EPMS
The presentation below is part of a lecture on site choice and design
|
Site choice can make or break an event. It is not just the operational elements of the event. - it must include the requirements of all the stakeholders. Marketing will play an important part in the venue choice. |
|
Analysis of the situation can provide a transferable and accountable method. In this way the choice can be used to improve future choices. |
|
The constraints can be broken down into further categories. |
|
It may not be as simple as constraints and variables as changes in the event may change one to the other. For example the catering may be a constraint when you use in house caterers. |
|
These considerations are the major ones when choosing a venue. However this will depend on the event. For some event, community relations is the all important factor in choosing the site. |
|
The advantage of some standard events -such as conference - is that the data for the choice is readily available. Often this means that the site advantages and disadvantages of the site can be easily compared. |
|
|
|
Site - or venue - design and layout is an essential part of event management. The temporary nature of events means there is limited time for corrections to the design or layout. Therefore the event manager can not forget that any element of design has an aesthetic as well as logistical - or practical - function. |
|
|
|
Although it seems obvious, the flow of people and equipment around a site is often not considered over the whole event. In particular there are different flow patterns at deferent times. As well the event. manager must be aware of the 'flow' during an emergency. |
|
These are just some of the components of designing the site. Where they are placed will often make a difference to the profitability of the event. For example the vendors or exhibitors will pay more for the right place. |
|
There is more on this festival below |
|
|
|
The site map or venue plan is essential as a design and communication tool. |
|
Example of Site and Venue Design
YAG’UBI MULTICULTURAL FESTIVAL 2000
a case study in site /venue choice
Joan Chenery
The Yag’ubi Multicultural Festival, staged in Hervey Bay Queensland, began in 1997 as an event aimed at celebrating the diversity of cultures through music, dance, spoken word, food and visual arts. It has grown from a one-stage, one-night event to a several stage, three day popular Festival. It costs approximately $80,000 to stage, employs over 300 performers and has a volunteer base of around 200 people.
The event is a good example of venue choice as it is an ideal site for the staging of a Festival. The Pialba Seafront Oval is a well known centrally located landmark looking out onto the bay itself and is easily accessible by "non-locals". The Festival site proper is large enough to contain several separate venues and over sixty food and merchandise stalls as well as having the advantage of a large stretch of land adjoining that is utilised as a general car park. Disability parking and access is also thoroughly taking into account. In safety and accessibility terms it is ideal since it is all contained on one side of a major road. This availability of a large area also means the event has room to expand as it grows.
As the site is owned and leased by the local Council it is fully equipped with ample electricity and lighting – an absolute necessity to stage a Festival. It is constantly well maintained and frequently upgraded to support the needs of large events that are held there.
The Festival programme includes state-wide and national artists and presenters hence accommodation needs must be met. The venue is situated next to the local Council Caravan Park with motel and backpacker accommodation only a short walking distance away.
As it is situated on the waterfront it is the perfect location to stage a finale fire event on the beach at night which is always a popular attraction. The effect is obviously enhanced by the reflections of the fire on the still night water.
As the only permanent structure is an elevated stage with adjoining change rooms and toilets the structure of all other venues is required. While this is a physically and mentally demanding feat it also means that the organisers have room to move with the creation of the event and obviously learning with each one and changing it appropriately. The Festival has the distinct advantage of being strongly community supported with in-kind sponsorships being in the form of either substantial discounts and/or free hire of equipment. In economic terms this is a distinct advantage.
As the event has an admission price fencing is important. The boundary is constructed with hessian on star pickets and while creating the security that is needed this also means extra frontage for sponsors’ banners. While the main entrance gate is situated close to the car park there also is a boom-gate entrance at the other end for performers and workers to drive onto a short road leading directly to the greenroom and other amenities.
Copyright W.J. O'Toole 2006