Method for simulation aided security event management
You do not have to budget this event.
Answer:
Stage 1: Formation stage of the event
Aim and objective of the event
Date: 8th September 2019
Time: 1600 hours EET (Easter European Time)
Choose event partners
Partners include all important stakeholders of the event. This includes attendees, participants, sponsors, organizers, and people of media and all others who will directly or indirectly be impacted by the event (Muller & Martin, 2015).
Stage 2: Growing stage of the event
This is the second stage of any event planning. By this time, the preliminary planning of the event has been done and all the teams are now working as per the responsibilities allocated to them (Benson, Edward, Aria & Regina, 2011).
Cultural performances
Since the event is a cultural one, it is essential that the organizing committee encourages participation from different countries. Application forms for the same would be released online a year before the event and the final applications would be received 8 months before the event (Emery & Paul, 2010). These performances could include cultural parades, dances or musicals. The organizing committee would shortlist the performances based on strenuous competitions amongst various applicants who would be asked to send videos of their performances. The final performers list would be released 6 months before the event.
Sponsors
There will be a team dedicated to raising money for the event. Applications would be released online and the firms that aim to sponsor the event would be allowed to come forward and sign the deal (Crowther, 2011). Sponsoring such a large scale event is a huge marketing opportunity and various leading brands would be interested in doing the same.
Opening ceremony
Once the guests have arrived, an opening ceremony would mark the commencement of the event (Wanklin, 2010). This would involve lighting of the torch by the chief guests as well as singing of the National Anthem of Egypt (Bilady). This would be followed by a speech from the Prime Minister of Egypt Sherif Ismail.
Closing ceremony
Closing ceremony would involve felicitating all the guests who took out their time to attend the event. The prime minister would be given the responsibility of giving the vote of thanks. Once again, the national anthem of Egypt would be recited by everyone.
In this section we have attempted to list down all the things that can go wrong in the event. This is done to ensure that the teams are well prepared to handle the same.
Failure of Audio visual
Unexpected weather
Poor time management
In case of a fire, people should be able to walk towards a safer place using a clear route.
There should be a safety handbook given to everyone.
A fire warning system should be in place.
All the curtains and draped used in the event should be of flame retardant fabric
There should be a separate team for parking management.
Despite a large parking area, vehicular access should be easy.
Medical arrangements
Medical emergencies are mostly uncalled for. It is important that medical arrangements are sufficiently made to ensure safety of anyone if they fall sick.
Efficient medical evacuation procedures must be in place.
There should be log book of all the treatments conducted and medicine prescribed to people during the event.
Such large event often create a huge amount of debris in the event location. This huge amount of waste can easily pollute the environment if not disposed properly. Certain wastes can even cause injury. Moreover, in case of a fire emergency, it will make it difficult for the people to evacuate the area if there is excessive waste around.
The entire event area must be cleaned before and after the event.
Sanitary facilities
It is important to ensure sufficient sanitary facilities in the event area and around it. The organizers must make sure that there are adequate sanitary provisions made for the number of people expected to attend the event. These facilities must include:
Adequate amount of toiletries like hand wash, toilet paper and sanitizer should be available.
Toilets should be maintained, serviced and repaired as and when required
Disposal of sanitary napkins and nappies must also be appropriately done
One worker must be there in each washroom to ensure there is no problem.
No electrical equipment should be exposed without sufficient cover or shelter
Electrical installations must be inspected and tested before the event
Temperature of the event must be maintained effectively.
Generators should be accessible for refueling purposes.
It is necessary that the food and water is available in adequate amounts and complies with the relevant food safety legislation.
Estimate the food requirement well in advance
Food waste must be stored and disposed appropriately
High maintenance of personal hygiene must be done by all food handlers
Organizers must discourage wastage of water
Signboards and placards must be placed across the venue to discourage wastage of food or water
Personal body guards must be assigned
They must be evacuated first in case of a problem
The four stages of event planning that have been explained in the report are formation, growing, staging and completion. An entire section of the report has been dedicated to elaborating upon the safety and security of the event and everyone associated with it. It is very crucial that the safety of all the participants in ensured. The food, electrical, sanitary as well as medical facilities of the event must be well in place. All these provisions must be made in advance and checked time and again.
Even in case of a crisis, how the crisis is handled is most important. Therefore, a rehearsal event should be conducted one day before the actual event. Event planning often requires months of time. It is a creative process and such a high level of preparation and planning leads to a wonderful event.
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