CHAPTER 3-STAGING AND LOGISTIC

ORGANIZING EVENT (OBM310)

Faculty of Business & Management
UiTM Cawangan Kedah

CHAPTER 3

Staging and logistics

Madam Norafiza binti Mohd Hardi

LEARNING OUTCOMES

• On completion of this course, the students will be able
to:
• prepare related materials in staging and logistic for
an event
• Identify the key supplier and support key suppliers
for an event
• prepare a budget for staging and logistic
• organize work and manage time efficiently and
productively

INTRODUCTION

• Staging and Logistic is all about the integrated
planning and control of moving goods, merchandise
equipment and people to be on the event-site on time
and in concert in the most efficient and cost effective
manner whilst monitoring of internal and external
network.

• When it comes to choosing vendors and suppliers, it
can be difficult to know where to start. But it doesn’t
have to be.

• Finding the right key supplier can be the difference
between event success or failure. If a supplier makes a
mistake, it can reflect poorly on you in the minds of your
attendees.

KEY SUPPLIERS

A supplier is a person or business that provides a product or
service to another entity. The role of a supplier in a business
is to provide high-quality service or products from a
manufacturer at a good price to a distributor or retailer for
resale.

◼ One of the first step – contact key suppliers for
promotional material – to be utilized in presentation

◼ Put together proposal shell – while waiting for pricing to
come in for cost summary
◼ Consists of areas that will not be affected by pricing
◼ Fine tune proposal when pricing is available

SUPPORT KEY SUPPLIERS

Sources for material often from suppliers or those who
can provide additional support information:

• Airlines • Printers and Designers
• Destination Management • Promotional companies
• Restaurants
Companies • Special effects
• Caterers
• Décor companies
companies
• Entertainment • Other suppliers
• Florists • Tourist boards
• Hotels • Transportation companies
• Venues

AIRLINES

• provides with information and statistics on customer
service awards,

• on time flying records
• airport layouts for connecting flights
• sample menus
• first class and business class lounge facilities
• check-in procedures
• luggage restrictions
• airplane configuration
• security features

DESTINATION MANAGEMENT
COMPANIES (DMC)

• Essential component to planning out of country events. DMCs
are usually hired to help plan and execute all offsite and
evening activities.

• Different from transportation companies
• Take you from A to B

• DMC works in partnership with clients
• Provide planners with creative concepts, event timing,
logistics and event execution
• Provide professional on-site staff who coordinate all aspects
of planner’s program
• DMC works under direction of planner
• DMC brings together their suppliers contacts, and their
established working relationships
• Often achieve better supplier rates for planners
• Also advise on protocols, local customs and culture, proper
guest attire and immigration procedures

When planning events out of town or outside of your area of expertise, a

good DMC can become your best friend and closest ally. Their

relationships and extensive local knowledge often cover all aspects of

event planning.

• Some services DMC provides:

• Airport meet and greet
• Airport luggage handling and porterage
• Airport taxes
• Airport signage
• Airport staff
• Transportation to the hotel
• Luggage trucks
• Hospitality desk staff and registration desk staff
• Décor and floral arrangements
• Staging, lighting and audiovisual and special effects
• Entertainment, off-property activities and meal functions

and room gifts

CATERERS

Caterer is a person or company that makes or serves food.

What are the services of a caterer?

• Sample menus and food presentation layouts
• Mini sampling – served before or during meeting
• Outside country – DMC and caterers can arrange specialty

items for which the region is known
• Provide expert advice
• Food and beverages agreements contract
• Test food are necessary for the event such VIP, participants

and guests menu.
• Services quality such buffet, indoor or outdoor suppliers.
• Survey based on quality of food, price, services, manner,

hygiene, tasty and theme.

ISSUES IN REFRESHMENT AND
BEVERAGES

• The number of visitors attending and expected
to eat/buy refreshment

• The staff which have to be fed and at what
times

• Details about the visitor
• Whether there is a budget for refreshments
• Whether refreshments is exclusive of the ticket

price
• The expertise and ability of the catering staff
• The type of catering facilities
• What utilities and main services are available at

the venue

DÉCOR COMPANIES

• Provide array of material so that clients can visually start
to see and feel their event taking shape

• Sample photographs
• Other pertinent tangible details
• Some products provided:

• Chair covers and table linens
• Table settings and centerpiece
• Custom props
• Wall and ceiling draping
• Special effects, specialty lighting and staging
• Floral arrangements and plant rentals

ENTERTAINMENTS

• CDs featuring recommended entertainment, related
press kits and reference information should be included
in the proposal

• Singer on sample CD must be actual and band players
shouldn’t be substitutes.

