On-Site Complex Event Management

What Is The Experience Authenticity Festival Foodservice?

The study is mainly focused on the management of the on-site event which is a complex event having multiple components. The management of the on-site complex event is managed with the application of the communication, negotiation as well the problem solving skills. There is the consideration of the thorough knowledge of the different types of problems and the challenges faced by the event coordinator which has the effect on the operations of an event (Robertson and Frew 2013). It is obvious that for the management of complex events there are huge and complex activities are needed to be performed in short period of time and this should require the application of the skills and innovative ideas for controlling and successfully implementing the event (Getz 2012). There is the need of developing documentation which is facilitated across all of the areas. This is achieved with impressive and comprehensive management of the operations or the activities which are involved in managing the complex and real time event for this study.

It is important to understand the fact that for the management of on-site complex event there are various aspects which really needs to be managed by the event coordinator. The processes which are required for managing an event could be the preparation of the on-site management, checking the setup of the real time event, monitoring the event operations and monitoring the event after it will be finished as well (Ballantyne Ballantyne and Packer 2014)

Event name: Caloundra Music Festival or Event

Type of Event: Entertainment and Leisure Event

This is categorized under the entertainment and the leisure event. This event occurs in every year. This event has been presented by the Sunshine Coast Council. In 2018 this event will be occurred on Sep 28, 2018. It is occurring mainly on the Kings Beach which is surrounded by the beautiful sounds of the diverse line up of entertainment. This has been the feature of the Australian music industry as well the famous and reputed artists coming internationally. This is taking place in the month of September. It is occurring for 3-4 days. This music festival or the music event is highlighted as the best of the events managed and organized by the Sunshine Coast Council. This is located at the Kings Beach. This music event contain diverse range of activities and the services which needs to be managed effectively and efficiently so that there are no loop holes created in managing and implementing this huge mass event (Jones and Jones 2014). The event will be occurring on multiple stages over the 4 days. This event has the main feature of bringing in music artists from the local area in Australia as well from the international countries.

Caloundra Music Festival Overview

It starts with fireworks on the day it should be starting its journey. This festival has the mix of live art, roving artists and performers performing briskly. The event also features the beach side carnival, buskers, entertainment for the children for free and the guest appearances in the VIP Kings Club Piano Bar. It also included the artists like the Hoodoo Gurus, Animals, Xavier Rudd, Eskimo Jo and many more. The music event is actually targeting the young bit not so young and the children. They offer various festivals for the children like the live art canvas, painting, kids yoga, face painting, sand play and many more as well.

The event also provides high tech facilities to the local and international artists along with the visitors who will be coming to attend this huge and complex event. This event provides facility for a huge area of bar as well the private bar for the international artists. They allow the visitors to bring their own food, drinks, camp chairs and blankets. This also produces the BYO H2O bottle campaign where the waste disposal could be reduced. This will help in elimination and disposal of wastes outside the event premises.

The festival also targets the young couples, friends and families and it is expanding the range of target audience as well. It is seen that there are around 50 percent of the audience who are coming from outside of the Sunshine Coast area. It has the goal of attracting the huge audience from the local area and from overseas. This also has the aim of engaging the society for improving their cultural and social benefits the event will be going to provide for Sunshine Coast region.

A procedure is a written statement or document which indicates that how the activities or the operations for the implementation of an event to be done. A procedure is also defined as the sequence of actions taken, a list of the activities o the checklist. A procedure should be easy and simple to understand it.

It is seen that for the development of plans and procedures in contributing effectively in these areas of management, critical thinking and high decision making and problem solving skills are required by the event coordinator to analyze and assess the requirements in managing the on- site event (Gibson and Connell 2016).

The one procedure which is selected and needs to be developed in detail should be the risk management. The risk management is the identification, assessing, analyzing and evaluating the risks associated with the event which is going to be occurred. In the context of Caloundra music festival in Australia, there are certain risks which are identified and it needs to be evaluated for the successful management and implementation of the event. With the assessing and implementation of risk management procedure, this event will be evaluating the maximum losses or gains from this event.

