Bachelor of Applied Management

Assessment Two:  Assignment One

Outdoor / Indoor Event Logistics

Case Study

 

Event Logistics

AMEL600

 

 

Semester One 2017

 

Due date:  Monday22 May 2017

 

Time:  4.00pm

(Electronic copy via Moodle Dropbox and Hard copy via Physical Dropbox)

 

Instructions:

Throughout assessment.

This is a Group Assessment comprising two (2) persons.

You will be asked to form into pairs (exceptions to this only with permission of Lecturer).

Together you will submit one (1) assignment (in both Hard and Electronic copy) and will usually both be awarded the same grade once it is marked.

 

You must choose EITHER:

A          Outdoor Event Logistics OR

B          Indoor Event Logistics

and complete an analysis report for that area only.

 

 

TOTAL MARKS:                                                                            60

 

 

Student Name/ID  ………………………………………………………………………………………………

 

 

Ara Institute of Canterbury and its division members reserve the right to use electronic means to detect and help prevent plagiarism.  Students agree that when submitting this assignment, it may be subject to submission for textual similarity review to Turnitin.com.

 

All assessments must be completed by the scheduled date unless alternative arrangements have been made with your lecturer. No late submissions will be accepted by the lecturer unless by prior arrangement. Any late submissions must be submitted by means of application to the Academic Manager for consideration and must include a letter of explanation as to why the assessment is late.  Late penalties may apply.

 

This assessment is worth 40% of the total marks for this course.

This paper has sixteen (16) pages including the cover sheet.

OPTION A:                                                                                                TOTAL:  60 MARKS

 

OUTDOOR EVENT LOGISTICS

 

Objective

 

To create an outdoor themed event for your local city.  To give you an in depth understanding of site logistics planning processes and practices for an outdoor event.

 

 

Learning Outcomes

 

2          Analyse and critique the traffic management, customer management and site logistics of an outdoor event, with a focus on operational and health and safety issues.

 

 

References

 

Allen, J., O’Toole, W., McDonnell, I., & Harris, R. (2011) Festival and special event management. (5^thed.).

 

 

ASSESSMENT REQUIREMENTS

 

You will be required to develop a fictitious event concept to base this assessment on including:

 

• Event theme
• Target audiences
• Venue – this can be in a city location of your choice.

 

 

Write a report which includes the following:

 

• Event Description

 

Write a clear description of the event.  The event duration should be a minimum of two hours and it should have a number of staging elements. Describe the event concept, its format, site location and unique characteristics in a format suitable to present to a sponsor or media.

 

Presentation

 

Marks are allocated for correct layouts (applicable to each question in some cases), grammar, language, spelling etc. These marks are allocated within the Event Description section.

 

 

• Rationale for Venue Selection

 

Write a summary of the rationale for the venue chosen. Consider the positive and negative attributes of the venue in relation to your chosen audience. Where negative attributes are stated say how you have overcome them. Discuss how negative attributes were minimised.

 

 

• Site Map

 

Complete a site map for the event that shows all key elements(see p468-469, Figure 15.10 and 15.11, Allen et al. (2011) and the relevant lecture PowerPoint presentations).

 

Consideration should be made as to how best to make the plan accurate for those using it (e.g. event staff, contractors etc.) and how to most effectively include all relevant elements such as:

 

• Key infrastructure and equipment (technical and other)
• Aisles, paths and thoroughfares
• Entertainment and activity areas
• Food and beverage areas
• Amenities and services e.g. toilets, bins, water stations etc.
• Health & safety aspects and services
• Sponsor and media areas
• Any other appropriate elements e.g. theming, signage etc.

 

PLEASE NOTE:a reasonable quality map is required sufficient for the information to be clearly seen by contractors and those working on the event.  Be careful where you place keys and any other information needed to understand the map. The site map can be A4 or A3 and the use of a key is advised.

 

 

• Hazard Register

 

Consider all Health and Safety issues pertaining to the event.  Complete a hazard register for the event using the following table:

 

Hazard	Significant Yes or No	Eliminate	Isolate	Minimise	Existing or Potential	Control	Responsibility

 

There should be a minimum of 20 hazards.  Display on an Excel spreadsheet or Word table.

