Event Management: Planning and Safety

This assignment focuses on various aspects of event management. It requires analysis of scholarly articles related to event tourism, sustainability, professionalization in the field, and the influence of events on society. The assignment also touches upon safety considerations for major events, drawing from official guidelines and resources. Students are expected to demonstrate their understanding of key concepts and apply them to real-world scenarios.

Event Management
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TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
Indoor Venue ..................................................................................................................................3
Critical success factor event and location ...................................................................................3
Carry out risk assessment of indoor location and main operational risks or challenges for that
venue ...........................................................................................................................................4
Outdoor Venue ................................................................................................................................6
Critical success factor for event and location..............................................................................6
Carry out risk assessment of indoor location and main operational risks or challenges for that
venue............................................................................................................................................7
Reflection.........................................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11
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INTRODUCTION
Working as Events manager in ABC London events Company the main duty of event
manager is to handling and coordinating the event. Its the perception of people that event
management only manages and handle the wedding, concerts or social events but the event
management company handles all the activities that are related with leisure and entertainments
that is sports events, cultural events, large parties, film festivals etc (Höfer, and Mause, 2016).
The Charity Fundraising Organization are the non-profit organization that requests for raising
donation from the individual, businesses or governmental agencies etc. Therefore, the event
company had chosen to organize is Fundraising event for raising fund for charitable or non-profit
organization (Woosnam and MOhAMMED, 2013). For organizing the event ABC London
Event Company had chosen two location that indoor and outdoor venues. In order to select the
process event manager must engage in the process that focuses on analysing the location that it is
suitable for conducting the event or not, measuring the available space, availability of resources
within the region for conducting successful event. Thus, the report will analyse both the venues
as well as key operational issues as well as risk that are faced in both the venues and thus,
recommend the best location the meet the CSF's for the event. In the report ABC London Event
Company is organizing and managing the event in Royal park as well as in the Royal Borough of
and Chelsea London.
INDOOR VENUE
Critical success factor event and location
The chosen indoor location for organizing the charity and fundraising event that is
Children in need in the location that is Royal Borough of Kensington and Chelsea. The critical
success factor for the event in the indoor location is the number of sponsors as well as volunteers
that support the success of event through sponsoring the fundraising event in the location. With
the help of number of sponsor and volunteer they can easily attain the required source of finance
for conducting successful event. Another CFS factor for the event is inspiring vision for which
the event is organized by the company (Van Winkle, Woosnam and MohAMMED, 2013). If the
event is organized for the charity purposes then it may act as the critical success factor for the
event.
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The critical success factor for indoor venue also include their location as well as their
layout that attract the event management company for organizing the fundraising event in that
location. With the proper layout and location they can section the indoor venue in different
segment so that large number of individual may get adjusted.
Another Critical success factor for the indoor venue is availability of space for parking as
well as seating arrangement (Van der Wagen, 2010). Event manager of ABC Event company can
also examine the following provisions related with the event is measure the associated risk with
the different aspects such as Car parking that is proper management of parking and using the
space in effective manner so that they manage the traffic as well as vehicles within the venue.
Another risk area in the event is controlling crowd that is how to control crowd at the event as
the event management company can engage in introducing the celebrity performance of act to
attract more visitors and individual towards the fundraising event that is Children in need
(Rowland, 2013). Therefore, company must engage in setting fencing as well as gates at the
entrance so that they can control the crowd during and after the events.
Carry out risk assessment of indoor location and main operational risks or challenges for that
venue
in order to organize the fundraising event, manager of event company must engage in
formulating the general risk assessment form for analysing the indoor venue for the event
(Robertson, Junek and Lockstone-Binney, 2014). The risk assessment sheet must focuses on the
hazards as well as risks that likely to be occurred within the location while organizing or
planning for the event. After identifying the hazards existing in the location event manager must
assess the people who are in danger by the identified risks. Another step in the risk assessment
include event manager will focuses on the existing measures that are used by the event manager
for controlling the identified risks.
The operational issue also include inadequate and insufficient team members it may
results in mismanagement while managing the event (Pernecky and Lück, 2013). Therefore,
event manager can provide proper training for their staff as well as team members regarding
their activities so that ABC event company successfully manage or organize an event. Along
with this, with the improper manpower it may also lead to operational issues like it may results in
increasing the load of work on the limited employees that results in sickness and engaging in
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stress issues that further outcome in causing serious injury or diseases (Mallen and Adams,
2013). Thus, it may results as operational expenditure for the ABC Event company.
Licensing and legal issues
Earlier to the planning of event in London the ABC Event Company is needed focuses on
different rules and regulation as well as licensing procedures to avoid any sort of legal issues by
the company. Thus, without obtaining licence to organize the in the indoor location governing
authority may charge penalty on the event company (Mackellar, 2014). For avoiding such
operational issues the ABC Event Company must engaged in licence procedure so that they may
acquire all the legal documentation as well as permission for organizing the large scale charity
event within the Royal Borough of Kensington and Chelsea.
