There are some of the important factors which need to be considered while planning an event. These are the following:
Noise from some of the sources such as amplified music, refrigeration equipment, motors, generators and patrons can create problems for local residents and businesses. In case complaints are received regarding excessive noise, the event may not be able to be held in the future. If the event will provide amplified entertainment there will be a need for an agreement with the local council.
If you plan to hire a live music agency in London, make sure to take care of all these issues in order to avoid any mess later on.
For outdoor events in particular, the prevailing weather conditions should be a major factor in choosing the date and time for the event. Adequate space, freely available water and shade need to be provided before, during and after the event. Technology now provides event managers and emergency service personnel with access to regular weather and storm reports and the opportunity to develop a range of contingency plans in response to an anticipated adverse weather change.
Information centre and communications
A well -identified, well-located, and well-publicised information centre on site, serviced by knowledgeable staff, can provide a full range of information services to patrons. Remember to mark the location of the information centre on the site plan. Communication between event staff is vital to ensure safety and security for both staff and patrons. Communication between the organisers and patrons must also be adequate to cope with emergency situations. Battery operated megaphones or back-up generators may be necessary to ensure that communication is maintained at all times.
The availability of high-quality, affordable and accessible food can enhance patron comfort, reduce levels and effects of alcohol consumption and increase event revenue. Having a variety of food options is particularly important in or near ‘wet’ areas to encourage drinkers to eat. This will also reduce the need for patrons to move through other areas to buy food thus avoiding possible disruptions in ‘dry’ or family areas. Food vendors will be required to meet council health standards.
For outdoor events, especially during the summer period, patrons require access to drinking water to prevent dehydration and reduce consumption of alcohol. Clean, easily accessible drinking water should be available, free of charge, with an additional option to purchase chilled bottled water.
Lighting and power
Even in venues darkened for performances, lighting should always be adequate to identify exits, corridors and aisles. Auxiliary battery power or generators should be in place to provide minimum light in a power break, as well as to power the public address system, which can be used to give directions to patrons during a power failure. As many concerts are performed with only stage lighting, access to the main lighting or house lights is essential in case of an emergency. The location and means of activation of lighting and power must be known to those on site who are responsible for emergencies. It is worthwhile to have an electrician on call.
Lighting can also be used to control crowd movement as people tend to move towards stage lighting and leave an area when the house lights are turned on. Use of the site plan to determine dark and isolated areas can help organisers to identify possible safety concerns.