Logs Topic 10 - Shutting Down Event

Areas of concern on site

1. dispersing crowd and their safety

2. partying on the crowd to lessen the congestion during the dispersal period

3. timing to strip down the site for stakeholders

4. security on the assets during the shutdown

5. post event auction and delivery services

6. vehicle movements

7. towing and listing facilities for bulky and heavy objects

8. thank you party for deserving event staff and sponsors

9. cleaning and waste disposal

General Rules of Thumb

1. the shutdown sequence shall be planned to remove facilities in the reverse order of their set up

2. the clear up shall remove items of smaller size first, followed by the large ones

3. the event venue must be returned to its owner in its original condition

crowd dispersal

1. exits / passages / carparks are clear of all obstructions

2. safety of crowd movements to be observed

3. open of gates timed with program ends

4. transportation makes available in an orderly manner

5. held after event entertainment to stagger crowd dispersal timing

equipment

1. bump out schedule including assigning correct exits and loading docks

2. shutdown equipment with specialist staff

3. clean and repair site

4. store - label boxes and display (contents list against inventory list)

5. complete all sales or auction actions

6. complete small equipment sign off

7. schedule for dismantling supporting structure and barricades

on site / staging area

1. dismantle tents and stages

2. conduct environmental assessment

3. conduct an idiot check on site

4. track all lost and found items

5. repairs turf and fences

6. the compound restores to normal condition

7. cleaning

8. site / venue handover

contractors

1. take stock and return unused inventory of the store and services

2. contract acquittal

3. track record updates

4. thank you

finance

1. verify and pay the bills

2. finalise and audit project account after the event

3. present the profit and loss statement

entertainment

1. hold a thank you party

2. farewell gestures for stakeholders and workers

3. dispense souvenirs

4. thank you letters / awards / recommendation

human rescources

1. hold separate grand celebration parties

2. debrief for follow up events

3. final payments of temporary staff

4. report / testimonials

5. update the database of volunteers and temporary staff

liability

1. records of incidents and accidents

2. liasion with relevant parties and witness of accidents

3. follow up with legal issues or take legal action

4. validate event photo and video recordings

marketing and promotion

1. update customer and visitor databases

2. compose statistics of events

3. hold a press conference

4. collection and release of media clippings / video news

5. reviews of the event

6. establish market trends and community reactions

sponsors and grants

1. acquit grants and exclusive event reports for statutory sponsorship

2. meet sponsors and enthuse them for future events

3. create value exchanges for new sponsors

government and politics

1. thank goh, politicians

2. thank civic service agencies or groups for their assistance

3. send event reports and returns of data to the statutory council and other government agencies, such as the STB, for their sponsorship closing

clients

1. update and send glossy reports, videos, and photos of their participation or sponsorship

2. wrapping up any feedback and suggestion for future marketing efforts