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1863 : Event Planning And Management

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1863 : Event Planning And Management

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Course Code: 1863
University: Centennial College

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Country: Canada


Provide Logistics and staging considerations for this event proposal
Having effective logistics can ensure that the right things are present for the event at the right time and in the right place and helps in the planning, implementation and controlling the flow and storage of products (Jones 2017).


Diabetes is one of the most significant chronic conditions and one of the leading contributors of morbidity and mortality, increasing the risks of co morbid conditions such as kidney diseases, hypertension, cardiac diseases, stroke, lower limb amputations and even cancer. Risks of diabetes are found to increase with unhealthy lifestyle such as inadequate exercise, unhealthy diet and improper sleep routines. In metropolitan areas (such as Melbourne), such factors are very common due to a faced paced lifestyle of people (Gibbs et al. 2015; Kyu et al. 2016; Shan et al. 2015; Colberg et al. 2016) . The Healthy Lifestyle for a Better Tomorrow is a two day event which will e held in Melbourne, which is aimed to educate people on the health risks of diabetes and inform them of strategies to reduce those risks through healthy lifestyle. The aim of this essay is to discuss the logistical and staging considerations for the event.
Logistics Considerations:
Having effective logistics can ensure that the right things are present for the event at the right time and in the right place and helps in the planning, implementation and controlling the flow and storage of products (Jones 2017). Discussed below are the considerations related to the logistics of the event:

Marketing of the eventthrough advertisements and campaigns which can attract the customers to the event.
Ticketing of the event: Distribution of the tickets can be done both online as well as from the venue at the ticket counters.
Customer queuing: Allocating a spot near the ticket counter and entry point for the customer queue.
Customer Transport:Arranging transportation for customers (such as cars and buses) can help them to reach the venue more easily. The customers can be transported as both dump and trickle.
Transport of equipments: Equipments for lights, sounds, exercise equipments, cooking and kitchen equipments as well as medical equipments needs to be transported to the venue.
Accommodation and storage of equipments: A suitable place for keeping the equipments needs to be fixed.
Supply of artist’s needs: Artists needs such as food, water, equipments and makeup needs to be transported.
Event Security: Security detail is necessary to ensure safety of the audience, artists/performers and event organizers.
Power supply: Power generators are needed to power the equipments for the event.
Water supply: Adequate supply of water is needed at the venue using water tanks.
Contractors: Contractors for the transport of equipments and set up of storage space on the venue might be needed.
Flow of audience: The waiting times for the audiences needs to be determined.
Flow of artists: Artists can be escorted to the venue in cars.
Flow of Equipment: Equipments can be transported as a dump (all the equipments together).
Communication Channels: Channels for communicating with the audience such as public announce systems, boards and handouts can be used.
Amenities for the event: Amenities such as foods and drinks and toilets are needed for the event.
Consumables: Food and drinks can be made available at stalls in the event venue.
VIP Requirements: Specific equipments needed by the vip, as well as their special seating arrangements as well as food and drinks will be transported separately.
Media Requirements: Equipments that can help media coverage such as video cameras, giant screens and sound systems is needed.
Emergency Procedures: Equipments for emergencies such as first aid and fire hydrants are required.
Equipment removal after the event: The equipments needs to be transported back after the event, the same logistics can be used for transport.
Cleaning of waste and garbage: The garbage needs to be cleared from the venue, segregated and dumped.
Contract Acquittal: Contract will be terminated after the event ends, venue is cleared and payment made.

(Whelan and Molnar 2017; Getz and Page 2016)
Staging Considerations:
The following considerations need to be made regarding the staging of the event:

Catering facilities: This will be needed for the cooking sessions as well as the food stalls for the audiences. The catering facilities will be spread out through the venue to ease accessibility to the stalls and cooking stations.
Artists: Artists such as musicians, lifestyle experts, yoga experts, zumba experts, professional chefs, dancers and physical fitness experts would be present at the venue.
Entertainment: Systemsfor entertainment of the audiences such as wheel of fortune, dart and shooting area and bowling will be set up in the venue.
Speakers: Professional speakers will be present who will host the show and announce the artists and different sessions, and coordinating their times.
Decoration and Prop Sceneries: Various decorations needs to be set up on the stage to match each session, for example cooking related decorations during the cooking sessions and fitness related decorations for fitness related sessions. Also healthcare related decorations (such as charts and diagrams) would be needed during the health checkup sessions.
Sound and Light Equipments: For the stages overhead lights, laser lights and high power lamps would be needed. Sound equipments include stack amplifiers, stage monitors as well as microphones and sound mixing consoles.
Audiovisuals and special effects: For special effects dry ice and laser light animations can be used. Projectors and large screens can also be used for audiovisual presentations.
Venue: The venue has a capacity of 10,000 visitors. It is an open arena and the stage will be set up at the center.
Hospitality: This is needed for supporting the large number of audiences, participants as well as the artists, helping to take care of their accommodation, fooding and leisure needs.

(Giulianotti et al. 2015; Mariani and Giorgio 2017)
The event “The Healthy Lifestyle for a Better Tomorrow” would be help for two days in Melbourne, during which the audiences would be educated on the adverse effects of diabetes, and on strategies which they can use to reduce the risks. The event would have several sessions on health education, health checkups, cooking sessions, and various exercise and fitness sessions which the audiences can learn about and use in their daily lives. Various logistical and staging considerations need to be taken care of to ensure proper preparation of the stage and the event and promote its success.
Colberg, S.R., Sigal, R.J., Yardley, J.E., Riddell, M.C., Dunstan, D.W., Dempsey, P.C., Horton, E.S., Castorino, K. and Tate, D.F., 2016. Physical activity/exercise and diabetes: a position statement of the American Diabetes Association. Diabetes Care, 39(11), pp.2065-2079.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events. Routledge.
Gibbs, B.B., Hergenroeder, A.L., Katzmarzyk, P.T., Lee, I.M. and Jakicic, J.M., 2015. Definition, measurement, and health risks associated with sedentary behavior. Medicine and science in sports and exercise, 47(6), p.1295.
Giulianotti, R., Armstrong, G., Hales, G. and Hobbs, D., 2015. Sport mega-events and public opposition: A sociological study of the London 2012 Olympics. Journal of Sport and Social Issues, 39(2), pp.99-119.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kyu, H.H., Bachman, V.F., Alexander, L.T., Mumford, J.E., Afshin, A., Estep, K., Veerman, J.L., Delwiche, K., Iannarone, M.L., Moyer, M.L. and Cercy, K., 2016. Physical activity and risk of breast cancer, colon cancer, diabetes, ischemic heart disease, and ischemic stroke events: systematic review and dose-response meta-analysis for the Global Burden of Disease Study 2013. bmj, 354, p.i3857.
Mariani, M.M. and Giorgio, L., 2017. The “Pink Night” festival revisited: Meta-events and the role of destination partnerships in staging event tourism. Annals of Tourism Research, 62, pp.89-109.
Shan, Z., Ma, H., Xie, M., Yan, P., Guo, Y., Bao, W., Rong, Y., Jackson, C.L., Hu, F.B. and Liu, L., 2015. Sleep duration and risk of type 2 diabetes: a meta-analysis of prospective studies. Diabetes care, 38(3), pp.529-537.
Whelan, C. and Molnar, A., 2017. Managing flows during mega-events: taking account of internal and external flows in public order policing operations. Global Crime, 18(3), pp.176-197.

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