TH1905

Laboratory Exercise
Event Logistics
Objectives:
At the end of the exercise, the students should be able to:

 Conduct site inspections;

 Layout an event map or floor plan; and
 Draft a stage design.

Materials:
 07 Handout 1
 07 Handout 2
 07 Laboratory Worksheet 1
 At least two (2) sheets of short bond paper (8.5” x 11”)
 Drawing materials (pencil, eraser, markers, etc.)

Basic Principles:

Event Logistics
Logistics is the discipline of planning and organizing the flow of goods, equipment, and people to their point of
use. Logistics are important to events because of the need to concentrate resources on a particular location for
a particular time (especially if the event is multi-site and taking place over a fairly long period). Without careful
planning of this activity, the supplies needed to undertake the event may not arrive correctly.
Once given a venue, the event logistics or physical arrangement and technical support (PATS) committee head
can address some of the major licensing and other official preparation activities, such as permits and insurance.
Services and supplies that have a long lead time must be considered early on in the planning stage. Once a
suitable supplier has been found, purchasing arrangements or a contract will be needed. The contract will
determine the obligations involved in supplying a particular item or service and will be between the event
organization as client and its suppliers that may range from caterers to entertainers.
For example, the event may have special
power requirements and might need
additional utilities laid on (telecoms, gas,
water, sewerage, or waste removal), all of
which have typically long lead times to
arrange, especially if groundwork has to be
undertaken to put them in. The logistics
committee head has to be conscious of
those event activities with longest lead
times that have to be dealt with first. A
logistics plan showing the various activities
and their prioritization may have to be
prepared following the events
management process (see Figure 1).
Safety is a major issue for events that may
impact negatively on events and may, in
some cases, result in serious damage,
lawsuits, and criminal charges.
Figure 1. Organizational and Logistical Activities An important part of the planning process
Source: Successful Event Management: A Practical Handbook (3rd Ed.), 2010
is the identification of health and safety risks

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that may occur in the pre-, during, and post-event stages. To achieve this, event planners must produce an
event safety plan. Best practice recommends the creation of a 7-Point Event Safety Plan that should include
venue assessment, site safety, crowd management plan, emergency plan, traffic management plan, risk
assessment, and first aid/medical plan (This will be discussed further during the pre-final period).
Stage Design
The way the stage is designed will make a big impact on the presentation of an event. The attendees’ attention
is focused on the event stage for a prolonged time during the program. Hence, the following must be considered
when designing the stage:
 Function of the stage. Understand what the stage is for depending on specified program elements. In
planning for the stage design, consider both the audience and the speakers, entertainers, and performers
(SEPs). Will the audience see what is happening on the stage? Will the SEPs know how to move around
the stage and reach out to the audience? Which equipment must be available and where should it be placed
to execute the program best?
These are two (2) common types of event stages (see Figure 2 for sample):
• Main stage – This is where most of the main and secondary program activities happen. Opening and
closing ceremonies usually commence on this type of stage, normally situated on the main hall.
• Satellite stage – This can be a separate stage or an extension from the main stage where support and
ancillary program activities can be held. When needed, satellite stages are built to divide program
elements and put focus on the audience’s attention on one (1) activity first before the other ones are
being prepared. This can also be positioned outside the main hall (where the main stage is), especially
for bigger events like festivals and variety shows.

Figure 2. Types of Event Stage

Image source: https://sa.kapamilya.com/absnews/abscbnnews/media/2017/news/04/04/040417_cp2.jpg

 Creativity. Since the attendees’ attention will be on the stage most of the time, the stage must look pleasing.
Decors should match the event theme or creative handle. Avoid over-decorating the stage and avoid having
clutter (power cables, projection rigs, etc.) as much as possible to ensure that the SEPs have the full
attention of the attendees. Make sure that such clutters are out of sight or minimally visible. Stage designing
can also highlight program elements and SEPs when done right.
Studies show that nature scenes—a plant on a table, picture of a forest, or an outdoor venue—create a
relaxed atmosphere, while warm colors like yellow, orange, and red help create a happy environment that
causes information to flow more freely with the audience.
With expectations getting higher and budgets getting slimmer, today’s event organizers are faced with
several challenges. Creativity is the key to dealing with these challenges. Clients and attendees expect the

