CHAPTER 8

EVENT LOGISTICS
MANAGEMENT
 8.0 LOGISTICS MANAGEMENT
• 8.1 What is logistics?
• 8.2 Elements of event logistics
• 8.3 Techniques of logistics management
• 8.4 Control of event logistics
• 8.5 Evaluation of logistics
• 8.6 The event logistics plan

•CLO : 4 Demonstrate management and planning skills in order to effectively manage

people, products and services to produce an event
 Introduction
• Logistics in event involved the whole operation.
• Event logistics define as movement of people
and materials and are essential element in all
events.
• Many people thought event is just the activities happened
during the events, and ignored the setting up and shut
down activities.
 Introduction
• Event logistics concerns the supply of customers to the
products, supply of facilities to and from the event
sites.
• Business logistics is an on-going activity and is part of the
continual management process of a company.
• Event logistics often concerns with a specific project ;
definite preparation, set-up, execution, and shut-down.
 Introduction
• Logistics for some events include:
 Those staging large international events
 Events to be conducted in foreign countries, new facilities to be
built, roads, to import equipment, experts, currency exchange, visa
etc
 Events to be conducted at remote locations
 Exhibitions for large or complex products
 Movable events such as traveling exhibitions and races
 traveling exhibitions
• referred to as a "travelling exhibit" or a "touring exhibition", is a type
of exhibition that is presented at more than one venue
• often supported by governmental organizations to promote access to knowledge and
materials that might not be available locally.
• For organisers and their venues, touring exhibitions are important for
• sharing ideas (for example, promoting techniques for providing for visitors with visual
impairments or producing displays which examine current or topical issues)
• and materials (especially objects that might not be seen in public frequently or even shown
together),
• as well as resources (human as well as financial).
• The whole exhibition, usually with associated services, including insurance,
shipping, storage, conservation, mounting, set up, etc., can then be loaned to one or
more venues to lengthen the life of the exhibition and to allow the widest possible
audiences - regionally, nationally or internationally - to experience these objects and
the stories they contain.
traveling exhibitions
 Traveling race
• Race Across the World Formula One
• Production • Formula One (also known as Formula 1 or F1) is the highest
class of international auto racing for single-seater formula
• Before the race, two assistant producers conducted racing cars sanctioned by the Fédération Internationale de
a recce research trip to assess the feasibility of such a
journey within the budget constraints. All likely bus and l'Automobile (FIA).
train journeys were assessed beforehand. Visas were
applied for the countries along all possible routes before • A Formula One season consists of a series of races, known as
the race as well as any necessary vaccinations for these
countries. Grands Prix, which take place worldwide on both purpose-built
circuits and closed public roads.
• During the race, each team had two film crew members
who travelled along with them. All decisions, however,
were made by the racers and the crew cannot interfere • The results of each race are evaluated using a points system
with their choices. A director of photography travelled to determine two annual World Championships: one for drivers,
behind the teams for additional location filming. To
ensure the safety of the racers, there may be local fixers the other for constructors. Each driver must hold a valid Super
and security advisers who observed the racers from a Licence, the highest class of racing licence issued by the
distance, and medical support vehicle also travelled an
hour behind the team in some countries. FIA.[2] The races must run on tracks graded "1" (formerly "A"),
the highest grade-rating issued by the FIA.[2] Most events
occur in rural locations on purpose-built tracks, but several
events take place on city streets
 Manager & Coordinator of :
Basketball Tournament
Hockey Tournament
Badminton Tournament
Rugby Tournament

