Event Management - Coursework Example

Event Management Plan Event Rebels with a cause Event Location London XYZ Event 3rd to 17th June, Organisation Local Council Introduction 3 2.Event management 4 2.1.Pre Planning 4 2.2.Key event management contacts 5 2.3.Key event contacts 7 2.4.Staffing 10 2.5.Schedule of the Program- logistics 10 2.6.Marketing Plan 12 3.Health and safety 14 3.1.The responsibility of Rebels with a cause for health and safety 14 3.2.Risk assessments and management- The contingency planning 15 4.Lost children 17 5.Licensing 18 5.1.Premises and TEN (Temporary Events Notice) 18 5.2.PRS and PPL Licence 18 6.Insurance 18 7.Provision of food 18 8.Site considerations 19 8.1.Site Plan 19 8.2.Toilets 20 9.Environmental considerations 20 9.1.Noise 20 9.2.Surface protection and trees 21 1. Introduction 4 2. Event management 4 2.1. Pre Planning 4 2.2. Event overview 5 2.3. Key event management contacts 6 2.4. Marketing plan 13 2.5. Staffing 11 2.6. Programme & production schedule 11 3. Health and safety 15 3.1. responsibility for health and safety at the event 15 3.2. Risk assessments and management 15 4. Lost children 18 5. Licensing 19 5.1. Premises and TEN (Temporary Events Notice) 19 5.2. PRS and PPL Licence 19 6. Insurance 19 7. Provision of food 19 8. Site considerations 20 8.1. Site Plan 20 8.2. Toilets 22 9. Environmental considerations 22 9.1. Noise 22 9.2. Surface protection and trees 22 1. Introduction The ‘rebels with a cause’ is a two week event that aims to prevent the disorderly conduct, anti-social behaviour, and crime among children and teenagers aged 10-17 through education. The aim of this two weeks is not to punish those who offend, but correct them with penalization. With the increasing crime rates, stabbings, drug abuse, and early teen pregnancies, the local council like ours feels that it is our duty to work with the various governmental agencies to tackle this difficult task. Therefore, the two week extravaganza will be using several strategies to raise awareness with a wide range of activities. Some of the objectives to be focused upon in these weeks are as follows: 1. To make sure that the purpose of the event is duly communicated 2. Every activity has its goals directly aligned with the goal of the event 3. A real effort towards change with a clear direction. 4. Attracting the right targeted audience 2. Event management 2.1. Pre Planning It is believed that if an event is not sufficiently pre-planned, its success may be questionable. Therefore, this event also requires an adequate amount of pre-planning and therefore the following questions have been answered before hand (LBH, 2012). Why – this questions helped the local council develop the basic goal of the event. Basically, since this question requires the basic concept of the event, the core values can be easily generated through it so that one direction can be attained. The proposed two week event will be carried out so that the young generation could be given the right amount and direction of the guidance to deviate them from a path of crime and violence. What – as for the why, this question answers the main presentation of the event. Since the core values have been established in this scenario, the ‘rebels with a cause’ event will conduct various activities such as, advice panels of all kinds, literacy and numeric school attendance, mental health assessments, drug and alcohol problems’ conferences, constructive leisure activities, mentoring and befriending talks, law and group workshops, family relationships seminars, art/essay/poetry contests, mural projects, youth summits, human rights’ awareness campaigns, media campaigns and workshops. Where – the two week event will be carried out at the XYZ location in London and will have access for all parents and the young community. The venue shall have a car parking area with transport arranged as well. The event shall also have toilets, as well as other facilities. Alcohol safety will also be ensured. When – the two week event will begin from the 3rd of June and will continue till the 17th of the same month, commencing at 3 o’clock and going on till 7 in the evening. It will be carried out in this month because of the summer vacation, making the access much easier for the target audience. Who – the audience is therefore the youth community and parents. 