News Item: : The Narnia Event in Liverpool, February 2011 - help needed
(Category: General)
Posted by Fr Barry
Tuesday 02 March 2010 - 09:19:38
Management Team Leader Wanted.
For Christian Event in Liverpool, February 2011
The In Another Place Christian charity has successfully put on a number of high quality free events in the Waterloo / Crosby area of Merseyside. The last being “The Narnia Event” which was held in daylight hours over 3 weeks last November / December. This was attended by over 3,300 people including 78 classes from 30 different schools. It involved volunteers with and without a church background as well as community groups; in all about 150 people of all ages and backgrounds. Regretfully, on days open to the general public we had to turn some visitors away due to lack of capacity. One of the visitors who did see the event was the manager of St Georges Hall, Liverpool who suggested IAP might like to take the production to that great hall.
There is considerable enthusiasm for putting on this event but our management experience is limited to local events. This would be a city centre event in a large public building with potential for 10 -15,000 visitors who would pay an entry fee. It would open for about 10 hours each day over a two week period, probably with 25% being organised school etc. groups.
Outline descriptions of each management role have been prepared and we have volunteers for a number of these roles. However, we seek someone sympathetic to our aims who can lead this team and ensure the event is to our high standards. If you think you can help us in this way please contact Hannah Spiers on 0756 418 5134 or hannah©spiersfamily.eclipse.co.uk for further details without any obligation.
For more details about In Another Place and it’s activities, please go to our website at www.inanotherplace.com
For the rest of the information click here
[Submitted by Bev Wells]
Management team for the event.
Most managers will have a role which involves work before, during and after the event. There are some roles which are specific to certain times in the event cycle.
In addition to the Chairperson (Event co-ordinator), and an event administrator, an ideal management team for a major event would comprise:
1. Event / Operations Manager (Who may also be the Chairperson)
2. H&S Manager
3. Permissions Manager
4. Stage Manager
5. Construction Manager
6. Technical Manager
7. Steward Manager
8. Acquisitions Manager
9. Costumes Manager
10. Publicity Manager
11. Catering Manager
12. Prayer Manager
13. First Aid / Lost Children manager
14. Transport Manager
15. Finance Manager
In practice, some of these roles may be combined and some may exist for only part of the event cycle.
Each manager needs to be involved from a very early stage and:
1. Have a good understanding of the overall purpose and plans for the event.
2. Ensure he/she understands the relationship of different aspects of the event.
3. Understand his/her own responsibilities as some aspects may overlap.
4. Liaise closely with other managers, particularly where there is overlap.
E.g. Construction & Technical; Steward & Stage.
5. Establish a large enough team to carry out the work.
6. Meet regularly with the other managers / service providers to review progress etc.
7. Be prepared to make constructive comment on other areas of responsibility. (As this can highlight issues specific to one discipline which may otherwise be missed.)
8. Be able to send, receive and act on e-mail communications (which is the IAP preferred method) and text messages.
9. Be fully committed and prepared to carry out part of the role daytime during weekdays as well as at weekends and in the evening.
Managers Responsibilities
1. Event / Operations Manager
Is the person with ultimate responsibility, “on the day”, for the whole event. He/she is the person in charge should an incident occur (prior to the arrival of emergency services). This person will not have any other responsibilities but would normally liaise with any outside contractors including site owners, security and ensure that the event is being run in accordance with the Operations Manual. (This document contains all the information for running the event.)
This person may have not been appointed at the feasibility stage but will be closely involved in all planning meetings afterwards. During the planning/ preparation stage this person will have liaised with all managers particularly the H&S Manager and Permissions Manager to ensure complete familiarity with the event modus operandi etc. Depending on the duration of the event, there should be a minimum of two assistants who could undertake this role as necessary. The Assistant Event Managers should be sufficiently competent to deal with H&S matters (acting as relief for the H&S Manager).
2. H&S Manager
Would liaise with and advise the other event managers on all health and safety matters. Close liaison with owners, council, fire & police etc on safety matters. Review all operations and prepare risk assessments for the event (excluding most of those relating to the building as these should already be in place). Preparation of the Operations Manual in collaboration with the Event and Permissions Managers. Depending on the duration of the event, the Event Managers and assistants should also be competent to deal with H&S matters at the event. Prior to the event, some administrative assistance may be required for this role.
