Before the event manager starts planning for a particular event he has to make a complete and proper analysis is done by the event manager. He can be well aware of the drawbacks which may occur during the event and also take necessary measures well in advance to overcome them.
The analysis is then conducted by the event manager to find out if any problems are there and what kind of measures can be taken to avoid them.
Factors that Affecting the Planning of an Event
Before an event is organized certain factors are to be analyzed. The following is the list is to be considered.
Make sure the venue you have chosen is adequate for the proposed event.
Do not forget to consider the impact on the local community, how easy it will be for people to get to the venue, and any car parking requirements.
Consider the suitability of the venue and any existing threats which may be on the site such as water hazards, overhead power lines, etc.
Consider whether or not emergency routes in and out of the site will be adequate.
Consider the time of year, including the consequences of extreme weather conditions at an outside event.
The day of the week and time will be a factor when considering the nature of the event, noise, ease of travel, etc.
You will probably need to arrange to light for an evening function.
The event should not clash with any other major events in the area.
Identify the aims of the event. Are particular groups or types of people to be targeted, such as young children, teenagers, the elderly, or the disabled?
If so, specific facilities may be required to accommodate them safely or additional qualified stewards or wardens to ensure adequate safety standards are maintained.
Decide on the type of activities to be held.
Will there be any specific hazards such as vehicles, animals, or sports activities? Establish the size of the proposed event and whether or not an entrance fee will be charged.
5. Select Events for Analysis
The event manager must select the desired set of events and come up with a decision as to which event he wants to analyze first.
If there have been multiple events, he must prioritize them in their degree of importance.
The event manager can also club up the events if they are of a similar type, however, if the event is very serious a special team must be appointed by the event manager to make a complete analysis of that particular event.
6. Collect and Collate Information
After the event manager decides upon which event to analyze he must complete gather all the information related to that particular event and collate it to start planning for the particular event.
7. Specialist Equipment
Will the activities require the use of any specialist equipment such as bungee jumps etc.?
If so, does this equipment pose any specific hazards? will a particular activity need barriers etc? some equipment may need certification by a competent person or authority.
8. Welfare Arrangements
The organizer must estimate the number of attendees to the event and consider its duration.
Toilet requirements should be based on these estimations.
The permanent toilet should be checked for adequacy. All welfare facilities must be maintained during the event.
The provision of drinking water will be necessary. Depending upon the scale of event, refreshments and other facilities may be required.
Provision may also need to be made for lost and found children, missing persons, baby changing, and lost property.
9. Organize Analysis Meeting
The event manager must also make sure that he organizes regular meetings before the occurrence of the event.
He can also invite external participants who might be having additional information about the event for the meeting.
These participants can also suggest specific proposals for improvement of the event.
10. First Aid and Medical Provision
The event organizer should carry out a medical ask assessment, taking into consideration such things as the activities, the numbers, types and age groups attending, accesses and egress, the site and structures, health, safety, and welfare issues. provision of adequate number and types of resources ( e.g.First aiders. Ambulances. and paramedics etc.
Should be based upon published guidance, especially the event safety at you must ensure that the organization you choose is competent, well trained, and able to sheet the demands of the event.
11. Special Permission
The need for a permit will depend on the nature of the event and the type of entertainment being held.
As there is a legal process that needs to be followed you should submit your appliance at least 12 weeks before the date of the event. A fee will be charged for a license.
12. Set Frameworks and Rules
The event manager must make sure that he sets certain rules for his meeting.
The rules which are set by him must coincide with the main objectives.
Set out the proposed timescale and give yourself as much time as possible to organize the event.
You may need as much as 9 to 12 months of planning. Some specialist advice may be required, and special permissions could take time.
You may need to allow me for any licenses needed to be granted. The earliest planning commences the better, as a minimum you should allow 12 weeks.
Do not forget that summer can be a busy time with hundreds of events taking place within your area.
14. Implement Changes and Follow Up
During the meeting, if the event manager finds out that if necessary changes are to be made he can implement those changes and follow up the same.