• Explain the overall • Provide the 5 senses

event logistic system that related to this event
that will involve in this
event.
 Elements Of Event Logistics System
Supply Of Customer
 Marketing
 Ticketing
 Queuing
 Transport Event Site Logistics
 Flow of audience, artists,
equipment around the site Events Shutdown
Supply Of Product  Communication  Removal
 Transport  Clearing
 Accommodation
 Amenities
 VIP and media  Contract
 Artistic needs
 Crowd management
 Emergency procedures
Supply Of Facilities
 Security
 Powers
 Water
 Contractors
 Supply of Customer
• They pay to attend the event and they might formed some
expectations towards the event.
• Promotions of event have influence of the event out-
come.
• Ticketing - Primary income (for some events may be free)
 Supply of Customer
• Pricing and printing are not the logistics area, but
distribution of ticket is a logistics consideration.
• Use of hospital-style waistband (or crowd control
band). Can be color coded.
• Used of internet for distribution of ticket.
 Supply of product
• Event – seem as a presentation of a product and services.
Event may consists of variety of products and services – a
product portfolio.
• Large festivals with variety of cultural performances, small
seminar with only one or two speakers.
• Event products with venue facilities will generate the “event
experience”. When customers mingle around, will result to
customer’s experience.
 Supply of product
• QUEING
• Disney's Unique Queues
Probably the most disliked thing about Disneyland is
the queuing for rides. Disneyland is famous for it!
While queuing at Disneyland is not the reason anyone
visit's Disneyland they have mastered the art and do it
better than anyone.
 Supply of product
• Themed & decorated
Some attractions line up areas are so well
decorated that they become part of the
attractions and are genuinely exciting to stand it.
All designed to make your wait less tedious.
 Supply of product
• 'Wiggly' lines
By curving the line up area around multiple corners
makes it psychologically shorter.
You can't see the end of the line meaning you don't
know how far you really have to travel and by the time
you figure it out you're there! Sound's mean, but it
works!
 Supply of product
• Fast moving
Lines move quickly due to their well organised
dispatch method in the loading area of each attraction.
This means you don't stand in the one spot without
moving forward usually for any more than 20
seconds. Unlike a large grocery store line.
 Supply of product
• Transport:
• Goods and equipment coming from overseas, need custom
clearance and pay any applied taxes
• Airlines; can negotiate for special fees in exchange for being the
“preferred airline”
• Shuttle bus vs Limousine
• Meet and greet at the airport
Aerotrain (KLIA)
KLIA Express and KLIA Transit ERL train services, fast
commuter train between Kuala Lumpur and the
airports
 Supply of facilities
• Supply of infrastructures
requires some business
logistics, e.g. storage of
consumables items,
equipment, maintenance,
portable toilets, power
supply and etc.
 On-site logistics
1. Performers and •
•
Accommodation
Equipment storage area
their support crew • Rehearsal area
• Stage
• Social (green) room

2. Media  Accommodation – media centre

 Stages
 Social area

3. VIP  Accommodation
 Stages
 Special request
4. Audience pick-up points o Specific venue
 Communication
Types of communication media:
 Two ways radios  Public Address (PA)system
 Mobile phones and text  Flags
messages ( too many calls  Visual and audio cues (whistle,
/messages) horns, flashlight)

 Signage  Short-range FM radio

 Wi-Fi and Bluetooth
 Runners
 Bulletin board
 Loud hailer
 Signage
• On-sites signage or maps as part of
communication tools to the audience
• Signs must be well placed and clarity
(details)
Amenities and solid
waste management
• Site map for event manager
• Responsibility for clean-up, collection and cleanliness
Preventing Waste At Your Event Booth
Reduce your paper use
• FACT: For a 1000 person,
three day event, 5670kg • “Go paperless!” people are
shouting from the rooftops. And
of discards are we won’t stop them, however we
generated which know that in many industries
translates to the weight producing marketing materials
of four compact cars such as leaflets and brochures
worth of waste. Now are still a sure-fire way of getting
the information you need across
consider how many to your potential customers.
events take place each
week across the world.
• Go digital
• We live in a digital world, people use technology to
absorb and gain information so why not put this into
practice to not only show your strengths in the digital
sector but to also reduce hard copy materials.
• Use options like e-tickets or digital passes for attendance.
• If you have the resources, develop an app that has all the
pre-show documents and information that would be
added into an attendees pack.
• Consider using an i-pad or tablet at your booth to allow
people to explore your brand and service with high
definition eye-catching displays.
• Even better - if you have the know-how why not
implement AR or VR to really make your booth stand
out as well as showcase your service and reduce waste.
• Use well sourced and
sustainable resources • Say no to single
• Making sure your booth use plastic
represents the very best of • If you don’t need it, don’t
who you are and what you use it. And if you do need it,
do is of vital importance. make sure it is
But you can still do all of environmentally friendly in
the sense that it can be
that while making better
recycled or reused multiple
choices in terms of well times.
sourced, sustainable or
reusable resources.
Implement waste • Consider Your
Merchandise
stations at your booth • Branded merchandise giveaways are almost as
essential to events as the booth itself. And
• Provide clearly labelled and there are even ways to do this in a more
coloured bins to promote recycling sustainable fashion.
at your booth even offering
incentives such as freebies if they • Consider the lifespan of the item, what will
happen once it has been used, how much use
sort it accordingly. you can get from it, and does it help the user?
• Donation bins are also a great idea • Offer digital goodies such as discount codes,
downloadables, or e-tickets to other events.
for items that attendees pick up at
other booths and no longer want. • Reusable and well sourced items such as
reusable mugs or bottles, or eco-friendly tote
bags are a great choice for a branded giveaway.
• Keep organic waste separate for
later composting.
1. Limit Items Entering the Venue
2. Sort Your Waste -setting up separate bins for
food waste, recyclables, and non-recyclables

