IMPORTANT FACTORS

RESPONSIBLE FOR MAKING EVENT

EFFECTIVE AND EFFICIENT
Table of Contents
Introduction ..................................................................................................................................... 2
Important factors in effective event management ........................................................................... 2
Advance Planning ....................................................................................................................... 4
Insurance ..................................................................................................................................... 4
Suppliers and Contractors ........................................................................................................... 4
Design of Venue ......................................................................................................................... 5
Event Control Facilities .............................................................................................................. 5
Conclusion ...................................................................................................................................... 8
References ....................................................................................................................................... 9

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Introduction
It is essential for any event to be based on strategic approach with proper coordination in order to
enhance the events staging and its development. This strategic approach however is incomplete if
it does not have the capabilities of addressing event related problems such as event proliferation,
regional branding consistency, growth in levels of attendance management, local development of
economy being leveraged and supporting planning of event’s quality and the management of
event (Rofner, 2009). This essay has been supported based on the objective to identify and
critical analyze the important factors that can help in management of event in the most effective
manner.

To some individuals events are places where they work while for others event is only an activity
of leisure developed to entertain others. An event can last for several days or can also be of only
a day. However if the owner of the event and its organizer neglect the safety of people and
employee working for managing the event successfully, then it results in either hampering the
status of events name in the eyes of the spectators or results in bad publicity of the owner itself
(Rofner, 2009). There are various clubs running on individual or group basis which have
engaged in organizing and running several varieties of events across the year. The events can be
inclusive of global or provincial or games of club at every level etc.

Important factors in effective event management

Even though an event has to be effectively run after an year or more, still the planning for this
event has to be done well in advance. Commencing planning beforehand helps the event
organizers to understand the critical details of the event such as the type of event, its size,
required venue, venue size etc so that when the date for the event approaches each of these
aspects are handled as per their requirement and nothing is left out (Rofner, 2009). Before
committing even the outlay of finances, the factor of success lies in first addressing the event to
be organized feasibility at the date when its planned in accordance to the availability of the
venue. In order to assess the feasibility it is important to focus on the following given factors that
create issue:

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(Issues and considerations in the event feasibility analysis stage)

(Source: Perry & Rumpf, 2008)

Factors of success are key elements of the event that have to be identified by the manager and
team of the event. These factors of success are extremely important as they have the tendency of
influencing for increasing the probability regarding the success of a particular event. These

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events can be in context with any field, whether it be an event of sports or a big ceremony.
Stakeholders play a significant role within the success of the events. Hence, this part of the report
will be discussing certain factors that affect the effectiveness of event management. These
factors include planning in advance planning, insurance, consideration of stakeholders and
several other such factors.

Advance Planning
Plans must be commenced well in advance before the opening date of a particular event. The
advance period will be highly dependent on certain other elements such as the duration, size, and
type of the activity being proposed along with the logistics needed for the particular event.
Before making the commitment towards the outlay of finance, one must first be addressing the
level of feasibility in order to organize a particular event related to the venue and date being
planned. However, this particular factor involves certain issues such as opportunities of
sponsorship, strategy of marketing, availability of funds, insurance, suitability of a particular
event and many more (Perry & Rumpf, 2008). To some individuals events are places where they
work while for others event is only an activity of leisure developed to entertain others.

Insurance
Insurance has been identified as one of the most relevant factors in the organization of an event.
As per the law focusing on event management, the organizer of an event should be having the
cover of Employers Liability for each and every employee that include helpers being unpaid and
cover of public liability for the patrons. The particular requirements of the event should be
involved in a discussion with a company of insurance or a broker for ensuring that there is
availability of an appropriate cover with respect to the event (Rofner, 2009). The owners of the
venue may also be focused on making requests for certain insurances along with indemnities and
in certain cases, the company of insurance will also be needed for the acceptance of excess
consideration related to the policy.

Suppliers and Contractors

Depending upon a particular of scale of the event, there are chances that one will be engaged in
the services being provided by the sub-contractors and the contractors for undertaking these
types of tasks as the teardown and construction of momentary structures and the services being
maintained and installed related to the services on the site. The take down and set up of the major

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sites of event can end up being highly disastrous and each and every important precautions
require to be placed by the organizer of the event and the contractors. Hence, there is a need for
certain documents that shall be provided by the contractors (Johnston & Clark, 2008). For certain
events, where there is a need for significantly building up a program, one must be considering
the appointment and involvement of the safety officer of the event in order to select the
contractors for ensuring that there is adherence towards safe procedures at work on the site event,
along with an engineer of structure for ensuring any temporary form of structure being built as
per the specification.

Design of Venue
In the case of external events, the choice of site and the site being prepared is obviously critical
for the success of a particular event. There will be a need for sufficient space for accommodating
the fixed or approximate number of audiences, taking into consideration the space being
occupied in presenting the structures, while activities being performed, and the facilities being
provided. The site being suitable will also be highly dependent on the conditions of the ground,
routes being accessed, the services being provided, and the constraints in the environment like
the potentiality towards the disturbances by noise, if there is an involvement of workplaces or
houses close to the venue of the event (Robinson, 2010).

Event Control Facilities

The space or room being provided as the control point of the event is extremely important for the
smooth functioning of a particular event. Even if the events are small in size, one should be
having central point where the co- ordination and administration of the events have to take place.
The designation for the control room of event should be done with restricted accessibility for
displaying, collecting and distributing the information for the key staff of the event. These
control rooms are also important for collating the documentation of the event. In addition to this,
this control room acts as a point of contact for individuals that visit the event due to the purpose
of the event (Johnston & Clark, 2008). These factors of success are extremely important as they
have the tendency of influencing for increasing the probability regarding the success of a
particular event. These events can be in context with any field, whether it be an event of sports or
a big ceremony.