2.2. Key event management contacts The following table consists of the Department, task, accountability and the mode of contact for the event. The responsibilities have been allocated depending upon the nature of tasks and the number of people working in the department. Department Task Accountability Contact (Mbl Pref) & radio channel Management /coordination Managing the event Overseeing the event and coordinating all activities of the extravaganza XXXXXXXXXXX Radio channel 1 Logistics Fabrication Making sure that the infrastructure is soundly developed; orders are made in a timely manner and the delivery timings are also synchronized XXXXXXXXXXX Radio channel 1 Volunteer committee Volunteer Coordinators These are the people who will recruit volunteers for the event, the trainings, as well as the management XXXXXXXXXX Radio channel 3 Security Health & Safety Risk assessments, legal compliance, fire points, site inspections XXXXXXXXXXX Radio channel 1 Marketing Advertising and promotion Will be responsible for attracting the target audience as well as people for the activities like speakers etc XXXXXXXXXXX Radio channel 1 PR communication A sound communication and handling of the guests for the event to be dealt with by this department XXXXXXXXXX Radio channel 3 2.3. Key event contacts The chart below includes people that also have an involvement with the ‘rebels with a cause’ event. They are those contacts that consist of contractors for supplies, stallholders, and contacts in case of emergency. These contacts will be able to help the committee contact help on time if the original plan goes wrong. Contractors for supplies (marquees, catering etc) Organisation Contact Service Contact details Status MM. Marquees Dean W Temporary structures 12345678 Price confirmed waiting for written quote KFC, Pizza hut, Italian oven, Hardees, Y Hotdogs William S Food 12345678 12345678 12345678 12345678 12345678 Sponsorships and stalls confirmed Sims Caterers Susan V Catering 12345678 Confirmed FlashL Inc. Lilly A Lights 12345678 Services confirmed, negotiating on price Authorities (fire, police, first aid etc) Organisation Contact Service Contact details Status Met Police Head office On call with few present at the event 1234567 They have been briefed about the event Fire department Head office On Call 1234567 They have been briefed about the event Artists / Entertainment/ Speakers Organisation Contact Service Contact details Notes ABC arts Danielle H Media coverage 12345678 Require payment on the day Star football player Any player from Arsenal or Chelsea Play a foot ball match with the youngsters and then highlight the importance of a healthy life, with a shirt supporting the cause Star guest appearance From the government For the inauguration and closing of the event 12345678 Speakers for 4 workshops That interests all ages Conducting workshops on Drug and alcohol problems, family relations, law and group and mental health 12345678 Singer Preferably those which are famous currently For the concert 12345678 Fashion designer appearance Locals and famous Fashion show and the designer discussion the repercussions of using drugs by giving examples about the fashion industry 12345678 2 Star writers That interests all ages Illustrating stories and experiences related to the same issues and characters 12345678 Advisors panel Experts from for the youth Inc. Providing advice related to such matter and running the mental fitness tests 12345678 2.4. Staffing There will basically be 6 managers working under the main event head, which will be Security manager, Safety manager, Production manager, Artist manager, Logistics manager, and the Volunteer manager. Other staff working under these managers will be the Security staff, Stewards, Production staff, Crew, Stage manager, and Volunteers. 2.5. Schedule of the Program- logistics The tables below consist of the logistic requirements required according to the schedule of the program. Schedule before the ‘rebels with a cause’ event Date Task Starting time Finish before Resources and people used Remarks In Hand 3rd July, 2012 Get the signage of the event from the sign writer, ensure the security is assembled, ensure the stalls are put in place, the venues are set in operations and crew is assembled, ensure backups 12 p.m 2 p.m. Need for vans, management team, related crew, drivers and every department Ensure payments with every activity booked The necessary locomotives and people should be in hand Schedule at the ‘rebels with a cause’ event Task Starting time Finish before Resources and people used Remarks In Hand Ensure that the supplies for the event are full in stock, requirements for the operations are in motion, the experts, actors, designers etc are available at their respected venues 3 p.m. Could be more than 7.pm. Coordinator team, Security, PR and Volunteers Cars for the guests to bring them from the hotels to their sites Every department must be briefed according to their respective roles Schedule after the ‘rebels with a cause’ event Date Task Starting time Finish before Resources and people used Remarks In Hand 17th and 18th July, 2012 Return the loaned generator, return payments are fulfilled and conduct a review meeting if the objectives were met or not, cables Depends upon the clients and other parties Depends upon the clients and other parties The entire team of the event and the PR Review presentation and accounts 2.6. Marketing Plan The current plan has its main focus on the targeted audience detailing the communication plan with the locals as well as the youth community. Marketing Objectives 1. Ensure that the event reaches and taps every place where the youth can be tapped 2. Ensure that the event communicates its basic purpose before and after the event 3. Ensure that the best experts agree to come to the event Key Target markets 1. The Youth Community 2. Their parents Age: 1. 