Logistics

Customers

MARKETING- numbers of people- geographic spread- expectation of customers- transport requirementsTICKETING- ticket distribution: outlets used, letter of agreement w distributors, method of payment, schedule of payment and reconciliation forms available- ticket collection: how?, personnel experienced?, separate area for complimentary tickets?, security arrangements in place, how will tickets be disposed of?- ticket security: forgery, scalping etc...

QUEUING- how many queues/bottlenecks?- have adequate numbers of greeters, crowd controllers, ticket collectors, security been allocated?- is signage in place?- when will queues form? at once? over period of time?- how can perceived waiting time be reduced?- what first aid, access & emergency procedures are in place?- are the lighting/sun and rain protection adequate?- are crowd-friendly barricades and partitions in place?TRANSPORT- public vs private- dump vs trickle- arrival and departure as part of experience- parking availability- traffic control- relevant authorities

Products

TRANSPORT- products from overseas: customs, quarantine, timing- performers: expectations, meet and greet (airport & journey to site)ACCOMMODATION- artists, keynote speakers, MC, sporting personalities etc...- quality of accommodationARTIST NEEDS- storage and movement of equipment- on-site needs: food, rink, change rooms- anticipate on-site needs- event manager needs to be sensitive to culturally based requirements

Facilities

SECURITYPOWERWATERCONTRACTORSFOODBEVERAGESTOILETS

Site Mapping

necessary communication tool for logistics manager. volunteers, employees and contractors are just a few of those who need to be able to read it and understand it clearly. CHECKLIST- scale and direction                             - list of symbols used (key)- entrances and exits                            - roads and parking- administration centre                         - information booths- first aid and emergency road access     - lost children area- electricity and water outlets                - toilets- food and market stalls                       - tents and marquees- equipment storage areas                    - off-limit areas and danger spots         - green room                                      - maintenance area- pathways                                        - telephones- ATM's                                              - media area

Onsite Logistics

FLOW: movement of the audience, volunteers, artists and equipment (traffic flow of numerous factors)COMMUNICATION: for larger events there is a need for an on-site communications plot to be included in the logistics plan: (also contain title of each manager, complaints hotline and neighbours hotline)- runners: people who physically take info to receiver... indispensable if power failure- two-way radio: channels reserved for emergency and police- pagers- mobile phones: limited by capacity, may need additional coverage especially in emergency- sound system/loud hailer: useful for announcements/useful at parades etc...- wi-fi and bluetooth: send and receive last minute information (conferences and exhibitions)- signage/bulletin boards: placement and clarity are important issues/ effective to communicate with volunteers and performers on-site- CCTV: used in exhibition and conference centres

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Caption: : TRAFFIC PATTERNS: multi-staged music festival

Logistics Plan

- general contact list- site map- schedules, timelines, bar chart- emergency plan- subcontractor details (incl. time constraints)- on-site contracts (security & volunteers)- evaluation sheets (sample questionnaires)