In order to hold or organize an event in the Borough's parks, street or in the open space
area ABC London Event company must engage in the completing the online event application
form. The event office will look at the application and grant permission from the highways as
well as street lighting. The Royal Borough of Kensington and Chelsea also focuses on the
licensing Unit that is mainly accountable for providing license premises under the following act
that is Licensing Act 2003. The act mainly governs that sales of beverages that is alcoholic or
non-alcoholic, it may also review the provisions related with entertainment etc (Licensing
Applications, 2014).
Health and safety
Along with this it is also required by the company to engage in the health and safety
precaution as well as is needed to fulfil all the aspects within the provision of health and safety
legislation in order to avoid the risk or hazard (Lucas, Cornish and Margolis, 2012). Thus, the
event manager need to get insurance of organization to prevent from the financial loss. Before
organizing the fundraising event it is essential for event manager to fulfil their duties regarding
measuring the operational issues as well assessing the risk associated with selecting the outdoor
location or venue for the event. Herein analysing the key operational issues as well as risk
elements will support the event company in taking preventive standard so that they can minimize
the level of hazard and danger associated with them (Litvin, 2013). On the other hand, with the
failure of taking preventive action it may results in attaining the negative image of the company
as well as it may also results in failure of Charity and Fundraising event that is Children in need.
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Along with this, there are different health and safety procedures for the venue that is
Royal Borough of Kensington and Chelsea. Health and safety executives are the one that support
the event organisers that is ABC London Event company in executing the events safely that is
they must focuses on hiring health and safety advisers as well as staff within the event that
support in maintaining the health of visitors. ABC company must focuses on crowd management
for managing the health and safety of the visitors as without improper management of crowd
during the event it may results in arousing the situation of conflict. Along with this, health and
safety at venue that is Royal Borough of Kensington and Chelsea also focuses on managing the
site design that include management of stage and seating arrangement to avoid any health and
safety issue or consequences.
Supply chain management
Event manager of ABC Event Company also face key operational issues related with
managing the physical as well as technological resources for organizing the event. The adequate
supply of physical and technological resources are consider as effective for the operating the
event. As, organizing the event requires adequate lighting as well as physical resources relate
with seating arrangement so that visitors or individual may proper enjoy the event (Kruger and
Saayman, 2015). With the proper physical resources it will provide comfortable seating for the
celebrities as well as people who visits the event in order to provide successful entertainment
experience as well as raise charity for the children who are in need.
Waste management
Another operational requirement and challenges of the indoor venue that is within Royal
Borough of Kensington and Chelsea is managing the wastage while planning and organizing the
fundraising event within the location. The event must engage in serving food or snacks items for
the visitors and individual (Knapp and et.al., 2013). Therefore, it is essential for the event
management company to engage in proper provisions of waste management so that they can
manage the wastage or dust from the location. For this challenge event company must ensure
proper placing of dustbin so that individual may dispose the waste or food in that. Without
improper management waste it may results in affecting the environment that further impact the
health of visitors that visits the fundraising event.
CSR and Sustainability
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Along with this, for setting or programming the fundraising event company must set out
the operational requirement as well as assess the challenge related with the sustainability and
CSR so that they may develop their surrounding location (Hutton and et.al., 2014). The
company must focuses on implementing the sustainability strategy that would assists in ensuring
the all the event members as well as staff would render services to maintain and conserve the
environment for sustaining in the long term. The sustainability strategy basically focuses on four
pillars that is protecting and building the heritage and biodiversity, improving well-being of the
individual, adjusting to climate change and the last is sustainable growth.
OUTDOOR VENUE
Along with this, for organizing the charity and fundraising event that is Children in need
in the outdoor venue ABC London Event company has chosen location that is Royal Park. The
Royal park basically comprises of eight different parks (Huang and Zhang, 2011). The selected
park for conducting the fundraising event is The Regent Park that is quite famous for its rose plot
with more than 30,000 roses of 400 varieties, The Regent’s Park contains central London’s
largest outdoor sports area and largest wetland area. The Park also houses the Open Air Theatre
and London Zoo, whilst neighbouring Primrose Hill offers spectacular views across the capital.
Critical success factor for event and location
The critical success factor for the event to be organized in outdoor venue is basically
focuses on ensuring the profit earned by the location for setting the event. It may also include the
popularity of the outdoor venue that attract the visitors as well as event manager of ABC London
event company to chose the selected location (Höfer and Mause, 2016). Along with this, CSF for
managing the event in outdoor venue must also focuses on effective fundraising strategy that is
being used by the location.
