Addressing Risk In Event Management ...

Mark Graham, General Manager for Event Operations at Melbourne and Olympic Parks, also supports the notion that operational manuals are a critical element in event management. Graham believes that undertaking a risk assessment then forming an operational manual is vital to achieving the best possible outcome for the event, stating that “producing an operational manual for each and every event is a vital tool in delivering the event in the most efficient, effective and safest manner possible.  Good operational plans will also increase the earning capabilities of that event in the areas of merchandise, catering and car parking when these items are included within the one operational manual.”

Graham believes that some organisations have yet to embrace undertaking risk assessments/operational manuals on an event by event basis and are not devoting the expertise, application or resources required. “The use of operational manuals for the staging of events at Rod Laver Arena, Vodafone Arena and Olympic Parks is critical,” Graham explains, adding that the success of recent events including Alice Cooper in concert, Supercross Masters, Roxy Music, IAAF Grand Prix Athletics Final and the Australian Women’s Gymnastics Championships, is partly due to the creation of event specific operational manuals.  

Graham further expands that in compiling an operational manual Event Managers and Co-ordinators are subjected to go through a thought pattern on all issues associated with managing a specific event, “this minimises the possibility of an issue falling through the cracks.  Operational manuals ensure that on an event night the Events team are fully briefed and aware of the appropriate event procedures.”

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Items for a front of house event manual should include details such as entry into the venue, conditions of entry, bag searches, cloaking, moshing/crowd surfing, alcohol management, drug related management, First Aid requirements, unauthorised access to the venue, parking, superboxes, catering, merchandise, crowd management strategy, signage, relevant policies and procedures, and evacuation procedures.   

Creating an operational manual

The first step in creating an operational manual should involve identifying the charter of the event. That is, examining the event aims, establishing relevant flow charts and broad policies. This information should be displayed at the front of the operational manual providing the reader with a clear event snapshot.  

Operational manuals enable all tasks associated with delivering an event to be thoroughly examined. The initial stage of devising an operational manual should involve a team brainstorm. Depending on the size and complexity of the event, various work groups may need to be established. For example, one team may brainstorm tasks pertaining to the operational aspect of the event (bump in schedule, rigging, room allocation), one group may focus on the marketing and promotional side (sponsorship, media launch, corporate hospitality) and another team may review tasks relating to staff management (recruiting, hiring and training of staff).

In the brainstorm, tasks are nominated that must be completed to ensure that the event is a success. It is important to consider all aspects as one small forgotten task may have a huge detrimental impact on the event. Once all tasks are identified, it is recommended to break the tasks into main tasks and sub tasks. 
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