Handout 11 Flashcards
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.
event close-down
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.
Administrative duties
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.
Physical close-down
Litter picking, bagging, washing up (or removal), deal with laundry and linen, move items to a central collection point
Cleaning begins
Stocking and boxing up of consumables and small items, loading of transport for small items (may include removal of trash/rubbish)
Clearing down small items
Technicians, caterers, and media crew to remove their equipment, furniture, and/or materials
“Bumping out” equipment and furniture
Collection of solid waste, collection of recycled waste, and emptying of tanks/bins
Cleaning and disposal of waste
Stripping out of telecoms, electricity/gas (not at the same time), removal of temporary water supplies/lines, temporary sewage, and generators, etc.
Removal of utilities
- Removal of rope-work and crowd barriers, removal of large items, tents, portacabins, mobile refrigeration units, etc.
Removal of structures
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
Handover and site restoration
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.
Evaluation.
This includes visitor and attendee data or sales, target market profiles, attendance statistics, financial reports, balance sheets, economic impact analysis, etc.
Quantitative information
This includes visitor perceptions and answered feedback forms, exit surveys, recorded chats or interviews, staff feedback, management notes, social impact analysis, etc.
Qualitative information
Questionnaires, visitor perceptions
Visitor observation
View of publicity, level of awareness
Sponsors
