Practical Events Management

Lecture 6: Event Logistics

Jenny FlinnJenny.Flinn@gcal.ac.uk

Lecture Overview

• Defining Logistics• Elements of Event Logistics• Supply of the Customer• Supply of Product• On Site Logistics• Emergency Procedures• Shutdown

Defining Logistics

• “logistics stems from the greek work logistikos, ‘skilled in calculating” (Bowdin, et al., 2006:352)

• Initially associated with the military but adopted by business following World War II

• Concerned with having the right things in the right place at the right time• Putting a plan into action

Elements of Event Logistics

Supply of Customer

Marketing

Ticketing

Queuing

Supply of Product

Transport

Accommodation

Artistic Needs

Supply of Facilities

Security

Power

Contractors

Event Site Logistics

Flow of audience and equipment

Communication

Amenities

Consumables

VIP and media requirements

Emergency procedures

Event Shutdown

Removal

Clearing

Contract Settlement

Event Logistics

• Can be broken down into the following areas:• Supply• Transport• Linking• Flow control• Information networks

Supply of the Customer

• Ultimately the responsibility of marketing activities

• Getting customers to and from the event is a logistical issue• Transport issues• Arrival method and timing• Dump/trickle

• The pricing and printing of tickets is not a logistical issue but distribution, collection and security are

• Queuing is the first experience of the event• Perceived waiting time

Supply of Product

• Any event can be seen as the presentation of a product• Most consist of a product portfolio that needs to be

integrated

• Performers requirements• Transport onsite• Storage and movement of equipment• Stage and backstage facilities• Access• Food and drink• Sound and lights

On Site Logistics

• Flow• People and equipment• Must take into account emergency

planning/access• Accreditation

• Communication• Has to work seamlessly with the other

functions of event management• Policies should be implemented• Communications plan

On Site Logistics

• Signage• Placement• Type• Literacy of attendees• Accessibility• Orientation

• Amenities• Site map• Toilets• Food and beverage

Emergency Procedures

• The following should be considered when developing a major incident plan:

• Identification of key decision makers• Stopping the event• Identification of emergency routes and access for emergency services• Requirements of people with special needs• Identification of holding areas for performers, workers, the audience• The script of coded messages to inform staff and announcements for the

audience• Alert/communication procedures• Procedure for evacuation and containment• Identification of rendesvous points for emergency services and ambulance

loading points• Location of nearest hospitals and traffic routes• Identification of temporary mortuary facilities• Identify roles, contact list and communications plan• Location of emergency equipment and availability

Shutdown

• Crowd dispersal• Equipment• Entertainment• Human resources• Onsite/staging areas• Contractors• Finance