 

 

• Site Flow

 

Explainhowattendees, volunteers, performers, contractors and staff etc.will access and move around your event site (refer to p 464-465 Allen et al (5^th Ed) 2011 and the relevant lecture PowerPoint presentations).

 

Remember to discuss the infrastructure which will be utilised to manage crowds and site flow e.g. punter barrier fencing, signage, paths etc.

 

TIP: Use different coloured arrows to show the flow of the different groups in and around the venue on your site map.

 

 

• Staging Elements

 

Consider the various staging elements of your event and plot your event on the chart depicted in Figure 14.5, p 429, Allen et al., (2011). Do this by taking a copy of the chart and drawing a vertical lineup through the staging elements from the ‘Type of Event Audience’ along the x axis.

 

Provide a paragraph discussing the different staging elements you will use and the relationship between them.

 

TIP:If you think that your event is not accurately represented by its position on the x axis you can change its position.  If you do this ensure you explain this in your discussion paragraph.

 

• Production Schedule (on the day)

 

Write a production schedule for your event (see p 440 Allen et al (5th ed), 2011 and the relevant lecture PowerPoint presentations).This will include a list of tasks for:

 

• Pack in of the event
• During the event
• Pack out of the event

 

All tasks should follow a timetable.  Take care to ensure that no tasks precede any tasks which need to take place first e.g. the stage lighting is not installed before the stage.

 

There should be a minimum of 30 tasks.  Display on an Excel spreadsheet or Word table.

 

 

• Event Communication Plan

 

With reference top 465 Allen et al., (2011), say how the communications will be managed at your event.  You should discuss how you will communicate with both event staff and the event customer, each of which will be different.

 

 

• Staff Plan

 

Write a comprehensive staff plan including numbers, placement specific tasks/roles using the below template:

 

Role	Placement	Details
e.g. Ticket attendants x4	Main gates	·         Positioned in ticket portacoms ·         2 attendants per portacom ·         1 attendant taking money, 1 attendant issuing tickets

 

Marking Schedule –Option A:  Outdoor Event Logistics

 

Student Name:  _______________________________________________________________________________

 

 

