Chapter Sixteen
Event Staging
and Venues
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Chapter learning objectives
16.1 Managing operational plans
16.2 Monitoring workplace operations
16.3 Analyse venue or site requirements and source
venues or sites
16.4 Confirm venue or site requirements
16.5 Understand event staging processes
16.6 Source contractors and evaluate occupational
health and safety requirements
16.7 Understand how the run sheet assists with the
smooth running of an event
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Chapter learning objectives
16.8 Understand venue or site requirements
16.9 Understand registration and VIP access
requirements and riders
16.10 Manage front and back of house
16.11 Prepare and implement a catering plan for an
event or function
16.12 Identify the range of logistical and operational
issues associated with staging events
16.13 Finalise and evaluate the event.
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Units of Competency and Elements
SITXEVT502 Select event venues and sites
1. Determine venue or site requirements
2. Source event venues and sites
3. Confirm venue or site bookings
SITXEVT503 Manage event staging components
1. Analyse staging requirements
2. Source and organise staging contractors
3. Monitor staging preparations
4. Evaluate staging components
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Units of Competency and Elements
SITXEVT304 Provide event staging support
1. Prepare for event staging
2. Provide on site staging assistance
3. Provide feedback on event operations
SITHKOP404 Plan catering for events or functions
1. Identify purpose and scope of the event
2. Prepare catering proposal for event or function
3. Prepare and implement operational plan for the catering of an event or
function
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Introduction
• As the event gets closer, resource needs will
increase.
• Logistics require close monitoring and control.
• Event managers may provide all supplies, or may
subcontract some services.
• Planning, and attention to detail, is essential.
• Must cover all aspects – bump in, event and bump
out.
• Staging can be the most satisfying part of event
management.
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Managing operational plans
• The operational viability of event concepts and ideas
needs to be considered before significant resources
are devoted to the event.
• This screening process takes account of key
operational elements to avoid expending significant
time, energy and money on an event that is not
viable.
• The screening process requires attention to detail
and generally involves walking through the whole
event process and critically examining all operational
elements.
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Managing operational plans
• Key operational issues include:
– Road closures and the need to run newspaper
advertisements
– Noise levels and the potential need to implement measures
aimed at noise mitigation
– Liquor licencing for any event which involves the
consumption or sale of alcohol
– Ensuring the prevention of the sale of liquor to minors
– Minimising the possibility of attendees becoming
intoxicated, disorderly or violent
– Operational signage directing people to amenities and
various site services
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Managing operational plans
• When events are conducted in parks:
– All structures less than 100 square metres must be pegged
– Efforts must be made to ensure that native animals and
fauna are protected
– Measures must be put in place to avoid water damage to
event equipment
– Dial before you dig
– Protective measures must be taken to avoid lawn damage
– Weight loading capacities must be observed
– Access to the event and the erection of structures must be
possible without damaging trees
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Managing operational plans
• Other operational requirements are:
– Preparation of a Site Plan that factors in access and egress
for emergency services
– Development of a Transport and Transport Management
Plan
– Letterbox drops to advise the local community of
forthcoming events of scale
– Adherence to essential food safety standards
– Compliance with fire safety measures
– Submission of applications for POPE (Places of Public
Entertainment) approvals, 15 days prior to the event
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Monitoring workplace operations
• An essential element in the quality control process
for events is the on-going monitoring of workplace
operations
• Post-event surveys and focus groups can be
effective mechanisms for gaining useful information
about event quality
• Surveys and focus groups should be designed in a
manner that:
– Solicits useful information
– Makes comparisons over time possible
– Leads to corrective action when problems are identified
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Benchmarking
• Benchmarking assists the monitoring process by
constantly comparing key elements of the event with
other events that represent ‘best industry practice’
• Benchmarking for an event is an on-going process
that generally involves:
– Breaking the event down into discrete processes
– Identifying other events that provide a benchmark for best
industry practice of those discrete processes
– Continuously comparing each aspect of the event with best
industry practice, and identifying gaps
– Continuously working towards closing those gaps
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Selecting an event venue or site
• Venue – generally built structures.
• Site – generally outdoor spaces.
• Evaluating suitability
– Functionality and safety
– Match of venue type of venue/site
– Attendance and audience composition
– Staging and general requirements – in-house vs outsource
– Budget
– Location and accessibility
– Availability/limitations
– Statutory requirements.
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Selecting an event venue or site
• Venue safety
– Modern venues have safety considerations built in
– Sites have a higher level of risk
• Relies heavily on temporary infrastructure
• Heritage venues were not built for events.
