Weslo presents a deep and broad understanding about event management with a focus on best practices..
Events naturally necessitate the substantial movement of goods and people. The influx of freight and people to one centralised location presents event organisers with transportation conflicts that need to be managed.
People and vehicles do not share spaces particularly well and need to be separated. All deliveries and unloading of goods and equipment need to be conducted before the event opens to patrons. Once the event begins, all delivery vehicles should be off site and access limited to emergency vehicles only. Any vehicle movements within the event pedestrian zone during the event should be kept to a minimum, the speed limited to walking pace and whenever possible be escorted by event staff.
The aim of any great event is to attract the attendance of people. The travel practices of event attendees can place unduly pressure on the existing transport services and transport infrastructure. Therefore, event organisers need to consider how patrons are going to commute to and from the event, the effect on public transport services, parking and local street network operation.
If your event is likely to affect the operation of public transport services by causing an alteration in route, delay in services or requiring additional services, you must notify Public Transport Victoria. If you are planning a large event that will attract significant attendance it is recommended that you contact Public Transport Victoria to discuss the provision of extra public services on event day.
Car parking is often an issue for event’s organisers, local residents and businesses surrounding the event site. Ensuring your event is accessible via public transport will assist patrons to access your event without being dependant on the car.
The suggestions listed below can reduce car use, demand for parking, congestion of local street network and associated emissions. They can also make the event more enjoyable for patrons and residents, vendors and patrons of streets surrounding the event.
Most Event Organisers will engage external service providers at some stage of the event planning phase. This may include but is not limited to any of the following:
When entering into a contract, you want to make sure you are getting what you need and what you are paying for. Therefore, it is highly desirable that all contracts be in writing in the form of a letter supported by written agreement to document exactly what you want and are and are not paying for. This also avoids misunderstandings and minimises arguments over what has been agreed.
On occasion service providers sub-contract their services to another party. As an event organiser you need to be aware and approve the company that is working on your event site. If you are happy for a service provider to sub contract the services that you have requested then you need to make sure you have a copy of the relevant documentation such as insurances and licenses. Whether it is a direct service provider or a sub-contracted provider, you should demand the same level of skill, experience and documentation.
If you require temporary infrastructure such as marquees, staging and seating stands then you will also need to make sure that the person overseeing the contract and all staff working within the construction site are properly qualified to do so.
In the Event Plan record all the contracts and agreements and supporting documentation required to oversee these contracts.
Key stakeholders are the main contacts you require in order to run your event successfully. They may include your event manager, sponsors, performers, staff, key promotional sources, organising committee, logistical companies, emergency management providers such as the Police and Council contacts.
When identifying staff, volunteers and an organising committee it is important to designate set tasks so everyone is clear on their own role.
In your event plan list all the key stakeholders involved in the event taking into consideration internal and external stakeholders. Provide current contact details such as business hours and mobile contacts, postal address and email address. To make this a practical resource, group the contacts under headings such as sponsors, logistics, Council contacts and so on.
Depending on the scale of the event, planning might occur from 2 months to 6 months out from the event date. Detailed below is a guideline on various aspects of an event. Each event’s timelines will be different and will have differing requirements you will need to fulfil. It is strongly recommended once you have determined your event date work backwards, detailing the tasks required. This will generally determine if you have enough time and resources to undertake a safe and successful event.
Four to Eight months out from Event
Three Months out from Event
Two months out from the event
One month out from the event
One week out from event
Day prior to the event
After the event
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