1.

Introduction
Event coordination is the integrated implementation of all the operational and logistical
requirements of an event, based on the scope of event elements included in the event design
(Silvers 2012). As defined by (Cleverism 2018), event management is of great importance
because creating events occasionally provide an incredible opportunity to promote one’s
business.

In this assignment the writer will outline different aspects of planning a carnival event. The
event is called Mardi Gras; an all-inclusive party which will be held at O2 Park, Chaguaramas,
Trinidad. The party will be hosted by a committee called WOW events and it will cater for 5000
people from ages 18 and up.

Mardi Gras is a pre carnival event which will be held on the 26th January from 7pm to 12am.
This event will help to promote the festival of carnival and attract local and foreigners to
experience an unforgettable carnival event. See appendix figure 1 for the events itinerary.

2. Site planning and event infrastructure

The writer will adopt the Silvers’ Model for site development as shown in Figure 1.

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2.1 Specifications
Firstly, the event coordinator will have a list of venues which they consider appropriate for the
carnival event, these venues will assessed in terms of location, availability of the specified date,
capacity, parking, facilities and cost. Since, the host prefers to have the event in the
Chaguaramas locality there are quite a few to consider such as o2 park, Pier1, Pier2 and
Anchorage.

2.2 Sourcing
Now that the specifications for the venue are established, the event coordinator will begin
researching the venues by browsing the websites, liaising with previous event coordinators
regarding previous parties they planned and contacting the venues to discuss the specifications
required.

2.3 Inspection
The event coordinator thoroughly inspected the specifications and narrowed down the venues
to two possible sites, specifically O2 Park and Pier1. At this stage in the process the host along
with the event coordinator will visit the options to inspect the facilities and determine which
location is appropriate. Every aspect should be examined carefully as location is one of the key
aspects in whether your event will be a success.

2.4 Selection
At this point the venue is selected, the event team thoroughly investigated and evaluated the
locations and decided on O2 Park. This was the most suitable venue as it is spacious, amenities
were in good working condition, and it is a well-known venue for many events with successful
outcomes. The event coordinator will then negotiate with the owner, ensuring to remain within
budget, and a written contract will be signed to confirm the selection.

2.5 Layout
The event coordinator will now begin the process of organising the initial layout of the venue by
reviewing the site plan to determine where each entity will be located (see appendix figure 2, 3
and 4 for the site plans with different views). This will include the set up for the stage area,
tents for various promoters, decor, concessionaires and bars. The layout should also cater for
safe movement of human and vehicular traffic in the crowd for patrons, performers, staff and
other relevant personnel.

2.6 Occupancy
To ensure the event has the proper safety measures the event coordinator will have to
supervise the in and out movements of setting up and all the logistics involved in each area
such as food, staging, lighting as well as accessibility for person with disabilities. The
coordinator must ensure that all codes of conduct are followed by liaising with the different

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organisations in charge to get documentation and permissions from COTT (Copyright Music
Organisation of Trinidad & Tobago), EMA (Environmental Management Authority) and CDA
(Chaguaramas development Committee). Additionally, The police and fire services should also
be involved in case of any mishaps.

3. Infrastructure
Infrastructure networks such as transportation systems, power grids, water utilities, and
communication networks are the lifelines of modern societies, national and local economies
depend heavily upon efficient and reliable infrastructure networks (Karlaftis & Peeta 2009).
Infrastructure is essentially required in the planning of any event whether large or small as this
sets the foundation for any event.

The event coordinator has to ensure that all factors including transportation, parking, waste
management, utilities and labour are effectively taken into account (see appendix figure 5).

4. Safety and security

In planning any event, the coordinator must take into consideration any risks that may arise; if
this is not accounted for there can be major consequences. According to (Study.com 2018), risk
management is an important topic in event planning because failing to recognize potential
problems can have a huge impact on many areas of your business, including your reputation
and financial stability.

The event coordinator will conduct risk management assessments, which consist of the four
very comprehensive phases: risk identification, risk analysis, risk avoidance and risk monitor
(Malbašić, Petrović, & Tančić, 2016). Prior to the event the coordinator will make regular visits
to assess the venue and layout to identify potential risks. There are many potential risks
however, only two will be discussed in this event; power disruption and overcrowding.