• Stage and technical specifications
– Venues have highly detailed technical specifications
• Access prior to site inspections to assess suitability
– Sites will require all staging to be built.
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Event staging (set-up and scheduling)
• Bump-in
– Construction of the equipment and infrastructure
– Requires rational order
– Dry hire may assist with tight budgets
– Take advice from contractors on timing required
– Bump-in schedule
• Chronological sequence and timing
• Contractors are made aware of obligations.
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Event staging (set-up and scheduling)
• Load-in times and accessibility
– Delivery of equipment to venue
– Needs to be staggered to increase efficiency
– Need understanding of venue accessibility.
• The sound check and lighting focus
– Sound check occurs before audience arrives
• ensures appropriate sound quality and volume
– Lighting focus occurs before the event
• ensures all lighting is focused on the correct point
• takes place in the dark.
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Working with contractors
• Important to ensure WHS compliance for
contractors.
• Contractors must provide copy of PLI policy.
• Contractor checklist
– Written agreements
– Insurance and risk plans
– WHS responsibilities
– Inductions
– Use of hazardous materials.
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The running schedule
• Run sheets
– Activities for an event listed in chronological order
– Length of time required for each activity
– Should include
• all cues for technicians, performers and contractors
• notes for stage managers
• breaks
• bump-in and bump-out instructions.
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The running schedule
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Understanding event venue or site
requirements
• Entrances and exits
– Accessibility and signage
– Queues and egress
– Security and ID checks
– Ticketing and merchandise.
• Seating
– Event type and guest demographic
– Seating ‘classes’.
• Available facilities
– Encompasses a broad range of provisions
– Both legally required and expected.
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Registration, accreditation and riders
• Registration procedures will depend on event type.
• Smooth process will require trained staff,
appropriate facilities and a systematic approach.
• Security may add complexity to the process
– VIP and featured guest access
– Featured guests and VIP liaison
– Hospitality riders
– Production riders.
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Front and back of house
• Front of House (FOH)
– Public access areas
– FOH staff must be polite and provide superior service
– Many technicians operate FOH to get a clear view.
• Back of House (BOH)
– Restricted access areas for staff and performers
– VIPs may get access as part of tickets or sponsorships
– Consideration should be given before allowing access.
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Planning catering
• Catering provision will be dependent on venue.
• Issues such as theme, numbers, serving style,
budget and dietary requirements need addressing.
• The audience needs are of primary concern.
• Service styles may require space or facilities.
• Final catering numbers are not always equal to the
number of guests expected.
• Responsible Service of Alcohol (RSA)
• Food Safety
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Planning catering
• Style of service
– Silver service
– General restaurant service
– Counter service
– Cafeteria service
• Method of service
– Banquette
– À la carte
– Buffet
– Canapés
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General event staging considerations
• Waste management
– Plans created in advance
– Recycling and sustainability now standard practice.
• Security
– Hired to ensure safety before, during and after the event
– Asset protection
– Accreditation and ticketing
– Assist emergency service workers
– Monitor safety and security of all attendees and staff.
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General event staging considerations
• Freight and logistics
– Use of specialist freight companies
• air freight
• carnets
• customs clearance
• road freight
• tour trucking
• Event signage
– Effective source of information on a large scale
– Should be consistent with event theme
– Need to consider clarity, distance and height.
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General event staging considerations
• Evacuation and emergency procedures
– Duty of care to ensure procedures are in place
– Need to comply with existing venue policies
– Fire authorities need to be consulted
– Compliance requirements cover issues such as adequate
exits, extinguishers and evacuation plans
– It is important to communicate plans to staff and contractors
– Fire wardens need to be aware of emergency coding.
• Contingency plans
– Prepare to minimise the impact of potential problems
– Includes wet weather, power failure, non-appearance.
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After the event
• Bump-out procedures
– Physical removal of all equipment and infrastructure
– Starts after the guests have left the venue
– Takes less time than bump in
– A clear bump out schedule is required.
• Event evaluation and debriefing
– This process is often overlooked
– It is essential to identify areas to improve for future events
– Informal debriefs can be a rich source of information
– A full review of all aspects of the event should be covered.
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Chapter summary
• Venue selection is based on many factors.
• Event bump in and bump out require tight scheduling
in a rational manner.
• When dealing with contractors, WHS compliance and
insurance issues are important.
• Catering, logistics and other contracted services have
multiple effects on events.
• Running schedules assist with effective planning.
• Front of house and back of house have different
requirements that must be planned for.
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