General event management
1 / 35

General Event Management - PowerPoint PPT Presentation

  • Uploaded on


I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
Download Presentation

PowerPoint Slideshow about 'General Event Management' - mave

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.

- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
General event management

General Event Management


What is GEM

  • Complete, sophisticated management solution composed of experienced advice and easy to use integrated IT application for professional and cost effective organization and administration of an event.

  • IT solution is composed of twenty functional modules that can operate independently or be fully integrated in any combination of modules, regardless of which ones are used.

  • GEM can be applied to smaller events with few hundred participants or to large events with thousands of participants, multiple stakeholders and various event locations and venues.

Gem impact
GEM Impact

  • More

  • Efficiency

  • Budget streaming

  • Security

  • Reward


Assets wasted

Time wasted



Planning, Program and Project Management

Training and Integration

Issues and incidents management

Business development


Olympic and Paralympic Games Organizers

Major Events Organizers

Sport Governing Bodies

Related Businesses


London 2012 Olympic Games

IFSC (Climbing)

Sochi 2014 Winter Olympic Games

Singapore 2010 Youth Olympic Games

International Olympic Committee

DB Schenker

University Games Belgrade 2009

Beijing 2008 Olympic Games

Doha 2006 Asian Games

Torino 2006 Olympic Games

Athens 2004 Olympic Games

Salt Lake City 2002 Olympic Games

Sydney 2000 Olympic Games


Electrical and mechanical design and planning

Panel building

Software development


Business development


Water and Wastewater

Oil and Gas

Food and Beverage

Building Automation



National Olympic Committee, Serbia

National Paralympic Committee, Serbia

Serbian Handball Federation

Serbian Rowing Federation

Tahal Saint Petersburg, Russia

KWF, Germany

CBMC, Azerbaijan

Zheijang Scientific Instr, China

EWT-ELIN, Austria

Ruixing Leather Product Co.Ltd, China

Lillestrom WWTP, Norway

Borets, Russia

Borets International, UAE

NIZ Gazpromneft, Serbia

Mittal, Bosnia and Herzegovina


GEM Application

Sport Special Interfaces


IT services and software development

Web design

GEM Solutions

Single sport event (GEM SSE)

Multi sport event (GEM MSE)

Business conference Events (GEM BCE)

Fairs and Exhibitions ( GEM EXPO)


World Rowing Cup 2012

2012 Men's European Handball Championship

14th Annual Corporate Extreme Days 2011

European Senior Canoe Sprint Championships 2011

39th European Olympic Committee General Assembly 2010

25th Summer Universiade Belgrade 2009

NLB Basketball League Final Four 2009

10th World University Rowing Championship 2008

3rd World University Flat Water Canoeing Championship 2008

10th World University Taekwondo Championship 2008

Eurovision Song Contest 2008, Serbia

FIBA Africa Championship 2007, Angola

FIBA Asia Championship 2007, Japan

EYOF Belgrade 2007

FIBA U19 World Championship 2007

European Women Basketball Championship 2007, Italy

27th European Water Polo Championships for Men and Women 2006

34th FIBA European Basketball Championship 2005, Serbia and Montenegro

FILA Senior European Wrestling Championship 2003

FINA Men's Water Polo World Cup 2002


Ensures easy customization including the desired combination of functional capabilities as necessary when integrating the application to fit specific event needs


Management of small scale events with a single operator (e.g. solution running on a single notebook) up to large scale events (several redundant servers or cloud) with large number of simultaneous users

GEM Flexibility

  • Multilingual interface

  • The ability to adapt interfaces to local language and also to add additional languages

Tablet and hand held devices

  • Compatible for Tablets

  • The application can be accessed, populated and updated on tablet

  • Reporting and Reports enabled

Main GEM Modules

  • Web Registration

  • Accreditation

  • Badging

  • Event Calendar

  • Accommodation Management

  • Workforce & Volunteers Management

  • Uniform management

  • Arrival & Departure

  • Transportation

Additional GEM Modules

  • Fees payment

  • Request processing

  • Call center support

  • Catering Management

  • Hotel Booking

  • Ticketing

  • Rate Card

  • Medical services - interface

  • Security services – interface

  • Assets & Material Management

GEM Additional Services

  • Sport Special Interfaces

    • Issues Management System (IMS)

    • Document management System (DMS)

    • Timing & Scoring Systems

    • On Venue Result System (OVR)

    • Result Publishing System (RPS)

    • TV (real time) Graphics

  • Consulting

    • Organization Structure

    • Training

  • IT Services

    • Network Design & Organization

    • System Integration

    • IT Support

  • Software Development

  • Web Design

Web Registration

Used by delegation official to register participants over the Internet

Organizers distribute username/password combination to delegations

Bulk registration supported (Excel sheet template)

