on ground & venue management

ON GROUND & VENUE MANAGEMENTFrom design to construction

John Jossifakis, MSc, PMP

Objectives

• Planning site management

• General Event Layout- Entrance- Exit, including emergencies- Toilets- Scaffoldings- Green Room- F & B area- Seating & Standing area- Parking including VIP’s

• Planning venue expenditure

Introduction

• Event management is required to reduce the cost and time required to organize an event by designing accurate plans

• The two main activities involved in event management are:

– Site management / Operations management / Logistics management

– Production management / Technical Direction

Event Management

Site Management

• The main activities involved in site management are:

– Planning a venue

– Preparing a physical event layout

– Organizing security

– Providing food and beverages

– Maintaining cleanliness

– Provide transport facility

– Providing emergency plans

Venue

• A venue can be planned based on the answers for the following questions:

– What is the type of event?

– What is the available budget for the venue?

– How may people are expected to attend the event?

– What should be the location of the venue?

– Are their any social and economic concerns?

– How can people access the venue and depart from the venue?

Physical Event Layout

• Estimate the number of people attending the event

• Finalize venue and arena lay-out (CAD format)

• Estimate the area required for seating arrangement

• Decide the required number of entrances and exits

• Identify the location for entrances and exits

• Decide the location for emergency exit

• Create in 3D Rendering or Simulation


• Identify the number of lights to be provided in entrance, exits and side

of arena

• Identify the need for fencing

• Obtain the approval of fencing layout from DMC

• Decide on the scaffolding area, if scaffoldings are required

• Identify the location for the BOX Office

• Identify the area for civil defence


• Identify the requirements for the paramedic station

• Identify the locations for paramedic stations

• Decide a coordinator for paramedics

• Locate the location of toilets

• Identify the people required to setup the greenroom

• Identify the factors for deciding the layout of green room

• Locate the parking area

Site Plan Full Plan

Site Plan Wide Angle

Site Plan Close Up

Presentation Zone

Physical Layout – Standard Greenroom

Physical Layout- VIP Greenroom

Security

• Arrange Police Barrier/Fencing with approval of Venue and/or Dubai Police

• Identify the event venue perimeter as decided by the security agency

• Identify the outside venue perimeter as decided by venue and/or Dubai

Police

• Decide about the security to be provided backstage

Security

• Identify the need for police and CID affiliation (sometimes they come)

• Decide the areas to be blocked during the event

• Organize the police barriers

• Organize the style of ticketing / wrist bands and how to identify ticket

types under dim light conditions.

Food and Beverages

• Appoint suitable catering partner to handle all public bars as well as

show catering

• Obtain beverage price approval letter from CID and/or Venue

• Obtain approval letter for bar set up

• Decide about the service to be provided to the audience

• Decide the timings for food and beverages

• Ensure adequate F&B service for number of participants

Cleanliness

• Assign cleaners for the venue

• Provide pest control facilities

• Schedule cleaning activities

• Identify the locations for dustbins

• Identify the locations for toilets

• Decide the number and location of signboards

Transportation

• Obtain approval from Dubai transport

• Estimate the parking area for vehicles

• Decide parking locations

• Discuss public transport options with RTA

• Identify and rent venue and arena transportation as required (buggies,

scooters etc.)

Emergency Plans

• Identify the emergencies that can occur during the event

• Estimate the required number of first aid facilities

• Decide the fire fighting equipment to be provided

• Estimate the number of volunteers required

• Identify the locations at which the volunteers will be available

• Source the volunteers

• Train the volunteers

• Retain the volunteers

Production Management

• The main activities involved in production management are:

– Production Planning – liaison with artist and local Production teams

– Plan the stage design

– Managing office & phone

– Managing power

– Providing forklifts

– Providing house lights

– Managing barricade and backstage

Stage, Sound and Lights

• Identify the required stage elements

• Identify the entry and exit points for the artists

• Identify the need of providing screens for back audience

• Decide the lighting and sound arrangements for the stage

• Plan the decorations for the stage

• Discuss the tech / backline requirements with the artists. What is

their technical ryder?

