EVM490 ORGANIZING EVENTS & PRACTICES

Chapter 5: Implementation Phase

Operational Aspects of Event Management

The operational aspects of event management encompass the nitty-gritty details involved in
turning plans into a seamless and successful event. This phase involves meticulous
coordination, logistical execution, and on-the-ground management. Here are key elements
to include in the discussion of operational aspects:

1. Logistical Coordination: Coordination with vendors, suppliers, and service providers

to ensure timely delivery of goods and services. Oversight of equipment setup,
ensuring the functionality of technical aspects, and managing infrastructure
requirements. This topic will be discussed in length later in this chapter.

2. Venue Setup and Layout:

- Spatial Planning: Efficient use of space for different activities and zones within the venue.
- Decor and Branding: Implementation of event branding, signage, and decor according to
the established theme.

3. Registration and Guest Services:

- Check-In Processes: Smooth registration processes for attendees, including technology-
based check-ins.
- Guest Services: Ensuring guests are guided and assisted, providing information and
addressing inquiries.

4. Safety and Emergency Preparedness:

- Security Measures: Implementation of security protocols and measures to ensure the
safety of attendees.
- Emergency Response Plan: Clearly communicated and rehearsed plans for handling
emergencies, medical situations, or unforeseen challenges.

5. Technology Integration:
- Event Apps and Software: Utilization of technology for attendee engagement, information
dissemination, and real-time updates.
- Communication Tools: Effective use of communication tools for staff coordination and
addressing issues promptly.

6. Timeline Management:
- Scheduling: Adherence to the event timeline, ensuring that activities and sessions run as
planned.
- Contingency Plans: Preparedness for unexpected delays or changes, with backup plans in
place.

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7. Catering and Hospitality:

- Food and Beverage Coordination: Managing catering services, ensuring an adequate
supply of food and beverages.
- Hospitality Suites: Coordination of VIP and hospitality suites for special guests.

8. Waste Management and Sustainability:

- Waste Disposal: Implementation of waste management strategies to maintain cleanliness
during and after the event.
- Sustainability Initiatives: Integration of sustainable practices, such as recycling and eco-
friendly options.

Logis&cal Coordina&on (Vendor & Equipment)

Vendor Management: Coordina0on with Vendors, Suppliers, and Service Providers:

Vendor management is a critical aspect of event implementation, involving the effective

coordination with external entities such as vendors, suppliers, and service providers. The
success of an event often relies on the timely delivery of goods and services from these
external partners. Here's a detailed breakdown:

1. Vendor Selection:
- Identify Needs: Determine the goods and services required for the event, ranging from
catering and decorations to technical equipment and more.
- Research and Selection: Conduct thorough research to select reliable vendors based on
their track record, capabilities, and alignment with the event's requirements.

2. Contract Negotiation:
- Clear Agreements: Clearly outline expectations, deliverables, and timelines in contracts
with vendors.
- Pricing and Terms: Negotiate pricing, payment terms, and any other relevant contractual
details.

3. Communication Channels:
- Establish Communication Protocols: Set up effective communication channels to maintain
a constant flow of information between the event team and vendors.
- Contact Persons: Designate specific contact persons on both sides to streamline
communication and address queries promptly.

4. Timely Deliveries:
- Delivery Schedules: Work with vendors to establish realistic delivery schedules for goods
and services.
- Monitoring: Implement systems to monitor and track deliveries to ensure they align with
the event timeline.

5. Quality Control:
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- Standards and Expectations: Clearly communicate quality standards and expectations to

vendors.
- Inspections: Conduct inspections upon delivery to ensure the quality and condition of
goods and services meet the agreed-upon standards.

6. Problem Resolution:
- Proactive Approach: Anticipate potential issues and establish a proactive approach to
problem resolution.
- Open Communication: Encourage vendors to communicate challenges promptly so that
solutions can be explored collaboratively.

7. Feedback and Evaluation:

- Post-Event Review: Gather feedback from vendors on their experience working with the
event team.
- Continuous Improvement: Use insights from vendor feedback to continually improve
vendor management processes for future events.

Equipment and Infrastructure: Oversight of Equipment Setup, Ensuring Func;onality, and

Managing Infrastructure Requirements:

The successful execution of an event often depends on the effective oversight of equipment
setup, ensuring the functionality of technical aspects, and managing infrastructure
requirements. This involves a detailed and strategic approach:

1. Inventory Management:
- Comprehensive Inventory: Maintain a comprehensive inventory of all required equipment
and infrastructure.
- Checklists: Develop detailed checklists to ensure that all necessary items are accounted
for and in working order.

