Events of different kinds happen on a daily basis. It is held in function rooms of hotels, stadiums, open grounds, or anywhere that could hold a large number of people. Every event is planned months ahead to ensure a smooth flow when the actual day comes. People would often judge an event based on its flow and transitions. They have a lot to say about the event and would later judge if it is badly or well planned. You may also see plan template.
To help event organizers in putting up and event, an event operational plan has to be made. It is a document that details the plans for the event, as well as the safety and risk management procedures should something happen. Event operational plans are essential in making the event successful and memorable. You may also see simple operational plans.
Event operational plans are made by the event organizers themselves. As we have stated earlier, this document helps in maintaining a smooth flow of the event. It provides details on what needs to be achieved, when and how it should be done, how much money will be used in purchasing the needed materials and resources, and who is responsible in carrying out specific tasks for some parts of the event. You may also see operational plan free templates.
Event operational plans also comply with safety regulations so there would be no people harmed in the event. It should also include emergency procedures and a detailed illustration of emergency exits. Event operational plans can vary from year to year, depending on the problems, challenges, and success of the previous event. This document details the responsibilities of each member of the team for the success of the event. You may also see security operational plans.
An event operational plan is quite a lengthy document. It is divided into several sections that need to be defined and written well. Here are the parts of an event operational plan:
Briefly describe what your event is all about by writing a sentence or two. Include the title of the event, its theme, venue, time and date. The description also includes the payment and releasing of tickets, an illustrated map of the venue which includes the seating arrangement, the production schedules, and the event program.
This is a list of people who are responsible for the certain aspects of the event. List down who is responsible for the logistics, simple budget, venue reservations and other aspects related to the event. Include their email addresses and mobile phone numbers so they can be contacted easily.
Write a statement ensuring the health and safety of the people attending the event. Put into detail the important information on delivering health and safety information to the people, and the process of reporting and investigating incidents when these arise. You also have to comply with industry standards, and its rules and regulations, before holding the event.
Contractors are people or a company that provides specific materials in order to carry out a task. Event operations need contractors so they can have materials to be used in the event. Contractors are important for the success of any kind of event. In this part of the document, you should write down their responsibilities. These responsibilities include site inductions for all contractors. You may also see emergency operational plans.
In site inductions, contractors do an event overview and inspect possible hazards in the venue. They also report the location and usability of the most important facilities such as restrooms. A big part of their responsibility also includes complying with the requires legislation and regulations. All contractors should be listed as well. Leave no one out in the list so you would know who can provide the certain material that you need for the event. You may also see free plan templates.
Risk management is an important factor in any event. It shows how a crisis is being handled at the time it happens. Risks should be effectively managed for the event to be successful and worth the money and time. This part of the document describes all known risks before and after the event, how they are managed when it happens, who is responsible for managing such risks, and how it is used as a daily hazard check list for future events.
The risk control plan is a table that details the intensity of each risk brought about by the circumstances. It explains how each of the likely risks that can happen has an impact on the person and the whole event itself. With every risk being described, there is a corresponding action to it that should be followed at all times. You may also see military operational plans.
Another section of the risk management is the line of communication. When an accident happens, event organizers should be made aware of it so a response can be generated. It should start with the event manager then to the event assistant. News about the incident is sent to the individual contractors and the action suddenly takes place. Everyone should have a meeting so they can get a detailed report about the incident. You may also see event operational plans.
There is a set of procedures when it comes to taking action against an incident. The site gets to be checked first and assistance should come as required. Other services are required when it is needed. Evacuation should be done next after the assistance has been given. This procedure has been practiced throughout the years and it is still followed until now. You may also see restaurant operations plans.
There are still documents that need to be included in the event operational plan. Here, the details about safety and other aspects of the event are written down. It also includes the management of the noise, volunteers, giving of first aid, alcohol, traffic and crowd management. Audiovisual elements, stages, power, lighting and waste management are also included. You may also see HR operational plans.
The appendices are extra documents attached to the operational plan. Forms, copies of event permits and relevant licenses, and risk management framework are attached to the file. These give more context to the event operational plan and explain more about the document. You may also see cleaning service operational plans
Planning an event is a taxing duty. If you want to end up with a successful event, make sure to plan your event well. Make it fun, engaging, memorable and worth the people’s time, effort and money. That is the very basic secret for any successful event in history.