Official (Closed), Non-Sensitive

BE2601 Logistics and Site Operations

Singapore Polytechnic
School of Architecture and the Built Environment
Course: Diploma in Integrated Events and Project Management
Year: DEPM 2 FT
Module Code: BE2601
Module Name: Logistics and Site Operations

Topic 1: An Overview of Event Logistics and Operations

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1. Introduction

The term “logistics” stems from the Greek word “logistikos”, which means "skilled in
calculating". The ancient Romans used the term to manage the supply of resources
for the operation of their armies.

(Question: Why are event logistics has similarity to military logistics?)

Logistics is the process of planning, implementing and controlling for the efficient
and effective transportation and storage of goods, including services and related
information from the point of origin to the point of consumption to conform to
customer requirements and includes inbound, outbound, internal and external
movements.
(Council of Supply Chain Management Professionals)

"Logistics means having the right thing at the right place and time."

The term “operation” refers to the deployment of the workforce and resources to
plan, implement, coordinate, and execute event-related activities. This activity is
intended to achieve something in compliance with related business requirements or
legislation.

2. The Elements of Event Logistics

Figure 1 shows the event logistics system. This system is used to organise the
logistics of an event. The areas of event logistics may be categorised into:

 Supply - Supply includes procuring the facilities, goods and services, making
accountable for their costs and stock to all stakeholders.

 Transport – the transportation and delivery of event supplies and services from
point to point, with the right timing.

 Linking – Logistics actions demand the exchange of information on the status of

event supplies to support the event stakeholders' work schedules and
programmes.

 Control - Flow control relates to the control to make the processes effective
and efficient to avoid redundancy, attritions and wastages.

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BE2601 Logistics and Site Operations

 Information networks – all logistics actions shall be complete with contractual

or legal evidence such as purchase orders, specifications of work, inventory
records, user manuals, safety data sheets and working manuals.

Supply of customers
Will need
 Ticketing
 Crowd management
 Transportation
 Accommodation
Event Site Logistics
 Movements of
Supply of products
customers Event Shutdown
Will need
 Services  Removal
 Delivery/Storage
 Consumables  Cleaning
 Production services
 Communication.  Contract acquittal
 Presentation services
 Safety and
 Protection
emergency
procedures
Supply of facilities
Will need
 Utilities
 Security
 Amenities
 Service providers

Figure 1: Elements of the Event Logistics

2a. Supply of Customers

The “customers” of an event are those who pay or contribute in one way or
another to the event's success. They are many categories of customers to an
event, and they could include people such as;

- exhibitors
- visitors, audiences, spectators
- artists, performers, athletes
- sponsors, clients
- volunteers

Different customers will have different expectations of logistic support by the

event organiser, which must cater to individual needs.

How the event logistics and operations are executed will influence their
expectations.

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BE2601 Logistics and Site Operations

Certain groups of customers would need extraordinary support from the event
organiser on-site, in addition to their own logistics supplies.

The supply of customers is strongly linked to event marketing and promotion

strategies. The numbers, geographic spread and expectations of the customers
will affect the logistics planning and management.

Some customer groups may plan their logistics with different sets of priorities.

2b. Supply of Products

All events shall offer products and services that will help their stakeholders to
create a desirable event experience for their visitors. E.g.

- Exhibitors want a good theme and ambient to showcase their products or

promote businesses.

- Large festivals and shows shall have renowned artists’ performances.

- For conferences, the delivery and exchange of information and content are
the products that will excite both the presenters and delegates.

The supply of these products will need them;

- Setting up the venue with facilities to support the presentation of the

deliverables.

- Shipment/transportation/distribution/warehousing/safekeeping

If the product portfolio includes shipping goods from overseas, the logistics
issues can consist of custom clearance to allow the movement of goods crossing
an international border.

Overseas performing artists must have clearance and permits for all their
performances.

Other issues may include the arrangements for;

- Air-flights (for the artists from overseas, e.g. aeroplane seats, excess
baggage, receptions and transfer upon arrival etc.)

- Accommodation (the special needs in rehearsal/dressing room, hotels for

the crews and technical staff, security etc.)

- Artists’ needs on-site - (e.g. storage and movement of equipment, transport

on-site, stage and backdrop facilities, food and drinks, sounds and lights).

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Note:
The event manager would also need to anticipate the personal needs of the overseas
artists and be sensitive to their cultural differences, e.g. food, dressing rooms and
qualified staff to assist the artists and his supporting troupe.

Other event hosts, such as the keynote speakers for a conference and athletes or
marching contingents for a sports games or parade, will need logistic support to deliver
their products.

2c. Supply of Facilities or Services

The supply of the infrastructure facilities and the maintenance of all equipment on
site is particularly important.

The event manager has to source many temporary facilities and supplies for
outdoor events to set up the venue, e.g. fencing, tents, stage, backdrop, AV
systems, utilities, cleaning, security, transportation, etc. These must be procured
well ahead of time.

3. Phases of Event Logistics

The event manager would need to plan to implement events at both macro and
micro levels, with attention paid to logistics and site operations details.

In most cases, the logistics processes for events are divided into three phases:

a. Planning and preparation phase, with most of the sourcing and contract
procurement tasks to be prepared and confirmed before the event,

b. Setting up and running phase involves delivering, storing and installing

work and services on site.

c. Shutting down phase involves clearing up and returning the venue and
equipment used.

The event logistics team networks with their industrial partners and services
suppliers, for they provide the necessary supports to run the events.

Hence, the logistics manager must be well-connected, efficient, organised, and

resourceful to perform his roles.

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3a. Planning and Preparation Phase

The steps necessary for the effective planning and preparation of event logistics
are outlined in Figure 2.

Obtain information from the event organiser regarding the event's nature,
theme, scale, expectation and budget.

Develop plans before contracting resources with established procurement

procedures to achieve the event theme.

Update with changes on all aspects of the events as the business evolves.

Create and collate materials, services and manpower requirements for

procurement actions.

Brief staff and contractors on final requirements and expectations of service

standards.

Figure 2: Activities in the Event Planning and Preparation Phase

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3b. Setting-up and Running Phase

The following illustrates the operations and the level of checking needed to
ensure the event's smooth setting up and running.

Engage the nominated contractors and suppliers at the appropriate time to

confirm and deliver all procured deliverables.

Take over event venue with infrastructural facilities from owners at a

predetermined date for setting up work to commence.

Check all aspects of the setting-up against the contract agreements, such
as materials and equipment, room set-up, stage, display and signage, food
and beverage facilities, and registration areas.

Check that all areas of the venue and equipment are accessible and safe.

Identify any deficiencies and discrepancies and take prompt actions to

rectify the situation.

Agree to and make necessary adjustments on the quantum of work and

prices with the contractors due to changes or unforeseeable circumstances.

Brief all additional on-site staff on the full details of event operations
(including communication and control protocols).

Maintain all facilities and equipment on-site.

Figure 3 Event Set-up and Running Phase

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3c. Shutting Down Phase

The following steps are involved with the shutting down phase of the event.

Execute the prearranged plan to vacate the event site, and ensure the work
schedules are in order.

Coordinate the dissembling, packing and removal of all materials and

equipment from the site.

Check the venue to ensure no item is left behind, and return the venue and
facilities to owners in a state and condition as agreed.

Debrief with contractors and suppliers for future improvements.

Check and sign off accounts with stakeholders, contractors and suppliers.

Follow up with any outstanding items requiring post-event actions.

Figure 4 Events Shut Down Phase

Revised by TST Mar 2023

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