Event Safety and Supply Chain Management

The assignment requires students to analyze the importance of event safety and supply chain management in the context of music festivals and mega-events. Students are expected to discuss various topics such as crowd management, risk assessment, and sustainability considerations, and provide examples from relevant literature and industry practices.

Running head: EVENT AND ENTERTAINMENT OPERATIONS
Event and Entertainment Operations
Name of the Student:
Name of the University:
Author Note:

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Table of Contents
Introduction......................................................................................................................................2
A. Discussion of the Critical Success Factor and the influence of the location..............................2
B. Development of Event Operations Plan considering the operational issues...............................4
C. Critically reflection on the learning journey.............................................................................10
Conclusion.....................................................................................................................................12
Reference List................................................................................................................................13
Bibliography..................................................................................................................................15

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Introduction
The operational events are much helpful for spreading awareness, raising funds for
charity, and promotional activities. Lend me your Ears is organizing a fundraising music event
at National Theatre, London to raise charitable funds for educating orphans staying in the
orphanage homes. The focus of the event is to attract the target audiences who are fond of
musical events and provide them exclusive musical nights and foods. The amount gathered from
the purchase of tickets would be contributed to the orphanage home for developing better
educations of the orphans. The operational plan for the events would address the associated
operational issues. Furthermore, the study would describe the entire experiences obtained during
the event planning process. The associated challenges would also be discussed in this study.
A. Discussion of the Critical Success Factor and the influence of the location
The event is mainly designed to raise funds for the orphans staying at the orphanage
home. A larger portion of the amount derived from the sold tickets would be contributed to these
orphans. This amount would be used for providing better education to the orphans. This music
event would include classical and jazz form of music that is targeting the audiences who are
much fond of such genre. The target audiences selected for this event are from the age group of
above 25. Their interests in classical and jazz music would be brought to their attention through
some media channels and promotions. It has been found that the people belong to music field or
like to attend some musical events. Their fondness towards the events may turn out to be one of
the most effective success factors. The critical success factors of the event are as follows:

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 The event is targeting the audiences who are much fond of classical and jazz music. The
audience would purchase the tickets for the event that would be contributed for the
charity purposes. The remarkable experience of the audience would attract more people.
Hence, the arrangements should be based on the preferred ambience for the target
audience. The selective music collections, exclusive musical instruments, soothing
ambience, delicious foods, and the professional jazz and classical singers. These
specifications are required to create the greater impact on audiences’ minds.
 The type of event is music event, especially organized for the music lovers. The jazz and
classical music are much soothing and preferred by the audiences. Therefore, this music
event is appropriate for gathering maximum number of people. People seek some mind
freshening entertainment to escape the turmoil of the daily hectic schedule. This event is
thus targeting the individuals who can visit the place and find some peace of mind.
Therefore, this event is expected to be a successful one. The event would be organized in
weekends. Hence, the audiences would be available to visit the place. The event would
be continuing for every Saturday and Sunday in next one month. Audiences can visit the
event during weekends.
 Another success factor of this event is the most convenient location. The National
Theatre is based on the South Bank of Thames (Nationaltheatre.org.uk 2018). The place
is most convenient for the audiences. The frequent shows playing in the location attracts
people in a larger amount. The availability of transport and the area are quite convenient
for the visitors. Moreover, the digital contents inside the theatre are quite attractive to the
people. The ambience, larger space, and the accessibility of the facilities have made the
location perfect for organizing this event. In fact, it is expected that the people would

