of all the existing hazardous standards. This measure is perceived to avail a guideline through which the company will immediately be able to address safety concerns in a way through which more hazards are not created. Therefore, this article provides the company with the ways through which the safety guidelines can be improved. Conclusion As this article unfolds, it is apparent that safety and health standards will ensure that an organization continue maintaining the regulations that are important. Therefore, the company is guided to take appropriate measures that will ensure that the office and home is maintained as safe for the sake of the employees and visitors. Through incorporation of the guidelines, this event company will be able to successfully undertake all the events planning aspects. References Boehme, A 1999, Planning Successful Meetings and Events: A Take-charge Assistant Book, AMACOM, eBook, 187p. Givens, R 2006, Ten Tips For Organizing A Competitive Events Conference, Technology Teacher, 65(4): 24-26. LaComb, C 2009. et al. Monitoring key company events through deliberative learning, Information Systems & e-Business Management, 5(4): 295-317. Leonardsen, D 2007, Planning of Mega Events: Experiences and Lessons, Planning Theory & Practice, 8(1): 11-30. Long, P 2000, After the event: Perspectives on organizational partnerships in the management of a themed festival year. Event Management, 6(1): 45–59. Lövendahl, B 2000, Learning effects: The case of the Lillehammer Olympic Winter Games 1994. In L. Mossberg (Ed.), Evaluation of events: Scandinavian experiences. New York: Cognizant Communication Corporation. Narasimhan, B 2007, “Two's company, more is a crowd”: the linguistic encoding of multiple- participant events, Linguistics, 45(3): 383-392. Pearlman, D 2010, Hosting Business Meetings and Special Events in Virtual Worlds: A Fad or the Future? Journal of Convention & Event Tourism, 11(4): 247-265. Pettigrew, A 2003, Innovative Forms of Organizing: International Perspectives, Sage Publications, Ltd, eBook. 427p. Raj, R. et al. 2009, Events Management: An Integrated and Practical Approach, Sage Publications, eBook. 257p. Receivables Report for America's Health Care Financial Managers 2011, Company Parties Can Mean Liability Risks 26(12): 9-10. Schumacher, S. 2011, Meeting Your Company's Needs, 114(8): 26-27. Stavros, C 2006, Interview with Peter Abraam, CEO Victorian Major Events Company, International Journal of Sports Marketing & Sponsorship, 7(4): 301-306. Tourist Attractions & Parks 2011, Customizing Events, 41(2): 128-136, 4p. Read More