Based on past events hosted by the coordinator and others, these risks are the most common
ones. Due to the high volume of power needed for Mardi Gras for the various sound and special
effects, if this feature is not thoroughly evaluated there could be power disruptions during the
party which will result in an irritated crowd. Overcrowding is also another problem, the host
will print a certain amount of tickets and distribute to different promoters to sell and if those
are sold out too quickly they might print more not taking into account the venue capacity. This
can lead to the venue being too crowded therefore causing patrons to be trampled and pushed
around.

Now that these risks factors are taken into account, the event coordinator can establish
prevention methods. When setting up the layout, the coordinator has to hire professional

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companies with well trained staff to set up the proper power systems ensuring that the right
amount of voltage is used. Backup generators will also be placed in the event of a power
disruption. Prior to the party rehearsals should be done with all performers, by doing this the
coordinator will have an idea of the power consumption. The ticketing system will be digital,
patrons will be directed to a website to purchase online with one person monitoring the
amount of tickets being sold. When the specified amount is sold no more will be issued.

On the day of the event the coordinator will do one last routine check to make sure risks are
avoided. Although potential risks was assessed, contingency plans has to be implemented in
case plan A does not go well, there should always be a plan B. For this reason, the coordinator
liaises with the various protective services such as fire, police and medical services to have staff
on site throughout the entire event, to resolve any problems in a quick and timely manner. The
event coordinator should also cover the event with insurance in case of any problems and have
the MC (master of ceremony) announce safety guidelines at the beginning of the programme
such as location of muster points and protective services. Police officers with uniform and
without will be located at different areas in the crowd, for added security.

5. Staging the event experience, theme development and production

Now that the decision is made on the event concept and venue, the event coordinator now has
the responsibility of staging the event to give patrons a memorable experience. Event staging
involves all the elements associated with theme of the event which includes theme, flooring,
décor, entertainment, sound and lighting and use of technology (Bladen et al., 2017).

This section will outline the theme of the events and all other aspects of making an event come
to life, the reader will have a visual of Mardi Gras before it actually happens. As stated by
(Venzin 2017), think of your theme as a rich opportunity to connect your audience to your
work. Some details of each aspect will be illustrated in figure 6 of the appendix.

Technical difficulties are important factors in planning an event. Mardi Gras is a large scale
party with much equipment functioning simultaneously therefore, the likelihood of technical
problems is expected. The coordinator will have rehearsals with everyone who has a role in the
party to ensure everything is working properly. Backup plans will be implemented such as
having extra equipment and professionals on site to fix problems immediately.

6. Conclusion

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References

Julia Rutherford Silvers, 2015, Professional event coordination, 2nd edn, John Wiley & Sons,
Inc., Hoboken, New Jersey.

Cleverism, 2018, Event management, viewed on 3 November 2018.

https://www.cleverism.com/skills-and-tools/event-management/

Karlaftis, MG & Peeta, S 2009, ‘Infrastructure Planning, Design, and Management for Big
Events’, Journal of Infrastructure Systems, vol. 15, no. 1, pp. 1–2, viewed 4 November 2018.
<http://search.ebscohost.com.aib.idm.oclc.org/login.aspx?direct=true&db=plh&AN=36505519
&site=ehost-live>.

Study 2003-2018, Risk Management in Event & Conference Planning, viewed on 4 November
2018.
https://study.com/academy/lesson/risk-management-in-event-conference-planning.html

Bladen, C., Kennell, J., Abson, E. and Wilde, N. (2017). Events Management: An Introduction.
2nd ed. Routledge.

Malbašić, S, Petrović, V & Tančić, L 2016, ‘Technology Risk Assessment as Part of Risk
Management Process’, Serbian Project Management Journal, vol. 6, no. 1, pp. 51–62, viewed 5
November 2018.
<http://search.ebscohost.com.aib.idm.oclc.org/login.aspx?direct=true&db=bth&AN=11993043
4&site=ehost-live>.

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Venzin, M 2017, ‘Align Your Event Theme with Your Mission’, Special Events Galore, vol. 17, no.
5, p. 4, viewed 6 November 2018.
<http://search.ebscohost.com.aib.idm.oclc.org/login.aspx?direct=true&db=bth&AN=12257694
4&site=ehost-live>.