Delegations & participants themselves will insert the names and data into the system

Significant reduction in the amount of work and time for the Organiser


Main module

Identifies, qualifies and quantifies the participants who will attend the Event

Provides the information for all other modules

Totaly configurable to support different configuration of Event

Enables categorization & grouping of participants

Integrates visa requirement, processing and approval


Organizes information and access rights on participant’s badge in a way that assures all necessary data for security system

Support batch printing

Full-color photo

Accreditation badge production, print and pick-up scheduling

Supports several identification methods (Bar code, RFID)

Badging - Identification methods

  • RFID for higher security

  • Every accreditation badge have unique number and RFID

  • GEM provide data export to security system provider

  • Exported data:

    • Badge ID

    • RFID

    • Accreditation Security matrix data

    • Other data (on request)

Event Calendar

Contains schedule of all events of interest

Public (participant) & private (organizer) access to Event Calendar

Connected to all other modules (Accreditation, Transportation, Arrivals/Departures)

All changes in different GEM modules will be reflected in Event calendar automatically

Full Event, Venues, Customer categorization and grouping

Searching and filtering of data by:

  • Time and date

  • Category/group

Accommodation Management

Accommodation planning & management

An easy way for assigning participants to the accommodation facilities

Intuitive graphical interface

Authorized user can easily assign participants to accommodation resources

Search information about persons, departments, locations, assignments and their dependencies

Accommodation facilities categorization, grouping and blueprints management


Manages all aspects of transportation

Keeps track of the different vehicles used during the Event

Drivers management

Itineraries of the general vehicles

Active and free vehicles and their availability

Enable organiseres to administer arrival and departure data of the accredited persons

Critical for organisation of the transportation, meals, hotel rooms and the village accommodation

Manages a list of accredited VIPs and the related protocol

Arrival & Departure

Workforce & Volunteers Management

Provides staff hiring, managementand administration solution

Registration of the workforce/volunteers via Internet through link on the official Web site

Assignment of the tasks and schedules to the workforce/volunteers

The workforce & volunteers will enter their personal data as well as their profile and skills

Uniform Management

Keeps track of uniform quantities, sizes, models

When applying for an Accreditation the applicant enters also uniform size

General calculation of the number of staff, volunteers, officials and other staff to dress

LOC is able to calculate and purchase correct amounts, models and sizes

Request Processing

Provides easy management of various requests from accredited persons

Maintains service requests, catering services requests, extra equipment requests

Request status tracking

Requests are dispatched by SMS or email

Request statistics

Fees Payment

Provides functionalities for managing fees related to Event

Manages different fees by the participant category

Fees are calculated according to user profile entered in accreditation module

Integration – Example 1 / A&D-Accreditation-Transport-Accomodation

  • Information about Arrival & Departure is entered during preregistration process

  • data entered: flight details (time and date)

  • module used for data input – Web Registrations

  • data used by departments throw relevant modules:

to prepare everything for fast check in

to plan and organize airport/hotel pickup and drop off

to prepare accreditation badge/card in advance

Integration– Example 2 / Volunteers-HR-Uniforms-Accreditation

  • Personal information about Volunteers is entered during selection process

  • data entered:

  • personal information about candidate (name, skills, uniform sizes...)

  • module used for data input – Workforce&Volunteers (link on LOC website)

  • data used by departments throw relevant modules:

to select right person for right position

at one point, all required data will be automatically transferred to accreditation module

to plan, prepare and issue uniforms and equipment to volunteers

Integration– Example 3 /Visa-Security-Accreditation

  • Visa requirements is entered during the registration process

  • Security FA/government authority approves the accreditation after the visa has been issued

  • Accreditation is issued upon approval by Security

Approves the accreditation

Accreditation is issued

Visa is issued

Data security

  • Physical data protection:

    • Restricted access to DB, Application servers and workstations

  • Infrastructure & communication security:

    • Encrypted VLAN & VPN connections

    • Restricted access to network nodes (routers, switches …)

    • NO INTERNET or connections to other unsecured networks after initial registration from participants

  • Depersonalization

High Availibility

  • High degree of fault tolerance:

    • No single point of failure (infrastructure must support it)

  • Several level of redundancy:

    • Database redundancy

    • Application server & web server redundancy

  • HA Cluster for most demanding applications

We Provide:

  • Event Management application that has module for every Functional Area needs

  • Customization based on your needs

  • Price competitive solution

  • Secure environment

  • Full integrity of data


  • Professional outlook of your organization

  • Cost streaming by minimizing mistakes

  • Improve event operations and staff productivity

  • Assist security efforts

  • Reduce the planning and operational risks

  • Enhance clients’( participants) experience

Organization of a successful Event

is the foundation for a great image

of a Host City Organizer & its country worldwide!