1. The Event Management Process

Plan/Source:

Pre Event – Things to consider/organise.

·         Purpose: When in the very beginning of planning a performing arts event it is essential for the director and the company manager to first have a very detailed meeting where they plan and research the theme style purpose intent of the event. This could include what age range or ‘type’ of audience you are trying to appeal to and what is necessary in terms of location and venue style to best suit this.  For example if you were holding a music festival you would be more likely to have it on a large field rather than a conference room.

·         Job Roles/staffing: The next most important decision which could very easily impact upon the efficiency of planning and even the success of your event is the job of delegating job roles to the most efficient people. You must hire they most efficient and well suited person for the job within your company. You may also need to hire additional people outside of your company to best fill these roles.

·         Presentation: Once you have your initial ideas and staff put in place it is then the managing directors of each branch of your team to give out the plans and ideas from their first meetings to their teams and crew. This will include themes, idea evaluation design venue planning and the overall style of the event.

·         Funding: However before anything can be source or bought it is important to work out an overall budget for the event. This will be initially down to the administrator and the production manager, they will need to work together to find out where the funding going to come from and how are you going to get funding? For example you could appeal to the colleges governing bodies or you could hold smaller events to raise money. You could however offer a company or shop promotion of their produce in return for funding or the use of their venue.

·          Venue selection: The selection of the venue is also another very important part of the process which could hinder on the effectiveness and audience satisfaction. The main things to consider when choosing a venue is the capacity and if the style of the building or outdoor space will be in keeping with the overall theme of the event you’re trying to put on. You will also need to consider if there are any legal implications the building or site have. This could include alcohol licencing and vehicle admission.  

·         Promotion: Event marketing and promotion could also impact the success of your event. For example if you do not let a wider audience know about your event you could not make any money from it and actually lose money you gained from funding. The promotion of a successful event will include things like advertisements on T.V, newspapers, magazines, leaflets and flyers etc.

·         Ticketing and Pricing: The organisation of the tickets and the pricing of them will also add to the audience’s satisfaction with the event. This job will usually be done by the Front of House Manager and their team with the approval of Administration and the Company Manager. The main things to consider when creating tickets is how they will be designed so they are in keeping with the theme of the performance, how the audience buy the tickets whether it be via a website and they are posted to their address or if they have to go to the venue prior to the event and pay and pick them up then.

·         Performers: The next step is to hire the performers. The acts or performances should be in keeping with the style and theme of the event. For example if it was a music festival that was aimed at teenagers and young adults you would hire bands or solo artists as opposed to a concert orchestra. You could also consider if a certain performer, special guest or host would bring more attention to your event if they were of some level of fame.

·          

·         Rehearsals and technical rehearsals: These rehearsals are put in place once you have all your acts, venue and technical team. These are designed so the performers and crew can practice, prepare and set ques for the lighting sound and performers so everything is polished and looks as effective as possible. They are also there so that any mistakes that are found can be altered, changed or removed completely. These rehearsals should be attended by the lighting and sound technicians and designers, the event coordinator or company manager.

·         Facilities for people with disabilities: There are many things you will need to consider when putting in and organising services and facilities for the disabled. For example, disabled toilets, alternatives to stairs’ eg, ramps or electric lifts. Also their seating arrangements especially if it all standing. For example you could have a section of the standing area blocked off with metal fences or you could have raised level with seats on at either side of the audience space. These facilities need to be put in place and then checked by the local council. The council in most cases could also give your company a grant in order to put the facilities in place.

·         Event Communication: Event communication is key within your company staff for a smooth running of an event however even the best company’s in the world get things wrong so it is important to open up a discussion with your audience. Complaints and compliments from the audience is key information when planning your next event as it enables you to see what your company got right or wrong. There are many ways you can get the opinion from your audience, these could include customer satisfaction questionnaires with set questions on them which are handed out on leaflets or flyers by your front of house crew when they get there ticket checked. Or you could set up a website for your company and have a number or an email address for complaints and compliments.

·         Electrical systems: Hiring equipment for your show can be very expensive so it is best to avoid this as much as possible. You could do this by using the equipment the venue have and offering them a deposit. You could also look into bigger companies that specialise in technical theatre equipment and ask if you could hire them or buy them.

·         Emergency procedures and major incidents: Next you must ensure your staff and audiences’ safety. This can be done in many ways, for example you could have police, fire service and an ambulance on site to ensure if there are any major problems that they can deal with them as soon as possible. Also if it is a large field event you could have a first aid tent with trained medical staff and equipment for minimal ailments and injuries.

·         Traffic and transport arrangements: When organising an event you should consider how people are going to get to your event. You will need to consider road closures and alternative routes for cars. You will also need to consider parking and entrance to your event for cars. For example if there is a long entrance to your venue you could have crew along sections of the rout in high visibility jackets to guide them to a specific parking area. You will also need to consider legal implications of certain vehicles coming on to the property if it’s private or rented.

·         Food refreshments and drinks: To offer your audience the best experience possible offering food and drink can easily contribute to this. There are many ways in which you can do this for example you could hire a catering company, hire field or large scale venue venders or your Front of House team could serve it pre show and during an interval. You will also need to consider the type of food you serve and whether it fits the theme of the show or event you’re trying to put on. For example if you were to put on a sophisticated dance show you would choose food that reflected that like wine and small appetisers. Or alternately if you were organising a music festival you would hire venders and have them serve burgers beers and pizza. You will also have to take in to account allergies and dietary requirements of your audience.

·         Children Safety and accommodation: If your event is open to all ages you will need to accommodate children and families. For example if you’re holding a music festival that goes on all day a ‘cresh’ area for small children will be essential. You could also consider alternative activities for younger people. Also for babies you will need to have changing rooms or a separate space in the disabled toilets. You will also need to make sure any electrical equipment and harmful substances are kept out of reach of children and babies.

·         On Site Toilets: Depending on the type of event you’re holding you will need to consider toilet facilities. For example you will need to hire portable toilets if it is an outside event. Or if it is a indoor event in a venue will need to have toilet attendants and maintenance staff for them. However the venue will most likely have their own staff if you’re hiring the venue from a receiving house.

·         Waste disposal: It is important to host a clean and safe environment so employment of littler pickers and the distribution of bins with sufficient capacity is essential.

·         Perimeter fencing: When hosting any event it is important to control the crowd and to keep your event contained so it doesn’t expand or become to over whelming. There are many complications that could arise if you do not put perimeter fencing in place, for example, if your audience don’t know where you event perimeters are they could expand the area unintentionally onto someone else’s property, especially if it is in a field which could mean a lot of legal implications for your company.

During your event/On the night:

During the show you will need to put into place and manage your event. .

·         Fire safety and emergency procedures – If any medial situations occur then it is necessary to deal with them quickly and effectively. Each member of staff must be briefed before the show starts as to what the medical and emergency procedures are. The appropriate staff for your chosen event will then need to relay this information to your audience.

·         Crowd Management – Crowd management is essential to hosting a smooth and successful event. Depending on the size of you event it may be necessary to have grounds keepers that control the crowd if they become too rowdy or aren’t staying within the fenced area.  

·         Audience Satisfaction – It is important to make sure that your audience are having a positive and enjoyable time make sure if any of your audience need guidance or help that they have a recognisable member of staff to talk to.

Evaluations:

After the final show night the entirety of your staff and company will need to reflect on the shows successes and failures. The main way to know how successful your event was is to find out from your audience. Depending on how you chose to receive audience compliments and complaints you will need to check through them and discuss with the relevant staff or company manager what when wrong or right. This process is extremely important when hosting future events as it will be a very useful reference point to make your future events even more successful than your last.