Office and Video room

• Identify the need for telephone and fax facilities

• Decide the number of telephone and fax lines

• Identify the equipments to be provided in the video room

• Provide for staff catering, access to F&B, wash facilities, basic first

aid, suntan lotion etc

• Venue communications? How will your crew communicate?

Power

• Estimate the power required for the event

• Decide the number of generators required

• Decide the number of air conditioners required

• Liaise with the concerned people for power supply equipments

• Estimate the power required for backstage

• Identify the power supplier

Forklifts and House Lights

• Identify the kind of forklift facilities to be provided to the artists

• Estimate the number of forklifts to be provided

• Decide the lighting to be provided during night time

• Estimate the number of lights required for the site

Barricade and Backstage

• Decide the type of fencing to be provided for the stage and backstage

area

• Identify the location of the green room

• Decide the number of dressing rooms

• Decide the number of rehearsal rooms

• Identify the facilities to be provided in the barricade and backstage

area

• Discuss Greenroom / Ryder with artist management

Venue Expenditure

• Estimate the expenditure for the venue

• Estimate the expenditure for the production

• Estimate the expenditure for security

• Estimate the expenditure for the equipment

• Estimate the expenditure for the stage and backstage area

• Estimate the expenditure for scaffolding

How do I not forget stuff ?

• Create checklists during planning the event

• Some of the sample checklists are as follows:

Physical Event Layout - Checklist

Questions Answers

What are the required number of entrances and exits?

How many people are expected to attend the event?

How many number of toilets are required?

Do you require a green room?

How much seating area is required in the venue?

How much standing area is required in the venue?

How much area you require for parking?

Food and Beverages - Checklist

Questions Answers

What is the name of the contracted hotel?

Is the water price approval received?

Is the bar set up approval received?

Is the letter for collection from DMC received?

Are the audience allowed to take drinks to their place?

Do you want to provide walk around service?

At what time will the food and beverages be served?

Emergency Plan - Checklist

Questions Answers

Are there sufficient first aid facilities?

Do you have professional people to provide medical help?

Are there fire sufficient fighting equipments available?

How many emergency exits are provided?

How many volunteers will be required?

Where will the volunteers be available for help?

Power

Questions Answers

Are there sufficient lights in the emergency exit and entrance areas?

Who will liaise with the concerned people for power supply equipments?

How many number of air conditioners are required?

How many generators to be provided?

Is there sufficient lighting provided on the stage and in the backstage area?

Venue Expenses - Checklist

Supplier Credit

Venue

Production

Security - Transguard

Equipment Rental

Venue Expenses - Checklist

Supplier Credit

Stage A/C

Deposit of equipment

Back stage area

Scaffolding

Case Analysis:

Alicia Keys Concert in Dubai Media City

Dubai Media City Venue Plan

Site Management

Seating - Scaffolding

Seating – Grandstand

• Productions

• Stage

• Managing Office & Phone

• Air Conditioning & Heat

• Power

• Forklifts

• Barricade/ Backstage

• House Lights


Event Layout:

• 2 seating areas (1,000 capacity each)

• Maximum 7,000 attendance

• 4 lanes entrance

• Finalize layout on hand

Lights:

• Emergency exit and entrance to be lighted up using Byrne equipment, plus additional lights on the side on arena.

Police Fencing:

• To be requested by Mirage Promotions and assigned by Dubai Media City if challenges occurs.