• Request song list – familiarize with type of music they
offer

• Get contract information in advance
• Price and other additional requirements needed –
to be discussed during presentation

FLORISTS

• Provide planners with photographs of sample floral
arrangements

• Floral arrangement that suits the event themes
• Relates with the event theme and coordination

HOTELS

• Planner should know the hotel inside out and must be
familiar with the rooms that will be used and the
recommended set up.
• Request full conference kit
• Floor plans of meeting spaces
• Food and beverage menus
• Hotel layout
• Activities and facilities – as much details as possible
• Sample copy of hotel contracts
• Brochures

PRINTERS AND DESIGNERS

• Printing and design elements include:
• Invitations
• Registration kits
• Print teaser campaign material
• Itinerary booklets or agendas
• Meeting contents (material to be handed out on-
site)

PROMOTIONAL COMPANIES

• Teaser campaign – can be part of proposal for
corporate incentive program

• Teaser is: an advertising or promotional device
intended to arouse interest or curiosity especially in
something to follow

• Another example of successful promotional
demonstration was a coffee cup where theme logo
appeared only when it was filled with hot liquid.

• Unique items will stand out and set the event ideas
apart.

RESTAURANTS

• Get information on any restaurants they plan to use in
the event

• Copies of menus
• Photographs and room layouts
• In proposal include menu recommendations to make

event more real, rather than listing meals as just
breakfast, and lunch and dinner.

• To build anticipation
• For clients to visualize their guests sitting down to a

meal prepared with local delicacies

EXAMPLE

SPECIAL EFFECTS COMPANIES

• Water fountains – water and light dance to
music

• Fireworks
• Provide visual of what is being

recommended
• Planner should be fully conversant with

what will be required with regard to set up
time, permits etc.
• Ask Special Effects Companies conditions
that need to be met.

OTHER SUPPLIERS

• Planner should solicit any material from
suppliers that may be using that will help to
build a better presentation and sell the
proposal.

• Include good facts – such as safety awards
– to show your concern of guests’ safety

• Should there a waiver guests need to sign,-
make a copy for client’s lawyer review

TOURIST BOARDS

Provide planners with a wealth of materials
Information on subjects – local attractions,

weather, currency, holidays, customs,
protocols, electrical needs (adapters?), taxes,
tipping, destination entry requirements etc.
Promotional items to be used to launch an
event or as part of an ongoing teaser
campaign.
Could be available for free or at minimal cost
(depending on group size)

TRANSPORTATION
COMPANIES

• Type of cars?
• How many?
• Quality of car?
• Same color?
• Limo connoisseur?
• Minibus?
• Regular coach and executive coach?
• Differences?
• Definition of each may be different from place to place.
• Get all the facts right
• Ask for visual and detailed fact sheets to be incorporated in

the proposal
• Planner’s recommendation – transport, cost, comfort?

VENUES

• Difficult to sell what cannot be seen
• Client should see the property
• Example: on an out of town meeting or

incentive program
• Easier for client to make decision if they

can see the venue and how their guests will
be experiencing it.
• Ask venue to send press kit

• Award winning chef? Cookbook?

• Request signed copy of cookbook – left behind at
the close of presentation

VENUE SELECTION

 Location of the event
 Ease of access
 Price consideration/affordable
 Food and beverage facilities
 Seating capability
 Parking availability
 The type of audience
 The type of the event
 Available venues within the location
 Attractive ambience at a venue
 Safety and security

LIGHTING

• Purpose of lighting of the event:

• To provide ambient lighting
• To highlight artists, speakers, event
• To light backdrops
• To create a particular mood
• To contribute staging successfulness
• To give spectacular effect
• To highlight sponsor advertising
• Etc (related)

OTHERS CONSIDERATION

• Promotional material designs
• Opening ceremony/background music/rehearsal
• Marketing and public relations for events
• Communications process

• Medical and emergency services
• Speaker/trainer/facilitator
• Maintenance
• Equipment and facilities

LOGISTIC ELEMENTS

• Access to the site, i.e. can vehicles or transport service
come close enough to park

• Physical problem with storing, transportations, serving
foods

• Restroom facilities
• Provision of basic services, i.e. water, electricity, etc.
• Emergency services
• Equipment needs

SUMMARY

• Logistic is part of the process of event planning and
it involve the detail organizing of goods, equipment
and people and deliver the output to the customer
which meet the customer perception and
satisfaction.

• Key suppliers play the important role in providing
high-quality service or products

You’ll be evaluate
based on the following
criteria:
1. Organization
2. Clarity
3. Design
4. Creativity
5. Spelling/ Grammar