nSITE VISITS

Site Visits



Importance of Site Visits

Introduction

Explores the underlying processes in event management and their convergence toward the project management system. In particular, the dynamic system of event management is outlined with examples in current events and festivals.

An overriding constraint is the venue or event site. Although obviously significant in the event industry, the event site determines so much of the project that the site visit is recommended by all event management books. However unlike the event industry, the event site is vacated completely once the event concludes. This means that all works have a transitory nature to them. Once again this is reflected back throughout the planning of the event. Whatever is done has only a lifespan extending to the end of the event. There may be a legacy of the event ,such as a cultural product or fixed facilities, but these are of secondary importance to the event.

Selection of a site relates directly to the event function, and the degree of surety required for the event to proceed. Exposed sites, such as when events are held out-of-doors, may be subject to inclement weather, which is capable of shutting down an event or greatly diminishing the number of guests who attend. A site venue with inadequate parking may deter guests from attending as will the selection of a site in a crime-riddled or dangerous area.

The perception of the site itself is also key to a successful event. It may prove difficult to attract interest for a boat show in the middle of a dry parking lot, as it may prove wildly successful to sponsor a tractor pull at a local fairground. The site itself must lend it's own sense of anticipation and excitement to the event. Modern structures with grand scaling, parking garages, rich interior details, and carefully designed floor plans are suited for events, making such venues perfect for providing a site to host a memorable occasion. Hotels are always a suitable option, filling the lodging needs of out-of-town travelers, offering ready provision of catered food and beverages, and large rooms for classes, banquets, or vendor displays. In addition, they are usually located along major routes, may provide shuttle services to airports and train terminals, and can greatly reduce event staffing costs.

The major resource that is different in events is the use of volunteers. This is common throughout the industry from small corporate events that use their staff to help out to the Olympics. The use of volunteers creates an event organisation with different methods of motivation to the construction and IT industry. In particular leadership plays an important role. Also, the use of volunteers makes many of the standard estimations of tasks and resources difficult to perform.

The major area that concerns event management is the ability to make decisions in a changing environment. The remarkable growth of project management is an indication of a change in business practices throughout all organisations. It is implemented to bring about change in organisations so they can catch ...