Security:

• Event venue perimeter by the Security agency

• Outside venue perimeter by Dubai Media City

• 2 Dubai Media City security to be located at the backstage

Fencing:

• By Byrne equipment shown layout approved by DMC

• Blocking of parking spaces

Site Management – in Summary using the Alicia Keys event

F & B:

• Provided by contracted hotel

• Water price approval

• Drinks can be taken by the audience to their places

• No walk around service

• Letter for collection from DMC

• Bar set up approval

• Timing from 7:00pm to 12:00 pm only

Power Supply:

• Gearhouse to use DMC’ s built in power supply

• Byrne equipment will liaise with all concerned for the power supply equipments

Generators:

• Gearhouse to use DMC’ s built in power supply

• Byrne equipment will liaise with all concerned for the power supply equipments

Back Stage:

• Will be set up by Harlequin

• Power supply provided by Byrne or DMC

Site Management - in Summary

Green Room:

• Will be set up by Byrne equipment

• Block the parking area for Byrne to be able to set up

Portable Toilets:

• Location, back area of amphitheater, provided by Byrne equipment

• Special needs toilets at DMC Reuters Building, ground floor

Facilities:

• Cleaners will be provided by DMC, before, during and after the event

• Pest control will be provided by DMC

Bridge Kiosk:

• Used for ticket sales

• Wrist band will also be given at the Kiosk area and entrance

Buggies:

• DMC will provide 2 buggies with driver during the event, only used for the band and singer

• One buggy will be ready at 2pm and the other one will be ready at 6pm

• Both boggy and drivers should be out of the event site at 12:00 (maximum)


Paramedics:

• 8 rectangular table will be borrowed from the hotel for paramedics station

• 2 paramedics stations are located on both side of the Grand stand & additional 2 stations are located on both side of the stage

• Paramedics will be handled and coordinated by Sonny of DMC

Dubai Police:

• All matters concerning Dubai Police will be coordinated by DMC

• Back road of DMC amphitheater to be blocked for taxis only

Taxis:

• DMC will send a request letter to Dubai transport

• Back road of DMC amphitheater to be blocked for taxis only

Signage’s:

• All road signage will be collected by Mirage Promotions

• All banners will be collected by Mirage Promotions


Venue ExpensesSupplier Credit Debit

ArtistAlicia Keys

VenueThe Dubai Media City - Amphitheatre 100,000.00 Dubai Media City Misc Refundable Fee 20,000.00 20,000.00 F&B Venue rights 25,000.00

Backstage Intercon Catering 8,400.00

Venue Facilities

Production Gearhouse 100,000.00•Staging• Lighting•Sound•Backline Rental

Security ASK 25,000.00

Equipment Rental •Toilet Units Byrne 55,000.00•Gren Room•Generators

Stage A/C Aggreko 5,000.00

Deposit for Equipment Byrne Equipment Rental 400.00

Backstage area Harlequin tent 23,470.00

Scaffolding Al Laith Grand Stands 65,195.00 •Grand Stands

Q&A

Thank You

Case Study – XYZ Concert. Ltd.

• Plans to organize a dancing and singing concert

• Plans to hire an area 2500 sq. feet to build a temporary site with facilities, such as parking

• Requires to identify the requirements of the event before signing the contract

• The concert is scheduled for 2 days

• The decided date is May 07’ 2010 and May 08’ 2010 from 5:00 pm to 8:pm

• The site can accommodate approximately 700 people

• The concert hall provides parking space and a canteen

• The company decides to provide drinks and beverages for the audience

Facts and Figures

• Discuss the fencing requirements

• Plan for audience management

(Hint: Entrance and exits, public sitting and standing

arrangement, toilets, parking, cleaning, emergency plans,

drinking water, and managing office)

• Plan for the production management

(Hint: Green room, artist sitting and standing area, backstage, and video screens)

• Estimate the power supply required for the event

(Hint: Power required for lighting, air conditioning, and number of generators)

Activity

• Provide Security to the audience

(Hint: Safety Officers and Police barriers)

• Plan for emergencies

(Hint: Fire fighting, fire brigade, first aid, and ambulance)

• Estimate the venue expenses

Activity

Plan a site layout using the following area:

Activity

Site LayoutThe following is a suggested site layout:

on ground & venue management

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