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enjoy the musical evening in a place where they would find the comfort and soothing
ambience.
The above factors are expected to be the key areas of succeeding in this event. The event would
be organized by concentrating on these aspects. It is thus presumed to raise the fund for the
social cause.
B. Development of Event Operations Plan considering the operational issues
This music event is organized for raising funds for the orphans and the money would be
used for their educational purposes. This music event would include the classical and jazz music
and would be held during the weekends. People above the age group of 25 are targeted for this
event. Their preferences for the classic and jazz music and the convenient location are
considered as the major success factors in such regards. This music event would include classical
and jazz form of music that is targeting the audiences who are much fond of such genre. The
event would be organized for a month and two days per week. We are mainly concentrating on
Saturdays and Sundays when they would get the time to visit the music shows.
The main aim of this event planning is to offer the better education facilities to the
orphans. The money collected from this event would be invested for providing necessary
facilities associated with the educational purposes. In order to make this event attractive and
interesting to the audiences, the operational plan needs to pay attention towards the ambience
and the events, such as music and entertainments. Therefore, the operational process of this event
includes the following specifications:
 The event would be held in weekends when people get their free time after their working
weekdays

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 The ear-soothing jazz and classical music would be quite relaxing for the audiences after
the busy schedule of their professional life.
 The operational process undertaken for the event needs to identify some of the rules and
norms for maintaining systematic way.
 The operational plan includes the appropriate risk assessment process that would prevent
the hazardous situation that might occur during the event. The adequate security services
would be checked before starting the event.
 The professional artists and instrument players would receive the necessary facilities to
perform.
 In fact, the legal license and crowd management process would be reviewed
systematically.
It is quite necessary to consider the challenges prior to structure the planning schedule of any
event. The violations in the legal norms may affect the reputation of the event planners and the
organisation as well. Moreover, the event planning needs to be constructed by maintaining the
appropriate ethical parameters as well. Government has introduced the different acts for
managing the security and regulations. Following these regulations is mandatory for an event
planner. However, it has been observed that the operational process of the event may undergo
some of the specific challenges. The following section of the study would discuss the challenges
and provide the preferable implications accordingly. These specific operational issues are
discussed further:
 Licensing and Legal Issues

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Law covers up the longer list of public entertainment that is regulated under the various
aspects of Licensing Act. While organizing any event, it is essential to check the governing
constitutions or documents (Giannakis and Papadopoulos 2016). It is essential to check the
suitable legal rules for organizing the event that would help in continuing the events without any
disruption. The Licensing Act 2003 covers up the six pre-existing licenses, such as cinema,
selling alcohol, late night refreshments, public entertainment, theatre, and night cafes
(Hse.gov.uk, 2018). Arranging a music event also require to maintain this legal aspect. This
music event needs a proper music license to show the permission from the owners. The licensing
cost may depend on the diverse variables, such as premises, venue selection, and managing the
payouts. These considerations are needed to be taken into account.
 Risk Management
The risk assessment is another most important aspect of the event management program. As
an event organizer, it is necessary to identify the probable risks and hazards that may appear
during the event. The risk assessment plan for the event depends on several aspects (Abrams
2017). These factors are shown below:
 Identification of the hazards
 Determining the number of people attending the event (Alkhadim, Gidado and
Painting 2017).
 Creating an audience profile
 Assessing the suitability of the venue
 Assessing the existing precautions
 Creating the crowd management plan.

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The uncertainties may affect the event ambience. It is thus necessary to develop the
suitable risk assessment plan to mitigate the issues. For example, the volunteers and securities
would be appointed to maintain systematic flow of the crowd. The professional artists and
musicians would receive the proper security as well. The fire extinguisher systems, generator
services, and the security services are to be implemented to deal with the uncertainties. The
following risk assessment initiatives would be undertaken as the contingency plan for the event.
1. The generators would be presented to resolve the sudden issues with electricity.
2. Security Services would be provided to control the crowd and maintaining systematic lines for
the entrance and exit.
3. Fire extinguisher systems are available.
4. The instrument checks would be done
The systematic stages of the risk management would be helpful in such context. The
contingency plan includes the safety approaches for mitigating the hazardous situation at the
venue. Reviewing and monitoring the plan would be helpful enough to create the high level of
safety parameter.
 Health and Safety (Security and Crowd Control)
Crowd management is essential for planning an event. The lack of proper security and safety
may affect the entire event and associated people as well. The development of the effective
health and safety concerns would be essential for every event (Engman and Engman 2015). The
venue world be designed in a way that people can easily assemble, move, enter, or exit with
proper safety. The following security will be maintained in this event.

