ORGANIZATION OF MASS

EVENTS

Rodrigo Bernardo Fernndez

Mara Victoria Riesgo Garca

Index:

1) Introduction 1

2) Design and organization 2

2.1) Basic steps for initial design 2

2.1.1) Purspose and public of event 2

2.1.2) Defining the type of event to organize

and establishment of the same name and identity 2

2.1.3) Date, time and place 3

2.1.4) Schedule of activities 4

2.2) Subsequent organizational activities 5

2.3) Accreditation 5

2.4) Technical elements: Hardware/software 6

2.5) Summary of other aspects to take into account 7

2.5.1) Catering 7

2.5.2) Atmosphere 7

2.5.3) Additional Staff 8

2.5.6) Information in the event 8

2.5.7) Security Personal 8

3) Bibliography 9

1

1. Introduction

First of all, we would like to define event and specify which kind of

events we are referring to before entering the topic.

We understand mass event as an important and programmed situation

which has many participants. Into this kind of events we can highlight the

following: press conferences, product/service presentations, visits to

plants, openings, expositions, seminaries, tournaments, concerts,

assemblies, conventions, congresses etc.

An event is a time of maximum exposure where the sanctioning body is

presented to their audiences directly. There everything will be

experienced and evaluated from the experience itself, so you need to plan

every detail and be absolutely rigorous in them.

Nothing should be left to chance because this communication activity has

a minimal margin of error and an "instant delivery" since all actions is

concentrated in a single moment and are evaluated by their recipients

immediately.

Performing any event involves three basic steps: the design and

organization, coordination of on-site activities and monitoring and

evaluation of results. We will now briefly detail the tasks involved in each

stage.

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In principle it is necessary to build a basic schedule of activities-there are

steps that cannot be ignored or postponed, but you also need to be

sufficiently flexible in managing the uncertainties that will arise

throughout the entire organization.

2. Design and organization

2.1 BASIC STEPS FOR INITIAL DESIGN

2.1.1. Purpose and public of event

It is important that we do the following questions and we answer clearly,

as in any communication product:

Why is this event?

Who is it for?

What do I want to communicate to each of these audiences?

Is it worth the investment of human resources, time and money?

Is the best way to achieve what the organization is looking for?

Naturally, except in large organizations with large budgets for these

activities, the first item to consider before you start organizing an event is

economic viability. To do this, you will need to perform a more thorough

outline the possible costs and make a pessimistic calculation thereof in

order to anticipate possible difficulties before embark at work.

As we are only considering mass events, we assume that we dont have

any economic problem related to budgets.

2.1.2. Defining the type of event to organize and establishment of the

same name and identity.

Will it be a press conference, a convention, a party, a lunch? What are the

essential values or ideas that communicate? I mean, what idea will go

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through each of the productions that perform -invitations, posters,

advertisements, souvenirs, etc. -

If necessary - dependent event - elected need to select a name and clearly

define the particular event identity - exceeding the organizer. For

example, if a faculty organized a conference for professionals in the

discipline, surely we must determine the name of the conference and for

the same visual identity that can differentiate and give it its own identity.

How close this identity or self- respect of the organization is depends on

the relationship between the two pretend to make visible. In this mediate

political and strategic issues, such as how much we allow "they

differentiate" or whether to paste the name of the organization because

their prestige function as a powerful public appeal potential.

2.1.3. Date , time and place.

It is important to check all the agendas and timetables necessary to

identify if there is no other event that our guests are invited to, or an

event of much relevance that could overall and "tarnish" our effort.

Logically, the criterion for choosing the date and time has to consider first

the convenience and opportunities that invite the public, and then, the

goal that we set for the event.

The place you choose should be quite appropriate for the type of event

we have decided to organize, this implies that you must have to perform

all the necessary activities that are set, with the possibility to install

amenities.

It must also be consistent with the identity of the event and easily

accessible to our guests. Once selected and evaluated their convenience,

space must be booked and contracted with anticipation.

It is recommended to sign contracts with each of the suppliers involved, a

detailed provider data and signature budget usually also applies to legal

actions, and that while in some cases it may be laughable to the smallness

of the service or provider confidence, lack of compliance with any

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problems can cause many and this is one more way to engage him in the

fulfillment of what we offered.

Related to hiring the space, the organizers should be aware that in an

event of significant size, which requires the installation of structures, the

organizations need to rent the place at least one or two days earlier to

have time to work, clean up and leave in all conditions.

Ex: Mount stands with complex architecture and video systems,

refrigeration, or exhibition of products of difficult movement as can be

machinery or models.

2.1.4. Schedule of activities

We will have to build a basic schedule with all activities to be undertaken

in the event to start them viable.

To structure it we must have in mind the objective of the event, the public

to be targeted and all other decisions have been taken before (possibilities

of space, the number of hours or days the event lasts, etc.)

It is essential to bear in mind that attendees must have a pleasant and

enjoyable time at the event, so the distribution of activities should be

designed accordingly. In turn, we must distribute the events thinking

about how we want people to "flow" through space and how long you

intend to stay in each place and the event in general.

That is, if we want to stay for 5 hours that the event continues or if we

come 2 days of the same, we have to project the realization of attractive

activities in key moments of that period of time for the function of our

goal.

Also, in the case of being the organizers, exhibitors must know the flow

chart designed by the organizer, because it works as the page number

advertised in print media : It's not the same if the public goes through our

stand after they passed the stand of other organizations similar to ours or

not. The reception context will be different in either case.

