Edition 11/2001
Addressing
Risk In Event Management
IEA
receives various queries from Sport & Recreation organisations
relating to risk management in regard to the conducting of events.
We
reproduce below an article on this subject written by Kate Price that appeared in the
October/November 2001 edition of "Australian Leisure
Management". Kate's article explains why operations manuals are a vital element in
successful events.
It
may not seem obvious but events such as the Australian Formula
One Grand Prix, Kylie in Concert, the National Ballet’s Romeo and
Juliet, AC/DC and the Australian Tennis Open have a lot in common.
They are all forms of entertainment located within a site and run for
a specific timeframe. They also attract large numbers of people and
need to be supported by staff, caterers and other contractors
associated with the event that require access to food and beverage,
merchandise, public transport, car parking, sanitary facilities and
alike.
While
the demographics vary between each of these events and require their
own specific methodology to ensure their successful delivery, a good
operational manual ensures that all relevant parties are involved and
aware of the event requirements. Of course each event varies in
aspects such as size, type, purpose and budget. However, all event
managers desire the same outcome – a successful event. It is vital
to have a process in place that ensures event goals are considered and
achieved.
Major
events are big business. For example, research for the Victorian
Department of State and Regional Development by the National Institute
of Economic and Industry Research showed that the staging of the
Australian
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Formula One Grand Prix in Victoria in 2000 resulted in
economic activity of $130.7 million, created 3,100 full year
equivalent employment positions, and attracted 15,996 interstate and
7,556 overseas visitors who came to Victoria solely because of the
Grand Prix. And the Grand Prix would not have been as successful if
the pre, during and post event planning was not streamlined and
managed effectively.
Bruce Barnard, Head of Venue Operations for the Australian Grand Prix
Corporation believes that operational manuals are vitally important,
particularly for events of such magnitude as the Australian Formula
One Grand Prix. He explains that “when you look at the event
support, magnitude and wide range of personnel involved in the staging
of the Grand Prix an operational plan is required for everything.”
Bruce expands that operational manuals designed for the Grand Prix
outline event strategy, policy and planning. This is followed by a
second component which looks at the operational aspect and all
documentation required to carry out the operation. Categories that the
Australian Grand Prix Corporation include in their operational manuals
are security requirements for the track, protocol for media responses,
duty statements for every person working in every particular position,
emergency responses, and how event staff will be trained.
Barnard emphasises that operational manuals are also vital in
succession planning, “if someone leaves, you need to be able to pick
up a plan and understand what their roles and responsibilities are.”
The Australian Grand Prix Corporation works in close conjunction with
a multitude of statutory authorities including Vic Roads, Victoria
Police and the Metropolitan Ambulance. These committees frequently
change their representatives and it is vitally important when staging
a major international event that their roles and responsibilities are
clearly outlined in emergency manuals.
Continued
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