Planning an Event: Oxford Contemporary Music Performance - Case Study Example

Planning an Event By Planning an Event Oxford Contemporary Music Performance Sponsor: Oxford University Students Affairs Event Coordinator: Morris Doe Day: Thursday October 23 2014. Time: 1800 hrs - 2400 hours Location: Ashmoleum Museum gallery. Event planning involves setting up a party, competition, festival, or a concert. It is challenging to organize a music event. Planning entails establishing dates, budgeting for the event and establishing alternative dates. The site for the event should be selected and reserved. Permits should be acquired from local authority. Parking and transportation has to be coordinated. Objectives of the event have to be outlined (Carter 2007, 100). The place should be supplied with electricity, water and other important utility. Décor has to be organized, security should be in place, clean ups and aid stations in an event of emergency should be set up. However how small an event is, planning is of essence. Being an event manager requires one to be responsible, technical, and creative. The event is to take place on October 23 2014. It begins at 1800 hours to 2400 Hours on Thursday. The event involves a solo piano concert with 50 quests seated. The occasion is to be held at a gallery in Ashmoleum Museum at Oxford University. The performance has been publicized on BBC radio, the university website, and the university notice boards. Oxford contemporary music is performing here for the first time. The event‘s objective is to raise money for a charity organization that support education for the less privileged in the society. The vision statement; “this will be the largest Music concert to be held at the museum in 2014, and will attract visitors from all over the country”. Mission statement: “To identify the role of music in the society”. A committee will be set up with a mandate of making the event a reality. The committee has to select, speakers, sponsors, volunteer management and entertainment managers (Mercer 2011, 138). The number of the people attending the event has to be controlled by the organizers. The event will bring together people from various parts of oxford (Moorhouse, 2011, 824). The plan for the music event will comprise; planning the event, organizing a safe venue, organizing staffs, preparing for the unexpected, documentation and considering the event organizers. The number of people attending the event is 50. Tickets will be sold to the first fifty people. Legislation that applies to the event will be considered. The fire service act, the planning, development act and safety and welfare acts are of essence in ensuring the event becomes successful. The choice of the day is better since no major parallel events will be taking place in the university. The event is open to other any sponsor willing to participate. The event has been widely publicized to attract more people. The event is insured. The organizers are to work to minimize the risks that are likely to take place. The budget has been prepared and the funds are available. The museum has galleries. Booking of the gallery will be done in good time. The museum security men with addition of ten more hired police officers will be in charge of security. Local police have been informed about the event. Some police officers have been send to boost the security of the place (Carter 2007, 32). The essence of conducting the insurance company is to ensure security for the event. In an event of damage or any other form of injury to the people attending the event, the insurance company will provide cover. The event will require twenty staffs. The time needed to plan for the event is efficient. The museum will provide the equipment required for the event on hire. The plans are being finalized and in one-week time, everything will be in place waiting for the big event. The museum where the event will be organized is insured (“Event” 2012, 103) The pre-event planning is divided into phases. Phase 1 involves designing the venue, selecting staffs who are competent, selecting contractors and sub-contractors. Delivery and installing equipment’s and services at the hall is the last activity. The second phase of planning involves selecting management strategies for the quests invited, transport, welfare, first aids, fire, and other major incidents. The last phase of pre-planning entails; removal of equipment safely, structures removal and finally removal of wastes (Mercer 2011, 138). The safety of the people at the event is critical. All parties involved should collectively work together to promote their safety. The event will allow only fifty quests. The people allowed are the ones who will be in possession of the tickets alone. The event will only last for six hours. The quests will be allowed to use the facilities owned by the museum. Managing the risk The gallery site will be assessed for any risk. The four areas of concern in an event that is associated with loss are income, liability, personnel, and property. Controlling the number of people in the event is vital in ensuring safety for all (“Forthcoming event” 2013, 203). Assessment of factors that can cause harm to the people who attend the event is fundamental in ensuring their safety. Several risks are of concern in the event. The participants, patrons, and staffs may be exposed to danger. The preventive measures toward the risks that people may be involved include, having a good housing regime in place, having security