Creative Events Management - 102 (Assignment)

Using a specific event example, consider and write a summary of the operational elements used

Operational elements are the fundamentals that an event organiser and their team would consider to ensure the production process runs effectively, with clear purpose and efficiency. It is a vital part of the process to make the end product a success. Operational elements should relate to ‘Maslow's hierarchy of needs’ (MHoN) in the way they are considered and prioritised.

The event I have chosen to look at is ‘Plymouth Volksfest 2010’. The event is a three-day festival with a Volkswagen theme that has live music, camping, stalls, and car ‘show and shine’ competitions. I decided to look at the operational elements within three categories: Finance, infrastructure and content.

Chris Smith, one of three event co-coordinators, is in charge of the finance. He deals with the business plans and bank accounts, which include applications for loans and grants. Recent spending trends have shown that people are purchasing tickets much closer to the event. Therefore the event cannot rely on ticket sales for initial funding, as most of the infrastructure and content have to be paid for in advance. This means that Chris manages the online ticket sales. He deals with the legal side of the event including licenses such as the PRS and the Local Council. He also holds the relationship with the Landlord and corresponding contract.

Now the event has a location, date, and initial funding, the infrastructure can be planned. Vince Davis oversees this area and site plans are drawn up. This is where MHoN should be taken into account. It is important to consider the physical location for car parks, family and non family camping, arena, food and market stalls, fencing, perimeters, lighting for paths, generators, stages and toilets. The hiring and distributing of these items is also part of this process. Food, water, sleep and excretion are all priorities in ‘MHoN,’ these are then followed by the fencing, lighting and separate camping to ensure security.

The sound systems, lighting and content should then be considered. This is down to Ray Rose, the promoter. He is responsible for booking the bands, and marketing the event. Once the line up has been confirmed, along with the location and date, the marketing process can begin. This can be done via the Internet, flyering and press releases. I work along side Ray as a stage manager. My role is to make sure bands play on time and deal with any problems that arise in this area.

The whole team is responsible for the Health and Safety. When dealing with generators, a qualified professional must sign them off. PPE (personal protection equipment) must be worn where needed. Health and safety is taken very seriously, as every member of staff has a duty of care. The whole team needs to help to make sure marketing fulfils the promises it has made regarding the end product. It is also important to have good ethics with your staff including volunteers as they are equally important. With many finer operational elements it is clear to see how planning and prioritising these can lead to a well thought of, concise event, that meets the needs of its customers.

EASON-BASSETT, Claire. 2010. Lecture 5 - Operations and Health & Safety. PDF Website.