10 to 17 for youngsters 2. An open bracket for the parents Reaching the target markets: In order to reach the target market, two mediums will be used: Print media: This medium will be used with tools such as flyers, which will highlight factors of the event and the events that will be carried out. Other than that, the guest appearances in this event will also be mentioned that aim to create awareness regarding the issues mentioned. Electronic media: Tools like the social media such as Twitter, Facebook, and others shall be used to communicate directly to the youth community. Schools: Visits to the school to further make this event desirable to students as well as the teachers will be used. Key Messages: The Key message to be communicated in the event is to create awareness regarding the growing issues of teen pregnancies, alcohol, drugs, theft, and other crimes and use an educational approach to deal with them. The event name: In order to make then event attractive to the younger generation, the name of the event has been named as: “Rebels with a cause” Media Protocols: The department responsible for the media protocol is the marketing and PR that will handle media releases, media communication, and guest communication, etc. The media spokesperson will be the manager of the PR. Other than that, activities like Event listings, Signage, Tourism, Co-promoters, Photographer, Database development, Market Research, and Media Clippings will also be ensured by the marketing department. Evaluation: Before the event, it will be constantly made sure that the marketing effectiveness is evaluated through the research in market and monitoring of media 3. Health and safety 3.1. The responsibility of Rebels with a cause for health and safety For the event, it will be made sure that the Health and Safety at Work Act 1974 is ensured. This act is a legislation that aims to ensure that the health and safety standards are met. This act is also known as the HASAW that must be followed in the United Kingdom (HSE, 2012). This legislation therefore ensures that the mentioned acts as well as other statutory requirements are met that stand relevant to the current scenario. 3.2. Risk assessments and management- The contingency planning The team for ‘rebels with a cause’ believes that risk assessment is not an option and therefore is a necessary process that must possess a plan to ensure contingency plans (HSE, 2012). Therefore, the current paragraphs will act as a fluid document that consists of contingency plans that will be put in motion if anything goes wrong. The risk assessment has been developed with the entire team and its members that identified problems that could go wrong in their departments as well as the actions that must be taken as plan B. Department Risk Contingency plan Management /coordination Risk could arise whilst managing the event. Football match, fashion show, contests, advice panels of all kinds, literacy and numeric school attendance, mental health assessments, drug and alcohol problems conferences, constructive leisure activities, mentoring and befriending talks, law and group workshops, family relationships seminars, art/essay/poetry contests, mural projects, youth summits, human rights awareness campaigns, media campaigns and workshops may not begin on time In this case, the next act of show shall be carried out. If there is no event available, then local entertainment as filler may be used. Logistics The infrastructure might not be soundly developed, orders may be delayed and the delivery timings might not be synchronized More than one supplier must be kept as a backup and the necessary contacts must be available with every member of the team Volunteer committee There is a very low chance that volunteers turn out to be less Every department must provide the exact number of volunteers needed and as a backup a few volunteers must be kept in the waiting list if some do not turn up Security and safety legal issues, fire, storms, terrorist activities etc. Security will be ensured for risk associated with mankind, as for the risk from mother nature, those activities that are scheduled to be conducted outdoors will be shifted inside, for which covered venues will be present. As a backup, the respected fire and police authorities have been briefed on the event Marketing The target audience as well as people for the activities like speakers etc are not targeted correctly. Efficient marketing evaluation shall be carried out. If the respected guests cannot make