1. Chapter 8
Event Coordination
(Logistic and Staging)
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2. Objectives
1. Define logistics management and describe its
2. Understand the concept of logistics management
and its place in event management
3. Use event logistics techniques
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3. Outlines
1. The element of Event logistics
2. Supply
Consumer / product / facilities
3. Onsite
4. Shutdown
5.
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4. Logistics
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5. Logistics
• Logistics is the management of the flow of goods,
information and other resources in a repair cycle between
the point of origin and the point of consumption in order to
meet the requirements of customers. Logistics involves the
integration of information, transportation, inventory,
warehousing, material handling, and packaging, and
occasionally security.
• Logistics is a channel of the supply chain which adds the
value of time and place utility. Today the complexity of
production logistics can be modeled, analyzed, visualized
and optimized by plant simulation software.
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6. Logistics
• Logistics to events is the management of event that
divided into supply, setting up, and running the
event on site, and the shutdown process of the
event.
• The planning, implementing and control of the flow
and storage of products, and the related information
from production to the point of consumption,
according to consumer requirements.
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7. The Elements of
Event Logistics
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8. The Elements of Event Logistics
• Whereas most logistics theory concerns the supply
of products to customers, event logistics includes
the efficient supply of the customer to the product,
and the supply of facilities to and from the event
site.
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9. The Elements of Event Logistics
Supply of Customers
• Marketing
• Ticketing EVENT Site Logistics
• Queuing • Flow of audience,
• Transport artists and
equipment around
Supply of Product the site Event shutdown
• Transport • Communication • Removal
• Accommodation • Amenities • Cleaning
• Artist needs • Consumables • Contract acquittal
• VIP and Media
Supply of Facilities requirements
• Security • Emergency
• Power procedures
• Water
• Contractors etc.
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10. The Elements of Event Logistics
• The areas of importance to event logistics can be
categorized as follows:
1. Supply – can divided into 3 areas of Customer, Product and
facilities.
2. Transport – the transport of goods and services can be major
cost to an event and requires special consideration
3. Linking – logistics are part of overall planning of an event and
are linked to all other areas.
4. Flow control – refers to the flow of products, services and
customers during events.
5. Information networks – the efficient flow of communication is
generally a result of efficient planning of the information
network.
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11. The Elements of Event Logistics
• All these areas need to be considered when creating
a logistic plan.
• A logistic plan must be incorporated in the overall
event plan.
• Given that the major elements of logistic are supply
and movement, logistic play large role in some type
of event, including:
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12. The Elements of Event Logistics
• Event that have a large international component, such as
major conferences, sporting events, oversea incentive
programs.
• Complex events in foreign countries, such as trade
exhibition and conferences
• Events that occur in remote locations and need most of the
supporting resources to the site
• Exhibitions of large or complex products, such as cars or
agricultural exhibitions
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13. Supply of Customers
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14. Supply of Customers
• The customer of an event are those who pay for it.
• The customers have expectations, which include
logistical aspects, that have to be met for a
successful outcome.
• The way in which the event is promoted will
particularly influence their expectations
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15. Supply of Customers
1. Links with marketing and promotion
2. Ticketing (Distribution, collection and security)
3. Queuing (tickets, parking, entrance, seating, food
and toilets)
4. Customer transports (timing of arrival, public or
private transport)
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16. Supply of Product
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17. Supply of Product – Product portfolio
• Most events have a variety of products and services
– a product portfolio – that help to create the event
experience for the customer.
• The individual logistics requirements of the various
products need to be integrated into a logistics plan.
• LARGE EVENTS = >200 performing groups
• SMALL EVENTS = Speaker and Video material.
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18. Supply of Product – Product portfolio
1. Transport (carnet and customs clearance)
• Carnet is a license issued by Customs that allows the
movement of goods across an international border.
2. Accommodation
• The accommodation requirement of the artists
(performers, key note speaker or competitors) must
be treated separately from the accommodation of
audience.
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19. Supply of Product – Product portfolio
Artists’
3. Artists’ need on site
• A range of artists’ need
must be catered for,
including transport on
site, storage and
movement of equipment,
stage and backstage
facilities, food and drink,
sound and lights.
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20. Supply of Facilities
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21. Supply of Facilities
• The supply of the infrastructure to an event site
introduces many of the concepts of business
logistics.
• The storage of consumables (F&B) and equipment,
and the maintenance of equipment become
particularly significant
• For small event taking place over on evening, the
venue supplies most of facilities.
• The catering, toilets and power can all be part of
the hiring of the venue.
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22. On-
On-site logistics
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23. On-site logistics
• Logistics considerations during the event become
more complex with the size of the event
• The flow of materials and people around the site and
communication networks the most important area of
logistics.
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24. On-site logistics
1. Flow - The movement of audience, artists and
equipment
1. Artist and equipment transport
2. Garbage removal
3. Emergency
4. Security
5. Food and drink supplies
6. Staging equipment set-up
7. Site communication
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25. Some traffic patterns to consider
1. Performers’ accommodation equipment storage
area rehearsal area stage equipment
storage are social area
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26. On-site logistics
2. Communication
• The communication of information during an event has to work
seamlessly with the other functions of event management.
• Variety of communication methods and devices, including:
1. Two-way radios
2. Mobile phone
3. Signage
4. Runners
5. Flags
6. WiFi and Bluetooth
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27. On-site logistics
3. Amenities
• the logistics site
map always includes
the layout of the
amenities
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28. On-site logistics
4. Consumables – Food and Beverage
The logistic aspects of food and beverage on a
large, multi-venue site primarily concern storage
and distribution
5. VIP and Media requirements
6. Emergency procedures
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29. Shutdown
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30. Shutdown
• Shutdown or tare down
can run quickly and
smoothly.
• All the subcontractors
know exactly how to get
their equipment out, and
where they are placed
in the order of removal
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31. 31

32. •
•
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33. Event Management Company
“
”
• EMC
(concept)
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34. •
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1.
2.
3.
4.
5.
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35. (Types of Event)
1.
(Corporate Meeting /Convention : Domestic/International)
2. (Scientific Convention)
3. (Incentive Convention/Motivation
Convention)
(Dealers
Convention Sales Convention)
4. (Promotional Events)
(Product Sales Convention)
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36. (Format of Events)
1. Welcome Reception or Party
2. Opening Ceremony
3. Social Night
4. AV
5. Theme Night
6. Farewell Party
7. Refreshment
8. Entertainment
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37. 37

38. (Corporate Meeting/Convention)
1. (Formal
Meeting)
2. (Topics)
Theme
3.
4.
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39. (Scientific Convention)
1.
2. (Formal
Meeting)
3. Theme (Theme of
The Meeting)
4.
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40. (Scientific Convention)
5.
6.
(Breakout
Session)
7.
(Closing Ceremony)
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41. (Incentive Convention)
•
•
•
•
•
Theme
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42. (Promotional Events)
•
• (Highlight)
• Theme
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43. Question and Answer
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