Chapter 8: Event Coordination (Logistics and Staging)
Logistics is the management of the flow of goods, information and other resources in a repair cycle between the point of origin and the point of consumption in order to meet the requirements of customers. It is a channel of the supply chain which adds the value of time and place utility. In the context of the industry, logistics to events is the management of event that divided into supply, setting up, and running the event on site, and the shutdown process of the event.
The Elements of Event Logistics
The document discusses the key elements of event logistics including supply of customers, products, and facilities. It emphasizes the importance of transportation, communication networks, and flow control. Whereas most logistics theory concerns the supply of products to customers, event logistics includes the efficient supply of the customer to the product, and the supply of facilities to and from the event site. The areas of importance to event logistics can be categorized as follows:
- Supply: can divided into 3 areas of Customer, Product and facilities.
- Transport: the transport of goods and services can be major cost to an event and requires special consideration.
- Linking: logistics are part of overall planning of an event and are linked to all other areas.
- Flow control: refers to the flow of products, services and customers during events.
- Information networks: the efficient flow of communication is generally a result of efficient planning of the information network.
A logistic plan must be incorporated in the overall event plan. Logistics play a large role in events that have a large international component, complex events in foreign countries, and exhibitions of large or complex products, such as cars or agricultural exhibitions.
Event Supply Components
The following table summarizes the supply elements necessary for coordination:
| Supply of Customers | Supply of Product | Supply of Facilities |
|---|---|---|
| Marketing and Ticketing | Transport and Communication | Power and Water |
| Queuing | Accommodation and Artist needs | Security and Emergency procedures |
| Customer Expectations | VIP and Media requirements | Contractors |
Onsite Logistics Management
Onsite logistics is a complex part of large events and requires planning traffic patterns, amenities, food/beverage storage and distribution, and emergency procedures. The planning, implementing and control of the flow and storage of products, and the related information from production to the point of consumption, must follow consumer requirements. On the event site, logistics manage queuing, the flow of audience, and the transport of artists and equipment around the site. All these areas need to be considered when creating a logistic plan to ensure the event runs smoothly.
Event Shutdown Process
Shutdown involves the efficient removal of all event materials and subcontractors in a set order so that the site can be cleared quickly. This stage includes removal of equipment, cleaning, and contract acquittal. It is essential that the shutdown process is managed with the same level of planning as the setup to ensure all materials are removed and subcontractors are released efficiently.
