Operations From Vision to Reality

1. Operations From Vision to Reality Becky Genoways, CFEE Genoways Events Memphis in May International, Saint Louis Art Fair

2. How Do You DefineEvent Operations? The process and activity of planning, organizing, implementing and controlling the event design, plan, resources and staffing to ensure an exceptional event experience for everyone; your guests, performers, volunteers, vendors and staff.

3. How? You basically plan for every single possible scenario under the sun for every single person who will be at your event for the entire duration of your event. Oh, you also plan for all the staff stuff too. That is all.

4. Revelations from a First-Time Production Manager

6. World Championship Barbecue Cooking Contest Time Lapse

7. Concept - Type of Event The nature and size of your event will have a direct bearing on the level of production, equipment, facilities, services, staff and time required to make it happen. Make sure your assessment of what’s required to accomplish the production of your event is accurate and build in contingencies wherever you can.

8. Site Selection Size - Projected Attendance, Programming, Etc. Location - Convenient, Safe, Free? Access - Vehicle, Patron & Support Ingress, Egress. Parking - Accommodates How Many? Cost - Includes? Neighbors - Who Will Be Impacted by the Event?

9. Site Selection Permanent or Temporary Infrastructure? Fencing Power Bathrooms Water Structures - Stage, Gazebo, Offices Surface - Grass, Pavement, Walkways, etc.

10. Site Design KNOW THE VENUE Festival Site History - Past Issues? Visualize Venue- Sit, Walk, Study Locations, Day and Night. Determine Traffic Patterns for Vehicles and Patrons Assess Potential Risks, i.e. Weather, Physical Barriers Map - Everything!!

11. SAMPLE MAP

12. Build It and They Will Come FOUR AREAS OF FOCUS Infrastructure – Physical Assets of the Event Site/Venue. Production Requirements – Technical Needs Based on Programming and Venue Operations Functions –Assets, Resources, Staffing Support Services/Amenities - the Event Experience for Patrons, Vendors, Performers, Staff

13. Infrastructure Event Footprint – Size, Perimeter Fencing - Gated or Non Gated? Entrances – Start and End Points Traffic/Road Closures – Barricades Parking - Shuttles Water Drinking - Potable Cleaning - Hydrants Vendors – Food Grade Hoses

14. Infrastructure Access Vehicles Establish Guidelines - Times Ingress and Egress Trucks, Trailers and What Is Permissible Food Delivery Patrons Entrances Lines Queue- Manage crowd flow.

16. Infrastructure Bathrooms Permanent Port-a-lets Formula Comfort Stations Restrooms Location and quantity. Maintenance schedule.

17. VIPee

18. Infrastructure Power Permanent Temporary Auxiliary Power Legal or Code/Permit Requirements Internet Phones

19. Infrastructure Tents – Frame or Stake? Ballast Guidelines/requirements for tents Exits and Exit Signage Fire Extinguishers Cooking within Tents Wind capacity Tables and Chairs

20. Infrastructure Signage Requirements – City Banner Permits? Consistent Design/Theme for All Signage. Directional Signage, Way Finding Establish Policies for Signage Atmosphere/Decorations

22. Production Requirements Stages - Size based on performers or function Portable/mobile Constructed Wind or Weather Capacities Roofs Portable/mobile Load Bearing Based on Lights and Backdrop Wind Capacity

24. S A M P L E S T A G E S P E C S

25. Production Requirements Sound Fly Bays Front of House Mix Monitor Mix Positions – Stage Left Wing Guitar World – Stage Right Lighting/Spots Par Cans - Number Movers # of Spots

26. SAMPLE SOUND SPECS

27. Production Requirements Performers Riders Advancing – see sheet Backline - Hotels – If Included Catering – Onsite, Third Party, Food Vendors Transportation – Hotel to Venue Passes – Access, Load-In, Parking