3. Avoid Contamination in Waste

Haulers
4. Open or Restricted Access Grounds
5. Use Mixed Waste Garbage Bins
http://www.gorillabins.ca/blog/top-five-tips-for-
managing-waste-at-outdoor-events/
 Consumables:
Food and Beverages
• Be familiar with rules and regulations, licensing requirement
• Food Hygiene, food handling procedures and Food Standards
• Watering and drainage
• Storage and distribution
• Sale of alcoholic beverages
• Pre-sale tickets for purchase of food and drink
• Food for sponsors and VIPs
 On-site logistics
• Local councils can shut down an event that does not
comply with emergency regulations
• Prepare your event with ‘Emergency Response
Plans’
 special events emergency planning Example Source : https://emergency.yale.edu/sites/default/files/files/Emergency-Response-Guidebook.pdf

1. Not every planned special event runs as scheduled. Some incidents that occur are beyond our control. To ensure the safety of our visitors, each of us has
the responsibility to protect and minimize the effects of an emergency incident at a planned special event.

2. PLAN Download the fillable pdf at emergency.yale.edu/be-prepared.

3. If an incident occurs on campus that has the potential to affect the safety of the people on campus, the University will use Yale Alert and other means of
communications to advise you of the incident and provide you with instructions (such as “shelter in place” or “evacuate”).

4. At least one person on the event-management team should save the Yale Alert number 203-432-5830 and have his or her phone on during the event.
This is especially important if the event has non-Yale people in attendance who are not in the Yale Alert system. If a Yale Alert is sent, tell your audience
exactly what the message says and follow the directions provided. In a Pre-Event

5. Briefing among Managers, Ushers, and Other Staff Review details of the venue, including entrances and exits, number of people attending, and specific
information about the audience/attendees.
6. Review clear direction on unacceptable behavior.
7. Check the weather. If inclement weather is expected, make sure someone is assigned to keep track of it. Decide what the communications structure looks
like if there are severe weather or tornado warnings. Also, determine who may need assistance evacuating and who might assist others (adults with
children, or the elderly).

8. Review details on evacuation, shelter-in-place, and emergency communication plans.

9. Discuss who receives and reports Yale Alerts.

10. Review details on medical plans (if a guest becomes ill).

special events emergency planning Example Source : https://emergency.yale.edu/sites/default/files/files/Emergency-Response-Guidebook.pdf

• EVALUATE
• Is the incident at your location? If so, what is the emergency and what type of help do you need? How do you communicate with event
guests? Is the incident elsewhere on campus? If so, who will communicate with event guests about the incident?

• RESPOND
• If the incident is at your location, call 911 or the Yale Police at 203-432-4400, or press the red button on a campus Blue Phone. On West
Campus, call 911 or West Campus Security at 203-737-3111.
• Arrange for a member of the staff to meet the Police or ambulance at the main entrance and escort them to the location of the incident.
• If you receive a Yale Alert of an incident elsewhere on campus, you may be the person delivering the message to your audience.
• If that is the case:
• Stay calm.
• Be assertive.
• Be honest and empathetic about the situation.
• Give the audience as much important information as possible, but do not overwhelm them with unnecessary details.
• Let the audience know when you will be communicating again.
• Try to manage the audience’s expectations.
THE END