Written questions

Student name:  Insert your name

Unit Code:   SITXCCS502

Unit name:    Select event and venue sites

Instructions to Candidate

Using this form, answer all 4 questions. When complete, upload this form in the online area for Event 2.

1. For each event type below, you are to list 4 specific points you must consider when choosing an appropriate venue
   1. Exhibition

Answer:

• Space Requirements: This type of event needs spacious venue for facilitating demonstration of several items. Also for making the exhibition more interesting activities and interactive games could be organized for increasing guest’s involvement within the event. Hence spacious venue is highly needed (Allen, 2009, p. 38).
• Location: Choice of location is also another important aspect when organizing exhibition by the event management company in Australia, Victoria. Location should deliver logistical support, space for social gathering, meeting space, resting spaces, dining area etc. Also the location should be easy to access by the guests.
• Audio-Visual Requirements: The venue should be well equipped with audio-visual facilities for smooth execution of an exhibition. This type of event needs to display the items effectively to the viewers and for this reason these amenities are necessary.
• Attendee Capacity of Venue: The venue for event like exhibition should have provision for over capacity. This is one of the vital points to be considered while arranging exhibitions. For instance Verve Creative Events, an Australia based event management company, is a popular company organizing exhibitions for notable clients such as NSW Food Authority.

1. Festival

Answer:

• Space Requirements:  For organizing festivals such as Christmas in Australia, the venue needs to be vast for accommodating numerous guests and should employ an extensive range of entertainment facilities.
• Food and Beverage (Catering): The venue should have adequate space for dining arrangements and Food and beverages should be well organized for the guests as it contributes to their enchanting experience.
• Staging Requirements: Festivals such as Christmas calls for huge celebration along with dancing. To serve this purpose the venue needs to have space for construction of stage which would be helpful in providing a dedicated space for dance only.
• Audio-Visual Requirements: The event management firm should organize for all the musical amenities that make the actual theme of the festive event.

1. Meetings / Small Conference

Answers:

• Facilities Requirements: The venue selected should comprise logistical facilities, restrooms, storage areas, power facilities etc.
• Technology Requirements: For conducting conferences the venue should be well technologically equipped and should have advanced infrastructure for supporting the activities throughout the event. All conference sessions should be recorded with the help of various cameras and the highlights of the conference can be posted in a well secured website within two hours of concluding each session (Peters, 2007). Highlights can also be displayed in the form of video as a part of the closing session of the conference.
• Food and Beverage (Catering): A gala dinner is to be planned in the venue for catering the guests attending the meeting or conference.
• Audio-Visual Requirements: The venue should be well equipped with audio-visual facilities for enabling presentations and speech during conference and meetings.

1. Convention

Answer:

• Technology Requirements: For conducting convention the venue should be well technologically equipped and should have advanced infrastructure for supporting the activities throughout the event. The venue should be well equipped with audio-visual facilities for enabling presentations and speech by notable speakers during the conventions.
• Facilities Requirements: The venue selected should comprise logistical facilities, restrooms, storage areas, power facilities etc.
• Staging Requirements: There should be enough space for the construction of stage for enabling keynote speakers to deliver speech.
• Food and Beverage (Catering): A gala dinner is to be planned in the venue for catering the guests attending the convention.

1. Social Functions

Answer:

• Space Requirements: Social functions need huge space for music performance, dance, interactive games etc. Therefore venue can be either outdoor or indoor with huge space.
• Facilities Requirements: The venue selected should comprise logistical facilities, restrooms, storage areas, power facilities etc.
• Audio-Visual Requirements: The event management firm should organize for all the musical and sound amenities that make the actual theme of the social event.
• Attendee Capacity of Venue: The venue for social function should have provision for over capacity.

1. Describe how you would manage the following environmental and social impacts when planning and running an event
   1. Parking

When running an event, parking comes up as one of the most significant challenges for the event management company. Most of the guests have their first interaction with the event at the parking lot; hence managing the parking issues is highly significant for the event managers for ensuring a positive experience for the guests. Parking, if not managed properly, can cause huge traffic problems therefore it should be controlled effectively (Carter, 2007). At the very first step, proper research needs to be done on the amount of space that is needed with respect to the number of guests. For instance, in business conferences, there is probability of more single-car drivers. Therefore atleast 75 percent of the event attendees are expected to drive solo, which can swiftly fill the available spaces. Hence, extra parking zones in nearby localities needs to be arranged in advance for accommodating more cars and control traffic in extreme cases. Skilled parking attendants should be arranged who can efficiently prevent slowdown, direct traffic and supervise the lots for safety.