Carry out risk assessment of indoor location and main operational risks or challenges for that
venue
Before setting up the fundraising event in the outdoor location ABC Event Company
must concentrate on measuring the different aspects as well as provisions under which the event
may go unsuccessful. Thus, the event manager must engage in measuring proper risk
administration theories so that company can easily manage the risk as well as determine the ways
through which they can minimize the level of risk and danger from the premise (Getz and et.al.,
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2012). For the risk assessment of outdoor location event company firstly engage in checking the
availability and requirement of manpower within the company so that they may easily engage in
organizing the successful event. Secondly, event manager of company can also review the
statement of their financial partners or sponsors for the event so that they can easily set up the
event for raising fund for the needy children (De Valck, 2014). Along with this, with the
improper manpower it may also lead to operational issues like it may results in increasing the
load of work on the limited employees that results in sickness and engaging in stress issues that
further outcome in causing serious injury or diseases. Thus, it may results as operational
expenditure for the ABC Event company.
In addition to this, the event manager may also have proper knowledge and description
regarding the emergency situation arises in the event, contingency plan for avoiding the situation
of natural occurrence etc. these are consider as the major components that needed to be observed
by ABC Company event manager before arranging or setting up the event (Crosti and Bontempi,
2013). If the event manager have not formulated the proper action program then it may results in
arousing different operational issues that would include situation of over budgeting, issues that
are related with financial resource as well as human resources
However, organizing the fundraising event the selected location is outdoor location that is
in Royal Parks Event company faces certain operational issues related with lack of impressive
team that renders innovative service in setting up the event in the location (Capell, 2013). It has
been assessed that Event company requires competent and right team with applicable skills and
abilities to successful carry out the musical event. Right or competent people engaging in the
event results in smooth functioning of the event. whereas in the situation if the ABC company
possess incompetent members with improper abilities and skills then it may lead to unsuccessful
events (Bowdin, 2010). These were the different operating issues which leads to failure of the
events in the outdoor venue that is The regent park one of the park within Royal parks London.
In addition to to this, for conducting fundraising event in London ABC company requires
number of event staff as well as volunteers that would avoid the operational issues related with
engaging in criminal activities during the event time (Events: Planning and Management, 2016).
With the lack of security purpose or shortage of technology aids may results in criminal activities
during the event. Therefore, ABC Event Company is needed to imply constricting security and
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safety at all the entrance gates and in the location where event is going to take place (Bladen and
et.al., 2012). The company must engage in hiring excess staff that would engage in sending all
the invitation as well as passing tickets to the interesting candidate for the fundraising event. For
organizing the event, manager should also use effective technique so that they can easily make
passes available for the targeted audiences. Thus, no other individual with improper pass can
enter the location where event has been set up.
Licence and legal issues
For organizing the Fundraising event in the outdoor venue that is in the The Regent Park
then the event manager of ABC event company must engage in the operational requirement of
licensing and legal issues (Bearzotti, Salomone and Chiotti, 2012). For instance, organizing
event in the outdoor venue results in adopting licence from the Royal park so that they can easily
organize the fundraising event in their one of the park. Without taking prior licence company
cannot organize the event in the location. Furthermore, without the license permit event company
can also engage themselves in the legal issues that is not for good for the image of fundraising
event as well as outdoor location. without obtaining licence to organize the event in the outdoor
location governing authority may charge penalty on the event company (Bass, Goodrich and
Lindskog, 2013). For avoiding such operational issues the ABC Event Company must engaged
in licence procedure so that they may acquire all the legal documentation as well as permission
for organizing the large scale
Health and safety
Along with this for the outdoor location or venue event management company must also
engage in the operational requirement that is health and safety challenge within the location. The
event manager must focuses on accumulating the data of previous year incident due to improper
health and safety at the workplace (Ballantyne, Ballantyne and Packer, 2014). So, that event
manager must engage in the improvement programme so that they can attempt for rendering
proper health and safety performance.
Supply chain management
Along with this, event management company must also engage in the operational
requirement related with proper supply chain management under which company can easily
supply the required items and goods from the another location (Báez and Devesa, 2014).
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Furthermore, with the proper supply chain management event company can easily maintain and
organize the fundraising event that will support the company to be successful within the outdoor
location. In order to select the outdoor venue for the fundraising event the event management
company must have the global supply chain management activities so that they can purchase and
supply the large amount of material outside the region for enabling the success of event.
Waste management & CSR and sustainability
The ABC London Event management company must have to compliance with the
legislation as well as regulation related with sustainability and waste management so that it may
bot negatively impact the environment (Advice for managing major events safely, 2006). In
order to overcome the issue related with the waste management while planning and organizing
the event company must engage in the preventive measure such as they must focuses on setting
provision for the recycling and regular bins so that staff may dump the waste in that. Further,
they must also engage in recruiting the team that would results in assist in sorting the waste
(Andersson, Getz and Mykletun, 2014). For organizing the fundraising event in the outdoor
venue that is The Royal Park they must also face challenge related with maintaining the greenery
of the garden or park so that it may not negatively impact the surrounding.