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Furthermore, planning for an event has to be prior to the event wherein organization plans for the
event in every phase and in which detailed description of every phase is dependent upon the
venue for event inclusive of scaling, duration and activities of planning (Monroe & Kates, 2005).
All the events therefore need to involve important phase elements and these require identification
of the issues associated with them as well. All these phases are required to exhibit event with
safety culture establishment within practices of management and operations. The evident nature
of safety need not be associated with respect to conductions and rules which have been
externally imposed but the aim here is to make every party associated with the event to be
completely committed in bringing safety associated standards to the company such as, In Phase 1
(building up and loading in) it is required to acknowledge the event’s venue design, competent
staff selection is also crucial here, analyzing and listing the contractors and sub-contractors,
structure construction, delivering with safety and installing the services along with equipment are
also additionally useful (Perry & Rumpf, 2008). The strategic management systems in the phase
2 of event are inclusive of operational capabilities of the event being strengthened such as
managing traffic in the event’s area, analyzing the outcomes for risk of fire and being prepared
for the same. Phase 3 however is the phase when loading is kept out and breakdown for the same
is done. Equipment safe removal in this phase is required along with removal of waste as an
ethical practice.

Another important factor for making events effective is the risk management factor associated
with planning of events (Raj, 2008). The initial step here is to first make sure what kind of risks
are present not only in the internal environment of the event but also in its external environment.
Furthermore, there is no limitation to this examination with respect to issues of safety but it can
make sure that the conduction of the event will take place in the best possible manner. Personnel,
property, income and liability are the four common areas wherein losses for events are
associated. Through examination of each of these areas a possibility of additional safety and
additional dealing with risks can be obtained (Ramsborg, 2008).

For certain events, where there is a need for significantly building up a program, one must be
considering the appointment and involvement of the safety officer of the event in order to select
the contractors for ensuring that there is adherence towards safe procedures at work on the site
event, along with an engineer of structure for ensuring any temporary form of structure being

6
built as per the specification (Robinson, 2010). Even though an event has to be effectively run
after an year or more, still the planning for this event has to be done well in advance.
Commencing planning beforehand helps the event organizers to understand the critical details of
the event such as the type of event, its size, required venue, venue size etc so that when the date
for the event approaches each of these aspects are handled as per their requirement and nothing is
left out.

(Managing Risk )

In addition, it is extremely important to develop an assessment of risk based on risk assessment

matrix that illustrates all the possible measures of control.

(Hazard Assessment)

(Source: Robinson, 2010)

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Structural safety on the other hand is equally important because an evident documentation
structure brief helps in providing the stakeholders and the associated individuals with the event,
about its critical details and the way in which the event will be managed and effectively made
successful. The site being suitable will also be highly dependent on the conditions of the ground,
routes being accessed, the services being provided, and the constraints in the environment like
the potentiality towards the disturbances by noise, if there is an involvement of workplaces or
houses close to the venue of the event (Rofner, 2009).

Conclusion
There are various ways by which an event can be planned and executed in the best formulated
manner. This essay has identified and analyzed the importance of several considerable factors
inclusive of event planning, safe venue provision, organization staffing, unexpected to be
prepared for, documenting every conversation and managing the stakeholders in the event. There
can be a different between setting desired by an event and the venues wherein these events are
taking place but the application of general principles of common effectiveness gained in the
event remains the same throughout. With higher good practices standardization, it is possible for
people to reduce their uncertain outcomes in association to plan and organize for making the
event not only safer but also successful (Shokri & Kavousi, 2009). Additionally, the care duty is
the responsibility of the owner of the event because it is he who has to abide with the regulations
of the venue standards law and legislations. Each of these practicable assumptions result in
excellent formulation of an event which not only helps in promoting the event name but also the
relevant cause associated with an event.

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References
Bowdin, G. (2010). “Events Management,” 3rd edition. Oxford: Butterworth-Heinemann.14.

Getz, D. (2007) “Event Studies: Theory, Research and Policy for Planned Events,”
Oxford:Butterworth-Heinemann

Jobber, D. (2006) “Principles and Practice of Marketing,” New York: McGraw-Hill

HigherEducation.11.

Johnston, R. & Clark, G. (2008). “Service Operations Management,” London: PrenticeHall.12.

Monroe, J. & Kates, R. (2005). “Art of the Event: Complete Guide to Designing and Decorating
Special Events,” New York: Wiley

Perry, M. & Rumpf, P. (2008). Events management: an emerging challenge in Australian higher
education. Festival Management and Event Tourism, 4(3/4), pp. 85-93.9.

Raj, R. (2008). “Events Management: An Integrated and Practical Approach,” London: Sage.16.

Ramsborg, G.C. (2008). “Professional meetingmanagement: Comprehensive strategies for

meetings, conventions and events,” 5thed, Kendall/Hunt Publishing, Dubuque, Iowa.10.

Robinson, P., (2010). “Events Management. CABI: Wallingford Yeoman,” I., Robertson, M.,
Ali-Knight, J., Drummond, S., McMahon-Beattie, U. (eds.) (2003) Festival and Events
Management: An International Arts andCulture Perspective. Oxford: Butterworth-
Heinemann.13.

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Rofner, A. (2009). Critical factors of International Sport Events from the perspective of Project
Management. Master’s thesis, Umea University School of Business Master in Management.

Shokri, M. & Kavousi, K. (2009). Generic Project Success and Project Management Success
Criteria and Factors: Literature Review and Survey. Wseas transactions on business and
economics, 6(8).

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