2. Technical Setup:
- Early Testing: Conduct early testing of technical equipment to identify and address any
issues in advance.
- Technical Team Coordination: Collaborate closely with technical teams to ensure seamless
setup and functionality during the event.

3. Venue Infrastructure:
- Site Inspection: Conduct a thorough site inspection to assess infrastructure requirements.
- Coordination with Venue: Collaborate with the venue management to ensure that
infrastructure needs, such as power sources and internet connectivity, are met.

4. Contingency Planning:
- Backup Systems: Establish contingency plans for technical failures, including backup
systems and alternative solutions.
- Emergency Response: Ensure that the team is well-prepared to respond promptly to
technical emergencies.

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5. Compliance and Safety:

- Regulatory Compliance: Ensure that all technical setups comply with relevant regulations
and safety standards.
- Emergency Protocols: Communicate emergency protocols related to technical aspects to
relevant team members.

6. On-Site Coordination:
- Supervision: Have a designated team or individual responsible for on-site coordination of
equipment setup.
- Communication Channels: Maintain effective communication channels between different
teams involved in equipment and infrastructure management.

7. Post-Event Dismantling:
- Efficient Dismantling: Plan and execute the efficient dismantling of equipment and
infrastructure post-event.
- Inventory Check: Conduct a thorough inventory check to account for all equipment and
identify any damages for repair or replacement.

Registra&on and Guest Services

Check-In Processes: Smooth Registra;on Processes for AEendees, Including Technology-Based
Check-Ins:

Efficient check-in processes are integral to creating a positive and seamless experience for
event attendees. This involves the smooth execution of registration procedures, often
enhanced by technology-based check-in systems. Here's a detailed breakdown:

1. Pre-Event Registration:
- Online Registration: Encourage pre-event registration through online platforms to
expedite the check-in process.
- Data Collection: Collect essential attendee information during pre-registration to
streamline on-site check-in.

2. Technology Integration:
- Event Apps: Implement event apps or dedicated software for streamlined check-in using
mobile devices.
- QR Codes and Barcodes: Utilize QR codes or barcodes on attendee tickets or confirmation
emails for quick and accurate check-ins.

3. On-Site Registration Desks:

- Strategic Placement: Set up registration desks in easily accessible locations near the event
entrance.
- Multiple Desks: Consider having multiple registration desks to accommodate different
segments or types of attendees.
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4. Staff Training:
- Training Programs: Provide training to on-site staff for efficient handling of check-in
procedures.
- Problem Resolution: Equip staff to address common issues such as name discrepancies,
changes in registration, or special requests.

5. Real-Time Analytics:
- Monitor Attendee Flow: Use real-time analytics to monitor the flow of attendees during
peak registration times.
- Adjust Resources: Allocate staff dynamically based on attendance patterns to prevent
bottlenecks.

6. Printed Materials:
- Badge Printing: If applicable, offer on-site badge printing for attendees upon check-in.
- Information Packets: Provide informational packets or event programs along with badges
for comprehensive attendee engagement.

7. Communication Channels:
- On-Site Assistance: Establish communication channels for on-site assistance and
guidance.
- Information Booths: Set up information booths for attendees with inquiries or special
needs.

8. Self-Check-In Kiosks:
- Automated Kiosks: Integrate self-check-in kiosks for attendees who prefer a more
automated process.
- Staff Assistance: Ensure staff is available to assist those using self-check-in kiosks and
troubleshoot any issues.

9. Security Measures:
- Verification Protocols: Implement verification measures to ensure the security of check-in
processes.
- Access Control: Integrate access control systems to manage entry permissions based on
attendee credentials.

10. Feedback Mechanism:

- Survey and Feedback: Collect feedback from attendees regarding the check-in process
for continuous improvement.
- Immediate Resolutions: Address any immediate concerns raised by attendees during the
check-in process.

Efficient check-in processes not only set the tone for a positive attendee experience but also
contribute to the overall success of the event by minimizing wait times and ensuring accurate
data collection.

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Guest Services: Ensuring Guests Are Guided and Assisted, Providing Informa;on and
Addressing Inquiries:

Guest services play a pivotal role in enhancing the overall experience for event attendees.
This involves dedicated efforts to guide, assist, provide information, and promptly address
inquiries. Here's a detailed breakdown:

1. Information Desks:
- Central Locations: Establish information desks at central locations within the venue for
easy access.
- Knowledgeable Staff: Staff information desks with knowledgeable personnel capable of
addressing a range of inquiries.