Procedure Development for Risk Management

The risks involved in the occurrence of the music event could be the financial risk as the over estimation of the budget due to changes in the requirements both from the artists as well the visitors came for the event. The next could be the health and safety risks of the visitors and the local as well the international artists who will be coming to have a visit and stay for 4 days in this event. The next could be the infrastructural risk. The next could be the environmental risk and the technical risks as well. So for the risk management to be initiated and implemented properly it is important to develop a risk management plan or procedure for assessing and mitigating actions in reducing the likelihood of risks (Quinn 2013). So the risk assessment register is needed to be developed for the risk management plan to be successfully implemented for this event.

Risk ID	Risk Type	Risk Description	Impact	Likelihood (Percent)	Rating	Actions Taken
1	Financial	Increase in the number of visitors and artists.	Extremely High	90	1	It is seen that in this large and complex event the financial calculation becomes very much difficult. The actions taken for reducing down the financial risk is that there is the need of putting more than 2 times money in the bank before the event should be organized.
2	Technical	Damaging of musical instruments and old equipments.	High	80	2	There is always the use of the old and new version instruments and equipments which provides high quality services to the music artists and sounds very good for them.
3	Legal	Documentation in terms of contracts and agreements with artists.	Medium	65	3	The contracts and the agreements should be made in front of the organizing committee of this event and must fulfill all the requirements of the participants.
4	Health and Safety	Accidents and injuries of children and visitors.	High	85	2	Safety toolkits must be arranged, staffs should be given training on how to handle the accident and injury cases. Hiring of professional nurses need to be there for 4 days of this event.
5	Accommodation	Fewer facilities for the artists and the visitors.	Low	40	5	Increase in open spaces for the artists, proper physical equipments needs to be given. Proper sanitation facilities needs to be included
6	Environmental	Dumping of wastes and pollution.	Extremely High	95	1	Energy efficient generators. Green venues. Using water efficient appliances. Need of environment friendly portable toilets for visitors. Recycling of all rubbish and waste.

 

When site setup takes place it is defined as the bump in within the event industry. The bump in could occur before the start of any event and before some days if the event is small event. The Caloundra music festival is not a small event. So bump in basically occurs prior one month before the event should be started.

Bump In Activities	Timeline
Checking with the items at venue	2/9/2018
Checking of the equipments	5/9/2018
Testing of the equipments	6/9/2018
Confirming all the requirements with the technical personnel and internal staffs	9/9/2018
Checking of the Staging Supplies	11/9/2018
Checking of the display supplies	13/9/2018
Checking with the requirements of the caterers	14/9/2018
Checking with the requirements of the artists and visitors	16/9/2018
Room setups	17/9/2018
Checking of accommodation	19/9/2018

Bump Out Activities	Timeline
Checking venue for equipments left behind	20/9/2018
Last moment check of Room equipments and materials	22/9/2018
Last checking of Sound and lighting of the stages	24/9/2018
Checking of Attendance sheets and record keeping of the information	26/9/2018
Checking and signing of initial agreements	27/9/2018
Recording of items for further action	27/9/2018
Feedback taken from the internal staffs.	28/9/2018
Any reports of accidents or injuries for the staffs	29/9/2018
Reviewing and evaluation of the event	30/9/2018

The main event component should be the development of the multiple stages for the different artist coming from international countries. The next could be the development of the drinking stations and the private bar facility which is to be given to the international artists.

Conclusion

From the study it is evident that the Caloundra Music festival is the event which is feasible and it will be successfully implemented again in this year. It concludes that the on site management of this event will be done in a proper way for the economic and the social benefit for the people of Australia.

References

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Getz, D., 2012. Event studies: Discourses and future directions. Event Management, 16(2), pp.171-187.

Gibson, C. and Connell, J., 2016. Music festivals and regional development in Australia. Routledge.

Jones, M.L. and Jones, M., 2014. Sustainable event management: A practical guide. Routledge.

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Robinson, R.N. and Clifford, C., 2012. Authenticity and festival foodservice experiences. Annals of Tourism Research, 39(2), pp.571-600.

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