ASPECT OF THE EVENT	MARKS ALLOCATION
Marking Guide (out of 5)	5	4	3	2	0-1
1       Event Description and Presentation (5 marks)	Excellent event description including detailed event concept and staging elements. Presentation very fit for purpose.	Good event description including event concept and staging elements. Presentation fit for purpose.	OK event description including event concept and some staging elements. Presentation somewhat fit for purpose.	Poor event description, event concept and staging elements. Presentation unfit for purpose.	Very poor event description and no event concept or staging elements. Presentation unfit for purpose.
2       Rationale for Venue/Site Selection (5 marks)	Excellent rationale for site selection which identifies both positive and negative aspects of site in relation to the audience. Negative attributes are completely overcome and minimised.	Good rationale for site selection which identifies both positive and negative aspects of site in relation to the audience. Negative attributes are appropriately overcome and minimised.	OK rationale for site selection which identifies both positive and negative aspects of site in relation to the audience. Negative attributes are somewhat overcome and minimised.	Poor rationale for site selection which does not clearly identifies both positive and negative aspects of site in relation to the audience. Negative attributes are not well overcome or minimised.	Very poor rationale for site selection which does not identify positive or negative aspects of site in relation to the audience. Negative attributes are not overcome or minimised.
Marking Guide (out of 10)	9-10	7-8	5-6	3-4	0-2
3       Logistics Site Map (10 marks)	Excellent quality site map which shows all key elements. Information is displayed appropriately for use. Site map includes a very good key and is suitably presented on A4 or A3 paper.	Good quality site map which shows key elements. Information is displayed appropriately for use. Site map includes a good key and is suitably presented on A4 or A3 paper.	OK quality site map which shows some key elements. Information is somewhat displayed appropriately for use. Site map includes a reasonable key and is suitably presented on A4 or A3 paper.	Poor quality site map which shows very few key elements. Information is displayed inappropriately for use. Site map does not include a key and is not suitably presented on A4 or A3 paper.	Very poor quality site map which shows no key elements. Information is displayed inappropriately for use. Site map does not include a key and is not suitably presented on A4 or A3 paper.
4       Hazard Register (10 marks)	Excellent hazard register for event including 20+ hazards identified. Supplied table used for display with all columns of table completed to a very high standard.	Good hazard register for event including 20 hazards identified. Supplied table used for display with all columns of table completed to a high standard.	OK hazard register for event including 20 hazards identified. Supplied table used for display with most columns of table completed to an OK standard.	Poor hazard register for event with less than 20 hazards identified. Supplied table used for display with most columns of table not completed to an acceptable standard.	Very poor hazard register for event with very few hazards identified. Supplied table not used for display.
Marking Guide (out of 5)	5	4	3	2	0-1
5       Site Flow (5 marks)	Excellent statement of flow of suppliers and event attendees and how they will access and travel around the event including clearly discussing the relevant infrastructure.	Good statement of flow of suppliers and event attendees and how they will access and travel around the event including discussing the relevant infrastructure.	OK statement of flow of suppliers and event attendees and how they will access and travel around the event including somewhat discussing the relevant infrastructure.	Poor statement of flow of suppliers and event attendees and how they will access and travel around the event including poorly discussing the relevant infrastructure.	Very poor of flow of suppliers and event attendees and how they will access and travel around the event including no discussion of relevant infrastructure.
6       Staging Elements (5 marks)	An excellent staging elements chart is replicated and a line is put through it indicating where the proposed event fits. Paragraph indicates clearly why the staging elements fit where they do.	Good staging elements chart is replicated and a line is put through it indicating where the proposed event fits. Paragraph indicates why the staging elements fit where they do.	An OK staging elements chart is replicated and a line is put through it indicating where the proposed event fits. Paragraph somewhat indicates why the staging elements fit where they do.	A poor staging elements chart is replicated and it is unclear where the proposed event fits in relation to staging elements. Paragraph does not indicate why the staging elements fit where they do.	Staging elements chart is not replicated and it is unclear where the proposed event fits in relation to staging elements. No paragraph is included.
Marking Guide (out of 10)	9-10	7-8	5-6	3-4	0-2
7       Production Plan (10 marks)	An excellent event production schedule including tasks for the pack in, event and pack out phases. Schedule is displayed in a clear timetable format with all tasks in an appropriate order.	A good event production schedule including tasks for the pack in, event and pack out phases. Schedule is displayed in a timetable format with all tasks in an appropriate order.	An OK event production schedule including most tasks for the pack in, event and pack out phases. Schedule is displayed in a timetable format with most tasks in an appropriate order.	A poor event production schedule including hardly any tasks for the pack in, event and pack out phases. Schedule is not displayed in a timetable format with hardly any tasks in an appropriate order.	A very poor event production schedule including little or no tasks for the pack in, event and pack out phases. Schedule is not displayed in a timetable format with little to no tasks in an appropriate order.
Marking Guide (out of 5)	5	4	3	2	0-1
8       Event Communication Plan (5 marks)	Excellent indication of how communication will be managed at the event. Differences between communication with staff and the event customer is clearly shown.	Good indication of how communication will be managed at the event. Differences between communication with staff and the event customer is shown.	OK indication of how communication will be managed at the event. Differences between communication with staff and the event customer is somewhat shown.	Poor indication of how communication will be managed at the event. Differences between communication with staff and the event customer is poorly shown.	Little to no indication of how communication will be managed at the event. Differences between communication with staff and the event customer is not shown.
9       Staff Plan (5 marks)	Excellent comprehensive staff plan written including numbers, placement and specific task/roles Excellent presentation throughout.	Good comprehensive staff plan written including numbers, placement and specific task/roles Good presentation throughout.	OK staff plan written including some numbers, placement and specific task/roles OK presentation throughout.	Poor staff plan written including very few numbers, placement and specific task/roles Poor presentation.	Very poor staff plan written with no mention of numbers, placement and specific task/roles Very Poor presentation throughout
TOTAL MARKS	60	Marked out of 60

 

OPTION B:                                                                                                TOTAL:  60 MARKS

 

INDOOR EVENT LOGISTICS

 

Objectives

 

To create an indoor themed event as part of a product launch, suitable for a conference or one off business venture. To learn about the systems and processes associated with a large Public Assembly Facility.