2. Event Maps and Signage:

- Clear Maps: Distribute clear event maps highlighting key areas, activity zones, and
facilities.
- Signage: Install prominent signage throughout the venue to guide attendees to different
locations.

3. Guides and Ambassadors:

- Event Guides: Provide event guides or ambassadors to assist attendees in navigating the
venue.
- Identification: Ensure guides or ambassadors are easily identifiable, perhaps through
distinctive uniforms or badges.

4. Communication Channels:
- Public Announcements: Use public announcement systems for important announcements
and information dissemination.
- Mobile Alerts: Utilize mobile apps or text alerts for real-time updates and important
announcements.

5. Emergency Response Plans:

- Emergency Procedures: Train guest services staff in emergency response procedures.
- First Aid Stations: Establish first aid stations and clearly communicate their locations to
attendees.

6. Lost and Found Services:

- Designated Area: Set up a dedicated area for lost and found items.
- Online Reporting: Allow attendees to report lost items online for efficient retrieval.

7. Special Assistance:
- Accessibility Services: Offer special assistance for attendees with mobility challenges or
special needs.
- Reserved Seating: Designate areas with reserved seating for individuals requiring specific
accommodations.
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8. Crisis Management:
- Communication Protocols: Establish clear communication protocols for handling crises or
unexpected incidents.
- Training Programs: Train guest services staff to remain calm and assist attendees during
crisis situations.

9. Language Support:
- Multilingual Staff: If the event attracts an international audience, have multilingual staff to
assist non-native speakers.
- Translation Services: Provide translation services for important announcements or
information.

10. Post-Event Feedback:

- Survey and Feedback Forms: Distribute surveys or feedback forms to attendees for their
input on guest services.
- Continuous Improvement: Use feedback to continually improve guest services for future
events.

By prioritizing guest services, event organizers create an environment where attendees feel
supported, informed, and valued, contributing to a positive overall event experience.

Waste Management and Sustainability:

Event organizers play a crucial role in ensuring responsible waste management and
promoting sustainability. Here's an in-depth explanation of waste disposal and sustainability
initiatives within the context of event management:

Waste Disposal: Implementa;on of Waste Management Strategies to Maintain Cleanliness

During and AKer the Event:

1. Pre-Event Planning:
- Waste Audit: Conduct a waste audit during the planning phase to estimate the types and
volumes of waste generated.
- Bin Placement: Strategically place waste bins throughout the venue, considering high-
traffic areas and different waste streams (recyclables, general waste, etc.).

2. Communication and Education:

- Clear Signage: Ensure clear and informative signage on waste bins to guide attendees on
proper disposal.
- Pre-Event Communication: Include waste disposal guidelines in pre-event
communications, emphasizing the importance of responsible waste management.

3. Collaboration with Vendors:

- Vendor Guidelines: Provide guidelines to vendors regarding sustainable packaging and
waste reduction.

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- Collaborative Approach: Encourage vendors to adopt eco-friendly practices and minimize

single-use plastics.

4. On-Site Waste Collection:

- Regular Collection: Implement a schedule for regular waste collection during the event to
prevent overflowing bins.
- Dedicated Staff: Assign staff specifically for waste collection, ensuring a prompt and
efficient process.

5. Waste Sorting Stations:

- Designated Areas: Set up waste sorting stations where attendees can segregate
recyclables from general waste.
- Volunteer Assistance: Have volunteers stationed at sorting stations to guide attendees
and answer questions.

6. Post-Event Cleanup:
- Thorough Cleanup: Conduct a thorough cleanup after the event to ensure no waste is left
behind.
- Recycling Efforts: Maximize recycling efforts during the cleanup, separating materials for
proper disposal.

7. Waste Tracking and Reporting:

- Data Collection: Track and collect data on the types and quantities of waste generated.
- Post-Event Report: Include waste management statistics in the post-event report,
highlighting achievements and areas for improvement.

8. Partnership with Waste Management Services:

- Professional Services: Partner with waste management services for professional waste
disposal and recycling.
- Local Regulations: Ensure compliance with local waste disposal regulations and seek
guidance from relevant authorities.

Sustainability Ini;a;ves: Integra;on of Sustainable Prac;ces, Such as Recycling and Eco-

Friendly Op;ons:

1. Recycling Programs:
- Recycling Bins: Provide clearly marked recycling bins for paper, plastic, glass, and other
recyclables.
- Partnerships: Partner with local recycling facilities to ensure proper recycling of collected
materials.

