Event Operations Management Substance Flow Analysis

Question: Apply business management theory to practical activities within the events industry;Explore the different issues an events organisation could face whilst using statistical methods and techniques to formulate solutions;Discuss the techniques for analysing events and events management;Examine the licences and other legal requirements for various types of events. Answer: Introduction Arena and Di Gregorio (2014) have described event as a public assembly that take place in a selected venue at the pre-determined time for some particular purposes like education, marketing, charity and some others. It can be easily stated that organizing an event requires proper planning as well as creativity and lots of innovative ideas. An event organizer must have a detailed knowledge about several aspects of conducting a program in both indoor and outdoor venues. It can be automatically stated that an event manager or the organizer needs to be a budget manager, mediator, organizer, facilitator as well as executor. As an events planner for ABC London Events Co., it was asked to organize an event in two venues, like indoor venues and outdoor venues. In this report, proper evidence as well as information would be provided on both these venues and after that, recommendation would be made on the proper venue (Bearzotti, Salomone and Chiotti 2012). However, it is required to mention th at it would a charitable event for wild life protection. Target of this charitable event would be raising awareness about protecting wild life, funding to save them. It is required to mention that at the time of promoting this event, Chelsea Football Club would donate 20,000. Suggested venues In order to carry on unique art event with the street artists, it is required to focus both on indoor event and outdoor venues. As the best indoor venue, Chelsea Old Town hall has been selected. On the other hand, Royal Parks of London has been identified as the best outdoor venue. In this part, it is required to make a thorough research work on these two venues on some specific perspectives and based on the thorough analysis a recommendation would be made on the preferred venue of conducting the unique art event. Figure 1: Two Suggested Venues for Unique Art Event (Source: rbkc.gov.uk 2016, www.royalparks.org.uk) Indoor venues Background of the indoor venue Chelsea Old Town Hall is situated approximately mid-way along the fashionable Kings Road in Chelsea. From the profile, it can be seen that the main hall previously known as Vestry Hall and Small hall, formerly known as Green room are housed in the oldest part of the building that date back to the late Victorian era. Rooms available in Chelsea Old Town Hall are the main hall and the small hall. Based on the nature of the event, in this part, the main hall of Chelsea Old Town Hall would be selected (Hall 2012). If focus is shed on this heritage building, it can be seen that the selection of this venue is justified enough, as this magnificent late Victorian building has been lovingly restored to its original glory. This building provides a beautiful, memorable and photogenic backdrop for several kinds of events. This building offers the event organizers a well-placed and endlessly adaptable space. Therefore, it can be stated that the selection of this heritage building is justified enou gh for conducting the unique art event with the street artists (rbkc.gov.uk 2016). Figure 2: Indoor place for the event in Chelsea Old Town Hall (Source: rbkc.gov.uk 2016) License and legal issues In order to conduct the unique art event with the street artists for a charitable purpose of donating aid for wild life protection, some permits and licenses are required. License is required to arrange, as many artists would be there and the door would be open for the common people. This indoor event would take place indoor and thus requires a permit that would cover all the activities that would take place there. At the time of conducting the event, there would be entertainment programs and thus permit is required to take before conduction of the program (Heck 2016). The entertainment program would take into account singing, music events and display of art works made by the street artists. Chelsea Old Town Hall is one of the most affordable and easily available indoor venues for the conducting such charitable event, where many people, especially the art lovers would come. However, in this unique art event by the street artists, more than 1200 people would attend and thus selection of this venue is justified enough (Jones 2012). Risk management There are definitely some certain risks that might take place at the time of conducting the unique art event with the street artists and the event manager must be well aware of these risks. Identified certain risks in this case are outbreak of fire, occurrence of accidents during displaying the art works, unexpected storm and rain, large number of unexpected art lovers, last minute arrangements as well as unplanned expenses (Jones 2014). The event manager must be well aware of these risks and make all the necessary arrangements to deal with these facts. In that case, availability of space can be one of the major issues if the expected numbers of art lovers exceed and thus, the volunteers must be prepared to handle huge number of people in Chelsea Old Town Hall (Keskitalo 2013). Figure 3: Ample place for displaying art works of the street artists (Source: rbkc.gov.uk 2016) Health and safety measures Any kind of health and safety requirements might take place at the time of conducting the event in Chelsea Old Town Hall and the event managers must be well prepared for this purpose. A heath expert would be hired for safety purpose if any first aid is required to provide to any of the guests. Apart from that, it can be stated that precautions would need to be taken at the time it comes to the entertainment session. Focus is required to shed on the part that no people behave improperly at the time of playing music. Apart from that, no guests would be expected to dance on the floor, as this is an art event and the purpose of this event is charitable. As per Lotem et al. (2013), public liability insurance would be required in case of any possible risks that might arise at Chelsea Old Town Hall during unique art event with the street artists. However, it