29. Great Lawn Stage FRI SAT SUN Catering Advance Sheet Performer ___________________ Advanced By ________________ Show Date __________________ Advance Date ________________ Email ______________________ Phone _____________________

30. Production Requirements Races Route Start/Finish Lines Timing Numbers Water

32. Production Parades Route - Schedule Units - Floats Order Bleachers Broadcast

34. Operations Functions Security Staffing-Private or Local Law Enforcement Plan & Protocol Emergency Plans & Preparedness. Partner with Local Public Safety Tabletop Exercises. Plan Activation Emergency Evacuation Procedures & Routes Weather and Response

36. ROLE OF EVENT SECURITY • RESPONSIBILITIES • Serve and interact with guests attending festival. • Provide information and direction to inquiries from the public or sponsors in a • positive and friendly manner. • Identify, diagnose and resolve safety concerns. • Generate safety awareness. • Enforce guidelines to reduce unsafe practices. • Communicate effectively to resolve potential issues. • Assess situation and take appropriate action. • Record incidents. • Notify your supervisor and/or OTW Security Director as situations dictate. • EXPECTATIONS • Plan and train for worst-case scenarios—but expect to deal with everyday • crowd behavior. • Anticipate unplanned activities and spur of the moment gatherings. • Be concerned with the safety and security of event. • Recognize the need for and benefits of leveraging resources and • collaborating with others. • Ensure safety of event attendees. • Dress in a professional manner. If you have any questions about your uniform contact a supervisor. • Rove with your partner in your zone as outlined on the map. • NO SMOKING!These is no smoking on duty. • Be polite but firm!

37. ROLE OF EVENT SECURITY STANDARD OPERATING PROCEDURES INTERIOR SECURITY/ROAMERS The main function of the interior security is the prevention of incidents. Event security personnel should always maintain a professional manner, have a professional appearance and exhibit a positive attitude. When dealing with an irate person, the event security personnel should make attempts to de-escalate the situation and take control. Should any situation become too difficult to handle, the supervisor should be contacted immediately.

38. Operations Functions Communication - Establish Needs Communication Tools Two-way Radios Cell Phones Command Center Monitoring - Police, Fire, EMS Back-up Plans Emergency Plan Response

39. GOLF CARTS FRIEND OR FOE? Golf Carts are the largest source of liability insurance claims according to one of the top industry insurance companies!!

41. Operations Functions Parking Vendors Volunteers Sponsors and Donors Staff VIP and Entertainers ADA Access Ingress and Egress

42. Operations Functions Trash Local ordinances regarding disposal and recycling. Dumpster(s) - quantities and location. Number of trash/recycling receptacles onsite. Plan for .25 to .5 pound of trash per attendee. Collection Establish guidelines and policies. Process including schedule. Clean-Up

43. Operations Functions Recycling Legal Requirements? Working with Vendors and Suppliers Partner with Local Waste/Recyclers Onsite Collection of Paper, Cardboard, Glass, Plastics. Comingled or Separated?

44. Operations Functions ADA Compliance for Event Parking Port-a-lets–1 for every 10 • Access -36” Wide Path Tables - 5% of the Total Service Animals Signing- Interrupters or Video Remote Internet

45. Support Services & Amenities Highest Priorities Are Attendee Safety and Positive Experience. Safety Plans Risk Management Incident Reports Lost children Location Staffing Equip the Space

46. Support Services & Amenities First Aid Scrapes, Stings, Band-Aids and Sunburns Medical Location – Access Live Saving Measures Emergency Plan Integration Coordination With Local Hospitals Mass Casualties

47. Support Services & Amenities Crowd & Traffic Flow Safe and Efficient Movement Identify Bottlenecks Capacity Entrance and Exit Checkpoints Identify Risks Establish Policies Communicate and Post Polices

49. Support Services & Amenities Patron Services Assess Patron Needs Based on Event Easy to Find Appropriate/Effective Staffing Information Booths Kiosks with Maps/Way Finding ATMs