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 The parking area would be separated and well-managed. It would be helpful in
clearing the emergency ways during any uncertainty.
 Appointed security and volunteer would manage the crowd and maintain the lines for
the entrance and exit.
 The first-aid system would be available to help people during any injury or
emergency.
 The event stage would be checked before the performance.
 The well-maintained and clean washrooms would be available for maintaining
hygiene factor.
 Proper water supply would also be monitored.
 Supply Chain Management
During the event management process, it is essential to monitor the scheduled activities and
the resources used in the event. Music events usually are associated with many of the supply
chain to provide the best experiences to the audiences (Mychainreaction.co.uk 2018). The artists
or the professional musicians are here considered as the resources that are needed to be managed
properly. In order to manage the proper supply chain process of this event, the following factors
are needed to be taken into consideration:
1. The professional musicians and artists would be involved in this event. Therefore, it is
necessary to concentrate on the contracts, booking, accommodation, airport pickups, and
VIP zone for the artists (Leitermann 2017).
2. The stages, booths, sound systems, and other facilities would be rechecked.
3. The promotional activities, such as ticket sales, social media, campaigns, prints, and
websites will be monitored.

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4. Negotiation with the city council will be essential for organizing this event. Apart from
this negotiation process, it is also necessary to manage the sponsorship and the complete
operational processes (Müller 2015).
These factors are associated with the supply chain process. It is essential to monitor these
activities before scheduling date of the event.
 CSR and Sustainability
The maintenance of the corporate social responsibility determines the sustainability of any
organisation. It is notable that these charitable events are mainly organized for maintaining the
CSR values and establishing the sustainable position in the business market (McNeil, Frey and
Embrechts 2015). This event is specifically organized for donating the amount to the orphanage
home that will be used for the education purposes of the orphans. This CSR activity is quire
commendable for developing the social awareness regarding the necessity of education.
Therefore, the success of the event would be expected.
 Waste Management
While organizing this event, it is quite important to concentrate on the waste management
procedure (Filingeri et al., 2017). Three types of waste management processes are needed to be
undertaken. These processes are provided below:
 Indoor: In order to manage the indoor waste during the event, some of the handy ways
for keeping the clean environment.
 Outdoor: The recycle waste would be cleaned properly for the outdoor spaces
 Small: Some of the bins would be placed for small wastes.

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The maintenance of the wastes would be monitored regularly. Therefore, it would be easier
to keep the clean place for the event. In this music event, some of the foods would be distributed
to the audiences. Hence, people appointed for the cleaning services would take care of the waste
products in the event location. The cleaning would be done at the end of the day. Paper cups
would be used for water supply. The plastic made products would be avoided. These specific
processes of managing waste would be taken into consideration for organizing a successful
event.
C. Critically reflection on the learning journey
The learning journey is quite promising and experiencing for the growth of my
knowledge. My journey as an operation manager for this event is quite beneficial for obtaining
the enriched ideas about the future activities. During the planning of this event, I have noticed
that I needed some changes in implementing the activities. For example, I have made changes to
the safety and security plans. I have made changes while planning about the venue selection. It
was my responsibility to find out the most convenient location, which is easily accessible to the
audiences. The availability of the transports and accommodation capacity were my biggest
concern for this planning. This planning process brought much improvement in my
communication and cohesiveness.
I took help from the operational theories to implement the systematic plan for this event.
The operational theories include the systematic planning process, effective supply chain process,
and the sequential process of managing events. It provided me the knowledge about the
necessary changes that I needed to implement during the planning. Furthermore, I have obtained
the ideas about the necessity of maintaining corporate social responsibility, waste management,

