Page 263 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes 4. When various .............................. rowdiness, high level of excitability - the potential for and
detrimental effects of alcohol abuse become very real.
5. Even though a prohibition on alcohol sales may reduce.............................., many facility
operators by such action reflect their concern for the safety of their patrons.
(iv) Roles and Responsibilities: The role and responsibility of those parties involved in an
event should be specified in writing and known to all prior to an event.
There must be a clear understanding by all involved of the chain of command and the
duties that each person is to perform. An important aid in this endeavor is an event
management plan produced by the facility or promoter with the cooperation of public
agencies that specifies names, duties and location of the people at the event; lines of
communication; contingency plans; door opening; method of plan implementation; a
checklist of personnel, equipment and procedures; expected crowd size and characteristics;
and normal and emergency egress/ingress procedures.
Those with a role in planning, organizing and controlling events cooperatively must find
ways to: (1) anticipate potential sources of danger in public gatherings, (2) take steps to
prevent trouble when and where possible, and (3) be prepared to respond to trouble
quickly and effectively when, and if, necessary.
Through laws and their enforcement, local government influences the character of event
management by establishing building and safety codes and by determining facility capacity,
seating configurations, and other related items. Government also influences an event by
the manner by which it provides such services as police, waste collection and traffic
control.

The role of police at events is to enforce laws and to manage crowds on or adjoining public
property in cooperation and with the necessary support of the facility operator and/or
event promoter.
The Fire Division is responsible for making unscheduled and routine inspections of facilities
to enforce local fire and building codes. It also has the responsibility of citing a facility
operator or patron for violation of safety laws. Their authority to require safe exiting
conditions, as well as to enforce capacity and safety regulations, and their relationship to
other personnel should be clearly defined in advance. Fire personnel, like other appropriate
city personnel, should be involved in the advance planning of an event to assure an
acceptable level of compliance with fire and life safety codes.
Next to local government, facility management has the most influence on crowd safety
and on the activities of promoters and entertainers. No matter how a contract between a
facility and promoter is written, local facility management must acknowledge and accept
its obligation for the safety of the community that it serves. Facility management has
primary responsibility for assuring safe conditions in compliance with applicable statutes
and reasonable standards. That responsibility also requires cooperative efforts with law
enforcement and other event managers. Law enforcement officials can take over direction
and control in emergencies, but that should not dilute management responsibility for
taking all reasonable steps to assure that emergencies don’t happen.

The establishment of house rules and the strict enforcement of those rules and local laws
determine how the patrons, promoters, and the entertainers will behave.

Many facilities train their crowd management personnel and provide orientation manuals
for staff and security. These manuals describe audience characteristics, problem areas,
staff functions, house rules, and emergency plans and facility layouts. They deal will types
and levels of security and familiarize personnel with management objectives.

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