Professional Documents
Culture Documents
2023 Topic 1 An Overview of Event Logistics and Operations
2023 Topic 1 An Overview of Event Logistics and Operations
2023 Topic 1 An Overview of Event Logistics and Operations
Singapore Polytechnic
School of Architecture and the Built Environment
Course: Diploma in Integrated Events and Project Management
Year: DEPM 2 FT
Module Code: BE2601
Module Name: Logistics and Site Operations
1. Introduction
The term “logistics” stems from the Greek word “logistikos”, which means "skilled in
calculating". The ancient Romans used the term to manage the supply of resources
for the operation of their armies.
Logistics is the process of planning, implementing and controlling for the efficient
and effective transportation and storage of goods, including services and related
information from the point of origin to the point of consumption to conform to
customer requirements and includes inbound, outbound, internal and external
movements.
(Council of Supply Chain Management Professionals)
"Logistics means having the right thing at the right place and time."
The term “operation” refers to the deployment of the workforce and resources to
plan, implement, coordinate, and execute event-related activities. This activity is
intended to achieve something in compliance with related business requirements or
legislation.
Supply - Supply includes procuring the facilities, goods and services, making
accountable for their costs and stock to all stakeholders.
Transport – the transportation and delivery of event supplies and services from
point to point, with the right timing.
Control - Flow control relates to the control to make the processes effective
and efficient to avoid redundancy, attritions and wastages.
Page 1
Official (Closed), Non-Sensitive
Supply of customers
Will need
Ticketing
Crowd management
Transportation
Accommodation
Event Site Logistics
Movements of
Supply of products
customers Event Shutdown
Will need
Services Removal
Delivery/Storage
Consumables Cleaning
Production services
Communication. Contract acquittal
Presentation services
Safety and
Protection
emergency
procedures
Supply of facilities
Will need
Utilities
Security
Amenities
Service providers
The “customers” of an event are those who pay or contribute in one way or
another to the event's success. They are many categories of customers to an
event, and they could include people such as;
- exhibitors
- visitors, audiences, spectators
- artists, performers, athletes
- sponsors, clients
- volunteers
How the event logistics and operations are executed will influence their
expectations.
Page 2
Official (Closed), Non-Sensitive
Certain groups of customers would need extraordinary support from the event
organiser on-site, in addition to their own logistics supplies.
Some customer groups may plan their logistics with different sets of priorities.
- For conferences, the delivery and exchange of information and content are
the products that will excite both the presenters and delegates.
- Shipment/transportation/distribution/warehousing/safekeeping
If the product portfolio includes shipping goods from overseas, the logistics
issues can consist of custom clearance to allow the movement of goods crossing
an international border.
Overseas performing artists must have clearance and permits for all their
performances.
- Air-flights (for the artists from overseas, e.g. aeroplane seats, excess
baggage, receptions and transfer upon arrival etc.)
Page 3
Official (Closed), Non-Sensitive
Note:
The event manager would also need to anticipate the personal needs of the overseas
artists and be sensitive to their cultural differences, e.g. food, dressing rooms and
qualified staff to assist the artists and his supporting troupe.
Other event hosts, such as the keynote speakers for a conference and athletes or
marching contingents for a sports games or parade, will need logistic support to deliver
their products.
The event manager has to source many temporary facilities and supplies for
outdoor events to set up the venue, e.g. fencing, tents, stage, backdrop, AV
systems, utilities, cleaning, security, transportation, etc. These must be procured
well ahead of time.
In most cases, the logistics processes for events are divided into three phases:
a. Planning and preparation phase, with most of the sourcing and contract
procurement tasks to be prepared and confirmed before the event,
c. Shutting down phase involves clearing up and returning the venue and
equipment used.
The event logistics team networks with their industrial partners and services
suppliers, for they provide the necessary supports to run the events.
Page 4
Official (Closed), Non-Sensitive
The steps necessary for the effective planning and preparation of event logistics
are outlined in Figure 2.
Obtain information from the event organiser regarding the event's nature,
theme, scale, expectation and budget.
Update with changes on all aspects of the events as the business evolves.
Page 5
Official (Closed), Non-Sensitive
The following illustrates the operations and the level of checking needed to
ensure the event's smooth setting up and running.
Check all aspects of the setting-up against the contract agreements, such
as materials and equipment, room set-up, stage, display and signage, food
and beverage facilities, and registration areas.
Check that all areas of the venue and equipment are accessible and safe.
Brief all additional on-site staff on the full details of event operations
(including communication and control protocols).
Page 6
Official (Closed), Non-Sensitive
The following steps are involved with the shutting down phase of the event.
Execute the prearranged plan to vacate the event site, and ensure the work
schedules are in order.
Check the venue to ensure no item is left behind, and return the venue and
facilities to owners in a state and condition as agreed.
Check and sign off accounts with stakeholders, contractors and suppliers.
Page 7