REFLECTION
In the era of increasing technology I must engage in accessing the information related
with indoor and outdoor venue through assessing social media sites as well as discussing with
other members regarding the selection of adequate location for organizing fundraising event.
Along with this, with the help of social media sites I can easily acquire the negative and positive
information regarding both the location that is Royal Borough of Kensington and Chelsea as well
as the Royal park in London. Along with this, with the help of different review blog sites also I
can easily access the information regarding the location.
CONCLUSION
The aforementioned report has stated that event management plays significant role in the
contemporary scenario as it may results in using optimum resources as well as activities in
managing and organizing the successful event. Along with this, the report has concluded that
ABC Event Company has also attained the certain key operational issues while managing and
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planning for the event. Before setting up the event ABC Event Company must concentrate on
measuring the different aspects as well as provisions under which the event may go unsuccessful.
In addition to this, it has also summarizes that risk management is essential for the event
company to determine the level of occurring unwanted activities and events in the program. It
has been also recommended that indoor venue is quite effective for setting the fundraising event
that is Children in need. As, the indoor venue focuses on less operational issues and challenges
as compare to the outdoor venue. Along with this, setting the event in the outdoor location must
be affected by certain external environment factors that will directly impact the planning of
event.
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REFERENCES
Books and Journals
Andersson, T. D., Getz, D. and Mykletun, R. J., 2014. Festival and Event Management in Nordic
Countries. Routledge
Báez, A. and Devesa, M., 2014. Segmenting and profiling attendees of a film festival.
International Journal of Event and Festival Management. 5(2). pp.96-115.
Ballantyne, J., Ballantyne, R. and Packer, J., 2014. Designing and managing music festival
experiences to enhance attendees’ psychological and social benefits. Musicae Scientiae.
18(1). pp.65-83.
Bass, W. L., Goodrich, C. and Lindskog, K., 2013. From Inspiration to Red Carpet: Host Your
Own Student Film Festival. International Society for Technology in Education.
Bearzotti, L. A., Salomone, E. and Chiotti, O. J., 2012. An autonomous multi-agent approach to
supply chain event management. International Journal of Production Economics. 135(1).
pp.468-478.
Bladen, C. and et.al., 2012. Events Management: An Introduction. Routledge
Bowdin, G., 2010. Events Management. Routledge
Capell, L., 2013. Event Management For Dummies. John Wiley & Sons
Crosti, C. and Bontempi, F., 2013. Back-analysis of the collapse of a metal truss structure. In
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De Valck, M., 2014. Supporting art cinema at a time of commercialization: Principles and
practices, the case of the International Film Festival Rotterdam. Poetics. 42. pp.40-59.
Getz, D. and et.al., 2012. Hallmark events: definition and planning process. International
Journal of Event Management Research. 7(1/2). pp.47-67.
Höfer, D. and Mause, K., 2016. Public Events as Public Bads. Homo Oeconomicus 32 (¾).
p.401.
Huang, Y. and Zhang, Y., 2011.Dynamic event planning through location awareness. U.S.
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Hutton, A. and et.al., 2014. Understanding the characteristics of patient presentations of young
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Knapp, J .J. and et.al., 2013. Event application. U.S. Patent Application 13/786,178.
Kruger, M. and Saayman, M., 2015. Attendance at the U2 Concert: Is it a Case of “This is a
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Lucas, J. F., Cornish, T. and Margolis, T., 2012. To a cultural perspective of mixed reality
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Mackellar, J., 2014. Surfing the Fringe: An Examination of Event Tourism Strategies of the
Bleach Festival—Coolangatta Queensland. Event Management. 18(4). pp.447-455.
Mallen, C. and Adams. L., 2013. Event Management in Sport, Recreation and Tourism:
Theoretical and Practical Dimensions. Routledge
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Pernecky, T. and Lück, M., 2013. Events, Society and Sustainability: Critical and Contemporary
Approaches. Routledge.
Robertson, M., Junek, O. and Lockstone-Binney, L., 2014. Special Issue: Professionalization and
event management. Event Management. 18(1). pp.1-88.
Rowland, J., 2013. Method and system for event planning. U.S. Patent 8,510,145.
Van der Wagen, L., 2010. Event management. Pearson Higher Education AU.
Van Winkle, C. M., Woosnam, K. M. and MOhAMMED, A. M., 2013. Sense of community and
festival attendance. Event Management. 17(2). pp.155-163.
Woosnam, K. M. and MOhAMMED, A. M., 2013. Festival attendance. Event Management.
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