Event Logistics and Operational Planning - Portfolio Assignment

Word count 2000

You are required to create a Portfolio containing the following logistical planning documents designed specifically for your event. The Portfolio should be designed to allow your event management company to plan and operate your proposed small-scale community event.

Each section of the Portfolio should include an explanatory paragraph explaining the significance (and/or meaning) of each document and how each document supports the overall event, with reference to other sources.

Executive Summary: 

The Executive Summary is not included in the word count and should have its own page. The Executive Summary should provide an overview of the proposed event which lists the event objectives, the core activity of the event, the target market, the date, time and location.

• The provision of an overview of the event allows staff in the event management company to understand the overall event and the Portfolio documents provides the information and detail needed to effectively plan and operate the event.

Table of Contents: 

The Table of Contents is not included in the word count. The Table of Contents should have two columns, namely the name of the section on the left-hand side of the page and the associated page number on the right-hand side of the page. The Table of Contents should have its own page.

We’ll write customized paper for you.
Get Upto 30% OFF on your Order!

Order Now Whatsapp Now

1. Risk Management, Safety and Security (approx. 500 words):

Include an explanatory paragraph explaining the significance (and/or meaning) of these documents and how they support the overall event, with reference to other sources.

1. A Risk Assessment Table:
   • Summarises the potential hazards at the event and the preventative measures to be put in place (see Bladen Table 8.1 on pgs. 204-205).
2. Provide a Crowd Control Plan:
   • Explain the importance of developing a Crowd Control Plan for Pre-crisis, crisis and postcrisis (See Bladen et al., pgs. 209 – 214; Van Der Wagen and White, pgs. 229-230, pg. 234); and,

• Provide a sample of the event Ticket Design and the Event Terms and Conditions (see Van Der Wagen and White, pgs. 47-48; Bladen et al., pg. 100).

1. A table of predicted Approvals and Insurances required (see Bladen, pgs. 79-89).
2. Provide details of relevant webpages, contact addresses, emails of where event staff could source these approvals and insurances.
3. Event Logistics and Operational Planning (approx. 500 words):

Include an explanatory paragraph explaining the significance (and/or meaning) of these documents and how they support the overall event, with reference to other sources.

1. A Gantt Chart:
   • A Gantt Chart is a list of the tasks associated with the pre-event, during event and post event and when they are scheduled to be completed (see Bladen, pgs. 36-37 and Bowdin, pgs. 273-274).
2. Provide a Site Plan:
   1. The Site Plan should include as much detail as possible. The following list provides examples of the type of detail which can be included: entrances and exits, including parking and main roads to venue; first aid and emergency exits; evacuation meetings spots and fire equipment points; security points; out of bounds areas and danger spots; power and water points; administration offices and contractors’ rooms; toilets; lost property telephones; and ATMs; food and beverage areas; backstage areas, including equipment storage and artists’ changing rooms; all customer areas, including main event space, breakout areas, meeting points, registration; VIP rooms and media space.
   2. Also include an indication of customer flow around the site; a key to the symbols on the site plan; and an indication of scale (see Bladen et al., pg. 93).

3. Event Staging and Design (approx. 300 words):

Include an explanatory paragraph explaining the significance (and/or meaning) of this document and how it supports the overall event, with reference to other sources:

1. A Production Schedule:
   • A Production Schedule is a detailed running schedule of all activities occurring during the day of the event, showing the times or dates of when they are intended to happen, including the bump in and bump out procedures (see Bladen, pg. 103 and pgs. 513-515).

4. Marketing Communications (approx. 400 words):

Explain how the promotional activities provided below relate back to the objectives of the event, the relevant stakeholder and/or audience segment:

1. Marketing Timeline for the roll out of event promotional activities (see Van Der Wagen and

White, pg. 371); ii.         Table showing Social Media Plan including examples of social media activities (see Van Der Wagen and White, pg. 383).

iii.      Sample of Event Program (see Van Der Wagen and White, pg. 223); iv.   Sample of Event Brochure or Event flier or Event Poster; and,

1. Sample of website of the Event Home Page.

5.Event Monitoring and Evaluation (approx. 300 words):

Include an explanatory paragraph explaining the significance (and/or meaning) of this document and how it supports the overall event, with reference to other sources:

1. A Post-Event Evaluation Questionnaire:  

• The Post Event Evaluation Questionnaire should contain 8-10 relevant qualitative and/or quantitative questions, which tie back into the objectives of the event. Make clear how these questions tie back into the objectives of the event.

Your Portfolio should:

• Be logically organised;
• Have an attractive and professional layout;
• Use headings, sections, bullet points, diagrams, and tables to make reading easy and information accessible;
• Contain only directly relevant information;
• Use correct grammar, punctuation, and spelling; and, Avoid using informal language.
• Have a minimum of at least one (1) reference for each section, cited correctly and have used them appropriately throughout the Portfolio.

All tables and figures should have a number and a title e.g., Table 1: Risk Assessment Table or Figure 1: Event Poster.

Each table or figure needs to be referred to in the body of the work e.g., “See Table 1”.

The following are NOT included in the Word Count: Executive Summary, Table of Contents, References and any Appendices. (There is a +/- 10% variation permitted on the word count).