 

 

Learning Outcomes

 

2          Analyse and critique the traffic management, customer management and site logistics of an outdoor event, with a focus on operational and health and safety issues.

 

 

References

 

Allen, J., O’Toole, W., McDonnell, I., & Harris, R. (2011) Festival and special event management. (5^thed.).

 

 

Case Study

 

Use the following case study to base your assessment on:

 

You have been contracted to run an awards ceremony for Inventive Innovations, an IT company in Christchurch.  The following is the brief that has been given to you by the client:

 

• The purpose of the function is to celebrate the company’s successes, acknowledge key clients and awardtop achievers in the company.
• The anticipated number of guests will be 800 and Horncastle Arena has been booked on the available dates, you have the entire facility on the night.
• There will need to be a process for marshalling award recipientsto and from the stage and planning around who will hand out the awards.There will be 10 award recipients in total.
• The event should include a guest speaker.
• There must be an entertainment element at the event e.g. band, singer, comedian etc. as well as a surprise element (to be determined by you). The surprise element must have the ‘wow’ factor.
• The theme requested ispost-earthquake new beginnings.
• The budget allocated is $115,000 which is to cover food, beverage, the theme/decor and entertainment and all costs associated with the event.

 

 

PLEASE NOTE: You are not required to get quotes or submit a budget for this Assessment however this information should be used as a guide.

ASSESSMENT REQUIREMENTS

 

Using the assessment case study write a report which includes the following:

 

• Event Client Proposal

 

The client,Inventive Innovations, has requested a proposaloutlining your ideas for the event.  Use the information outlined in the brief to put together a comprehensive schedule of events including the following elements:

 

• Entertainment& surprise element
• Food& beverage
• Award ceremony
• Theme
• Guest speaker
• Any other elements you think should be included.

 

It should be written in a manner that is appropriate to present to the client (think of it as a sales tool).

 

Presentation

 

Marks are allocated for correct layouts (applicable to each question in some cases), grammar, language, spelling etc. These marks are allocated within the Event Client Proposal section

 

 

• Floor Plan

 

Complete a floor plan for the event that shows all key elements (see p 428, Figure 14.4, Allen et al., (2011) and the relevant lecture PowerPoint presentations).

 

Consideration should be made as to how to best make the plan accurate for those using it (e.g. event staff, contractors etc.) and how to most effectively include all relevant elements such as:

 

Consider the logistical positioning of the following elements:

 

• Key infrastructure and equipment (technical and other)
• Aisles, paths and thoroughfares
• Hospitality elements (i.e. table, chairs etc.)
• Stage and other presentation structures
• Amenities and services e.g. toilets, coat checks, water stations etc.
• Health & Safety aspects and services
• Any other appropriate elements e.g. theming, signage etc.

 

 

PLEASE NOTE: a copy of the floor plan of Horncastle Arena is available on Moodle.  Be careful where you place keys and any other information needed to understand the map. The site map can be A4 or A3 and the use of a key is advised.

 

• Hazard Register

 

Consider all Health and Safety issues pertaining to the event.  Complete a hazard register for the event using the following table:

 

Hazard	Significant Yes or No	Eliminate	Isolate	Minimise	Existing or Potential	Control	Responsibility

 

There should be a minimum of 20 hazards.  Display on an Excel spreadsheet or Word table.

 

 

• Venue Flow

 

Explain how attendees, performers, contractors and staff etc. will access and move around the venue (refer to p 464-465 Allen et al., (2011) and the relevant lecture PowerPoint presentations).

 

Remember to discuss the infrastructure which will be utilised to manage crowds and site flow e.g. stanchions, signage, aisle etc.

 

TIP: Use different coloured arrows to show the flow of the different groups in and around the venue on your floor plan.

 

 

• Staging Elements

 

Consider the various staging elements of your event and plot your event on the chart depicted in Figure 14.5, p 429, Allen et al., (2011).  Do this by taking a copy of the chart and drawing a vertical line up through the staging elements from the ‘Type of Event Audience’ along the x axis.

 

Provide a paragraph discussing the different staging elements you will use and the relationship between them.