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event heads or the whole team to offer creative alternatives with a can-do attitude. Thus, event heads should
be proactive, and avoid as much as possible, the usual event concepts and themes.
 Screen setup. The screen and props must be carefully positioned so that the audience has a good view. It
must be placed where it will not interfere with the SEPs. A screen with a 16:9 aspect ratio is ideal for a
widescreen setup or any screen that is large enough to display texts or images legibly in the back row. It
must always be positioned on a level above the head of any SEPs to ensure all cameras get a clean shot
of them.
 Lighting. This is relevant for video production. The stage must be well lit so SEPs can move around. Light
the event’s logo and the backdrop (an artificial background used to depict a natural setting; a cost-effective
option for advertising and value building for brands/sponsors) as well. The lighting of venues has many
purposes. For function rooms, it provides ambient lighting, highlights artists or speakers, lights backdrops,
and enhances the atmosphere. In the other areas of venues, it provides adequate background illumination
in both public and support areas and to some decorative illumination, particularly in VIP rooms, dining areas,
and foyers. The final lighting issue is one of the provisions for safety that helps people feel secure,
particularly in terms of exits and traffic routes in and around the venue or site.
 Seating arrangements. When creating one’s style of seating arrangement (not following the usual ones),
think about the comfort of the audience carefully. Make sure that everyone can see the screen and/or the
SEPs, and people can navigate easily through seat rows (giving space or legroom). One (1) option is to
rake (telescopic or bleacher seating arrangement) or elevate the seats. Aisles can also be provided among
the audience’s seats to make spaces for the entrance and exit of SEPs.
Social Areas
Utilize the space outside the main stage area so attendees can also have comfortable (and even stimulating)
experience when they are not in their seats. Here are some things to consider when designing the space that
exists outside the main stage:
 Create a layout of the space. Create a blueprint of the event space and label what goes where, including
sponsor spaces, events staff, restrooms, speaker’s holding room, and where guests will eat and mingle in
between sessions.
 Prioritize “foot traffic”. When outlining the event space, ensure that there is ample room for people to
walk to and from the bathroom, form a line for coffee or refreshments, and get back into the main stage hall.
Create signs directing people where to go, and use barriers or rope line dividers if needed. The event’s
personnel committee must be available to guide and direct guests from one room to another.
 Design the space. Establish a partnership with a local furniture rental company. Is the venue space mostly
empty, or is it the kind of venue that already has a lot of personalities? Ensure that whatever signage is
created must be consistent with the creative handle of the event or with the color scheme of the event logo.
Special Activity Areas
Designate the spaces outside the main stage area for other experiences or activities at the event.
 Innovation lab. This is an area for attendees to try out new software, gadgets, technologies, and other
products. This space is also great for creatively integrating the event sponsors or partners.
 Bloggers’ alley. Consider setting up a dedicated bloggers’ area outside of the main stage with desks,
chairs, and power outlets.
 Simulcast lounge. If the event anticipates an overflow of people, consider setting up viewing monitors
outside of the main stage.
 Editorial exhibits. Another great way to highlight keynote speakers is to have a visual and interactive
exhibit that showcases their ideas and works. Have a mini-gallery of an artist’s work, or display one of the
speaker’s inventions or products in the exhibit for guests to try out.
Event Production Needs
Event production is the magic that makes the action happen. Last session, the program team and the event
environment were tackled, but the logistics side of it is still unraveled. Any event organizer knows there is a lot
to cover when it comes to event production. The key to success is planning.
 Logistics. The video playback operator and the program director should create a more detailed sequence
guide to ensure everything is covered. This includes the smallest of details: at what time and where the

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equipment will get loaded into the venue, who the point person for video setup is, and more. Logistics should
be a priority in the production planning.
 Equipment and crew. Make sure there are enough people to cover all tasks and everyone knows each
other well. Create a list of equipment needed for each aspect of production (staging, talents, documentation,
etc.), too.
 Audio needs. Microphones are one of the most important components of any event since these are what
speakers will be using to communicate their topic or story to the audience. Mics must be triple checked if
they are working, and the audio must be optimized for the space where the event is being held.
 Slides and projector. Live speakers should rehearse using their slides to make sure they work. They will
either have a remote control to change slides themselves or ask a PowerPoint operator to do the task of
changing slides solely. Double check all slides if they are in the right order according to the event program.
Timing during execution is crucial.
 Video production. This must be at its highest quality as much as possible. Appropriate equipment, camera
angles, and livestream needs must be considered. See Figure 3 for sample camera angle positioning in an
event venue.
 Technology. What kind of technical needs
is necessary for the event? Hire or task
someone with tech experience with the role
of program/technical director to make sure
all tech needs are in place during the event.
 Electricity. Make sure that electric outlets
are in the right places and that there are
enough extension cords. The events team,
particularly the logistics or the safety and
security committee, must also know where
the circuit breaker is in the venue in case of
a blown fuse. Ask the person in charge of
the venue if there are other electricity needs
of which one must be aware. Figure 3. Camera Angles
Image source: http://storage.ted.com/tedx/manuals/TEDxSHOOTINGGUIDELINES.pdf

