Green Gardens Event Management Planners - Case Study Example

Green Gardens Events Management Planners Event Name Graduation Ceremony event Event Location Abu Dhabi Event Date 20th April 2016 Organisation Green Gardens Events Management Planners Document last updated N/A Version number 020 Table of Contents Introduction This event graduation ceremony management plan has been produced by the Green Gardens Events Management planners who are based in Abu Dhabi Emirate in Al Ain town. Event Outline, Plan Production & Control This graduation event will take place at the United Arab Emirates University in Abu Dhabi in Al Ain town on the 20th April 2016. Visitors are advised to start arriving at 8:00 am because the main event will officially begin at 10:00 am and end at 5:00 pm in the evening. A large number of expected guests will comprise of students of the age between 20 - 25 years old because the event is for the student’s graduation ceremony. Parents will also be expected to attend to witness the graduation of their children who will be graduating. Most of the parents’ age range between 35-60 years of age. In that case, large crowds of guests that will be attending the graduation ceremony are expected. The number of all people who will be attending is expected to be approximately 20,000 guests. Plan Aim and Objectives The major plan of this graduation ceremony even is to bring together the entire Abu Dhabi University stakeholders. These will comprise of the Abu Dhabi teaching staff, students of the University plus their respective parents. All these parties will gather together and celebrate the graduation of their students who have spent a large amount of their time studying in this university for the last four years. The major objective of this event will be to: Provide a conducive environment for the event to take place Consider and plan for the unknown eventualities that might occur in the course of the event. Ensure a smooth and safe running of the entire event. Provide for foodstuffs for the people attending the event. Outline and accommodate other unplanned eventualities that might occur Source and procure security measures for the people attending the event. Event Management Structure The team that will be responsible for the events management will be among other representatives from the Green Gardens Events Planers and other support teams from the relevant agencies involved such as the Abu Dhabi University staff members, Abu Dhabi police, site managers, safety mangers, stage managers and other various invited artists described as follows. Catering and sitting arrangement The catering exercise will be provided by the Green Gardens Event Management planners. The event planners will provide for both food stuffs and drinks for the guests. Traditional Arab food will be provided. Alcoholic drinks are not will not be provided and also banned at the site and if anybody will be found with banned substances, they will be arrested the relevant authority with the help of the Abu Dhabi Police. The event organizers will also provide for the sitting facilities such as tables and chairs, as well as tent facilities that will provide shade and ambience for the guest in attendance. Crowd Management The crowd management exercise will be conducted by the security team from the Abu Dhabi police security personnel and other appointed volunteers. Emergency Procedures Emergencies such as first Aid, fire breakout, and criminal activities will be handled with the help of Abu Dhabi Security Officers. If the energies are of small magnitude, it will be handled with the First Aiders and be confirmed if well dealt with. And if the emergency is more complicated then the matter will be referred to the nearest hospital if it is of medical nature and requires medical attention. But if the emergency is of criminal nature then the police officers will be left to deal with the problem. The host University, the Abu Dhabi Police Fire fighting unit and the event planners have their own fire fighting equipments that might be used in the case of fire breakout. All these exercise will be controlled by the operational events management team who will be responsible for and mandated with declaring security procedures. These activities will be conducted from an established emergency service point that will be established at a station determined by the Abu Dhabi University management. Road Traffic Management The on-site road and human traffic as well as car parking will be dealt with the appointed volunteer stewards. But the off-site traffic issues will be left for the Abu Dhabi Traffic police officers as usual. Public Transport Management The guests attending the banquet party will be left to choose their own means of transport. The banquet party organizers will not be responsible for the expenses incurred by the guests attending the banquet party celebration at the Abu Dhabi University. Severe Weather & Event Cancellation In case of a sudden weather change that may be of greater concern and a greater risk to the guests attending the party, then the banquette party will be summarily cancelled and further communication availed to the guest on the next decision and action to be taken by the Green gardens Events Management Planners. The extreme weather conditions might include, sudden heavy rainfall leading to floods and hailstones, heavy dust or sand storm casing partial blindness, or even snow. The Media and communications The national media will be given the necessary permission to take pictures and videos at the event. The visiting guest might also arrange for their own photo sessions and video coverage at their own expenses. Traditional Arab songs will be played at the event at an ambient low controlled volume so as to avoid disturbing people with loud music. Waste Management and toilet facilities provision The waste management at the banquet party site will be handles by the Green Gardens Event planners by providing portable litter bits that they will collect and clean the site at the end of the party event. In addition to the toilet facilities available at the Abu Dhabi University compound, the Green Gardens Event Planners will also provide portable toilet facilities at the designated areas at the site of the place where the event will be taking place. Toilet facilities will be marked for various group of people such as women, men, and the toilet facilities for the disable persons. The necessary advice and guidance will be provided, as where the women, men, and disabled people toilet facilities should be used. Lost Children Policy In case there will be any children lost after the event, they will be taken to the Abu Dhabi Police station at the exercise to identify and re-connect them with their parents will be initiated. The event organizers have property damage and accident insurance policy. In case of any accident, or property damage through accident and fire, the event organizers will take responsibility. The entire needs of the people attending the event will be put into considerations. These will include people with disabilities, and none-English speaking people. Appendix A – Event kick-off Schedule 08:00 – Guests to arrive 10: 00 – The banquet party to begin the master of ceremony reading out the schedule 10: 10 – Invited artists to perform briefly 10:30 – Invited guests to be supplied with soft drinks 11:00 – Congratulatory speeches to be read out by the selected people 12:30 – All the guest takes a break and to be supplied with meals 02:00 – Entertainment to be conducted by the invited artists 04:00 – Thanks giving session by the event organizers 05:00 – Closing of the banquet party by the event organizers 05:00 – All the people who attended the banquet graduation party to leave to their various destinations. Appendix B: On-site Plans The event organizers with the help of the University administration will mark areas where the guests and other people will be parking their cars, evacuation areas, security emergency stations, and the pedestrian routs. Appendix C – Security, Stewarding and Agency Operational Orders Abu Dhabi Police to help in the manning of Security Fire fighting department on standby Ambulance hiring and first aid facilities will be available Volunteers will also be available Risks assessment to be conducted and team care of by the event organizers, Abu Dhabi Medical team, fire department and the contractors References WikiHow (2016). How to plan a super event (questions and answers). Retrieved from http://www.wikihow.com/Plan-a-Super-Event Senate House (2015). How to Plan The Perfect Banquet Event. Retrieved from http://www.senatehouseevents.co.uk/features/how-plan-perfect-banquet-event The Royal Rodale (2016). Sports recreation complex. Retrieved from http://www.royalrodale.com/banqute.htm. Event planning (2016). 5 Things to Expect from Your Banquet event Order. Retrieved from http://blog.cvent.com/blog/meeting-and-event-planning-tips/5-things-to-expect-from-your-banquet-event-order Read More