The Process of Planning - Festival Management - Coursework Example

Festival management Name Course Unit Tutor Institution Date Introduction The process of planning for an event is the most imperative characteristic for any event to be successful. The journey is always smooth if he plan is robust. The process of good planning is a continuous one, and the plans should be flexible and adaptable. Planning requires a straightforward structure in addition to a solid foundation. Regardless of what the reason is for facilitating an event or festival, there is an extensive variety of clients, each with distinctive desires, and this will effect on the administration procedures considered for every individual event or festival. The administration model received needs to coordinate the necessities of every one of those included in every phase of the individual event or festival, and tools, for example, those utilized in overseeing tasks and quality are helpful. This paper will discuss the Resourcing Plan, Risk Management Plan and Leadership & Management Plan for a music festival project held in Australia by contrasting different approaches suitable for the event Resourcing plan Event planning is an essential piece of running an effective music festival, and this implies beginning great ahead of time. An ideal approach to tackle the planning of the music festival is to add to a detailed resource planning, which incorporates a timetable of what should be done and when and also indicating the person responsible. Critical components of the resource planning for the music festival, for example, raising support, booking entertainers and publicizing need to happen well ahead of time of the date of the music festival, so a course of events calendar is fundamental (Getz, 2008). Resources refer to the money, place, equipment, people as well as anything else that is needed to do the activity of the task that is the music festival event. Every activity in the event list requires resources. Prior to allocation of resources to the activities, there availability must be confirmed. The availability of the resources includes the information concerning the resources need for the music festival, time and condition of their availability for the event (Carlsen, Robertson & Ali-Knight, 2007). In this progression, there are three resources that are most essential, firstly occupying the venue's, besides the venue cost and thirdly convenience of the venue. For instance in the event that the project manager does not book the venue, he won't understand where he ought to orchestrate this occasion (Mallen & Adams, 2013). Then again on the off chance that he doesn’t think about the venue's cost, he can't control the financial backing of the occasion. As per the business, it is crucial to think about the accommodation since it is a three-day event. It helps to understand about the quantity of member seats and the entertainer area (Stettler, 2011). Contact with entertainers is a second part in the resource planning. It is likewise a standout amongst the most imperative parts. At first the occasion director has to make a rundown of entertainers. It makes a thought regarding controlling the budget and the event plan. At that point affirms how long is required for every entertainment which should be orchestrated through the earlier game plan (Aguila, 2011). Risk management A risk administration plan is a crucial part of planning any occasion. A risk administration plan distinguishes all the potential risks that may emerge from holding an occasion and afterward records the strides occasion coordinators will take to decrease or relieve recognized risks. A risk can mean numerous things. For group occasions in Australia, the fundamental risks to consider are anything that could: make hurt someone else, reason harm to gear, foundation or the occasion site, or mischief the occasion's fate sorting out the board of trustees and occasion itself (Garvey, 2009). Obviously numerous risks are out of the occasion coordinator's control. For this situation, it is critical that the risk administration plan points of interest who is in charge of planning the security of each individual ought to something that is out of the occasion's control coordinator happen. Overseeing risks on the music festival is a procedure that will incorporate risk appraisal and a moderation system for those risks. Risk appraisal incorporates both the distinguishing proof of potential risk and the assessment of the potential effect of the risk (Stettler, 2011). A risk relief plan will be intended to take out or minimize the effect of the risk occasions—events that have a negative effect on the music occasion (Getz, 2008). Distinguishing risk is both an innovative and a restrained procedure. The inventive procedure will incorporate meetings to generate new ideas where the group will be solicited to make a rundown from everything that could turn out badly. All thoughts are welcome at this stage with the assessment of the thoughts coming late (De Bakker, Boonstra & Wortmann, 2011). According to Tamboukou (2006), risk investigation is done in two critical ways — quantitative and qualitative risk examination. The target of taking a qualitative risk investigation is to obtain security against perceived risks and to build the sharpness of administration, colleagues, and all faculties who are powerless against them. This system for risk examination is intended to recognize issues that are looked upon as event administration obstacles, however, can possibly get to be positive risk components (De Bakker, Boonstra & Wortmann, 2011). Quantitative risk examination is more centered around the execution of wellbeing measures that have been built up, keeping in mind the end goal to ensure against each characterized risk. By utilizing a quantitative methodology, the music festival the capacity makes an extremely exact scientific understanding that can obviously speak to which risk-determining measures have been most appropriate to different festival needs. The perfect methodology is to make a coordination of quantitative and qualitative risk administration apparatuses to make a more far-reaching systematic approach (Tamboukou, 2006). Leadership and management planning As the event manager, you need to depend on your event administration knowledge and the general management aptitudes (Stettler, 2011). Here, we are considering things like the capacity to plan the festival, execute it legitimately, and obviously control it and convey it to a fruitful conclusion, alongside the capacity to direct the task