The logistics checklist is one of the key elements of event management. An event can’t be organized without proper logistical services.
The event supervisor should check the following list and some specific duties will always depend on the type of event so he will supervise the following checklist of common logistical responsibilities.
Logistics Checklist for an Event
Following are event logistics responsibilities:
1. Logistics Budget
For most events, many of the costs incurred in arranging the event will center on logistics.
From renting sound and lighting equipment, arranging venues, setting up staging, booking catering, and so on, it is very easy to spend money in this area.
At the time of supervision if the event manager has a limited budget he should consider organizing “contra deals” with vendors and companies. Due to this, he will avoid overspending.
What sort of documentation does he need to run the event?
For example, if it is an outdoor festival, he will definitely need to consult the local council for permits, traffic arrangements, road closures, security, etc.
Obtain the correct documentation before starting the event.
3. Legal Matters
The event supervisor will supervise the legal issues and sort out, or avoid it.
For example, if he intends to broadcast music or a film at a charity show, he will need copyright issues or consult a legal; expert for further advice.
He will supervise that there will charity events be held and how much the will the client spend on the venue?
Does the venue have adequate facilities for your charity event ( like a projection screen, seating arrangements, room capacity, etc). Do venue owners have insurance?
This is one of the first things he will need to lock in otherwise he will set back the rest of the charity event team.
The logistics department is responsible for all the provisions that will be necessary to pull off the event.
This will include arranging catering (for all your guests and staff), equipment hire (like, equipment, flowers, table cloths), signage for the event, communication tools- even the name tags if they are required a little attention to detail can go a long way and will add a significant touch to the event that will distinguish it from the rest.
How will you communicate with event staff, contractors, and volunteers on the day (for example, via radio or walkie talkie)?
Do you intend to use a sound system to address the crowd/ How much will it cost to hire sound equipment?
7. Running Order
How is everything going to run on the day? This includes every minute from setting up to breakdown.
If you have deliveries and pickups going to and from the venue directly, ensure stagger them appropriately so the event managers won’t have issues with loading.
Account for contractors, volunteers, cleaners, every person who will be in and out throughout the day.
This may include public liability, property, workers’ compensation, and professional indemnity liability (particularly if hiring contractors).
Make sure venues and property owners, volunteers, and soon are insured. Seek expert advice on the various types of insurance the vent will need if you are not sure.
Helpful hint: Get at least 3 Quotes for anything (like rentals, catering, venues, etc.) so he can better understand the client’s options.
Even if a place will do it for free or on contra, he will want to make sure that he is getting the best value for his event.
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