Event Preparation - Discussion Infrastructure Disaster 1.You have been tasked wi

Question

Event Preparation - Discussion

Infrastructure Disaster

1.You have been tasked with taking over existing planning for a music event to replicate Woodstock. The client has two goals. The first is to ensure 200,000 spectators buy tickets and the second is to receive international media exposure. Early in the planning stages you identify infrastructure gaps in the planning that are leading to disaster with such a large group. How do you reorganize the plan and get the stakeholders on board? How do you ensure the spectators are safe and have all the expected comfortable amenities expected with an outdoor music festival?

2.Let's dive deeper into the event safety. As you can imagine, an event planner is/can be liable for the safety of event goers. Highlight two safety issues that could go wrong, and what steps an event planner could take to mitigate these issues.

Explanation / Answer

Most of the unavoidable impediments can now be controlled using several technologies and media channels at our disposal and using methods such as event updates, phase-wise ticketing, clear rules and do’s and don’ts, accounting for weather conditions, appropriate permits from concerned authorities, written and signed contracts between all partners and stakeholders can keep most problems at bay.

Tools like social media, instant messaging can be used to avoid miscommunication and general confusion. Crisis management and flawless prep is sacrosanct to the planning of any event and rightfully so.

The nature and size of your event will have a direct bearing on the level of production equipment, facilities, services, staff and time required to make it happen. Make sure your assessment of what’s required to facilitate the production process is accurate and build in contingencies where you can. Events with too short a production time can attract additional and unnecessary costs and the likelihood of making mistakes or missing out key steps in procedures that may affect health and safety will be greater

Points to cover:-

Necessary Places and equipments:-

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