Events and Entertainment Operations

Target Audience

This event will be an open event with the capacity to entertain 500 people. The target will consist of all those who are connected with the soul of the music. People will be segmented on the basis of psychographics. This event will contain famous songs from all around the world and therefore the celebrities who specialize in a particular type of music will be invited for performing. This will be the USP of this event on the basis of which the whole event will be conducted. The tickets for the event will be distributed through colleges, malls, etc. where the large crowd is gathered and it will be feasible to market the event (Van der Wagen and White, 2018).

Accessibility

The accessibility will be ensured in various ways like from distribution and availability of tickets to final organization of the event. The tickets will be available through online mode and offline at malls, colleges and restaurants. Apart from tickets, during the event, there will be proper signage for washroom, dustbins and seat numbers. The address and the map of the whole location will be sent through invitations and tickets. In addition to all this, proper arrangement of the ambulance, fire extinguisher and other safety arrangements will be made during the event. The celebrities will be escorted through luxury cars hired for the event. There will be a proper food and beverage arrangement be made. Security and safety of the people will be ensured through proper tests and identity cards distributed along with the tickets (Plante, et al. 2014). Moreover, the staff will be trained accordingly to maintain the decorum of the event and also to ensure its success.

Event Operations Plan

For ensuring the success of the event, it is very crucial to define the purpose and concept of the event which is being planned. The event committee should be clear about the aims and objectives of the event. The music event will be managed by a team of professionals who have been safely conducting various events. Various individuals would be given charge of duties, which are necessary for successfully carrying out the event (Tum and Norton, 2006).

According to this plan, the event details must be pre-decided and general considerations should be made for various licensing and legal issues. Consultation with key stakeholders should be done for planning the event, pre-event briefing and also post the music event for analyzing the cost taken up for the event and also assigning a part of the overall profit of the event for the purpose of charity. The operations for and during the event should be analyzed and their responsibilities should be given to individuals. Prior to the event, facilities such as stage set up, generators, toilets, installation of ambient lighting must be ensured. On the day of the music show, temporary lightings, and barriers to controlling the crowd, waste management bins and food stalls must be properly set so that the event can be carried out successfully. Proper training must be provided for ensuring that the event operations are being carried out smoothly and efficiently. Catering during the event is provided for ensuring food and beverages for the guest to caterers for the supply of food products and non-alcoholic beverages. As a part of the emergency plan, a crisis management team must be formed, in which experts are provided with the authority to take regulatory actions for minimizing the loss from the crisis.

Licensing and Legeal Issues

For the conducting of any event in the Hyde Park of the Royal Parks, the many licensing and legal issues need to be considered. Commercial filming and photography application needs to be duly completed before conducting the event. News permit for ensuring that the media who is wishing to film, photograph or sound record the event for providing news coverage can easily do so. Also, permits for temporary food stalls needs to be obtained from the park authorities (Van der Wagen and White, 2018).

Risk Management

Risk management is of vital importance for the protection of the organizers of the event along with the guests who have come to become a part of the event. A risk management plan must be made for identifying the potential risks which might arise from holding an event and listing the steps which the organizers of the event would take for mitigating the identified risks. The first and the most important step in risk management are assessing the risk. The risk assessment can be effectively done by considering the location and nature of the Park and Assessing the nature of the expected audience comprising of approximately 500 people. After assessing the potential risks, a well-developed risk control plan should be made and implemented for ensuring the safety of the people. It is also very important to make a Site safety induction checklist, which would be very beneficial for staff working at the event site. The construction and dismantling of the structures required for the music event is also a risky task. Competent persons should be allocated the task in which they are efficient. This would mitigate the effect of various potential risks. Also, prior to the event, the assessment of the emergencies should be done, which might arise during the overall event. After the emergencies are identified, an emergency management plan should be ready and all the co-coordinators of the event must be aware of the same (Wolke, 2017).

Health & Safety (Security and Crowd Control)

The safety of the crowd can be ensured by appointing a contractor for the safety issues of all the people involved in the event. The security provider should have an extensive experience of managing the crowd in previous events and thus, the contractor would be in a good position to ensure that the level of security and crowd management is of highest standards in this music event. For ensuring proper monitoring of the crowd during the event, CCTV cameras should be positioned throughout the park. Live footage from all cameras would be constantly monitored by the security during the whole music event. Proper coordination with police and emergency vehicles such as ambulance and fire brigades should also be ensured, for dealing with any kinds of emergency situations. Thus, it could be concluded that being prepared with various plans such as crowd management plan, medical plan, fire safety plan, gas safety plan, electrical safety plan, food safety plan, temporary structures plan and communications plans for addressing the issues which might arise during the event, would help in ensuring the safety of the people involved in the event (Farrand, et al. 2017).