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and sustainability. I have gathered knowledge about the societal benefits derived from the
charitable events. Hence, I can mention that the guidance received from the operational theories
have been much fruitful for me to develop my understanding regarding the event planning. The
enriched knowledge was quite beneficial for designing the entire plan in a systematic way.
Accordingly, I have faced some of the considerable challenges during this journey. I have
faced challenges mostly while communicating with the city council and the sponsors. It was
quite difficult to convince them considering the share of the profits earned from the events. This
music event is organized for raising funds for the orphans and the money would be used for their
educational purposes. Therefore, it was quite necessary to make a transparent communication
and convince the sponsors for the promotions and organizing this event. On the other hand, I
have faced trouble in selecting the venues for the event on the schedule dates. The event would
be continuing for a month, two days in a week. Maintaining the synchronization according to the
activity schedules is thus quite problematic. However, the help received from the coordinators
and the implementation of the planning according to the activities schedule minimized such
challenges. I made the changes in the activities by dividing the activities on the weekly basis. It
was quite helpful to organize the classic and jazz music shows on the weekly basis. The
contribution of the associated workforce and help from the experienced even planner helped me
in a significant way to overcome these challenges during the planning.
I had an interaction with the former operation manager of the company. This interaction
session helped me in gathering knowledge about the past events organized by the company for
any other social cause. It helped me in structuring the plan in a sequential way. Moreover, it
provided me the ideas about the necessary aspects, such as maintenance of the CSR,

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sustainability, and waste management process. Overall, the learning journey is quite promising
and beneficial for strengthening my knowledge about the event plans.
Conclusion
The event is scheduled for a social cause and it required the systematic operational plan.
Lend me your Ears is organizing a fundraising music event at National Theatre, London to
raise charitable funds for educating orphans staying in the orphanage homes. Selecting the music
event, targeting the audiences of above the age group of 25, and selecting the convenient location
for the event were the major success factors. The operational theories include the systematic
planning process, effective supply chain process, and the sequential process of managing events.
It provided me the knowledge about the necessary changes that I needed to implement during the
planning. The operational plan was formulated by considering the underlying operational issues.
The challenging yet experiencing journey helped me in developing my knowledge as an
operation manager.

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Reference List
Abrams, M.D, 2017. Live concert/event video system and method. U.S. Patent 9,800,954.
Alkhadim, M., Gidado, K. and Painting, N., 2017. Perceived crowd safety in large space
buildings: the confirmatory factor analysis of perceived risk variables. Journal of Engineering,
Project, and Production Management, 8(1), pp.22-39.
Engman, M.A. and Engman, M.L., 2015. Event entertainment system. U.S. Patent Application
14/681,894.
Filingeri, V., Eason, K., Waterson, P. and Haslam, R., 2017. Factors influencing experience in
crowds–The participant perspective. Applied ergonomics, 59, pp.431-441.
Giannakis, M. and Papadopoulos, T., 2016. Supply chain sustainability: A risk management
approach. International Journal of Production Economics, 171, pp.455-470.
Hse.gov.uk, 2018. Event safety - Crowd-management - Assess crowd safety risks and identify
hazards. [online] Hse.gov.uk. Available at: <http://www.hse.gov.uk/event-safety/crowd-
management-assess.htm> [Accessed 6 Mar. 2018].
Leitermann, G., 2017. Theater Planning: Facilities for Performing Arts and Live Entertainment.
Taylor & Francis.
McNeil, A.J., Frey, R. and Embrechts, P., 2015. Quantitative risk management: Concepts,
techniques and tools. Princeton university press.
Müller, M., 2015. The mega-event syndrome: Why so much goes wrong in mega-event planning
and what to do about it. Journal of the American Planning Association, 81(1), pp.6-17.

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Mychainreaction.co.uk, 2018. Supply chain in music festivals. [online] Mychainreaction.co.uk.
Available at: <http://mychainreaction.co.uk/supply-chain-in-music-festivals/> [Accessed 6 Mar.
2018].
Nationaltheatre.org.uk, 2018. National Theatre |. [online] Nationaltheatre.org.uk. Available at:
<https://www.nationaltheatre.org.uk/> [Accessed 6 Mar. 2018].

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