3. Permissions Manager
Responsible for ensuring all necessary approvals, agreements, licences are obtained. This will include confirming with any outside contractors including the site owners to ensure that the event has the necessary licences for the event and premises. Consultation with all the authorities and anyone else concerned and completion / submission of licence etc documents. Close liaison with the Event and H&S Managers in the preparation of the Operations Manual.
An early task will be to ensure there is an agreement in place for the use of the premises. Prior to the event, some administrative assistance may be required but this role will probably be completed before the event starts. (Possibility of having to provide some further information for insurers / licensors).
4. Stage Manager
Responsible for producing the script, calculating timings for the trails and arranging craft activities. Recruiting sufficient front of stage personnel to fulfil all roles at all times throughout the event. (Excluding safety stewards who will undertake specific roles where recruitment will be in liaison with the Stewarding Manager). Training “actors” and close liaison with outside organisations ensuring they understand their roles within the event and are properly trained. Organising sufficient rehearsals both for individual groups and overall. Briefing and as necessary, training stewards who will be required to “play a part” in addition to their safety role.
On the day be responsible for ensuring there are sufficient trained actors and advise on any necessary script / timing changes. Depending on the duration of the event, there should be a minimum of two Assistant Stage Directors who could undertake this role as necessary.
5. Construction Manager
Responsible for, producing and erecting the structures needed for the event including transportation to / from construction or any storage facilities. This includes obtaining sufficient materials and accessories, but this aspect may in part be delegated to the Acquisitions Manager. Close liaison with outside organisations involved in making / finishing constructions and accessories. Recruiting sufficient personnel to design, manufacture, erect and dismantle the structures. Ensuring that these construction, erection and dismantling activities are carried out in a safe manner and in accordance with the agreed operation plans including working at night. Due to the varied nature of this role, it is anticipated that “team leaders” will be appointed by the Construction Manager to be responsible for specific areas of operation – e.g. Creative finishings; Site assembly & dismantling etc. This role does not require any on the day activity but it may be helpful to have a “maintenance person” available.
6. Technical Manager
Responsible for, obtaining and erecting the electrical equipment needed for the event including transportation to / from the site. Although this includes obtaining equipment, this aspect may in part be delegated to the Acquisitions Manager. Close liaison with outside organisations involved in providing on-site facilities. Recruiting sufficient personnel to design sound and lighting systems, install and dismantle the equipment. Ensuring that these installation and dismantling activities are carried out in a safe manner, in accordance with current legislation and the agreed operation plans including working at night. This role requires a competent person to be available on the day but this role may be combined with the “maintenance person”.
7. Steward Manager
Responsible for sourcing and hiring or buying props, construction materials & equipment required by other Managers of safety stewards. Recruiting sufficient stewards to fulfil all roles at all times throughout the event. These stewards may also be required to undertake specific roles (e.g. play a character, lead groups, assist in craft activities) and will be recruited in liaison with the Stage Manager. Close liaison with the Event and H&S Managers and the site security / safety manager. Prepare safety briefing notes for stewards’ duties and visitor safety. Obtain and issue radios other safety equipment; obtain and set up safety notices etc. (part of this aspect may be delegated to the Acquisitions Manager). Due to the varied nature of steward roles, it is anticipated that “team leaders” will be appointed by the Steward Manager to be responsible for specific areas (e.g. Trail, Entrance & Exit areas).
8. Acquisitions Manager
Responsible for sourcing and hiring or buying props, construction materials & equipment required by other Managers. Ensuring that items acquired are delivered to the appropriate place in a timely manner. In liaison with the H&S and Permissions Managers ensure, as appropriate, that all items comply with current legal requirements and that sufficient insurance is in place.
9. Costumes Manager
Responsible for all costumes and soft furnishing either by making, hiring or buying. Responsible for recruiting and managing suitably skilled workers to produce the items. As necessary, acquire sufficient and suitable materials to make the costumes etc. (Soft furnishings will include drapes / curtains which may require an element of construction – e.g. supporting poles). This role does not require any on the day activity but it may be helpful to have a suitably skilled person available.
10. Publicity Manager
Responsible for all event publicity, including liaison with site press officer to ensure appropriate and co-ordinated publicity. Production of press releases, pre-event notices, programmes, web site content etc in liaison with printers. Liaison with local media and arranging the dissemination of press releases, notices etc. Recruitment of a publicity team to assist with distribution of information (particularly notices).