in place to prevent violence, providing adequate lighting system in place and monitoring the people attending the event (Mercer 2011, 140). The risk assessment is to be done before and after the event to determine if it was effective. Venue design Since the event is located in the museum, most of the facilities will be hired. Some of the staffs are part of those who works here. The hall that will host the event is large enough to accommodate the fifty quests attending the event. The lay out map is meant to direct the people attending toward the venue. The booked hall has enough exits in cases of emergency. Some of the security personnel will be in charge of the parking lot. The ushers will direct the people attending the event to the hall. Since the numbers of people have been controlled, overcrowding will not be experienced. Fifty seats will be provided. Space will also be created for those willing to move around or dance (Reverté & Izard, 2013, 48). Ingress and egress People should be directed to the event from the parking lot by signs. Clear movement routes should be created. The number of exit and entrance into the museum is to be controlled by the security officer assigned. Fire assembly point is to be created. The point is vital in cases of fire at the event. Firefighting equipment’s should be put in place to help in case of emergency. Directing people to a safe place is to be planned before the event. The labeling of entries ought to be legible and large enough. Direction signs should be easier to read and consistent (Reverté, & Izard 2010, 38). Exits ought to be numbered. Movement of people at the event place should be controlled to prevent injuries. The event stewards should remain in position in order to monitor exits and entrances. The museum has event control rooms. The control room will oversee the smooth running of the event. The event room should have limited access. It is mandated to organize event documentation, contact for persons and collection and distribution of information for the key event staffs. The control room on most occasions is usually close to the event communication room. Most of the structures for the event will be laid by the personnel who are employed at the museum. The structures should be erected well, to prevent collapsing and causing injuries. Barriers at the event place may be required to secure the site, control entrance, control movement of the people, exclude people from unauthorized or dangerous points, and prevent people from climbing on structures. The effective use of barriers at the event place depends on the training and experience of stewards (Mould 2013, 745).  The lighting system Since the event will happen at night, the place should have artificial lighting system. The lighting system helps control movement of people to the event place and outside. In case the normal lighting system fails, back up should be in place to prevent leaving people in darkness. Electrical system Electricity supply to the hall should be well connected to prevent injuries arising due to poor connection. Personnel concerned with electricity supply have to be in place to act in case of an emergency. Electrical wires should be covered. Other issues addressed during the event are environmental issues. Issues such as, provision of drinking water, food hygiene noise and air pollution are usually monitored by the environmental officer. However, the event organizers are to ensure the noise that emerge from the event does not interfere with the neighborhood. Sanitary facilities are to be in place. People should be directed to use such facilities by either the stewards or the signs installed in place. Most of the facilities used belong to the museum and will be hired for use during the event. Water points will be available for the many people at the event. The event planning committee has litter and waste management strategy in place. The venue is to be kept clean all the time. Keeping the gallery clean helps prevent falls and trips. The medical system at the event place is concerned with any injuries that may occur and provision of first aids (Reverté & Izard 2010, 37). The organization structure at the event area plays an important role in making the event a reality. The structure of the concert event involve, the health service executive and the ambulance service, the local authority, the event controller , the safety officer, the chief stewards and the steward. A good event organization structure aids in smooth running. The people appointed to the position should be experienced. Deputies should be in place to support the event in cases where the people concerned do not show up. References Carter, L. 2007. Event planning. Bloomington, Ind.: AuthorHouse. Event. 2012.. Health Policy and Planning, 103-103. Forthcoming event. 2013.. Landscape Planning, 203-203. Gaffney, C. 2009. Between Discourse and Reality: The Un-Sustainability of Mega-Event Planning. Sustainability, 3926-3940. Mercer, G. 2011. Public Event Planning and Security in British Columbia: An Overview. Festival Management and Event Tourism, 137-142. Moorhouse, H. 2011. The Planning and Evaluation of Hallmark Events. Urban Studies, 822-825. Mould, O. 2013. Parkour, the city, the event. Environment and Planning D: Society and Space, 738-750. Reverté, F., & Izard, O. 2010. The role of social and intangible factors in cultural event planning in Catalonia. International Journal of Event and Festival Management, 37-53. Top of Form Bottom of Form Read More