The recent pandemic prompted us all to examine some pressing issues and forced us to rethink how we do business. As the world moves into 2020, new networks and conversations are emerging to improve the planning, management, and enjoyment of cultural events. The Salzburg Global seminar, which was the center of global debates, highlighted how festivals, big players, and other stakeholders need to have greater trust and support each other. It also prompted a return to the philosophy and values that underpin special events.
Organizing
Organizing a special event can be a complex process, which requires meticulous attention to details. To plan a successful event, the first step is to sit down and draw out a detailed event plan. As soon as you have an idea for an event, this planning process should begin. Once you’ve mapped out the details, you should discuss them with the rest of the team to find the best solution to the overall objective. You can then create a detailed plan to execute the event.
A successful special event is one that leaves positive impressions on the audience and achieves the objectives of the organizers and other stakeholders. While most special events only last for a few hours, they require extensive preparations. This process can take place months or even years in advance and requires significant resources and the cooperation of many people. It is therefore important to ensure that the event’s management team has the necessary skills to deliver a successful event.
A special event can have a variety of different types. Some are entertainment, while others are for a specific cause. The event type should be in line with the organization’s cause and goal to make a lasting impression.
Scheduling
Special events require careful planning and coordination. The policies and procedures for managing special events at UC Berkeley address such issues as facility use and scheduling, information dissemination, operational guidelines, temporary signage, and traffic and parking control. In addition to these policies, registrars share responsibility for scheduling special events, and the Office of Conferences and Events works closely with them to coordinate the process.
Once you have all the details, you can start to create a schedule. You can set your normal working hours, holidays, and other exceptions. When finished, name the new schedule and save it. If no exceptions are needed, there is no need to create a new schedule.
The College will carefully monitor the schedule for special events to avoid scheduling conflicts and minimize the traffic impact on surrounding neighborhoods. Two or more special events cannot be held on the same day. However, in certain cases, the College may schedule a special event during a time when classes are not in session. For example, the College does not schedule special events during finals week. However, it will schedule these events if it is possible to minimize the traffic impact.
The Office of Campus Events takes reservations for spaces throughout the academic year. These reservations are not final until late fall semester. The University holds an annual space reservation/event planning meeting. This meeting reviews the calendar and determines priority events for the academic year. This meeting is intended to ensure that major College events do not conflict. It also provides a forum for mutual support and information dissemination among planning groups.
Accommodations
When planning a special event, you must consider the needs of individuals with disabilities. This could include people with learning disabilities, wheelchair users, and those with mental health disorders. These conditions may occur temporarily or permanently. As a result, it is important to communicate with participants prior to the event to ensure their safety and comfort. You must also respond promptly to requests for accommodations. Ideally, you should seek consultation with the Office of Disability Resources (OASID) early on in the planning process. They can help you create an appropriate accommodation plan and clarify your responsibilities.
Once you have identified the attendees’ needs, you can create an easy way for them to request assistance. For instance, you can send a registration confirmation email that contains a link to a request form. You should provide checkboxes so that attendees can indicate the type of accommodation they require.
Security threats
Security at special events is becoming an increasingly important component of event planning. Large gatherings often pose a risk for intruders or criminals who seek to cause damage. This threat is especially prevalent at celebrity events. But even small events are not immune. Natural disasters and theft are also potential risks.
Even if the majority of potential threats are false, it’s still important to plan for the worst. You should consider everything, from signage to notification systems. There are strategies that can reduce security risks. These strategies can help protect your guests and employees.
For successful special events, a customized security program is crucial. A customized security plan should address every security threat and take specific actions to reduce them. ETS-security experts can work with special event teams, production companies, and organizations to develop a plan that will ensure a safe and secure event.
Anti-phishing software can be used to detect and mitigate potential threats. These programs work by scanning and blocking malicious websites and email attachments. They can also stop malware from being installed on computers.
Property damage
Special events can present a number of unique risks. Typically, these events bring large crowds together. You could be held responsible if an accident occurs at your event. Most public venues require property damage insurance, and this coverage will cover you for your own property. Third-party property damage is usually not covered. To be sure, you should consult your venue’s insurance provider.
It is crucial to have the right coverage for your special event. You want to protect yourself from catastrophic loss. Insurance for special events covers property damage, injury to third parties, as well as cancellation costs. You can also have your insurance policy to pay for medical expenses for guests who are injured. You can also increase or decrease the coverage depending on the event.
Crowd management
Crowd management is crucial for ensuring safety at special events and promotions. Many facilities hosting these types of events or promotions are required to have trained crowd managers to supervise the crowds. These professionals shall be trained in emergency procedures and shall establish contact with emergency response personnel. The UMW Office of Emergency Management and Safety, (EMS), provides Crowd Manager Training and maintains a listing of accredited Crowd Managements. Crowd managers must have a good understanding of the egress routes, primary exits, and alternate exits and the preferred languages of attendees. They are also responsible to coordinate orderly evacuations in emergencies.
Signage should be provided to warn spectators about potential dangers such as moving parts or flammable materials. To maximize the impact of signage, it should be easily readable and recognizable. Other important elements of an event’s crowd management plan include ushering and security personnel. The ushers can help guests find their seats and communicate information to the main office. They also monitor guests’ behavior. They can also check for medical issues and report potential hazards to authorities.
It is imperative to understand how crowds form and the differences between police officers, riot control forces, and security officers. Proper crowd management plans must be customized to the specific event. The goal is to keep everyone safe and avoid crowd violence.