Page 253 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes On-site Precautions
Do not bring airline tickets or unnecessarily large amounts of cash to the Exhibition or
Event, bring only what you need for the day.

Take purses, wallets, briefcases and other personal items with you when you leave the
exhibition stand.

Build hidden or locked panels into the stand for storage of personal items.
During setup, do not leave valuable exhibitor equipment or personal items unattended.
Combine smaller items into a larger case, making them more difficult to steal, or shrink-
wrap them together.

An inventory of the contents of all crates should be made before unpacking at the beginning
of set up and prior to returning to the shippers.

Use locked showcases on the stand for small valuable products or items.
Cover tables at the end of each day; a heavy plastic sheet will also make a noise if moved.
Setup and Dismantling
Follow all displayed warning signs and posters.

Take heed of all smoking regulations.
Wear appropriate hearing, eye, head and foot protection.
When dealing with electricity always use a certified electrician.
Be careful when walking in the aisles during setup and avoid walking in front of forklifts
and between crates.
Keep all aisles and work areas clean and free of hazards. Discard all rubbish and waste in
the proper containers.

When lifting, keep your back straight. Use your legs to lift the object, not your back.
Use a step stool or step ladder, not a table or chair.
When dismounting from equipment or fixed objects always dismount facing the machine
or object. Never jump down.
Have a well-stocked first-aid kit with you.
The event manager and his team are responsible for the safety and security of the venue and the
audience. They are often behind the screen involved in planning and executing the event. The
event manager gives the responsibility to those depending on their skills as to whom to manage
what in a particular situation. There are police services arranged at limited or no cost for
community events. Security guards are arranged depending on the size of the crowd. This
ensures that the discipline is maintained within the theatre. All kinds of electrical safety need to
be arranged by the coordinator. First aid and health related safety measures are to be taken into
consideration by the coordinator.

Example: For every event, standard reporting relationships on all operational issues
needs to taken care of by the team.
For this, there needs to be proper communication ensured. The chain of command or organization
chart for the event as a whole should be pre-planned and prepared in written or diagram form.
Emergency reporting, if done by all members in the team at the moment of emergency, can keep
the audience aware and controlled.

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