 

TIP:If you think that your event is not accurately represented by its position on the x axis you can change its position.  If you do this ensure you explain this in your dis

 

Bachelor of Applied Management

Assessment Two:  Assignment One

Outdoor / Indoor Event Logistics

Case Study

 

Event Logistics

AMEL600

 

 

Semester One 2017

 

Due date:  Monday22 May 2017

 

Time:  4.00pm

(Electronic copy via Moodle Dropbox and Hard copy via Physical Dropbox)

 

Instructions:

Throughout assessment.

This is a Group Assessment comprising two (2) persons.

You will be asked to form into pairs (exceptions to this only with permission of Lecturer).

Together you will submit one (1) assignment (in both Hard and Electronic copy) and will usually both be awarded the same grade once it is marked.

 

You must choose EITHER:

A          Outdoor Event Logistics OR

B          Indoor Event Logistics

and complete an analysis report for that area only.

 

 

TOTAL MARKS:                                                                            60

 

 

Student Name/ID  ………………………………………………………………………………………………

 

 

Ara Institute of Canterbury and its division members reserve the right to use electronic means to detect and help prevent plagiarism.  Students agree that when submitting this assignment, it may be subject to submission for textual similarity review to Turnitin.com.

 

All assessments must be completed by the scheduled date unless alternative arrangements have been made with your lecturer. No late submissions will be accepted by the lecturer unless by prior arrangement. Any late submissions must be submitted by means of application to the Academic Manager for consideration and must include a letter of explanation as to why the assessment is late.  Late penalties may apply.

 

This assessment is worth 40% of the total marks for this course.

This paper has sixteen (16) pages including the cover sheet.

OPTION A:                                                                                                TOTAL:  60 MARKS

 

OUTDOOR EVENT LOGISTICS

 

Objective

 

To create an outdoor themed event for your local city.  To give you an in depth understanding of site logistics planning processes and practices for an outdoor event.

 

 

Learning Outcomes

 

2          Analyse and critique the traffic management, customer management and site logistics of an outdoor event, with a focus on operational and health and safety issues.

 

 

References

 

Allen, J., O’Toole, W., McDonnell, I., & Harris, R. (2011) Festival and special event management. (5^thed.).

 

 

ASSESSMENT REQUIREMENTS

 

You will be required to develop a fictitious event concept to base this assessment on including:

 

• Event theme
• Target audiences
• Venue – this can be in a city location of your choice.

 

 

Write a report which includes the following:

 

• Event Description

 

Write a clear description of the event.  The event duration should be a minimum of two hours and it should have a number of staging elements. Describe the event concept, its format, site location and unique characteristics in a format suitable to present to a sponsor or media.

 

Presentation

 

Marks are allocated for correct layouts (applicable to each question in some cases), grammar, language, spelling etc. These marks are allocated within the Event Description section.

 

 

• Rationale for Venue Selection

 

Write a summary of the rationale for the venue chosen. Consider the positive and negative attributes of the venue in relation to your chosen audience. Where negative attributes are stated say how you have overcome them. Discuss how negative attributes were minimised.

 

 

• Site Map

 

Complete a site map for the event that shows all key elements(see p468-469, Figure 15.10 and 15.11, Allen et al. (2011) and the relevant lecture PowerPoint presentations).

 

Consideration should be made as to how best to make the plan accurate for those using it (e.g. event staff, contractors etc.) and how to most effectively include all relevant elements such as:

 

• Key infrastructure and equipment (technical and other)
• Aisles, paths and thoroughfares
• Entertainment and activity areas
• Food and beverage areas
• Amenities and services e.g. toilets, bins, water stations etc.
• Health & safety aspects and services
• Sponsor and media areas
• Any other appropriate elements e.g. theming, signage etc.

 

PLEASE NOTE:a reasonable quality map is required sufficient for the information to be clearly seen by contractors and those working on the event.  Be careful where you place keys and any other information needed to understand the map. The site map can be A4 or A3 and the use of a key is advised.

 

 

• Hazard Register

 

Consider all Health and Safety issues pertaining to the event.  Complete a hazard register for the event using the following table:

 

Hazard	Significant Yes or No	Eliminate	Isolate	Minimise	Existing or Potential	Control	Responsibility

 

There should be a minimum of 20 hazards.  Display on an Excel spreadsheet or Word table.