1. Noise

Noise can have severe environmental and social impact and the event management company needs to consider this before conducting an event. The event managers should employ effective measures for reducing noise at the source, implement measures for preventing noise escaping and have proper noise management. The event manager can control the volume of the sound amplification systems. It is vital for reducing the bass of the sound systems since it travels through building structure more easily and results into “thump-thump” beat that causes disturbance. Having a sound limiting device can be employed for managing the level of noise. The doors and windows of the venue should be closed for preventing the noise from going out. Acoustic louvers can be placed over vents as it allows air to pass through as well as reduces noise. Proper noise management is an important aspect of good event management practice.

1. Waste

Waste can significantly affect the environment and society therefore it is mandatory that the event management company employ an effective waste management plan (WMP) before running an event. Waste can be managed by facilitating the use of re-usable cups or biodegradable disposables and plates for the event. Separate bins can be used for the purpose of recycling. Volunteers can be utilized by the event company for cleaning and sorting efforts throughout the event.

1. Crowds

The event management firm should be having a proper crowd management plan as per the type and requirement of the events. For instance in case of social events like pop music concert, it is expected to have huge mass of people. In such events the crowd becomes uncontrollable if not managed properly. Therefore effective management of crowd is necessary which can be done arranging various people and assigning definite roles and responsibilities. Security personnel can be hired for controlling crowd and maintaining queues when necessary like for ticketing and entering inside the venue. Ushers would be hired for checking the seating arrangements and reporting any problems to the managers. Local police personnel can also be associated for managing safety.

1. Use of water

Water is a significant natural resource which needs to be judiciously used during an event. There is high chance of wastage of water if its use is not managed properly. For this reason the managers need to measure the requirement of water with respect to the number of guests attending the event and temporary water tanks can be installed as per the estimation. Personnel can be hired who would be responsible for judiciously supplying the water to the guests. Separate water tanks having limited water can be installed to serve other purposes like hand wash etc.

1. Energy consumption

Unnecessary energy consumption should be avoided as it can have adverse impact on the society and the environment. Use of energy can be managed by properly checking if various instruments and equipments are judiciously utilized and are not consuming unnecessary energy. For instance, if in a business conference, guests leave the meeting area and goes to the dining section, then the lights, air conditioning system of the meeting space should be turned off. Dedicated personnel should be hired for managing the use of energy.

1. Hazardous waste disposal

It is mandatory that the event management company employ effective waste management plan (WMP) for disposing hazardous wastes like plastics etc. Hazardous Waste disposal can be managed by facilitating the use of re-usable cups or biodegradable disposables and plates for the event.

1. For each event type below, you are to list the staging products and services that would typically be required
   1. Conference for 1000 people in a plenary hall
      1.                                         i.      Staff and attendee kits
      2.                                       ii.      Sound system
      3.                                      iii.      AV system
   2. Wedding Ceremony to be held on a beach
      1.                                         i.      Sound
      2.                                       ii.      Stage design
      3.                                      iii.      Rigging
      4.                                     iv.      Audio-visual
   3. 5 piece band on outside stage
      1.                                         i.      Sound
      2.                                       ii.      Lighting and Rigging
      3.                                      iii.      Stage design
   4. Exhibition with vendor booths
      1.                                        i.            Sound system
      2.                                       ii.            AV system
      3.                                     iii.            Volunteer kits
2. Describe the process you would follow before signing any contract for a venue

Answer: Before signing any contract for a venue the following process could be followed:

• The space requirement for the event should be analysed at the very initial stage.
• Secondly, the amenities and facilities in the venue such as logistical support, parking facility, restrooms etc should be enquired.
• The audio-visual equipments such as projectors, microphones, screens, cameras, high speed internet etc. needs to be enquired before signing contract.
• The catering options also need to be explored in the venue.

            References

Allen, J. (2009). Event Planning: the ultimate guide to successful meetings, corporate events, fund-raising galas, conferences, conventions, incentives and other special events. [online] Available at: http://soniapedrosebastiao.weebly.com/uploads/2/0/3/9/20393123/ebooks_allen_event_planning.pdf [Accessed 12 Nov. 2014].

Carter, L. (2007). Event planning. 1st ed. Bloomington, Ind.: AuthorHouse.

Peters, A. (2007). Start your own event planning business. 1st ed. [Irvine Calif.]: Entrepreneur Press.