2. Reusable Options:
- Reusable Serveware: Opt for reusable plates, cups, and utensils to minimize single-use
plastics.
- Water Stations: Set up water stations with reusable cups to reduce the need for bottled
water.
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3. Energy-Efficient Practices:
- LED Lighting: Use energy-efficient LED lighting for event spaces.
- Power Conservation: Encourage vendors to use energy-efficient appliances and practices.

4. Green Transportation:
- Public Transportation: Promote the use of public transportation or carpooling for
attendees.
- Bike Parking: Provide bike parking areas to encourage eco-friendly commuting.

5. Sustainable Sourcing:
- Local and Sustainable Suppliers: Source materials locally to reduce carbon footprint and
prioritize suppliers with sustainable practices.
- Biodegradable Products: Explore the use of biodegradable and compostable products.

6. Carbon Offsetting:
- Offset Programs: Consider participating in carbon offset programs to neutralize the event's
carbon footprint.
- Communication: Communicate carbon offset initiatives to attendees for transparency and
awareness.

7. Community Engagement:
- Educational Programs: Integrate educational programs on sustainability to raise awareness
among attendees.
- Community Involvement: Involve the local community in sustainability initiatives, fostering
a sense of shared responsibility.

8. Post-Event Evaluation:
- Sustainability Assessment: Evaluate the success of sustainability initiatives post-event.
- Feedback Analysis: Gather feedback from attendees regarding sustainability efforts and
use insights for future planning.

By proactively managing waste and embracing sustainable practices, event organizers

contribute to environmental conservation and set positive examples for attendees and
stakeholders. The integration of these initiatives aligns events with broader efforts toward a
greener and more sustainable future.

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Effec&ve Event Communica&on and Coordina&on

During an event, seamless communication and coordination are paramount for ensuring that
all aspects run smoothly. Here's a comprehensive guide along with examples, samples, and
checklists to facilitate effective during-event communication and coordination:

1. Establish a Centralized Communication Hub:

- Example: Create a dedicated communication channel on a platform like Slack or Microsoft
Teams for real-time updates, announcements, and quick coordination.
- Sample Checklist:
- Set up channels for different event departments (e.g., logistics, guest services, technical).
- Ensure all staff members have access to the communication platform.
- Provide guidelines on channel usage and etiquette.

2. Utilize Event Communication Apps:

- Example: Implement event-specific communication apps to enhance attendee
engagement and facilitate communication among participants.
- Sample Checklist:
- Select an app that supports features like instant messaging, announcements, and
attendee networking.
- Integrate the app with other event management systems for seamless information flow.
- Communicate the availability and benefits of the app to both staff and attendees.

3. Develop a Comprehensive Event Run Sheet:

- Example: Create a detailed run sheet that outlines the sequence of activities and
responsibilities for each team member.
- Sample Checklist:
- Include timelines, key contacts, and specific tasks for each phase of the event.
- Distribute the run sheet to all relevant staff members well in advance.
- Update the run sheet in real-time as changes occur during the event.

4. Implement RFID or QR Code Systems for Attendee Tracking:

- Example: Use RFID wristbands or QR codes to track attendee movement and streamline
access control.
- Sample Checklist:
- Ensure all entry points are equipped with the necessary scanning devices.
- Train staff on the proper use of the tracking system.
- Have a backup system in place in case of technical issues.

5. Conduct Regular Briefings and Huddles:

- Example: Schedule briefings or huddles at key intervals to relay important information and
address any emerging issues.
- Sample Checklist:
- Establish a designated briefing area with clear communication equipment.
- Assign a staff member to lead each briefing, ensuring consistency.
- Encourage open communication and feedback during briefings.
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6. Set Up Emergency Communication Protocols:

- Example: Develop a clear protocol for communicating emergencies or unexpected
situations.
- Sample Checklist:
- Designate emergency contact points and communication channels.
- Train staff on emergency response procedures.
- Have a system for disseminating emergency information to attendees if necessary.

7. Monitor Social Media and Online Feedback:

- Example: Use social media monitoring tools to track online discussions and attendee
feedback during the event.
- Sample Checklist:
- Assign a social media coordinator to actively monitor event-related hashtags and
mentions.
- Respond promptly to attendee inquiries or concerns raised on social media.
- Compile a post-event social media report for analysis.

8. Facilitate Two-Way Communication with Staff:

- Example: Encourage staff members to share observations and suggestions for continuous
improvement.
- Sample Checklist:
- Set up anonymous suggestion boxes for staff input.
- Schedule debrief sessions to discuss challenges and successes.
- Implement changes based on valuable feedback received.