Event Registration and Secretariat

In most events, one may notice a box in the exhibition layout above with the label “Registration Area.”
Registration signifies confirmation of attendance. When a person is registered, it means that s/he is officially in
the record.
These are some tasks of event registration:
• For meetings
o A pre-registration (prior to the day of the event) helps anticipate the number of confirmed participants
and make necessary arrangements for food, transportation, attendee kits, seats, rooms, and the like.
o Onsite registration (done at the venue on the day of the event) helps monitor the actual attendance of
participants.
• For exhibitions
o Exhibitors are monitored separately from the visitors. They are those who rent spaces in an exposition
called booths, where they display and promote their products and services. All exhibitors must pre-
register.
o Pre-registration for visitors helps anticipate the size of the crowd and lessen people registering onsite.
o Onsite registration is a means to secure the site by knowing who comes in. It also serves a marketing
purpose if the sponsors’ names or logos are displayed in the registration area and are included in the
attendee kit.
The data gathered from registration are useful in evaluating the outcome of the event and planning for the next
one. Registration forms are a vital source of information, as these may include attendees’ names, professions,

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organizations represented (i.e., company, school, affiliations, etc.), preferences, and other information related
to the event.
Event organizers must ensure that the registration process will not make attendees queue or wait longer in line
because it may eventually discourage them from attending the event. Aside from the registration committee and
signages, these things are also needed at the registration area: writing materials, monitoring sheets for manual
registration or computer sets for online registration, printers, ID and kits, tickets, and stamps to mark registered
participants.
To avoid crowding at the registration area, designate a separate room in the venue, referred to as the
secretariat room, to accommodate the organizing team and other VIPs, SEPs, and guests. A secretariat room
is a place where the event organizers can do last-minute preparations and troubleshooting on the day of the
event. It serves as their “headquarters” or temporary office during D-day. The secretariat room must be properly
marked or labeled.

References:
Event production (n.d.). In TED Conferences, LLC. Retrieved from https://www.ted.com/participate/organize-a-local-tedx-
event/tedx-organizer-guide/venue-spaces/event-production on 22 January 2020
Fenich, G. (2015). Planning and management of meetings, expositions, events, and conventions. Essex, UK: Pearson
Education Limited.
Rodolfa, B. (2012). Events management: Guide for tourism, hospitality, and business professionals. Intramuros, PH:
Mindshapers Co., Inc.
Romero, E. (2015). Events management (2nd Ed.). Quezon City: Rex Book Store, Inc.
Shone, A., and Parry, B. (2010). Successful event management: A practical handbook (3rd Ed.). Hampshire, UK: Cengage
Learning EMEA.
Social Areas (n.d.) In TED Conferences, LLC. Retrieved from https://www.ted.com/participate/organize-a-local-tedx-
event/tedx-organizer-guide/venue-spaces/social-areas on 22 January 2020

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Procedures:

Individual Activity:
1. Wait for your instructor to hand you a copy of 07 Laboratory Worksheet 1.
2. You have 25 minutes to accomplish the given activity.
3. Submit your output after the allotted time.

Group Activity:
1. Go to your respective event committees.
2. Committees must do the following (suited to the type of event being planned) for this period’s Task
Performance (Week 6: 05 Task Performance):
A. Approve one (1) venue from the list of proposed venues (at least five [5]).
B. Conduct an ocular visit on the approved venue using a site inspection checklist. Let the person-
in-charge of the venue being inspected affix his name and signature on the checklist. Include
their contact number/s as well for verification.
Note: Before conducting the ocular visit, be sure to inform your instructor where (specify
location or venue) and when you plan to conduct the site inspection. Try to secure any contact
number from a caretaker, site manager, or venue officer and give it to your instructor.
IMPORTANT: If the visit to a site or venue is approved, make sure that your SAFETY is of
utmost consideration. It is, therefore, important that this is properly coordinated. Only safe
activity shall be conducted.
C. Layout an event map or floor plan.
D. Draft a stage and backdrop design.
3. Committees must submit their outputs in an envelope on Week 10 before the scheduled date of exams.
4. Outputs will be evaluated using this rubric:
CRITERIA PERFORMANCE INDICATORS POINTS
Site Inspection The site inspection checklist is appropriate to the type of planned event
25
Checklist and contains a complete set of criteria and indicators.
Actual Site The group has conducted an actual site inspection; the site inspection
25
Inspection checklist has been acknowledged by the person in charge of the venue.
Event Map/ An event map is laid out considering all the available spaces and
25
Floor Plan facilities of the inspected venue; all areas are labeled accordingly.
A stage design is drafted according to the parameters of the inspected
Stage Design 25
venue; the design suits the type of planned event.
TOTAL 100

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