1. Practical Events Management
Lecture 6: Event Logistics
Jenny Flinn

2. Lecture Overview Defining Logistics Elements of Event Logistics
Supply of the Customer
Supply of Product
On Site Logistics
Emergency Procedures
Shutdown

3. Defining Logistics
“logistics stems from the greek work logistikos, ‘skilled in calculating” (Bowdin, et al., 2006:352)
Initially associated with the military but adopted by business following World War II
Concerned with having the right things in the right place at the right time
Putting a plan into action

4. Elements of Event Logistics
Supply of Customer
Marketing
Ticketing
Queuing
Event Site Logistics
Flow of audience and equipment
Communication
Amenities
Consumables
VIP and media requirements
Emergency procedures
Event Shutdown
Removal
Clearing
Contract Settlement
Supply of Product
Transport
Accommodation
Artistic Needs
Supply of Facilities
Security
Power
Contractors

5. Event Logistics Can be broken down into the following areas: Supply
Transport
Linking
Flow control
Information networks

6. Supply of the Customer
Ultimately the responsibility of marketing activities
Getting customers to and from the event is a logistical issue
Transport issues
Arrival method and timing
Dump/trickle
The pricing and printing of tickets is not a logistical issue but distribution, collection and security are
Queuing is the first experience of the event
Perceived waiting time

7. Supply of Product
Any event can be seen as the presentation of a product
Most consist of a product portfolio that needs to be integrated
Performers requirements
Transport onsite
Storage and movement of equipment
Stage and backstage facilities
Access
Food and drink
Sound and lights

8. On Site Logistics Flow Communication People and equipment
Must take into account emergency planning/access
Accreditation
Communication
Has to work seamlessly with the other functions of event management
Policies should be implemented
Communications plan

9. On Site Logistics Signage Amenities Placement Type
Literacy of attendees
Accessibility
Orientation
Amenities
Site map
Toilets
Food and beverage

10. Emergency Procedures
The following should be considered when developing a major incident plan:
Identification of key decision makers
Stopping the event
Identification of emergency routes and access for emergency services
Requirements of people with special needs
Identification of holding areas for performers, workers, the audience
The script of coded messages to inform staff and announcements for the audience
Alert/communication procedures
Procedure for evacuation and containment
Identification of rendesvous points for emergency services and ambulance loading points
Location of nearest hospitals and traffic routes
Identification of temporary mortuary facilities
Identify roles, contact list and communications plan
Location of emergency equipment and availability

11. Shutdown Crowd dispersal Equipment Entertainment Human resources
Onsite/staging areas
Contractors
Finance