Page 49 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes 2. The event ............................... will need to be well organized, a good leader with great
communication skills and able to generate enthusiasm.
3. The event ............................... may consist of other members of your organisation, members
of other organisation if it is a joint event, volunteers and other interested parties.
4. The size of the committee is ............................... on the size and complexity of the event.
5. It is in the ............................... stage that you need to start taking notice of the barriers that
will stop your event from looking the way that you want it to.

2.4 Major Consideration for Selecting an Event Venue

1. Size of the event (including the size of the audience)

2. Layout of the site and its suitability for the event
3. Stage, field of play or performance area
4. Transport and parking
5. Proximity to accommodation and attractions
6. Supply issues for goods and services providers, such as caterers

7. Technical support
8. Venue management
An inspection of the site should reveal any limitations, the aspects to consider include:

1. Compatibility with the event theme
2. Audience comfort
3. Visibility for the audience (line of sight)
4. Storage areas
5. Entrances and exits

6. Stage area (where relevant)
7. Equipment
8. Safety and security

9. Access for emergency vehicles.
10. Evacuation routes
In viewing a potential event site, there are three major stake holders who need to be considered
and whose perspectives could be quite different: the performers, the audience and the organizers.
Performers mean those in the limelight, whether this involves providing an educational talk,
dancing in a parade, presenting an award. Performers have some specific needs that are
fundamental to their success, such as the level of intimacy with the audience (often the result of
distance from the audience) or the volume of the sound. Secondly the audience has needs, the
primary one being to see what is going on. The level of lighting and sound, as well as access to
and comfort of the seats also contributes to audience satisfaction. Catering and facilities are
generally secondary. Finally from a management perspective, the venue must help to minimize
risks such as adverse weather, power failure, accidents and emergencies.
Your role now is to ascertain that the conference runs smoothly and any difficulties that may
arise are handled efficiently and promptly. It is very wise to allocate a sufficient number of

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