ON SITE

EVENTS MANAGEMENT
SERVICES NC III
Part II

ARRANG
EMENT
 ON-SITE ARRANGEMENTS
 A feature important on first arrival at a conference will
be registration procedures.
 Quality and promptness will also be reflected
throughout an event programme and having the event
schedule move along on time.
 On-site arrangements: crowd control and ushering,
professional delivery of services such as translators,
medical and security personnel.
EVENT LOGISTICS
 The role of the logistics team is to ensure
that the programme stays on track.
 They coordinates with several other
groups throughout the planning to the
actual staging of the event.
 These groups: production, security,
hospitality, communication,
transportation and on-site arrangement.
 SITE MANGEMENT AND FLOW. Events can involve large
amounts of equipment and needs to be moved prior to
the event, maintained throughout the event and
dismantled at the end.
 SECURITY. Events with zoning and the need for various
passes will requires security checks.

 COMMUNICATION. Given the number of people

involved in an event, the number of participants, and
the large area that the event may cover, an electronic
communication system should be in place.
 ENVIRONMENTAL MONITORING AND
WASTE MANAGEMENT. Event
shutdown can create large amounts of
waste materials ,which can be
recycled.

 HOSPITALITY HOSTING. Sponsors

often support an event so as to
provide hospitality to suppliers,
current and potential customers,
media and government personnel .
 PROTOCOL. It includes the proper greeting title, arrival
and departure sequence and procedure, seating
arrangement and flag flying.

According to Asian protocol ,it is important to

ensure that there is no loss of face at the event.
Overlooking what appears to be minor seating error or
arrival sequence to the event can cause a loss of face
and create negative sentiment towards the event.
 Guest of honour – Part of attraction of an event can be
the guest of honour ,who might also be the guest
speaker.
 Titles – A king or Queen is addressed as His (Her)
Majesty ; a diplomat as the Honorable or His(or Her)
Excellency. These titles can differ between written and
spoken greetings.
 Arrival and Greetings sequence – The Guest of Honour
should be one of the final arrivals.
 Seating sequence – The guest of honour often sits beside
the host. VIPs should be notified of the seating sequence
prior to the event with a floor plan visible at the venue
for guests to easily read.
 Flag and Anthems - The destination’s own flag takes
centre stage at all events. Opening ceremonies can
consist of the hoisting of the national or event flag. The
host flag is the final flag to be hoisted.
 THE MEDIA
The presence of the media can give an event further
exposure. Some media channels can be important than
others ,due to their impact and viewership relative to the
events target audience.

 TRAFFIC
Sending out advance advice
on traffic issues to participants
can help alleviate this potential
problem. However, the terrain
may still be unfamiliar, and there
should be adequate signage and
event personnel to assist.
 QUEUES AND SIGNAGE. Dealing with a large volumes of
visitors unfamiliar with the destination and venue set –
up requires adequate signage.

 TICKETING. A ticket should be designed and printed on

time ,with several events details.

 EMERGENCY, RISK AND CONTINGENCY PLANNING.

Potential levels of risk and appropriate responses should
be included in the planning document.
 STAFF PROVISIONING. Events can requite additional
staffing. Determining labour needs can then lead to a
selection and recruitment process.

 SHUTDOWN. An event shutdown list should details

action that need to be taken after the event is
completed. This could relate to immediate site clearance
of collecting rubbish, dismantling props and technical
equipment and securing the removal of fixtures and
fitting brought in to stage event.
THANK YOU!