 

 

• Site Flow

 

Explainhowattendees, volunteers, performers, contractors and staff etc.will access and move around your event site (refer to p 464-465 Allen et al (5^th Ed) 2011 and the relevant lecture PowerPoint presentations).

 

Remember to discuss the infrastructure which will be utilised to manage crowds and site flow e.g. punter barrier fencing, signage, paths etc.

 

TIP: Use different coloured arrows to show the flow of the different groups in and around the venue on your site map.

 

 

• Staging Elements

 

Consider the various staging elements of your event and plot your event on the chart depicted in Figure 14.5, p 429, Allen et al., (2011). Do this by taking a copy of the chart and drawing a vertical lineup through the staging elements from the ‘Type of Event Audience’ along the x axis.

 

Provide a paragraph discussing the different staging elements you will use and the relationship between them.

 

TIP:If you think that your event is not accurately represented by its position on the x axis you can change its position.  If you do this ensure you explain this in your discussion paragraph.

 

• Production Schedule (on the day)

 

Write a production schedule for your event (see p 440 Allen et al (5th ed), 2011 and the relevant lecture PowerPoint presentations).This will include a list of tasks for:

 

• Pack in of the event
• During the event
• Pack out of the event

 

All tasks should follow a timetable.  Take care to ensure that no tasks precede any tasks which need to take place first e.g. the stage lighting is not installed before the stage.

 

There should be a minimum of 30 tasks.  Display on an Excel spreadsheet or Word table.

 

 

• Event Communication Plan

 

With reference top 465 Allen et al., (2011), say how the communications will be managed at your event.  You should discuss how you will communicate with both event staff and the event customer, each of which will be different.

 

 

• Staff Plan

 

Write a comprehensive staff plan including numbers, placement specific tasks/roles using the below template:

 

Role	Placement	Details
e.g. Ticket attendants x4	Main gates	·         Positioned in ticket portacoms ·         2 attendants per portacom ·         1 attendant taking money, 1 attendant issuing tickets

 

Marking Schedule –Option A:  Outdoor Event Logistics

 

Student Name:  _______________________________________________________________________________

 

 

