BEM - Venue-finding , logistics and ambience

1. BEM - Venue-finding, logistics and ambience Lim SeiKee @ cK

2. Introduction • The preparation and development phase and the planning process often run hand in hand. • At the point where the event is starting to be implemented: • The number of people and the quantity of resources involved ⬆ • The pace of preparation and development ⬆

3. Different types of events will require different support functions, which can be supplied directly by the organizers or contracted out. • The logistics ensure that all items arrive in time for the event, in their proper place, in good condition, and in the style or format they were ordered.

4. Finding the venue • Key requirements: • location of the event, • the range of potential venues available, • ease of access, • the ability to ensure that all the necessary items of equipment, resources, personnel and visitors can get to the venue easily.

5. Logistics are important to events because of the need to concentrate resources on a particular location for a particular time. • In logistics terms, suppliers are not simply products and services; they also include the flow of customers and customer services.

6. Venue finding: • What location is required? (the objectives of the event) What are the available venues within that location? (any criteria that were set up about selection in the screening process)

7. For example • National sales exhibition: • large and central to the whole country • Town carnival: • Several locations in the town, as well as suitable areas for the assembly and dispersal of the carnival procession.

8. Site visits • Visits should be arranged via venue managers, or for larger sites, the venue sales team. • It is important for organizers to make out a list of questions to ask each venue before going, in addition to a checklist of criteria.

9. First impressions are important! • The first impression an organizer gets may well be the same that visitors and guests get. • What does the site look like? • What are its surroundings? • What can be heard: is it quiet, noisy, good acoustics? • Are the toilets clean and fresh? • Do the furnishings and equipments feel clean?

10. Make sure you see all the areas your visitors will use, not only the main room, site, arena or hall, but also the entrances, corridors, car parks, toilets and food service areas. • All these are indicators of an active and capable management at the venue.

11. Logistics • Venue √ • Major licensing and official preparation activities. • The logistics officer has to be conscious of those event activities that have the longest lead times and that have to be dealt with first. • A logistics plan, showing the various needs and plotting them into order, have to be prepared.

12. It is useful to recognize that the nearer the event deadline, the less able one is to make big changes without having to expend enormous amounts of money and effort. • What to do? • Good communications.

13. Many forms of communication: briefings about plans, the event programme, the emergency procedures, etc. • An event production schedule.

14. An event production schedule • A list of activities that the event involves, in time order. • The schedule should be as detailed as possible for events where timing issues are essential to a positive outcome. • State who is responsible for the given timed activities and what methods are to be used to carry them out.

15. Logistics • Supplies, transport and distribution • Catering • Technical facilities • Backdrop and staging • Lighting • Sound and communications • Amenities and cleaning

16. Logistics – Supplies, transport and distribution • Logistics is the discipline of planning and organizing the flow of goods, equipment and people to their point of use. Activities: • ticketing and enquiries, • arrival and departure of visitors, • the flow of people, equipment, suppliers, artists and crew.

17. Supplies can be ordered and deliveries checked, usually at a central arrival point, and the supplies distributed as required to the parts of the site where they are needed.

18. For a large event such as an International Air Show, the logistic task is huge. • Many companies will be involved and the integration of the whole operation will be a significant task.

19. Pre-planning • Detailed planning and ordering • Site set-up • Public opening • Site restoration

20. Logistics – Catering • Having found a caterer • Questions: • The number of people • The refreshment times • The budget • The visitors themselves

21. The layout for café or buffet-type service needs to be given careful thought. • In an unfamiliar situation, people will naturally lining up in queues. • Queues at catering outlets can be relieved by having smaller outlets that deal only in drinks and small food.

22. Buffet are popular at events • Finger buffet – guests normally stand • Fork buffet – guests normally sit • It will take the average diner 20 seconds to load his/her plate – multiply that up by the number of people and you will understand why more than one buffet flow is needed! • Normal buffet service ratio: 1 to 30 diners.

23. Menu composition and the range of food provided is significant not only in terms of the menu, but also in terms of what is within a venue’s capabilities. • What are our potential visitors like? • What are their demographics? • What are their most popular styles of eating?

24. Alternatives? • Specialist organization • Large national operations with many contracts • Small individual caterers • Ad hoc business • Advantages? • Organizers do not need to concern themselves with the technicalities of food and drink provision. • Only act as a link between client and the caterers.

25. Disadvantages • Certain loss of control • A contract caterer interested in cutting costs may have no incentive to provide a quality service • Loss of flexibility • Contracts may be badly written, ignoring a wide range of needs, some of which may only occur occasionally but are vital.

26. The number of visitors attending and expected to eat may not be the same. Eg. A summer evening open air concert. • A deadline must be enforced for bookings. • The time of refreshments should also be checked between the organizers and the caterers on the day.

27. Common weaknesses in event dining • Event dining often relies on casual staff, even on volunteers. • Such staff may have limited food preparation knowledge, or poor hygiene training. • Briefing is needed. Service about the food, drink, whom to serve first, how to look around for diners trying to attract attention.

28. Problems • Indoor event caterers: • Poorly cooked food, indifferent service and poorly presented staff. • Outdoor event caterers: • No main services, electricity, drainage, etc. to having to bring in fresh food in chiller lorries, or even having no proper access to muddy fields.

29. ‘Salt pot’ Syndrome • A guest discover there is no salt pot • Demand one • Staff go to wash-up area to get one • Search for, was, dry, and fill a fresh salt pot • ‘Special’ salt pot • In the meantime, the rhythm if service for the whole function will have been destroyed.

30. Logistics • Technical facilities • Backdrop and staging • Lighting • Sound and communications • Amenities and cleaning

31. No exercise for today! • Submit your presentation slides ASAP. • If we are not meeting next week (July 18th), • Next meeting: AUGUST 8th (Friday) • Happy advanced holidays!  • Have a fruitful one!