Effective Strategies for Risk Management in Event Planning

The document outlines the fundamental principles of risk management within the context of event planning, emphasizing the importance of stakeholder engagement and robust safety measures. Effective communication and coordination are highlighted as crucial elements in minimizing risks during event organization. The text underscores the necessity of identifying potential hazards and developing appropriate mitigation strategies to ensure a safe and enjoyable experience for all participants. It also discusses the significance of establishing clear roles and responsibilities, along with contingency plans to address unforeseen circumstances. By integrating these risk management principles, event planners can significantly enhance both safety and stakeholder satisfaction.

Running head: EVENT ENTERTAINMENT OPERATION MANAGEMENT
EVENT ENTERTAINMENT OPERATION MANAGEMENT
Name of the Student
Name of the University
Author Note

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Executive Summary
This paper will mainly deal with the risk management methods at one of the big entertainment
program. The event is a music show at the Royal Borough of Kensington and Chelsea from the
Diaphanous Production. This event mainly will be directed towards charitable purposes. The
organizer would collect the accumulated money and provide to the poor children for education.
As the event mainly would be conducted for the charitable purpose, many dignitaries would also
join in. Apart from the dignitaries, the press, media, and police would also be there. The main
aim of this paper would be to see how the involvement of police, media and the other risk
management controlling aids will help the event to be a success. It is also a known fact that there
are heavy chances of chaos and crowd at such big events. So, the aim of the report will be
directed towards, seeing how the different risk management methods would be helpful in
carrying on the event in an organized manner.

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Table of Contents
Introduction..........................................................................................................................3
Critical Success factor of the event.....................................................................................3
Event operation process.......................................................................................................4
Event licensing and legal aspects of the event.................................................................4
Risk management.............................................................................................................5
Security and crowd control..............................................................................................6
CSR issues and sustainability of event............................................................................7
Waste management..........................................................................................................8
Critical evaluation of event operation..................................................................................9
Planning process..............................................................................................................9
Operational management theory....................................................................................10
Encounter the problem situation....................................................................................10
Professional interaction..................................................................................................11
Conclusion.........................................................................................................................12
References..........................................................................................................................13

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Introduction
Event entertainment operation management is a very useful tool that can be used to carry
on a grand event in properly organized manner. It is the duty of the event entertainment
operation management, to make sure that, they are applying all the necessary strategies in order
to coordinate an event in an organized and planned manner. For the proper development of
planning management, coordination and enthusiasm are the most necessary requirements. To
carry on the event successfully, proper planning and management are required. (Filo, Funk and
O'Brien 2014). Proper planning needs all the information, objectives and also different models,
facilities, effectiveness and customer satisfaction. For the successful policy identifying man
management and their input in this event is required with high value. In this report, the chosen
event scenario of Royal Borough of Kensington and Chelsea has discussed and that also provides
the ethical dimension of how to operate an event process.
Critical Success factor of the event
In case of every event, a proper chain of planning is required beforehand. If the planning
is not implemented in the right way, then it can go in adverse mode. As a result of which, the
event might not be processed in the proper way. The scenario of the event is a music event,
where many music dignitaries and delegates will be coming (Masterman 2014). As this is a
musical event there will be a large number of musical instruments needed. In order to set up
these instruments properly, a lot of electrical wires, plug-in systems, and several other electrical
instruments will be needed. In order to set up the stage, with all the musical instruments and their
supporting equipment, a big space is needed. It is for this reason that Royal Borough of
Kensington and Chelsea has been chosen. The event is organized by the Diaphanous Production

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for the welfare of poor children education. This is a kind of charity program so the target
audiences mainly comprise of music lovers, of all the age groups. They are helpful as well, as
they know that there is a big and noble cause behind the show. The authority will be providing a
special bus for the audiences. This is to ensure that, they do not face any critical condition while
coming (Getz and Page 2016).
The program is all about the collection of money for a social cause. The event helps the
project in an ethical way. The event encompasses the entertainment program. It is for this reason
that, so many different media groups are also interested to cover the entire program. This process
enhances their publicity as well. In case of general corporate music programs, the motif of the
program is usually, advertisement of company products. However, this is a special kind of music
event, where the accumulated money will be provided for the education of poor children (Huang
et al. 2014). The auditorium can comprise of 1400 audiences. It is with their presence, that the
program will be enhanced. No alcohol will be served at this event and the entry fees will be quite
affordable, £50 in terms of charity programs. The event will have a good impact on the young
generation of that area and they will be happy to be a part of this. Drug and harmful devices will
not be entertained in the event premises, so the authority has promised to provide a better event
program in all aspects (Robinson 2015). The police authority assistance is there to make this
event successful. They have assured to give the support to formulate the program in the right
way, as the social cause is related with that.