ASPECT OF THE EVENT	MARKS ALLOCATION
Marking Guide (out of 5)	5	4	3	2	0-1
1       Event Description and Presentation (5 marks)	Excellent event description including detailed event concept and staging elements. Presentation very fit for purpose.	Good event description including event concept and staging elements. Presentation fit for purpose.	OK event description including event concept and some staging elements. Presentation somewhat fit for purpose.	Poor event description, event concept and staging elements. Presentation unfit for purpose.	Very poor event description and no event concept or staging elements. Presentation unfit for purpose.
2       Rationale for Venue/Site Selection (5 marks)	Excellent rationale for site selection which identifies both positive and negative aspects of site in relation to the audience. Negative attributes are completely overcome and minimised.	Good rationale for site selection which identifies both positive and negative aspects of site in relation to the audience. Negative attributes are appropriately overcome and minimised.	OK rationale for site selection which identifies both positive and negative aspects of site in relation to the audience. Negative attributes are somewhat overcome and minimised.	Poor rationale for site selection which does not clearly identifies both positive and negative aspects of site in relation to the audience. Negative attributes are not well overcome or minimised.	Very poor rationale for site selection which does not identify positive or negative aspects of site in relation to the audience. Negative attributes are not overcome or minimised.
Marking Guide (out of 10)	9-10	7-8	5-6	3-4	0-2
3       Logistics Site Map (10 marks)	Excellent quality site map which shows all key elements. Information is displayed appropriately for use. Site map includes a very good key and is suitably presented on A4 or A3 paper.	Good quality site map which shows key elements. Information is displayed appropriately for use. Site map includes a good key and is suitably presented on A4 or A3 paper.	OK quality site map which shows some key elements. Information is somewhat displayed appropriately for use. Site map includes a reasonable key and is suitably presented on A4 or A3 paper.	Poor quality site map which shows very few key elements. Information is displayed inappropriately for use. Site map does not include a key and is not suitably presented on A4 or A3 paper.	Very poor quality site map which shows no key elements. Information is displayed inappropriately for use. Site map does not include a key and is not suitably presented on A4 or A3 paper.
4       Hazard Register (10 marks)	Excellent hazard register for event including 20+ hazards identified. Supplied table used for display with all columns of table completed to a very high standard.	Good hazard register for event including 20 hazards identified. Supplied table used for display with all columns of table completed to a high standard.	OK hazard register for event including 20 hazards identified. Supplied table used for display with most columns of table completed to an OK standard.	Poor hazard register for event with less than 20 hazards identified. Supplied table used for display with most columns of table not completed to an acceptable standard.	Very poor hazard register for event with very few hazards identified. Supplied table not used for display.
Marking Guide (out of 5)	5	4	3	2	0-1
5       Site Flow (5 marks)	Excellent statement of flow of suppliers and event attendees and how they will access and travel around the event including clearly discussing the relevant infrastructure.	Good statement of flow of suppliers and event attendees and how they will access and travel around the event including discussing the relevant infrastructure.	OK statement of flow of suppliers and event attendees and how they will access and travel around the event including somewhat discussing the relevant infrastructure.	Poor statement of flow of suppliers and event attendees and how they will access and travel around the event including poorly discussing the relevant infrastructure.	Very poor of flow of suppliers and event attendees and how they will access and travel around the event including no discussion of relevant infrastructure.
6       Staging Elements (5 marks)	An excellent staging elements chart is replicated and a line is put through it indicating where the proposed event fits. Paragraph indicates clearly why the staging elements fit where they do.	Good staging elements chart is replicated and a line is put through it indicating where the proposed event fits. Paragraph indicates why the staging elements fit where they do.	An OK staging elements chart is replicated and a line is put through it indicating where the proposed event fits. Paragraph somewhat indicates why the staging elements fit where they do.	A poor staging elements chart is replicated and it is unclear where the proposed event fits in relation to staging elements. Paragraph does not indicate why the staging elements fit where they do.	Staging elements chart is not replicated and it is unclear where the proposed event fits in relation to staging elements. No paragraph is included.
Marking Guide (out of 10)	9-10	7-8	5-6	3-4	0-2
7       Production Plan (10 marks)	An excellent event production schedule including tasks for the pack in, event and pack out phases. Schedule is displayed in a clear timetable format with all tasks in an appropriate order.	A good event production schedule including tasks for the pack in, event and pack out phases. Schedule is displayed in a timetable format with all tasks in an appropriate order.	An OK event production schedule including most tasks for the pack in, event and pack out phases. Schedule is displayed in a timetable format with most tasks in an appropriate order.	A poor event production schedule including hardly any tasks for the pack in, event and pack out phases. Schedule is not displayed in a timetable format with hardly any tasks in an appropriate order.	A very poor event production schedule including little or no tasks for the pack in, event and pack out phases. Schedule is not displayed in a timetable format with little to no tasks in an appropriate order.
Marking Guide (out of 5)	5	4	3	2	0-1
8       Event Communication Plan (5 marks)	Excellent indication of how communication will be managed at the event. Differences between communication with staff and the event customer is clearly shown.	Good indication of how communication will be managed at the event. Differences between communication with staff and the event customer is shown.	OK indication of how communication will be managed at the event. Differences between communication with staff and the event customer is somewhat shown.	Poor indication of how communication will be managed at the event. Differences between communication with staff and the event customer is poorly shown.	Little to no indication of how communication will be managed at the event. Differences between communication with staff and the event customer is not shown.
9       Staff Plan (5 marks)	Excellent comprehensive staff plan written including numbers, placement and specific task/roles Excellent presentation throughout.	Good comprehensive staff plan written including numbers, placement and specific task/roles Good presentation throughout.	OK staff plan written including some numbers, placement and specific task/roles OK presentation throughout.	Poor staff plan written including very few numbers, placement and specific task/roles Poor presentation.	Very poor staff plan written with no mention of numbers, placement and specific task/roles Very Poor presentation throughout
TOTAL MARKS	60	Marked out of 60

 

OPTION B:                                                                                                TOTAL:  60 MARKS

 

INDOOR EVENT LOGISTICS

 

Objectives

 

To create an indoor themed event as part of a product launch, suitable for a conference or one off business venture. To learn about the systems and processes associated with a large Public Assembly Facility.

