Unit 58: Performing Arts Events Management

3. Example of a generic Event's Management Checklist

Timeline and checklist for event planning from Anna Brown

Checklists are a very important part in organising and planning an event. They enable you to organise plan and evaluate everything you have to do. This in turn makes sure that all deadlines are met so that nothing gets left which could have an impact to the efficiency of the event planning and something on the actual day of the event would be missing and the event would not be as successful as it could have been.

I have added some specific things that need to be done to make sure that the efficiency of the event planning is of the highest standard possible. For example, Agree and discuss programme agenda which our event manager will lead. This is crucial part in planning any event as it allows every member of the Event Management team understand and know in advance what is happening and when which in turn creates efficacy and effective planning that is initiated and completed on time. I have also added a lot of re confirming stages towards the end of the process. This is really important as even though you have created checklists for everything some things might have been thought of after the check list was created and some things may have been forgotten. So therefor checking a week in advance if everything is done or nearing completion is a good way to make sure that your event is going to be the best it could be.

Task Two: Applying My Knowledge

1. Example of Arley Hall Calendars of Events

These calendars were very important in helping me organise and plan everything I had to do. Which in turn enabled me to be much more efficient and accountable in my job role so it would not have a knock on effect of everything else and the time schedule would not be disrupted. It also meant that if I did forget anything I could clearly see where I could fit it is so that it was done in time.

I also had a copy of the Event Management teams calendar. Having this enabled me to be aware of what every other team was doing so we could all work together and help each other complete tasks to deadlines. Especially if someone had more work to do than others.

2. Example of Arley Hall Team's Minutes

04.11.13 meeting minutes from Anna Brown

05.11.13 meeting minutes from Anna Brown

08.11.13 meeting minutes from Anna Brown

14.11.13 meeting minutes from Anna Brown

15.11.13 meeting minutes from Anna Brown

The Assistant Event's Manager took minutes of every meeting so we had a record of what everyone said during the meetings. They were useful as they marked everything that we thought of that needed to be done and people that were off that day could go back into the meetings of any day and find out what they had missed. This enabled everyone to keep track of everything that happened even if they had missed or not noted something thus making sure our planning and process of organising the event was as efficient as possible.

3. Arley Hall Legal Documentation

As this event was an external event there were many legal documents such as risk assessments and code of conduct sheets we had to have checked, verified and signed by every member of the Event Management team to ensure health and safety and legal implications were not breached or neglected.

For example we had to collect a:

Risk Assessment Arley/Student

The Stage Manager had to make a risk assessment form for our event which had to be signed by the every member of the Event Management team to ensure that everyone has read and understands the health and safety risks they may be taking when working in an environment outside of college. It also explained what procedures were to be carried out if anything did go wrong or happen.

Student Study Visit form (Name and Numbers of Students)
This form was essential to fill out as it had the contact details and names of everyone in the Event Management team who was attending the event. This was important as if any thing happens to anyone or if someone went missing hopefully they could be contacted on their phones which complied with health and safety regulations of the event. The college also had a copy of this document which meant that if the college, a parent or guardian wanted to contact someone at Arley Hall they could be.
It was also a college policy that we do this.
Code of Conduct
The Stage Management team also had to create a code of conduct. This was made to ensure that every one followed the rules and regulations set by the Event Managers. For example we were not to bring alcohol to Arley Hall or be punctual and attentive during the entire event from get in to get out. Doing this ensured that the event ran smoothly, efficiently and successfully.
Booking Terms and Conditions for Arley Estate
Similar to the terms and conditions of the code of conduct Arley Hall sent the Event Managers a Terms and Conditions document that was to be read to the Event Management team so they would know to rules and regulations of being in Arley Hall. For example as Arley Hall is also a residential home that has expensive antiques in many of the rooms every member of the team had to be mindful and respectful of this so as not to cause any damage or to disturb the family living up stairs.
Arley Estate Booking Confirmation
This form was needed because it confirmed and verified that our team were the relevant party that are booking the Arley Hall Estate for our event. It also acted as a reconfirmation that the entire team were going to comply with all of the health and safety and terms and conditions that Arley Hall had stipulated.
Register Much like the student study visit form the Event Management team also created a register of every person in the Event Management team that was attending the event. This was to ensure that before and after the event the Event Manager or any accompanying college staff could take a register so that we knew everyone had left and arrived safely.