Logistics in event management

1. "Logistics means having the right thing,
at the right place, at the right time."

2.  Word, ’Logistics’ is derived from French word ‘loger’,
which means art of war pertaining to movement and
supply of armies.
 “Logistics means the art of managing the flow of raw
materials and finished goods from the source to the
user”
 To get goods from where they arise to the right place
in the right form, at the right time, at the right cost,
“Logistics or physical distribution or distribution
logistics is an integral part of Marketing Process”.

3. Definitions
 Application of management principles to
logistics operations for efficient and
cost effective movement of goods and
personnel.
 Management of the activity of transporting
goods to customers or to places where they
are bought or sold

4. Definition Of LM
 According to Council of logistics
management: “Logistics is the process of
planning, implementing and controlling the
efficient, effective flow and storage of goods,
services and related information from point of
origin to point of consumption for the purpose
of conforming the customer requirement”.

5.  Logistical management includes the design
and administration of systems to controls the
flow of material, work- in – process, and
finished inventory to support business unit
strategy.
 Logistics is the designing and managing of a
system in order to control the flow of material
throughout a corporation.

6.  Logistics of an company includes movement
of raw materials, coordinating flows into and
out of different countries, choices of
transportation, and cost of the transportation,
packaging the product for shipment, storing
the product, and managing the entire
process.

7.  There are two main phases that are important in the movement
of materials: material management and physical distribution.



Materials management is the timely movement of raw
materials, parts, and supplies.
The physical distribution is the movement of the firm's finished
products to the customers. Both phases involve every stage of
the process including storage.
The ultimate goal of logistics is: "To coordinate all efforts of the
company to maintain a cost effective flow of goods."

8.  Inbound logistics covers the movement of materials received
from suppliers.



Material management describes the movements of material &
components within a firm.
Physical distribution refers to movement of goods outward from
the end of the assembly line to the costumer.
Supply- chain management is somewhat larger than logistics
and it links logistics more directly within the user’s total
communication network & with the firm engineering staff. It
includes manufacturer and suppliers but also transporters,
warehouses, retailers and customers themselves.

9. Importance of logistics
 Transportation cost rose rapidly due to the
rise in fuel prices
 Production efficiency was reaching a peak
 Fundamental change in inventory philosophy
 Product line proliferated
 Computer technology
 Increased use or computers

10. Elements of logistics system
 Transportation
 Warehousing
 Inventory Management
 Packing & Utilization &
 Information & Communication

12. Identify event
infrastructure
Thefirst stage of event operational planning
involves establishing the event
infrastructure requirements.
These requirements could be for an indoor
venue, such as sports centre, community
hall or an exhibitioncentre.
They could also be for an outdoorsite.

13. Identify event infrastructure
Thefirst step is to coordinate with
relevant authorities at the
commencement of the management
cycle to ensure regulatoryrequirements
are integrated into planning process.

14. Identify event infrastructure
Thesecond step is to identify and
analyse infrastructure and facility
requirements based on detailed review
of all aspects of the proposed event and
venue.

15. Theserequirement includes:
Staging
Powersupply
Water supply
Heating or air-
conditioning
Public toilets
Erection of temporary
structures (in addition to
staging)
Scaffolding
Emergency services
Car and coachparking
Transport systems
Contractor access
Camping sites or other
temporaryaccommodation
Signage
Technology requirements
Disabled access
Waste management
Security
Any environmental or
heritage requirements

16. Once detailed list of the infrastructure
requirements has been developed, it needs to be
discussed with the approving authority orvenue
management.
At all stages it is necessary to incorporate safety,
security and risk management issues into all
planning documentation and processes assafety
aspects are the most likely to lead to rejection of
event plans.

17. Establish and organiseevent
infrastructure
Following approval from the relevant
authorities , site or venue manager, steps
can be taken to establish and organiseevent
infrastructure and contractors.
Itrequires accurate request for tenders or
detailed briefing of contractors so that
quotes can be obtained from suppliers of
equipment and services.

18. Establish and organiseevent
infrastructure
Licences may be required for:
Building work
Electrical work
Gas fitting
Handling hazardous materials
Forklift operations
Stage sets(e.g. Fire retardant certification)
Rigging
Pyrotechnics and special effects
security

19. Establish and organiseevent
infrastructure
The logistics of event management
planning involves:
getting things organised
getting things in the right place at
the right time
pulling everything down.

20. Establish and organiseevent
infrastructure
Running an outdoor event:
Eachelement of the proposed infrastructure
must be discussed with key stakeholders
and suppliers.
Careful coordination and monitoring is
essential particularly during the bump-in
phase when several contractors will be
working simultaneously.

21. Bump-in (or set-up)
Setting up can be a time-consuming process and a run-
through must be built intoplanning
It is absolutely essential as it is imperative that allfacilities
and equipment work.
Foroutdoor sites:
-an all-terrain vehicle may be needed to avoid damageto
grass.
-Perimeter fencing is required
- Computer network and other cables are laid along thefence
line and these must be covered for safety reasons and tested
to ensure that the network is up andrunning.

22. Bump-in (or set-up)
Mostinfrastructure is installed on the day
before the event and there are safetyissues
with this if members of the public,
including children, have access to the site.

23. Over seeing event set up
Establish contact with the nominated contractor
personnel at the appropriate time and reconfirm
and agree all requirements
Agree to and make any necessaryadjustments
with the contractor
Check all aspects of the event set-up against the pre-arranged agreements
(materials and equipment, room set up, staging, technical equipment, display
and signage, food and beverage facilities, registration areas)
Check all areas of the venue and
equipment are accessible andsafe
Identify any deficiencies anddiscrepancies
and take prompt action to rectify the
situation
Iillustrates the level of checking that needs to be done to ensure that the set-up of an event
will run smoothly.

24. Bump-out (or Breakdown)
It is the reverse of the bump-in
A detailed schedule needs to be developed and agreed with
contractors.
All temporary structures and equipment need to be
dismantled.
This has to happen immediately after the audience has left,
sufficient staff will be required because at this stageeveryone
is generally exhausted, which itself presents a safetyrisk.

25. Bump-out (or Breakdown)
Ifbump-out does not occur immediately,
security staff will be needed to monitor the
site until all equipment and materials have
been remove.

26. Over seeing event breakdown
Co-ordinate the
packing and removal of
all materials and
equipment
Check the venue toensure
items and belongings are
not left behind
Oversee the breakdown
of the event to ensureit
is completed in
accordance with
agreements
Debrief with contractors
to discuss anydifficulties
or suggestions for future
improvements
Check and sign accounts in
accordance with contractor
agreements
Note anyoutstanding
items requiring post-
event action

27. Monitor Build ofevent
infrastructure
During the bump-in process the event
organiser needs to monitor progresswith
infrastructure build.
Specific times are allocated to this
process in the exhibition industry and, for
safety reasons exhibitors are no allowed
to access to their stands until the build is
complete.

28. Monitor Build ofevent
infrastructure
Sharinginformation with
stakeholders, contractors and other
staff is essential.
Keeping all plans in your head is not
advisable.

29. Monitoring progress, by itself, may
not be enough.
Agood event manager anticipates
possible changes that might be
required and develops positive action
plans to keep progress on time and
on budget.