9. Provide Clear Communication Channels for Attendees:

- Example: Establish information kiosks or help desks for attendees to seek assistance or
obtain event-related information.
- Sample Checklist:
- Ensure signage directs attendees to information points.
- Equip staff at information points with comprehensive event knowledge.
- Display emergency contact information prominently.

10. Utilize Two-Way Radios or Walkie-Talkies:

- Example: Equip key staff members with two-way radios for instant communication.
- Sample Checklist:
- Test and ensure the functionality of all communication devices before the event.
- Assign specific channels for different departments.
- Train staff on radio etiquette and proper usage.

11. Coordinate Vendor Communication:

- Example: Establish a clear line of communication with vendors to ensure timely deliveries
and address any issues.
- Sample Checklist:
- Share a vendor contact list with all relevant staff members.

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- Schedule pre-event meetings with vendors to confirm logistics.

- Assign a point of contact for vendor coordination during the event.

12. Emergency Response Communication Checklist:

- Example: Develop a checklist specifically for communication during emergency situations.
- Sample Checklist:
- Identify emergency contact points and communication channels.
- Establish a clear chain of command for emergency response communication.
- Provide staff with emergency response training.

Implementing these examples, samples, and checklists for effective during-event

communication and coordination will contribute to a well-organized and smoothly executed
event. Tailor these strategies to suit the specific needs and scale of your event for optimal
results.
 EVM490 ORGANIZING EVENTS & PRACTICES

Post Event De-briefing

It’s not over yet. The final step in the event management process is one of good business
practice and good housekeeping and our advice is to start it as soon as possible after the
event.
The evaluation and reporting process, mainly involving de-brief meetings, information
gathering and report writing, is an important and useful exercise which:
- Allows everybody who was involved in the event to feedback their experiences,
advice, and recommendations
- Helps you to realistically assess the event’s success based on factual and anecdotal
information
- Provides you with the opportunity to ‘sign off’ the event (physically and emotionally)

Mee#ngs
You may feel by this stage that you have had enough meetings but it’s important to have your
say and let everybody else do likewise. The nature, size and structure of the event will have
an influence on how many meetings you have but it is likely you will require to meet with:
- Your organisation’s management team and temporary/part-time staff - Key external
contractors
- Your client (if you have one)
- Steering group and management sub-groups
- Funders and sponsors of the event

Take note of the key points, observations, advice and recommendations that people offer –
positive and negative – to be included in your final de-brief report. At these meetings it is
important to be objective and to be able to take constructive criticism along with the praise.
Encourage people to speak freely and honestly and do the same yourself.

De-brief Repor#ng
Ask your own management team members to prepare succinct and constructive de-brief
reports detailing their role in the event, their experiences (and that of the people who were
in their team) and recommendations for future events. This will help you when it comes to
writing the final report.

Like the Business Plan, a de-brief report is a very useful document. It will serve as a single,
clear record of the event and its outcomes. You will refer to it time and again when planning
future events and so it should include all relevant information such as:
- General reminder of the type of event, programme, dates, location(s), how many
people attended, etc
- General statement about the success of the event
- Review of the Business Plan, its objectives and actions – were they achieved?
- Who was involved in the planning and operations of the event and what their roles
were including information on the steering-group and any sub-groups
- Overview of the programme and ancillary attractions
- Reminder of production and health and safety aspects

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- Detailed analysis of the effectiveness of marketing and communications including a

reminder of the marketing tools employed, media activity, press clippings, audience
breakdown, market research, strengths and weaknesses of the campaign, etc
- Fundraising analysis measured against your initial revenue plan
- Final budget showing all income and expenditure
- Recommendations for each area covered by the de-brief report (you can make
recommendations at the end of each section or wait until the end of the report)
- Summary and conclusion
The circulation of the report may or may not be as extensive as other documentation you
have prepared for the event. In general, those who have been intrinsic in the event planning
process and those with an interest in the future of the event such as your client, funders and
key management personnel would receive a copy of the report.

Other than that, before you get around to planning for the next event, you will have many
other tasks to perform such as writing thank you letters, making final payments to staff, artists
and subcontractors and final invoicing to funders, etc. The post event period can be a busy
time but it will be time well spent in the long run.

Planning for the Next Event

By now it’s likely plans for the next event are already in their early stages. The de-brief process
helps you organise your thoughts on what has just happened and what to do next.
Take time to reflect on everything that has taken place; try to think about the event planning
process and the event itself from an objective viewpoint. Go back and look at your original
Business Plan. Review and update the plan based on the knowledge you have gained and
the actual outcomes.