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Appendix
Figure 1: Event itinerary

Source: created by author

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Figure 5: Infrastructure
Transportation  Private: patrons using their own vehicles
 Public: accommodation for patrons via public transport such
PTSC (Public Transport Service Corporation)
 Traffic congestion due to one route to venue
 Police service will render their assistance to direct traffic
smoothly
 Suppliers asked to arrive earlier in the day to set up sound,
music, décor, staging, tents
Parking  Parking plan in effect which will be at another location
 Shuttle service to and from the party
 Secured parking with security officers available at the parking
facilities throughout the party
Waste management  SWMCOL (Solid Waste Management Company Limited)will be
hired for event

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  Sufficient trash bins and recycle bins allocated throughout the
venue especially at concessionaires
 Cleaning staff from beginning to end to keep the environment
clean
Utilities  Adequate power outlets
 Professional personnel in charge of power utilities to avoid
overloading or power disruption throughout the event.
 The washroom facilities must be properly sanitised and in good
working conditions with cleaning staff present at all times to
maintain a clean environment.
 Water and gas is essential for food preparation and since the
party will include water trucks passing through the crowd
spraying people, sufficient supply of water has to be available
Labour  Skilled labour is hired on contract for the duration of the party
in case of any mishaps they will be able to resolve problems
quickly
 Sufficient food and bar areas required to ensure meals and
drinks are available and not run short
 Voluntary staff needed as this is a large event
Source: created by author

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Figure 6. Staging the event experience, theme development and production
Theme Mardi Gras
Decor  At the entrance, patrons will scan their tickets and be greeted by
promoters dressed in colourful carnival costumes, soca music
playing in the background.
 Beaded chains, masks and rhinestone layered champagne cups in
mardi gras colours (blue, green, purple, gold) will be distributed
to everyone.
 Food concessionaires and bar will follow, with a wide variety to
choose from such as gyros, corn soup, doubles, kebabs, pasta,
desserts and bars filled with exotic drinks. It is an all-inclusive
party therefore everything is available once you purchase a ticket.
 Food concessionaires and bar will be covered by tents, have
proper amenities to cook, decorated with drapes in mardi gras
colours, banner displaying the name of catering company, food
and drinks will be displayed buffet style setting.
 Projection screens will be placed in the middle section of the
crowd (left and right side)
 Promoters will also be passing through the crowd with drinks,
glow sticks, cups.
 From entrance onwards, the venue will be decorated in the mardi
gras colours, streamers, banners, signs, the trees at O2 park will
be decorated with different colour lights, confetti will fill the air
at random moments.

Staging  Stage and flooring will be mounted up by a professional company

with trained staff.
 Stage size: 16 ft x 16 ft (256 ft²), has to be large and strong to
accommodate the performers and their dancers, equipment,

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 special effects, camera crew, screens.
 The background of the stage will be layered with screens to
ensure the entire crowd views the show.
 Camera operators will be on the stage to project live videos on
the screens.
 Flooring will covered the stage, this has to be done professionally
to ensure that there are no uneven surface which can cause
anyone to trip
 Tents will be set up at the stage area for performers to store
equipment until it’s time to perform.
 Rehearsals must be done prior to the event to see if there are any
issues with the stage and floor.
Signs and props  At the entrance, there will be a welcome sign with mardi gras
colours and images.
 Signs will be set up directing patrons the washroom facilities,
food area, photo booth and all other parts of the venue.
 A photo booth will be rented with mardi gras themed
background, props and signs for pictures, a professional
photographers will be there and in the crowd all night.
 Projection screens will project carnival images, advertise other
parties to come and live stream the entire party.
Sound/lighting/  Technology is growing therefore sound/lighting/special effects is
special effects important in events to ensure patrons experience an enjoyable
party.
 Sound checks must be done to make sure microphones are
working
 Sound and lighting system has to be effective and projected into
the atmosphere as the venue is large and patrons will be very far
from the stage and would need to see and hear everything.

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  Some performers will have upgraded equipment while some will
not, the coordinator has to satisfy everyone by having different
types of equipment available. A rehearsal will give the
coordinator an idea of this.
 Special effects such as Pyrotechnics, fog machines, laser lighting,
confetti blowers, robotic cameras in the sky capturing every
moment, foam machines, uv neon paint party machines and co2
cryo guns will be rented once it is within the budget.
Source: created by author

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