Logistics in event management

Logistics in event management

1. "Logistics means having the right thing, at the right place, at the right time."

2. Word, ’Logistics’ is derived from French word ‘loger’, which means art of war pertaining to movement and supply of armies. “Logistics means the art of managing the flow of raw materials and finished goods from the source to the user” To get goods from where they arise to the right place in the right form, at the right time, at the right cost, “Logistics or physical distribution or distribution logistics is an integral part of Marketing Process”.

3. D e f in i tio n s Application of management principles to logistics operations for efficient and cost effective movement of goods and personnel . M anagement of the activity of transporting goods to customers or to places where they are bought or sold

4. Definition Of LM  According to Council of logistics management: “Logistics is the process of planning, implementing and controlling the efficient, effective flow and storage of goods, services and related information from point of origin to point of consumption for the purpose of conforming the customer requirement”.

5. Logistical management includes the design and administration of systems to controls the flow of material, work- in – process, and finished inventory to support business unit strategy. Logistics is the designing and managing of a system in order to control the flow of material throughout a corporation.

6.  Logistics of an company includes movement of raw materials, coordinating flows into and out of different countries, choices of transportation, and cost of the transportation, packaging the product for shipment, storing the product, and managing the entire process.

7.  There are two main phases that are important in the movement of materials: material management and physical distribution.    Materials management is the timely movement of raw materials, parts, and supplies. The physical distribution is the movement of the firm's finished products to the customers. Both phases involve every stage of the process including storage. The ultimate goal of logistics is: "To coordinate all efforts of the company to maintain a cost effective flow of goods."

8.  Inbound logistics covers the movement of materials received from suppliers.    Material management describes the movements of material & components within a firm. Physical distribution refers to movement of goods outward from the end of the assembly line to the costumer. Supply- chain management is somewhat larger than logistics and it links logistics more directly within the user’s total communication network & with the firm engineering staff. It includes manufacturer and suppliers but also transporters, warehouses, retailers and customers themselves.

9. Importance of logistics Transportation cost rose rapidly due to the rise in fuel prices Production efficiency was reaching a peak Fundamental change in inventory philosophy Product line proliferated Computer technology Increased use or computers

10. Elements of logistics system Transportation Warehousing Inventory Management Packing & Utilization & Information & Communication

11. Identify event infrastructure  The first stage of event operational planning involves establishing the event infrastructure requirements.  These requirements could be for an indoor venue, such as sports centre, community hall or an exhibition centre.  They could also be for an outdoor site.

12. Identify event infrastructure  The first step is to coordinate with relevant authorities at the commencement of the management cycle to ensure regulatory requirements are integrated into planning process .

13. Identify event infrastructure  The second step is to identify and analyse infrastructure and facility requirements based on detailed review of all aspects of the proposed event and venue.

14. These requirement includes: Staging Power supply Water supply Heating or air- conditioning Public toilets Erection of temporary structures (in addition to staging) Scaffolding Emergency services Car and coach parking Transport systems Contractor access Camping sites or other temporary accommodation Signage Technology requirements Disabled access Waste management Security Any environmental or heritage requirements

15. Once detailed list of the infrastructure requirements has been developed, it needs to be discussed with the approving authority or venue management. At all stages it is necessary to incorporate safety, security and risk management issues into all planning documentation and processes as safety aspects are the most likely to lead to rejection of event plans.

16. Establish and organise event infrastructure  Following approval from the relevant authorities , site or venue manager, steps can be taken to establish and organise event infrastructure and contractors.  It requires accurate request for tenders or detailed briefing of contractors so that quotes can be obtained from suppliers of equipment and services.

17. Establish and organise event infrastructure Licences may be required for: Building work Electrical work Gas fitting Handling hazardous materials Forklift operations Stage sets(e.g. Fire retardant certification) Rigging Pyrotechnics and special effects security

18. Establish and organise event infrastructure The logistics of event management planning involves: getting things organised getting things in the right place at the right time  pulling everything down.

19. Establish and organise event infrastructure Running an outdoor event:  Each element of the proposed infrastructure must be discussed with key stakeholders and suppliers.  Careful coordination and monitoring is essential particularly during the bump-in phase when several contractors will be working simultaneously.

20. Bump-in (or set-up) Setting up can be a time-consuming process and a run- through must be built into planning It is absolutely essential as it is imperative that all facilities and equipment work. For outdoor sites: -an all-terrain vehicle may be needed to avoid damage to grass. -Perimeter fencing is required - Computer network and other cables are laid along the fence line and these must be covered for safety reasons and tested to ensure that the network is up and running.

21. Bump-in (or set-up)  Most infrastructure is installed on the day before the event and there are safety issues with this if members of the public, including children, have access to the site.

22. Over seeing event set up Establish contact with the nominated contractor personnel at the appropriate time and reconfirm and agree all requirements Agree to and make any necessary adjustments with the contractor Check all aspects of the event set-up against the pre-arranged agreements (materials and equipment, room set up, staging, technical equipment, display and signage, food and beverage facilities, registration areas) Check all areas of the venue and equipment are accessible and safe Identify any deficiencies and discrepancies and take prompt action to rectify the situation Iillustrates the level of checking that needs to be done to ensure that the set-up of an event will run smoothly.

23. Bump-out (or Breakdown) It is the reverse of the bump-in A detailed schedule needs to be developed and agreed with contractors. All temporary structures and equipment need to be dismantled. This has to happen immediately after the audience has left, sufficient staff will be required because at this stage everyone is generally exhausted, which itself presents a safety risk.

24. Bump-out (or Breakdown)  If bump-out does not occur immediately, security staff will be needed to monitor the site until all equipment and materials have been remove.

25. Over seeing event breakdown Co-ordinate the packing and removal of all materials and equipment Check the venue to ensure items and belongings are not left behind Oversee the breakdown of the event to ensure it is completed in accordance with agreements Debrief with contractors to discuss any difficulties or suggestions for future improvements Check and sign accounts in accordance with contractor agreements Note any outstanding items requiring post- event action

26. Monitor Build of event infrastructure  During the bump-in process the event organiser needs to monitor progress with infrastructure build.  Specific times are allocated to this process in the exhibition industry and, for safety reasons exhibitors are no allowed to access to their stands until the build is complete.

27. Monitor Build of event infrastructure  Sharing information with stakeholders, contractors and other staff is essential.  Keeping all plans in your head is not advisable.

28.  Monitoring progress, by itself, may not be enough.  A good event manager anticipates possible changes that might be required and develops positive action plans to keep progress on time and on budget.