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If it were a conference, using the same criteria, it would be necessary to

contact the organizers and/or speakers for what they speak for not to find

five minutes before exposing our product some guest being told what we

thought to say.

2.2 SUBSEQUENT ORGANIZATIONAL ACTIVITIES

After those initial 4 basic steps its necessary to continue the organization

depending on the type of event we are planning (we consider that every

possibility of event includes many people), to complete all the activities in

the schedule.

According to the event chosen, there will be need of following the next

steps; even they dont have a chronological order as above, they are also

essential for the performance of any type of event:

The findings and legal matters as taxes payable, to respect rules and

laws, schedules, etc.

Safety Aspects out insurance, a health service/ambulance, police

security, notify the fire department about the event that is going to take

place, etc.

The communication of the event to some of its public. According to

authorities the case may be, in some events, necessary to inform certain

governmental authorities to be aware of what we do. Press - you can go

ahead to the media, the staff of the organization, etc.

Hiring suppliers/exhibitors invitation, speakers, etc.

2.3 ACCREDITATION

Accreditation is the information from the guest of basic data, typically in

exchange for delivering a credential that identifies the wizard during

event. This activity is performed only in some types of events (like

congresses) but also is central for several reasons.

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In principle, it is effected by a security issue, because if it raises a

mandatory accreditation, the organizer has the data of each of the

attendees with a way to "filter" - thanks - to discomfort those not directly

interested public (this counts especially for free events and free

admission).

Meanwhile, for the organizer are also important data that can be obtained

from your guests so you must make a good record in accordance with the

direction and information needed which each sanctioning body in

particular.

Also, another aspect that should be especially careful is the way you

choose to do it, because a not well organized accreditation of attendees

can be a "bottleneck" for the event, involving discomfort and

inconvenience for guests.

With respect to the latter is recommended for accreditation to provide a

space large enough so that if they get large groups of people can be

comfortable and complete records with confidence (counters or tables

and pens are essential).

It is also making a positive pre-accreditation, thanks to which you can limit

the number of people who need to complete that day and your data can

be advanced before the day of the event with the development of

credentials (Example : The complete on- line or by mail to get to the event

and removed only credential, which won several minutes per assistant In

relation to the development and delivery of credentials, should be

provided for a system as fast as possible, because it is necessary to

understand that when people come to an event, they want to be in it and

not waste time filling out forms and waiting for a credential).

2.4 TECHNICAL ELEMENTS - HARDWARE / SOFTWARE

It is necessary, depending on the activities involved in the event, all the

technical elements that will be needed during the day or that it is planning

to develop - probably, necessaries to develop activities that day .

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These needs range from PC equipment for accreditation and / or printing

of certificates until spokesman microphones and journalists - in - press

conferences, or Internet access for a guest or particular activity and

equipment functional sound for background music.

Also can outsource these services through concessions: Ex: The computer

equipment for those days can provide a computer brand, in exchange for

putting their logo and some promoters in the accreditation desk.

It is essential to analyze earlier if this is convenient from the point of view

of our image, as we are getting outstanding of powerful significant

elements, such as other brands or products.

Virtually everything that happens at an event today requires some

technical support, so it is essential to have such equipment, most can be

rented and generally they are prepared for this kind of events.

Meanwhile, it is also necessary to have trained staff to handle the

equipment and, if necessary, repair faults or minor difficulties. Also, if its

possible, is also advisable to have some "backup" units in case some

essential element is broken at the last minute (barcode scanners, printers,

microphones, etc.).

2.5 SUMMARY OF OTHER ASPECTS TO TAKE INTO CONSIDERATION

2.5.1 Catering

For events that require catering menu is recommended to determine the

type of service and the caterers that is engaged or with someone that has

enough experience in the field.

Those with knowledge of the characteristics and needs of this particular

service in different types of events, may suggest the ideal of achieving or

respect the aim of our event way.

2.5.2 Atmosphere

Following the coherence of all the elements, the setting must also

correspond to the purpose and identity of the event. It is important to

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note that an event is an act of communication and, therefore, the decor

and ambience of the space is critical to the achievement of its objectives

and that it will be meaning and talking throughout the period of time that

people are there. It is a space that should not be missed.

2.5.3 Additional Staff

In virtually all events some additional staff is required to perform a certain

task, which is why we must consider some general criteria to optimize

these resources. It is important to recognize that the most likely people to

work for nothing do not know the criteria and organizational culture, and

identity of the host organization or event, therefore, we must put the

current to guide their actions and that everything that they conduct is

guided by the same standards as ours.

2.5.4 Information in the Event

Provision should be made the day of the event; guests must have

sufficient information to easily scroll through all the spaces and activities

undertaken. Therefore, it is necessary to evaluate appropriate signaling-

bathrooms basic services, emergency room, emergency exits, which is

available to all schedule activities through stationery or posters and are

marked also some important areas for us, for example, the registration

area or spaces tastings and souvenir delivery.

2.5.5 Security Personal

In certain events is usually advisable to hire a security company to monitor

continuously that the event runs without a hitch. (Ex: concerts, festivals

etc.)

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3. Bibliography

[1] http://perio.unlp.edu.ar/tpm/textos/tpm-eventos.pdf

[2]__http://www.zaragoza.es/ciudad/sectores/jovenes/cipaj/pu

blicaciones/europa16.htm

[3] http://www.sarao.com.mx/organizacion-de-eventos/

[4] Images: Google Images