EPMS -Event shut down

EPMS

Event Shut Down

1. Crowd_dispersal
2. Equipment
3. Entertainment
4. Human_Resources
5 Liability
6. Staging_area

7. Contractors
8. Marketing_Promotion
9. Sponsors_and_Grants
10. Government
11. Client
12. Example:Parade_cleanup

Introduction

The event manager needs to be aware that the event is not over until the event has been 'shut down'. The conclusion of an event is a time of high activity for the event management. On site this will include the out flow of all people and equipment and the cleaning and storage of other equipment and facilities. As well, there will be a general cleaning of the site. This represents only part of the event shutdown. Shut down also includes contract acquittal, venue hand-over and many other tasks listed below. An explanation and detailed listing of these points is found on the EPMS CDROM

Crowd dispersal see EPMS CDROM

Equipment see EPMS CDROM

Entertainment/Guest speakers/Star Players

Farewell appropriately

Payments - cash

Thank you letters/ awards/ recommendations

Human Resources

Assign special staff and supervisor

The big thank you

Final payments

Debrief and next year

Reports

Outplacement

Celebration Party

Records

Descriptions

Photo

Video

Onsite /staging area - see EPMS CDROM

Contract Acquittal

Thank you

Finance

Pay the bills

Finalise and Audit accounts - best done as soon after the event as possible - the following day or week

Thank you to donor and sponsors

Marketing and Promotion

Collect press clippings/video news

Reviews of the event - use a service

Market research on community reaction

Sponsors and Grants

Acquit grants: reports - don't be placed on the D list

Meet sponsors and enthuse for next time

Government and Politics

Thank services

Reports to council and other government organisations

Client

Glossy report, video, photos

Wrap up and suggestions for next time.

An example

Dennis Wheeler in a study of the huge Gay and Lesbian Mardi Gras held in Sydney in February writes:

Rubbish Removal

Due to the type and timing of this event , rubbish removal is a major problem. In particular the amount of broken glass. One small section of the roadway took over two hours to clean. In one street the residents believed that there was a general council cleanup in progress so they put their household rubbish out on the street and the foot path This included old lounge suites and fridges.

This added to the parade rubbish and had to be removed before the road could be opened for general traffic.

Plastic milk crate collection is a major problem. Last year over 15,000 milk crates were collected. This required significant labour, three semi trailers and a lot of time. The creates had to be picked up before the general cleaning can take place.

Barrier Collection

The collection of crowd control barriers was a major exercise. It required 16 trucks and 63 staff in a closely controlled operation. The staff were carefully coached on how to deal with the public. The intoxicated nature of the crowd was just one of the problems.

Dennis Wheeler Jan 2000

Emergency shutdown and cancellation shutdown

Finally
In all reports make recommendations for the future

Return to EPMS Schema

© W.J. O'Toole 2002