BHO2000 - Event Management: Logistics & Staging of Health Event

This report details the logistical and staging considerations for 'The Healthy Lifestyle for a Better Tomorrow,' a two-day event in Melbourne aimed at educating people about the health risks of diabetes and promoting healthy lifestyle choices. Logistical aspects covered include event marketing, ticketing, customer queuing and transport, equipment transport and storage, artist needs, security, power and water supply, contractor management, audience and artist flow, communication channels, amenities, VIP and media requirements, emergency procedures, equipment removal, waste management, and contract acquittal. Staging considerations include catering facilities, artist management (musicians, lifestyle experts, chefs, etc.), entertainment provisions, speaker arrangements, decoration and prop sceneries, sound and light equipment, audiovisual and special effects, venue capacity and setup, and hospitality services. The event aims to provide health education, checkups, cooking sessions, and exercise sessions to encourage healthier lifestyles and mitigate diabetes risks.

Running head: EVENT PLANNING AND MANAGEMENT
Event Planning and Management
Name of the Student
Name of the University
Author Note

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Introduction:
Diabetes is one of the most significant chronic conditions and one of the leading
contributors of morbidity and mortality, increasing the risks of co morbid conditions such as
kidney diseases, hypertension, cardiac diseases, stroke, lower limb amputations and even
cancer. Risks of diabetes are found to increase with unhealthy lifestyle such as inadequate
exercise, unhealthy diet and improper sleep routines. In metropolitan areas (such as
Melbourne), such factors are very common due to a faced paced lifestyle of people (Gibbs et
al. 2015; Kyu et al. 2016; Shan et al. 2015; Colberg et al. 2016) . The Healthy Lifestyle for a
Better Tomorrow is a two day event which will e held in Melbourne, which is aimed to
educate people on the health risks of diabetes and inform them of strategies to reduce those
risks through healthy lifestyle. The aim of this essay is to discuss the logistical and staging
considerations for the event.
Discussion:
-Logistics Considerations:
Having effective logistics can ensure that the right things are present for the event at the
right time and in the right place and helps in the planning, implementation and controlling the
flow and storage of products (Jones 2017). Discussed below are the considerations related to
the logistics of the event:
1. Marketing of the event through advertisements and campaigns which can attract the
customers to the event.
2. Ticketing of the event: Distribution of the tickets can be done both online as well as
from the venue at the ticket counters.

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3. Customer queuing: Allocating a spot near the ticket counter and entry point for the
customer queue.
4. Customer Transport: Arranging transportation for customers (such as cars and buses)
can help them to reach the venue more easily. The customers can be transported as
both dump and trickle.
5. Transport of equipments: Equipments for lights, sounds, exercise equipments,
cooking and kitchen equipments as well as medical equipments needs to be
transported to the venue.
6. Accommodation and storage of equipments: A suitable place for keeping the
equipments needs to be fixed.
7. Supply of artist’s needs: Artists needs such as food, water, equipments and makeup
needs to be transported.
8. Event Security: Security detail is necessary to ensure safety of the audience,
artists/performers and event organizers.
9. Power supply: Power generators are needed to power the equipments for the event.
10. Water supply: Adequate supply of water is needed at the venue using water tanks.
11. Contractors: Contractors for the transport of equipments and set up of storage space
on the venue might be needed.
12. Flow of audience: The waiting times for the audiences needs to be determined.
13. Flow of artists: Artists can be escorted to the venue in cars.
14. Flow of Equipment: Equipments can be transported as a dump (all the equipments
together).
15. Communication Channels: Channels for communicating with the audience such as
public announce systems, boards and handouts can be used.

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16. Amenities for the event: Amenities such as foods and drinks and toilets are needed for
the event.
17. Consumables: Food and drinks can be made available at stalls in the event venue.
18. VIP Requirements: Specific equipments needed by the vip, as well as their special
seating arrangements as well as food and drinks will be transported separately.
19. Media Requirements: Equipments that can help media coverage such as video
cameras, giant screens and sound systems is needed.
20. Emergency Procedures: Equipments for emergencies such as first aid and fire
hydrants are required.
21. Equipment removal after the event: The equipments needs to be transported back after
the event, the same logistics can be used for transport.
22. Cleaning of waste and garbage: The garbage needs to be cleared from the venue,
segregated and dumped.
23. Contract Acquittal: Contract will be terminated after the event ends, venue is cleared
and payment made.
(Whelan and Molnar 2017; Getz and Page 2016)
-Staging Considerations:
The following considerations need to be made regarding the staging of the event:
1. Catering facilities: This will be needed for the cooking sessions as well as the food
stalls for the audiences. The catering facilities will be spread out through the venue to
ease accessibility to the stalls and cooking stations.
2. Artists: Artists such as musicians, lifestyle experts, yoga experts, zumba experts,
professional chefs, dancers and physical fitness experts would be present at the venue.

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3. Entertainment: Systems for entertainment of the audiences such as wheel of fortune,
dart and shooting area and bowling will be set up in the venue.
4. Speakers: Professional speakers will be present who will host the show and announce
the artists and different sessions, and coordinating their times.
5. Decoration and Prop Sceneries: Various decorations needs to be set up on the stage to
match each session, for example cooking related decorations during the cooking
sessions and fitness related decorations for fitness related sessions. Also healthcare
related decorations (such as charts and diagrams) would be needed during the health
checkup sessions.
6. Sound and Light Equipments: For the stages overhead lights, laser lights and high
power lamps would be needed. Sound equipments include stack amplifiers, stage
monitors as well as microphones and sound mixing consoles.
7. Audiovisuals and special effects: For special effects dry ice and laser light animations
can be used. Projectors and large screens can also be used for audiovisual
presentations.
8. Venue: The venue has a capacity of 10,000 visitors. It is an open arena and the stage
will be set up at the center.
9. Hospitality: This is needed for supporting the large number of audiences, participants
as well as the artists, helping to take care of their accommodation, fooding and leisure
needs.
(Giulianotti et al. 2015; Mariani and Giorgio 2017)
Conclusion:
The event “The Healthy Lifestyle for a Better Tomorrow” would be help for two days
in Melbourne, during which the audiences would be educated on the adverse effects of

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diabetes, and on strategies which they can use to reduce the risks. The event would have
several sessions on health education, health checkups, cooking sessions, and various exercise
and fitness sessions which the audiences can learn about and use in their daily lives. Various
logistical and staging considerations need to be taken care of to ensure proper preparation of
the stage and the event and promote its success.

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