CHAPTER 8
Introduction
There are many aspects that need to be taken into consideration in order to ensure the event can be conducted successfully. Those aspects are time, effort and hard work.
During the implementation of the event, the workload will increase and the number of staff and resources will increase too.
Once the venue of the event have been identified, the pace of preparation and development of the event will also increase because orders for equipment, facilities and services need to be placed.
Logistics need to ensure that all these items will arrive in time of the event.
Finding the Event Site
Finding the venue of the event does not occur in the early stage of planning an event.
The key requirements of choosing an event site (venue) for the event:-
The location of the event
The ranges of potential venues available
Ease of access
The ability to ensure that all the necessary items of equipment, resources, personnel and visitors can get to(and around) the venue easily.
Venue-finding is one of the important aspects of the development phase of an event.
Site visit are useful but the organizer should have a reasonable idea of the event requirements before visiting the venue.
Logistics
Logistics is the discipline of planning and organizing the flow of goods, equipment and people to their point of use.
It is also regarded as those issues related to the supply chain – flow of materials, goods and services into and through an event.
Logistics are important because of the need to concentrate resources on a particular location for a particular time.
Without careful planning, supplies needed for the event may not arrive correctly.
Once the venue have been finalized, logistics committee can address some of the major method on transporting the goods and other official activities (such as permits and licensing, etc) for the event.
Catering
Providing good quality of food and beverages is as important as choosing suitable venue for an event.
The organization of catering varies considerably according to the type of venue chosen.
There are generally two type of catering:-
In house catering
Practiced by banqueting departments of hotel0hype venues
Contracted-out catering
Practiced by other type of venue (sports stadium, public hall, etc).
Apart from identifying the type of catering, the flow of services is also important and need to be given careful thought.
People prefer to line up in queues as it is more productive and may cause less confuse and irritation.
Buffets
Buffets are popular at events. There are commonly two type of buffet:-
Finger buffet : guests normally stand
Fork buffet : guests normally sit
More than one direction or side of a buffet table should be available based on the size of the event and participants.
The normal buffet service ratio is one member of catering staff to 30 diners.
Organizers should ensure that they have provided a seating layout for the event that will best suit the client.
Factors that should be considered in determining menus and refreshments
The number of visitors attending and expected to buy / get refreshments?
The numbers of staff or crew which have to be fed and at what time.
Details about the visitor group themselves:-
Who they are
Typical food interests and style of eating
Age group
Male / Female balance
Special dietary needs (e.g: vegetarian)
Whether there is a budget for refreshments or whether food is exclusive of the ticket price.
The expertise and ability of the catering staff.
The type of catering facilities, storage capacity and equipment available at the venue.
Whether the food/drink is brought outside and how it is brought in.
What utilities and mains services are available at the venue.
Technical Facilities
Technical facilities are more sophisticated nowadays, therefore event coordinator are expected to provide up-to-date technical facilities.
Backdrop and staging
Backdrop and staging is one of the important aspect in an event because it is a place where the location of the screen and corporate image of the organization is demonstrated.
Backdrop may be simple or sophisticated – depend on the ijective of the event.
Lighting
There are many reasons of lighting a venue:-
To provide ambient lighting
To highlight artists or speakers
To light backdrops
To enhance atmosphere
To provide safety
Sound and communications
The basic sound system at venues are microphone and loud speakers.
Amplifier and mixer should also be provided in some venue.
A suitable sound systems should be provided base on the scale of the event.
Amenities and cleaning
Sometimes, cleaning and clearing issues are neglected in the venue.
It is essential to clear the venue before, during and after the event.
Cleaning equipment should be available and accessable to the support staff.