All-Night Music Event: Phases, Safety Management Plan, and Stakeholder Dialogue

This article discusses the phases of an all-night music event, including pre-event, event, and post-event phases. It also highlights the importance of a safety management plan and stakeholder dialogue. The article provides insights on resource allocation, risk assessment, and guest provisions.

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By (Name)
Course
Instructor’s Name
Institutional Affiliation
The City and State
The Date

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Introduction
Events management has become an imperative and essential field to understand due to the
increasing occurrence of events that need professional planning. Substantially, events planning has
logical procedures that need to be followed in order to have effective event. this explains the purpose
of paper. Before taking any step in organizing any event, it is important for an individual or a group of
organizers (event organizers) to fully acquaint themselves will all the event management phases. This
will help them in ensuring proper planning with no/ minimal mistakes. However, it is also important
to note that there is no one universally unified way in which an evet is to follow (Andersen et al.
2015, p.261).
1) The phases of an event
In reference to most research studies conducted, it can substantially be concluded that there
are three main steps to follow during an event organization. These events phases include;
 Pre-event phase
 Event phase
 Post event phase
Nonetheless, there are other many phases cited by different event manager but it was noted
that the main three phases were further broken down into sub-phases. For the all-night music event,
we will be deploying a four phased organization as visually indicated below (Capriello et al. 2018,
p.4).

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a) THE PRE-EVENT PHASE (PHASE I)
This is step that engages all the activities directed towards organizing the event. There are
considerable many sub phases involved during the event preparation and must be closely followed
with careful take.
Event planning
The very first step toward events organization is the initial planning of the event which
involves formulation of the event aims, goals and objectives (Brunetti and Demetz 2016, p.136). It is
the goals and objectives of an event that guides all the activities and processes involved. These
include but not limited to the following;
Venue selection; after setting the goals and objectives of an event, the next step is to cite the
location of the event. The location of the event is predominantly determined by many factors which
include the expected number of guests/ people to attend the event, the accessibility in terms of
transportation, the safety and security concerns, and the cost of hiring the place among others
(Andersen et al. 2015, p.261).
Council approval; after reaching a decision of where to conduct the event, it is imperative to
seek the approval of the local authorities. This requires the organizing team to convince the local
authorities on the assesed event impacts and how the impacts will be handled for the negative effects
(Blackman et al. 2017, p.250).
Consultation with stakeholders and sponsors; after approval from the council, the team has
to conduct an extensive stakeholder consultation to determine how the event will affect different
stakeholders, both internal and external (Huang et al. 2015, p.274). The internal stakeholders will
have specific roles and responsibilities assigned to them according to their interests and objectives of
being involved in the team.

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On the other hand, the external stakeholders, particular the community is the most substantial
to consider as the occurrence of the event is primary anchored on them. They may decide to accept or
reject. Additionally, they usually form the biggest number in the event attendance.
Law and regulation; even if the local authorities consent with the event occurrence, it is
important to ensure that the event is in line with the established rules and regulations. This calls for
the observation of ethical issues (Querol et al. 2016, p.8)
b) THE EVENT DEVELOPMENT (PHASE II)
This step is a continuation and contains more details required for the preparation of the event.
This step involves the evaluation of the following;
Health and safety; during the event organization, the team will ensure the health and safety
of all the stakeholders including the organizing team, guests an all the well-wisher will be considered.
This may be done through the engagement of an insurance company. The development and
formulation of all responses must be identified including emergency response strategies (Preuss and
Schnitzer 2015, p.72)
Risk assessment; during the organization, it is important that the organizing committee asses
all the possible shortcoming of the event. This also relates to the to the safety precautions.
Resource allocation. it is during the development phase that the selected team of organizers
decide on the ways in which the available resources will be allocated based on the available resources
(Boza et al. 2015, p.109)
c) The EVENT PHASE (PHASE III)
Engages all activities carried out during the event execution. This involves the ushering
services, delivery of all the requirements to the guests. In addition, this phase encompasses
monitoring of the event by safety and security team to help in reducing the occurrence of unethical
behaviours and acts (Bouchon et al. 2017, p. 17)

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d) POST EVENT PHASE (FINAL PHASE)
After the event has ended, the team will hold stakeholder meetings at different levels to
critically analyse, evaluate and examine how the event was conducted. This will be aiming at
identifying the loopholes of the event organization. Resource usage including liabilities and extra
resources are assessed at this level (Andersen et al. 2015, p.261).
2) The importance of events safety management plan
Based on all research reports, the success of any event project is solely dependent on the
effectiveness of the planning team more especially the safety and risk management team.in reference
to such an insight, the all-night music event organizers will base on typically three sole reasons for
having the safety management plan (Pearcy et al. 2014, p. 349)
The safety management plan helps in drawing an advanced strategy and proposal of how
safety related issues will be handled basing on the critical analysis and forecast of the future. With the
help of safety management plan, the all-night event will benefit in the following ways
 Reduction in the costs that would be associated with incidents accidents
 Building more confidence in the stakeholders, sponsors and expected guests
 Also, increases awareness regarding the legal reequipments in relation to the event
organization and thus reducing the possible barriers
 Helps in improving the reputation and image of the events brand which promotes it
for other upcoming events
 It also increases association and interest of other event sponsors for the organization
3) The importance event safety team meetings and the types of plans that come from
such meetings

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Team meetings are one of the tools for achieving a success in a project like events
management. The all-night music event will benefit from engaging in frequent safety team meetings
in the following ways;
Through meetings, the improvement of awareness concerning the goals and objectives of the
all-night event can be enforced
It will also help in developing more strategies for conflict resolution within the event
organizers. These normally arise as a result of conflicting interests and poor communication. It is an
implication that effective communication will also be attained (Mahadevan 2018, p. 161)
It is yet another opportunity for the all-night music organizers to provide performance
feedback based on the past recommendations and thus further new ideas can be developed.
4) The provisions for the guests to cover their needs
as the event commences, there will be need to provide all the needs for the guests. The
organizing team of the event (Andersen et al. 2015, p.261) will embark in ensuring the following are
put in place
 temporary structures will be erected including where the performers and guests will
sit/ stand. In additional, a temporary fence will be erected to ensure the safety of the
event participants
 provision of toilets and easing places for the event guests
 provision of snacks by the all-night event ushers
5) Stakeholder dialogue- particular the local community
As noted earlier, the stakeholders are the core determinants of the occurrence and success of
an event. This will require the all-night event manager to conduct a meeting with the community
members regarding the aims, goals and objectives of the event. This meeting should be highlighting
the advantages of holding the event in the identified locality as a way of seeking consent of the
community members. Additionally, the anticipated effects/ impact of holding the event will be

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highlighted and possible remedies cited. For example, how those who will affected by the event will
be compensated (Day et al. 2017)
6) Choice of the location and theme of the event
The choice of the location is dependent on a series of factors which include but not limited to
the following
 The cost of the location (however, the organizer owns the site and thus will not be
costly)
 The accessibility from main locations such as markets, main roads, railway routes,
and conference centres
 The safety and security records of the pace, the place should free from security threat
International example
In recent days there has been continuous and persistent growth of events management
including at that international level. An example of an international upcoming event is
https://www.eci2018.org/
Conclusion.
In summary, it is typically important for events managers to fully acquaint themselves with
necessary of events management in order to effective execution of the respective events held. This
includes all the logical steps as well as safety precautions. With the necessary tools and skills, one is
able to effectively and efficiently execute all the necessary steps in events management. It is also
important to note that stakeholders are the core determinants of a project success and must be
effectively coordinated. This encompasses effective communication and good conflict management
among the involved stakeholders.

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