E V E N T M A N AG E M E N T

EVENT PRODUCTION: OPERATIONS, EQUIPMENT, FACILITIES, HEALTH &

SAFETY

PRODUCTION EQUIPMENT – SAMPLE CHECKLIST

• Staging & Associated structures – disabled platforms, sound delay tower, etc.• Lighting, Audio-Visual equipment• Power – generators & distribution cables• Electrical supplies• Fuel• Cable cover and ramps• Plumbing supplies• Joinery supplies

PRODUCTION EQUIPMENT – SAMPLE CHECKLIST

• Barriers , ropes & stakes, etc – front of stage, perimeter, no-go areas, queuing systems,etc.• Portacabins, tents, marquees, etc – dressing

rooms, production & site offices, first aid points, catering, storage, nursery, etc.• Ballast – for staging, tents & other structures• Temporary tracking & ground cover – trackaway,

blaze, hard core, sand, bark chips, etc

PRODUCTION EQUIPMENT – SAMPLE CHECKLIST

• Transport & vehicles – forklift, cherry picker, crane, off-road vehicles, flat bed trucks, vans, cars, etc• Fire fighting equipment – fire

extinguishers,blanket, etc• Sports specific equipment – timing equipment,

photo finish, hurdles, batons, etc• Refuse disposal – bins, skips, etc• Other plant hire• On site office equipment – computer, printer,

admin supplies, etc.

PRODUCTION EQUIPMENT – SAMPLE CHECKLIST

• Seating & furniture – audience, offices, catering, dressing rooms, etc• Canopies & coverings – for equipment, audience,

etc• Site decoration and dressing• Health & safety signage• Directional & information signage

FACILITIES & SERVICES – SAMPLE CHECKLIST

• Sanitary • Disabled• Waste removal & recycling • First aid & emergency services• Catering – for crew, staff, artists, competitors,

guests, audiences, volunteers, etc.• Phone lines• Radio communications system

FACILITIES & SERVICES – SAMPLE CHECKLIST

• Security• Stewarding• Information booth• Lost & found• Meeting point• Drinking water• Changing facilities ( sport events)

SITE & VENUE LAYOUT

1. Capacity2. Access, egress, flow3. Sterile areas4. Surface & underground conditions5. Existing site features6. Placement of equipment & services7. Sanitary facilities8. Local residents9. Signage10.Facilities for disabled people11.Litter and waste

SITE & VENUE PLANS

• Indoor – building site maps• Outdoors:• A grid running• Compass• The scale• Points of access &egress• Pathways, routes & roads• Other activities – children’s activity area, funfair,

medal presentation site, etc

SITE & VENUE PLANS

• Audience areas- seated & standing• Accredited areas• Front of house & sound delay power positions• Venue operations centre/ join agency control

centre• Media points• Services & utilities points – toilets, first

aid/ambulance location, lost property and persons, information, meeting points, disabled platform, telephones, ATMs, drinking water, etc

SITE & VENUE PLANS

• Police & security points• Sterile areas & emergency rendezvous points• Parking & transport• Box office/ticket points• Rubbish points• Food & drink dispensing &consuming points –

picnic/barbeque areas, bars, food vans, etc• Camping areas & other recommendation• Generators and electricity points

SITE & VENUE PLANS

• Artist and hospitality areas• Existing site features• A clear legend explaining the map symbols &

colours

HEALTH & SAFETY

• Safety Offices/ Co-ordinator• Health & safety policy• Event safety memo• Reporting procedures – accident/injury, incident,

lost/damaged property, lost persons, safety/system failures• Emergency services- police, fire brigade, medical

services, fees.

OPERATING PROCEDURES

• Monitoring & Inspections• Plan & Drawings• Methods Statements – communications,

Emergency services- police, fire brigade, medical services, fees), Medical provision – nature of event (programme, activities, sport), location (indoor/outdoor, size of venue), venue (standing,seated), duration (few hours, multiple days), weather conditions, size of audience, audience profile (young, elderly, teen), history ( previous causaities/incident, first time event), other hazards.

OPERATING PROCEDURES

• weather conditions, size of audience, audience profile (young, elderly, teen), history ( previous causaities/incident, first time event), other hazards.

Welfare Services – drinking water, nursery room, meeting points, lost persons, information points, lost property, cloakroom (bags, luggage, etc)

OPERATING PROCEDURES

• Traffic & transport management• Security & stewarding• Risk management