group to accomplish the goals of the music festival as well as balancing the constrains of the event (Hackman & Johnson, 2004). There is a whole other world to festival and event administration than simply completing the work. Inalienable during the time spent on festival administration are the general administration abilities that permit the event director to finish the festival with some level of productivity and control (Mallen & Adams, 2013). In a few regards, dealing with an undertaking is like maintaining a business: there are rewards and risk, accounting and finance exercises, stress management, time management, human resource issues and a reason for the venture to exist. Overall management and leadership aptitudes are required in each festival and event management (Hackman & Johnson, 2004). Event managers invest the vast majority of their energy interacting. In this manner, they must be great communicators, advancing clear, unambiguous information exchange. A project manager should also have leadership, negotiation, influence, motivation and problem-solving skills (Müller & Turner, 2007). According to Event chain project approach, a solitary imperative can make a chain of requirements and seriously hinder a venture. For instance, in this music festival event, since a few offices rely on upon each other, then limitations in any one division can adversely affect the efficiency of downstream offices. The event team can use past information to anticipate a negative occasion and distinguish preventive measures. Solid information, gathered after some time, can even track occasion chains. The event chain approach, henceforth, is a brilliant critical thinking methodology for this music festival project (Müller & Turner, 2007). The customary approach will assume that the objectives and the scope of the music festival will stay consistent till the culmination of the event. Clearly, the event manager chief plans and distinguishes events resources given this suspicion. Since the methodology is intrinsically unbending, it is unsuitable for this event (Müller & Turner, 2007). In conclusion, the event manager has a duty to maintain all aspects of the music festival. A resource plan, which depicts the sort of asset required and the timing of that need, is basic to viable music festival management. Risk Management is one of the useful regions of Event Management and both qualitative, and quantitative approaches should be used in risk management. Event leaders are more than simply event managers; they have a profoundly attractive mix of specialized ability and authority aptitudes. Authority and interpersonal relational abilities are the way to ideal team performance. References Aguila, M. I. (2010). Security in Music Festivals and Concerts. Carlsen, J., Robertson, M., & Ali-Knight, J. (2007). Festivals and Events: Beyond Economic Impacts. Event Management, 11(1), 1-2. http://dx.doi.org/10.3727/152599508783943200 De Bakker, K., Boonstra, A., & Wortmann, H. (2010). Does risk management contribute to IT project success? A meta-analysis of empirical evidence. International Journal of Project Management, 28(5), 493-503. Garvey, P. (2009). Analytical methods for risk management. Boca Raton: CRC Press. Getz, D. (2008). Event tourism: Definition, evolution, and research. Tourism Management, 29(3), 403-428. http://dx.doi.org/10.1016/j.tourman.2007.07.017 Hackman, M., & Johnson, C. (2004). Leadership. Long Grove, Ill.: Waveland Press. Mallen, C., & Adams, L. (2013). Event management in sport, recreation and tourism. London: Routledge. Müller, R., & Turner, J. (2007). Matching the project manager’s leadership style to project type. International Journal Of Project Management, 25(1), 21-32. http://dx.doi.org/10.1016/j.ijproman.2006.04.003 Rousseau, D. (2012). The Oxford handbook of evidence-based management. New York: Oxford University Press. Stettler, S. L. (2011). Sustainable event management of music festivals: An event organizer perspective. Tamboukou, M. (2006). Book Review: Using Narrative in Social Research: Qualitative and Quantitative Approaches. Qualitative Research, 6(2), 277-279. http://dx.doi.org/10.1177/146879410600600210 Appendix Example of a risk assessment plan Risk People likely to be affected Measures taken Necessary further action By who By when Done Food poisoning Workers and the general public if they consume unhygienic food Just trustworthy cooks to be utilized at the music festival and whose business is enrolled with their Local Authority. Nourishment dealers required to present duplicates of their representatives food safety management framework and food cleanliness training certificates with them to event. Present a list of food dealers to the Environmental Health Department prior to the festival. The environmental health department should inspect all the food All through the time of the event Vehicle pedestrian conflict Workers and the public may suffer injuries if hit by a vehicle Lighting and signs put up to indicate the festival is ongoing and warn other people Directing traffic in one way Warn drivers of the state of the road and the terrain (windy and hilly) Provide transport to and from the event Put up speed limit signs on the road Traffic marshals in conjunction with the local traffic police All through the event Crowd trouble Genera public and staff Staff prepared to spot potential inconvenience producers, defuse pressure/circumstances and so forth all through. Sufficient number of prepared badged security personnel. Staff prepared in techniques reentry, lining, ventures, and so on and signs showed for the public. Control of people at the festival especially in marquees and performance arena. Security personnel utilized to watch swarm practices. Drinks not served to individuals clearly impaired. Avoiding glasses at the festival. Giving information in advance about the prohibited items at the festivals(Glasses and beer)to the public glazing the event Local police and the trained security personnel Before the event and during the event Fire Staff and the General public Carry out a fire assessment check fire exits by the Fire stewards and maintaining exits clear during the music festival Fire stewards Prior to the event Ear damage Workers and public may suffer hearing damage due to the loud music Equivalent continuous sound level should be ensured Public prevented from getting closer to the speakers. Medical emergency Anybody can become ill during the event First aid training offered to the medical staff Ambulance should be within range Medical staff Available all through the event Read More