 

 

Learning Outcomes

 

2          Analyse and critique the traffic management, customer management and site logistics of an outdoor event, with a focus on operational and health and safety issues.

 

 

References

 

Allen, J., O’Toole, W., McDonnell, I., & Harris, R. (2011) Festival and special event management. (5^thed.).

 

 

Case Study

 

Use the following case study to base your assessment on:

 

You have been contracted to run an awards ceremony for Inventive Innovations, an IT company in Christchurch.  The following is the brief that has been given to you by the client:

 

• The purpose of the function is to celebrate the company’s successes, acknowledge key clients and awardtop achievers in the company.
• The anticipated number of guests will be 800 and Horncastle Arena has been booked on the available dates, you have the entire facility on the night.
• There will need to be a process for marshalling award recipientsto and from the stage and planning around who will hand out the awards.There will be 10 award recipients in total.
• The event should include a guest speaker.
• There must be an entertainment element at the event e.g. band, singer, comedian etc. as well as a surprise element (to be determined by you). The surprise element must have the ‘wow’ factor.
• The theme requested ispost-earthquake new beginnings.
• The budget allocated is $115,000 which is to cover food, beverage, the theme/decor and entertainment and all costs associated with the event.

 

 

PLEASE NOTE: You are not required to get quotes or submit a budget for this Assessment however this information should be used as a guide.

ASSESSMENT REQUIREMENTS

 

Using the assessment case study write a report which includes the following:

 

• Event Client Proposal

 

The client,Inventive Innovations, has requested a proposaloutlining your ideas for the event.  Use the information outlined in the brief to put together a comprehensive schedule of events including the following elements:

 

• Entertainment& surprise element
• Food& beverage
• Award ceremony
• Theme
• Guest speaker
• Any other elements you think should be included.

 

It should be written in a manner that is appropriate to present to the client (think of it as a sales tool).

 

Presentation

 

Marks are allocated for correct layouts (applicable to each question in some cases), grammar, language, spelling etc. These marks are allocated within the Event Client Proposal section

 

 

• Floor Plan

 

Complete a floor plan for the event that shows all key elements (see p 428, Figure 14.4, Allen et al., (2011) and the relevant lecture PowerPoint presentations).

 

Consideration should be made as to how to best make the plan accurate for those using it (e.g. event staff, contractors etc.) and how to most effectively include all relevant elements such as:

 

Consider the logistical positioning of the following elements:

 

• Key infrastructure and equipment (technical and other)
• Aisles, paths and thoroughfares
• Hospitality elements (i.e. table, chairs etc.)
• Stage and other presentation structures
• Amenities and services e.g. toilets, coat checks, water stations etc.
• Health & Safety aspects and services
• Any other appropriate elements e.g. theming, signage etc.

 

 

PLEASE NOTE: a copy of the floor plan of Horncastle Arena is available on Moodle.  Be careful where you place keys and any other information needed to understand the map. The site map can be A4 or A3 and the use of a key is advised.

 

• Hazard Register

 

Consider all Health and Safety issues pertaining to the event.  Complete a hazard register for the event using the following table:

 

Hazard	Significant Yes or No	Eliminate	Isolate	Minimise	Existing or Potential	Control	Responsibility

 

There should be a minimum of 20 hazards.  Display on an Excel spreadsheet or Word table.

 

 

• Venue Flow

 

Explain how attendees, performers, contractors and staff etc. will access and move around the venue (refer to p 464-465 Allen et al., (2011) and the relevant lecture PowerPoint presentations).

 

Remember to discuss the infrastructure which will be utilised to manage crowds and site flow e.g. stanchions, signage, aisle etc.

 

TIP: Use different coloured arrows to show the flow of the different groups in and around the venue on your floor plan.

 

 

• Staging Elements

 

Consider the various staging elements of your event and plot your event on the chart depicted in Figure 14.5, p 429, Allen et al., (2011).  Do this by taking a copy of the chart and drawing a vertical line up through the staging elements from the ‘Type of Event Audience’ along the x axis.

 

Provide a paragraph discussing the different staging elements you will use and the relationship between them.

 

TIP:If you think that your event is not accurately represented by its position on the x axis you can change its position.  If you do this ensure you explain this in your dis