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Event operation process
Event licensing and legal aspects of the event
For the music concerts, proper licensing and legal notice is needed. Before the event,
Government permission is required for the establishment of the show. Under The Licensing Act
of 2003, the music concert is in. This license has provided authority to the programming
organization to conduct their event. So Diaphanous Productions has to take authorized
permission to do the event. In case of music conference, different factors are related to the
program (Jones 2014). The license will cost some money from the organizers. The amount of
money needed in order to get the licensing will depend on the place, the nature of the program,
the size of the premises, type of the music program and the duration of the program. In case of
social welfare issue, sometimes it is quite easy to get licensing and permission from the
government. Performing Rights Society can give this type of licensing and legal permission to
the event. There are some private gains in such cases and sometimes prizes are distributed in that
event. These licensing usually cost much and Government takes maximum charges over it (Getz
and Page 2016). Performing Rights Society for music is a nonprofit organization that enables
access to music and implements musical traffic coving more than 40. The legal aspect of an
event is important to get rid of emergency situations. The process also strengthens the public
safety and event control. As the program will serve the issue of social welfare for children, in
educational purposes, the prime motive will be to make it a successful program. This is to ensure
that enough money can be gathered for the better future of the poor children. Police, government
board, media, emergency situation controller and risk management team all these are associated
in that event to make it successful (Drury, Novelli and Stott 2015). Thus, for this music event
management, legal aspect and licensing are needed to optimize the value of the program.

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Risk management
Identifying the potential risk and security of the people is the concerning outlook of risk
management team. They are the managing people who can control the entire event and secure the
life of the audiences from adverse situations. Generally, event co-coordinators or organizers are
doing this process of selecting the risk management team. A general paperwork has been done
with the organizers about the event place regarding that security. However, in most of the cases,
risk mitigation processes are implemented quite late, due to improper man-management (Barnes
2017). So engrossing more effective people in risk control team is essential in terms of saving
people’s life. There are some events where the huge amounts of people are gathering for a rally,
for those events, there is a chance of over-crowding. Risk management team has taken their
initiative to mitigate the risk over the situation. In this given scenario comprehensive security
and traffic management are needed from the risk management team as lots of music dignitaries
will be coming in this event (Dowson and Bassett 2015). The Proper place for parking, traffic
control, performance celebration and advance planning on seating arrangement, all these are
handled by that team. Guest entrance, parking, seating arrangement emergency situations, all
these are the concern criteria that the team has to look after. Risk management team also
concerns with the evacuation procedure, ambulance and emergency and emergency vehicle
arrangement, lines of communication with other people is the concern for them (O’Neill 2014).
In this event, the risk management team will have to be too effective as they have to take control
over the entire events, where important personalities, dignitaries will be coming to join in the
event. Thus, a controlling mannerism will be there to coordinate the event in an organized and
planned manner.

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Security and crowd control
Crowd controlling is a big issue in an event. There are several events where people
accumulate in huge number and there is a chance to stampede. Thus, controlling that situation is
the major issue where the risk management team has to get involved. The team has to create a
queue or make an alternative way of their path to meet the process in a suitable way. There are
certain celebrations and events when numerous people have met and they outbreak the occasion
(Jepson, Clarke and Ragsdell 2014). A significant chance of creating violence is there and that
has to be imparted over the crowd. Thus, to avoid the situation proper man-management is
needed to establish the program in a suitable way. In this music program, almost 1400 people
will be coming, so their security and control will be the main objective of the organization
(McLoughlin 2014). This music event will have media coverage and extensive publicity as the
event is about to be held for the social cause. People excitement, the outburst for the
performance, all these are controlled by the management team and risk management authorities.
Event security has to be tight and rigid so that no trespassers can enter in an invalid way. People
cannot bring any unethical elements with them which are not required for the event; this has to
be checked by the organizing authority. Police have to be there at that event so that they can take
control over the issue and also manage the responsibilities of the dignitaries (Daniels et al.
2015). Many important musicians and other guests will be present at the show as it is going to be
a very big event. Thus, their protection and security will be the main area of concern over there
(Drury, Novelli and Stott 2015). However, it must be noted that the management team is also
paty8imng equal importance to the other audiences that will accumulate at the event.

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CSR issues and sustainability of event
Corporate social responsibility is the concern mannerism where responsible executives
are concerned for the required facility that they have offered to their customers. Development
and making relationships with the customers is the prime issue in that profession. CSR involves
responding and communicating with the customers and evaluate their mind and their need
(Legacy, March and Mouat 2014). CSR co-ordinates the program aspects to the customers and
also reminds them from time to time about the products. There are some premium clients of
event companies; CSR has to take extra care of them. They analyze the exact need of the people
and try to mold the product of the company as per the demand of the customers. CSR has the
market knowledge so they can easily analyze the customers' satisfaction as well. CSR has
implemented their view in social responsibilities of the company as well, as this case, the social
motive is very clear but there are some cases where the social motive is not clear. However, CSR
has presented it in front of all to showcase the importance of the program (Hutabarat and Gayatri
2014). Religion maintenance has several aspects as this is the concerning aspect for them, as
every religion has some special culture, process, and recognition, so through their company
products, CSR engrosses those things. Organization process must be in a developmental phase
where the effectiveness of CSR has changed the event planning scenario. In this chosen event the
importance of CSR is very high (Quaglia 2015). As the program will be taking place in the royal
auditorium, thus an event maintenance phase is required for the satisfaction of the customers.
The program is associated with some of the dignitaries, so their responsibilities are also taken by
those executives. Company CSR has a single goal and objective. So the planning of this event
and related coordination, communication and their specialized study over the customer will
emerge the event as a successful one (Bolden and Nahachewsky 2015). CSR understand the term