it to the event, local guests that are equally famous shall be introduced as plan B. 4. Lost children The two day event will also ensure that the team is well aware of the policy of lost children. For this to function efficiently, the entire team of the ‘rebels with a cause’ will be communicated about the event and the respected procedures and policy. Arrangements regarding the care of children will be established until they are reunited with their parent The information related to the lost children will be communicated It will also be communicated that if parents chose to bring children to the event, they must not be left alone and must have two adults over them. Therefore CRB clause must also be met (CRB, 2012). In case of a lost child, the communication modes that are the radio and the phone shall be used to communicate the location as well as the code word. Two members of the team will stay with the lost child and reunification shall be ensured within 10 minutes. If reunification is not possible within 10 minutes then the lost child will be taken to the pint of lost children. Every incident will be recorded along with the details. 5. Licensing 5.1. Premises and TEN (Temporary Events Notice) For the event to function without any legal complications, temporary event notification will be ensured beforehand. 5.2. PRS and PPL Licence As for the music that is played live as well as recorded, a license is also required. Therefore, both, PRS and PPL Licence will be ensured that are known as Performing Rights Society and the Phonographic Performance Limited. 6. Insurance In order to hold events that are of this scale, it is important to hold a public liability insurance that must be around the value of £5 million. Other than that, it will also be ensured that any contractors of any kind must also hold the public liability insurance as well as other required insurance, such as the product liability and the employee insurance. 7. Provision of food In order to make sure that the provision of food by the catering and other sponsorships activities is made, the following important checklist must be maintained by the event. Fulfil the form for food application Appoint a supervisor for the Food Safety Make sure that the food vendors are reference checked Confirm the vendors through written contracts Make sure that the insurance certificate for vendors are maintained Obtain the site plan, passes, payment, power and water supplies from the vendors Before the event, the vendors must be confirmed Vendor bump-in Monitoring of Vendors is ensured Vendor bump-out Consider a Follow up 8. Site considerations 8.1. Site Plan The site plan aids the event management team to pinpoint the exact needs of the event regarding the supplies. Below is a list that depicts the site plan for ‘rebels with a cause’: Flow of traffic Parking Site for water Access to water, power and gas Information centre Entrance and exits points Pick up areas for busses and taxi Pedestrian route Waste bins Lost children Equipment for fighting fire Security Centre for emergency Food vendors/stalls Generators First aid Egress route Toilets Telephones Seating Media Lighting Decorations Storage area for Hazardous equipment Sullage points Potential site hazards are: Power lines Downpour Terrain Presence of Wildlife and fauna Chances of a Bushfire Increased winds Too high or too low temperature Ownership issues 8.2. Toilets For toilets to be present at the site, it must be made sure that they are adequately lit so that hazards to the safety and security are maintained. The toilets must be fully equipped, meaning necessary soap and hand drying machine and air fresheners should be provided. The toilets will be handled by a separate staff and cleaned regularly; it will be placed rather away from places that have food and beverage points. These will have accessibility for disable people and will have disposal facilities as well. Rebels with a cause Female Male 1 toilet per 120 females 1 toilet per 600 males + 1 urinal per 175 males 9. Environmental considerations 9.1. Noise Since there are residential areas near the selected space for the ‘rebels with a cause’ event, it will be made sure through a joint collaboration with the Noise Service that can help the event regulate itself with the conditions and directions met by this committee. The factors that can cause noise pollution in this event are the concerts and live music for which the noise service will be contacted so that confirmation has been received by it. 9.2. Surface protection and trees It will also be made sure that a track way is installed so that the ground can be protected. References: CRB, Criminal Records Bureau, Accessed 5th May, 2012 from: HSE, Five steps to risk assessment, Accessed 5th May, 2012 from: HSE, Health and Safety at Work etc. Act 1974, Accessed 5th May, 2012 from: LBH, London Borough of Hackney, Events Team – Green Spaces, 2012 Read More