Handout 11

Question 1

refers to the final phase of an event which includes the following elements: administrative duties, physical close-down, and evaluation and recording. At the end of a long event, despite the tiredness, the event organizers must still be able to handle the event close-down and clear up the event site properly and carefully.

Answer 1

event close-down

Question 2

These can be anything from filing to sorting out the accounts, paying the bills, collecting feedback forms, creating and sending Thank-You letters, and conducting final marketing activities, such as closure press releases, contract acquittal, and preparation of the final financial statement by the finance committee or event treasurer and auditor.

Answer 2

Administrative duties

Question 3

This is the most obvious event close-down activity. It refers to the big clear-up once the doors have closed and the last visitor has gone. A reversed work breakdown schedule can be created, based on the last program activities leading up to the opening.

Answer 3

Physical close-down

Question 4

Litter picking, bagging, washing up (or removal), deal with laundry and linen, move items to a central collection point

Answer 4

Cleaning begins

Question 5

Stocking and boxing up of consumables and small items, loading of transport for small items (may include removal of trash/rubbish)

Answer 5

Clearing down small items

Question 6

Technicians, caterers, and media crew to remove their equipment, furniture, and/or materials

Answer 6

“Bumping out” equipment and furniture

Question 7

Collection of solid waste, collection of recycled waste, and emptying of tanks/bins

Answer 7

Cleaning and disposal of waste

Question 8

Stripping out of telecoms, electricity/gas (not at the same time), removal of temporary water supplies/lines, temporary sewage, and generators, etc.

Answer 8

Removal of utilities

Question 9

• Removal of rope-work and crowd barriers, removal of large items, tents, portacabins, mobile refrigeration units, etc.

Answer 9

Removal of structures

Question 10

Removal of final waste skips, wash downs, check course for damage, green-keepers begin work on areas damaged by heavy use, and wear and tear from public trampling

Answer 10

Handover and site restoration

Question 11

A short period after the physical close-down of the event, certainly within a week or two
(2), there should be a meeting of the various stakeholders to evaluate the event.

Answer 11

Evaluation.

Question 12

This includes visitor and attendee data or sales, target market profiles, attendance statistics, financial reports, balance sheets, economic impact analysis, etc.

Answer 12

Quantitative information

Question 13

This includes visitor perceptions and answered feedback forms, exit surveys, recorded chats or interviews, staff feedback, management notes, social impact analysis, etc.

Answer 13

Qualitative information

Question 14

Questionnaires, visitor perceptions

Answer 14

Visitor observation

Question 15

View of publicity, level of awareness

Answer 15

Sponsors

Question 16

Views, comments, and logbooks

Answer 16

Staff and volunteers

Question 17

Observation and questionnaires

Answer 17

Mystery guests

Question 18

Reports about the crowd, traffic, and other incidents

Answer 18

Security/police

Question 19

Observation and comments

Answer 19

Working committee heads

Question 20

Parking, access, observations, weather, views of the community

Answer 20

Executive committee

Question 21

refers to the act of ensuring that things happen according to plan.

Answer 21

Monitoring