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of stakeholders, adequate benefits of that event and those children who will get the event tickets'
money, so the chain of all the sections with them, as they are the pillar of any event.
Waste management
Whether the event is a foremost commemoration or an insignificant merriment, the
endowment must be specified to the appropriate assortment and clearance of waste and salvaging
through and afterward the event. The vigilant arrangement will confirm that the event has
enough conveniences, such as garbage baskets, reusing bins and mini skips, to the marshal of all
garbage and recyclables. Wastewater cannot be inclined of down stormwater sanitation. This
water needs to go into a drain vent (Filo, Funk and O'Brien 2014). The domestic worker will
socialize the occasion site throughout the event day and confiscate rubbish. All garbage must be
tightly tied in black basket bags. Food waste is to be kept back discrete manner from wrapping
and all-purpose surplus (Coghlan 2015). After the show, the organizer would have done the rest
but the most important thing is to clean up the waste material as these are the harmful elements
that can badly affect the environment and cause hazards to regular lifestyle. Though there will be
some bins for accumulating the garbage the people have to be sincere enough to understand the
importance of those bins and keep their waste food, drink, packets, napkins, glasses over there,
then only the significance of the bin placement will become right (Hopkin 2017). In the
particular music event, as the space is really big so people can sit or stand at any corner of the
ground or the auditorium and take their drink or food, so for them, it is their responsibility to
manage the situation and dump those wastes in right places.

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Critical evaluation of event operation
Planning process
Advance planning is needed to circulate the planning in the proper way and manage the
whole team in a systematic manner. The preparation of timetable delivers a common timeline,
knowing that real occasion processes preparation timetables differ significantly (Sargeant and
Jay 2014). For example, some chief, traveling prearranged distinct actions, such as the U.S. Golf
Open, necessitate event procedures scheduling segment crossing more than one year. So these
kinds of events are planned by the organizers (Conway 2014). As far as the music event is
concerned, all the respected dignitaries will come, so their traveling convenience, sitting
arrangement and their entertainment will be the key proceeding that organization has to monitor.
Above all, the organization will have to assure a proper security of all the accumulated guests at
the event (Drury, Novelli and Stott 2015).
Operational management theory
Operations management theory comprises of convinced accountabilities. One of them is
to ensure the business operations in an efficient way and use the resource for mitigating the
customers' requirement in the highest provided price (Filo, Funk and O'Brien 2014). Raw process
finding is the key investment to ensure the organizer skill, creativity, and enhancement of
technological knowledge and assistance that provide the benefits to the organizing company. As
event goers trust their service and hope to reuse the service again. In modern operational
management theory, there are four concepts presented in a systematical manner (Smith 2013).
Reconfigurable manufacturing systems, Business Process Redesign, six sigma and lean
manufacturing, all these maintain the designing workflow and reconstruct the production
efficiency for the development and efficacy of the event. In the provided scenario, Music event

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has established the trending impact of event calculation and that help them to encompass the
modern touch of event organization (Drury, Novelli and Stott 2015). This theory realizes supply
practice for any purpose supplementary than assessment construction for consumers as
uneconomical and hunts for to disregard improvident reserve disbursements as much as
thinkable.
Encounter the problem situation
In any event, informed assessment is vital of all conceivable threats. In order to face and
solve any problem, the first important step that must be taken is proper identification of the
threat. It is significant to comprise others in this procedure. There must be the counting of
alternative facilities, location executives, and hazard valuation officers. For any large-scale
events, all these arrangements are to be made just in order to deal with and mitigate the problem
situations. (Raj, Walters and Rashid 2017). Encountering the problem may not have surfaced
each event places but the organization has to ready for the problem occasion and to have the
power to control any emergency situations. Arrangements of the ambulance and emergency
vehicles, proper communications to the authority, evacuation process, first aid and incident
control team all must be present in that scenario to help out the organizers to mitigate the
situation in a proper way. Subjected on the site, effectiveness, scope, and maquillage of the
occasion, event managers will want to apprise the Country Fire Authority (CFA), State
Emergency Service (SES), ambulance facility as well as the Victoria Police, those, may be
present and deliver a manifestation at the occasion. The establishment of first aid services is
indispensable to any big scale event (Akingbola 2013).