is required to mention that as the indoor venue is a hall, there must be ample fire extinguishers if any fire outbreak takes place. Th ere would be hip of art works and maintenance of these art works is required properly. Emergency escape routes might be available in the hall and this might be informed to all the people attaining this unique art event with the street artists. The event manager must arrange three backup generators for the event if power off happen. First aid kits must be available along with the skilled paramedical team and an ambulance for the emergency purpose (Masterman 2014). Supply chain management The event is a charitable event and thus the entire arrangement would be made in such a way that the minimum cost can be availed. In this case, high quality with the best affordable price vendors would be contacted to ensure the success of this unique art event with the street artists. The event manager is required to design the event in such a way that the program is composed of the best transport coordinator, catering team, videographer team and photography team as well as the decoration team (Quinn 2013). It is regardless to mention that all these teams would require a high level of communication and coordination among them, so that the entire function runs smoothly. In case of arranging events like art events, a suitable planning is required to make including proper estimation of prices, proper organizational skills and creativity in designs (Preston 2012). Waste management Wastes must be arranged in such a way that it leaves no negative impact on the nature and the surrounding atmosphere. Having a proper waste management is one of the major corporate social responsibilities of any event organizers and they all must use the cups and the plates that are eco-friendly. At the time of decoration, there must not be the use of any plastics and the use of eco-friendly goods are welcomed at the time of conducting this charitable event. There must be ample dust bins in the floor, so that no guests throw out the used cups and dishes here and there in the floor, as this is unhygienic and visual pollution. it is required to mention that before starting the event, all the guests would be informed about keeping the venue clean and clear. Apart from that, the event manager must arrange proper arrangements on the collection of garbage after the ceremony and a team must be ready all the time to clean up the premises all the time (Masterman 2014). CSR sustainability Tum and Norton (2012) have stated that the event manager must be responsible to design the event in such a way that it contributes positive to the nature. The motto of the event is to donate the money earned from the displayed pictures towards the protection of the wild life. Therefore, the program must promote some ideal values to the society that all the people feel that conservation of wild life is highly essential. Prohibition of plastic is one of the best measures that any charitable event can promote and this unique art event is one of the significant examples in this case (rbkc.gov.uk, 2016). Outdoor Venue Background of the outdoor venue The lands of Royal Parks of London are owned by the monarchy of the United Kingdom. The royal families mostly used these places for hunting. The lands of Royal Parks are the part of the heredity possessions of The Crown. Later, with the increasing urbanization of London, most of these parks were preserved as freely accessible open place. The Crown Lands Act was introduced in the year of 1851 that formed eight parks covering almost 2,000 hectares of land in Greater London (royalparks.org.uk 2016). Those eight parks are Bushy Park (445 hectares), Green Park (19 hectares), Greenwich Park (74 hectares), Hyde Park (142 hectares), Kensington Gardens (111 hectares), Regents Park (166 hectares), St. Jamess Park (23 hectares) and Richmond Park (955 hectares) (royalparks.org.uk 2016). Hyde Park and Kensington Gardens, which are adjacent including Regents Park and St Jamess Park are the biggest green places in Central London. All these parks are managed by The Royal Parks which is an agency of the Department of Culture, Media and Spots. Government of UK funds all these parks. Figure 4: Half Marathon event at Royal Parks (Source: rbkc.gov.uk 2016) License and legal issues The authority of Royal Parks provides different guidelines for small events and big events. Unique Art Event by Street Artist event is a small event. The guideline to get a legal license in order to organize the event in one of the parks is mentioned below, Licensing act 2003: All eight parks are licensed for synchronized entertainment under the Licensing Act 2003.Therefore; it is not required to apply for licenses separately. The local council will provide a copy of conditions that apply to the park. Fees: A rate card for holding events in Royal Parks is available in their website www.royalparks.org.uk/business/holding-events. Fees will be charged based on the number of people who will be attending the event (for some events) and disruption charge (all events) per day. Besides, it is also required to pay for any services that the park authority will provide. Event manager will also have to pay a reinstatement bond that will be returned after the event is successfully completed. This event is a charitable event and the charges for this event absed on the amount of people attending is mentioned below, Number of Visitors Fee 100 visitors 270 101 to 200 Visitors 540 201 to 300 Visitors 810 301 to 400 Visitors 1,080 401 to 500 visitors 1,350 Table 1: Event fee structure of Royal Parks (Source: royalparks.org.uk 2016) Application to hold a small event in Royal Park An application letter should be directed to the park authority, which will describe the activity you are willing to carry out. Contact details are shared in the appendix. Contents that must be included in the letter are, Type of the Event: A description about the event that will be held including its full name. Time and Date: Date and time on which the event will take place must be mentioned. It is also important to provide an alternative date in case the initial date is already occupied by other events. Name of the park: It is already mentioned that there are eight parks under The Royal Parks. Therefore, one should give the name of the park where the event will be organized. Number of participants: If applicable, then it is also important to give details of the numbers of people who are estimated to attend the event. Name of your institute: In the application letter, you will have to mention the name of your organization under which the event will be held. Previous events: If you have organized any event in the same venue, then you will have to give details about it. Entry fee: If your event has entry fees then you will have to state how you are willing to collect money (royalparks.org.uk 2016). Collecting money inside the Royal Parks premises is not allowed. Notice period: For small events, it is important to put your application on or before at least 6 weeks. If your time is short then The Royal Parks authority cannot guarantee an immediate response. If you are planning to organize your event between May and September, then you should submit your application as early as possible. Risk management Risk Description Risk Type Risk Priority Risk control measures Process of monitoring Children at event Parents lose child Medium Staffs and volunteers must be briefed to handle this situation. A separate counter should be there for parents to ask for help. Volunteers should be asked to keep an on the people present at the event Volunteers must carry mobile phones or any other communication tool Event organizers to wear special t-shirts so for easy identification Malfunction or Absence of Fashion Requisite Operational Risk Medium Alternative options should be there to cover the mishap Check all he delivered equipments repeatedly. Follow a notebook to ensure all the required items are delivered. Employee Absenteeism Operational Risk Low Low Ask other employees or staff to share the task of the absent employee. Emergence of Security-related risky situations Operational Risk Low Medium There have to be stringent rules and measures in respect to the security. More than expected visitors Management Risk High Medium It is significant to leave a few places accessible just in case if there are more visitors. Do not use all the park for the event. Table 2: Risk management plan (Source: Author) Health and safety measures The beverages as well as food provided in art event must be checked considering the health and safety of the public. The food of the event must be prepared in such a manner that it will avoid any kind of unfortunate accident regarding the food consumption. It will be strictly prohibited to consume alcohol concerning the people of age under 18. In order to ensure the safety and security of this large number of people the event will extensively focus on hiring the security guard (Keskitalo 2013). This particular art event will be ready for preventing any kind of robbery as well as terror attacks. Moreover, the event will keep in mind to remove the toxic and flammable substances from the general reach of public. In this context, proper approval and support from the legislative department will be acquired so that event can be managed without any kind of hindrances. The event will also be ready for unwanted weather risks. Supply chain management It is essential to carry out a proper planning including funding and budgeting for the art event as it is organized in support of wild life protection. Proper supply chain management will be used to communicate and connect with the suppliers who can provide quality goods for the art event and services at a low price (Rojek 2014). Proper negotiation and lots of research is required before selecting a vendor. Waste management Waste management will be an essential part of this event in order to protect the environment. Plastics, food wastes and other wastes must be disposed in the proper places. Staff members should be aware that all the wastes are disposed properly. After the event is over, the organization responsible for the event will clean up the park (Novikova and Kotenko 2013). If the organizing company while performing waste management shows any irresponsibility, then the Royal Parks management will have to pay penalties. CSR sustainability The major purpose of the art event is to influence the societal perception in a significant fashion. Specifically, the outdoor street art event will be highly successful to create a positive image in the context of society as well as culture. The vital reason of this phenomenal impact is that the art event effectively attract the people based on various cultural practices. The art event can also introduce new talent in the views of people (Jones 2012). This facility increases the attraction of art among the public. Moreover, art event must be based on sustainable approach of event management. In the current aspect, it is assumed that the current art event will be proved sustainable, as it will be strictly planned within the budget. Recommendation After analyzing both indoor and outdoor venues, it is recommended that the organization must conduct the art event at Royal Parks. As this event is being conducted for fund raising, highest possible amount of publicity is required. Advertising is everything for such event. If the event is organized at Chelsea Old Town Hall, then the company will have to execute a massive advertising to reach to the people. On the other hand, if the event is organized in Royal Parks, then it is gain publicity and a larger number of visitors automatically. Besides, the wider area of the parks under Royal Park will allow the event organizing company to invite more and artists in the event. This will attract a larger number of crowds, which will ensure the success of the event. Conclusion In the end, it can be said an art event that will exhibit the capabilities of street artists will surely gain a lot of success. In recent times, the people massively appreciate street art where an artist can draw a portrait of a person within 30 minutes or less. However, the success of such event depends on the depth of the crowd. That is why Royal Parks is selected for this event. These parks are highly popular and stay crowded all day. Therefore, the chances are high that people will gather to experience this event which will make this event a successful one. References Arena, U. and Di Gregorio, F 2014, a waste management planning based on substance flow analysis, Resources, Conservation and Recycling, 85, 54-66. Bearzotti, L.A., Salomone, E. and Chiotti, O.J., 2012. 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