11. Catering Manager
Responsible for ensuring light refreshments are available to participants throughout all stages of the event. Responsible for obtaining sufficient refreshments and catering equipment including liaison with site catering staff to ensure no conflict of interest. Responsible for recruiting sufficient workers to provide this service at all times including evenings and weekends.
12. Prayer Manager
Responsible for arranging prayer support for all aspects of the event, particularly beforehand. Liaison with prayer groups and issuing prayer guide lines.
13. First Aid / Lost Children Manager
Responsible for ensuring there is a suitably qualified and equipped first aid person on site at all times during the event. Responsible for recruiting sufficient people to provide this service at all times including evenings and weekends. (This may be one of the participants at times when the event is not open to the public). Liaison with site first aid officials and familiarity with site and event emergency procedures relating to accident / health matters. During the event ensure the First Aid person may be easily contacted / identified by members of the public. (This aspect in liaison with the Steward Manager).
14. Transport Manager
Responsible for ensuring there is sufficient and appropriate transport available throughout the event. Responsible for sourcing and hiring vehicles and liaison with site managers to ensure parking / loading space is available. Liaison with other managers so as to prepare appropriate timetables for personnel, equipment and materials transport
15. Finance Manager
Responsible for the financial control of the event, including making sure the necessary finances are in place for both premises hire and all other event costs. Preparation and submission of grant applications (with the assistance of a specialist if necessary/available). Preparation of a budget for the event and control of that budget on a day to day basis. Reporting the financial position to the management team and other reports as required (e.g. to funders).
This news item is from Redeeming our Communities - Sefton East
( http://roc.maghull.org.uk/news.php?extend.3 )
(Category: General)
Posted by Fr Barry
Tuesday 02 March 2010 - 09:19:38
Management Team Leader Wanted.
For Christian Event in Liverpool, February 2011
The In Another Place Christian charity has successfully put on a number of high quality free events in the Waterloo / Crosby area of Merseyside. The last being “The Narnia Event” which was held in daylight hours over 3 weeks last November / December. This was attended by over 3,300 people including 78 classes from 30 different schools. It involved volunteers with and without a church background as well as community groups; in all about 150 people of all ages and backgrounds. Regretfully, on days open to the general public we had to turn some visitors away due to lack of capacity. One of the visitors who did see the event was the manager of St Georges Hall, Liverpool who suggested IAP might like to take the production to that great hall.
There is considerable enthusiasm for putting on this event but our management experience is limited to local events. This would be a city centre event in a large public building with potential for 10 -15,000 visitors who would pay an entry fee. It would open for about 10 hours each day over a two week period, probably with 25% being organised school etc. groups.
Outline descriptions of each management role have been prepared and we have volunteers for a number of these roles. However, we seek someone sympathetic to our aims who can lead this team and ensure the event is to our high standards. If you think you can help us in this way please contact Hannah Spiers on 0756 418 5134 or hannah©spiersfamily.eclipse.co.uk for further details without any obligation.
For more details about In Another Place and it’s activities, please go to our website at www.inanotherplace.com
For the rest of the information click here
[Submitted by Bev Wells]
Management team for the event.
Most managers will have a role which involves work before, during and after the event. There are some roles which are specific to certain times in the event cycle.
In addition to the Chairperson (Event co-ordinator), and an event administrator, an ideal management team for a major event would comprise:
1. Event / Operations Manager (Who may also be the Chairperson)
2. H&S Manager
3. Permissions Manager
4. Stage Manager
5. Construction Manager
6. Technical Manager
7. Steward Manager
8. Acquisitions Manager
9. Costumes Manager
10. Publicity Manager
11. Catering Manager
12. Prayer Manager
13. First Aid / Lost Children manager
14. Transport Manager
15. Finance Manager
In practice, some of these roles may be combined and some may exist for only part of the event cycle.
Each manager needs to be involved from a very early stage and:
1. Have a good understanding of the overall purpose and plans for the event.
2. Ensure he/she understands the relationship of different aspects of the event.
3. Understand his/her own responsibilities as some aspects may overlap.
4. Liaise closely with other managers, particularly where there is overlap.
E.g. Construction & Technical; Steward & Stage.
5. Establish a large enough team to carry out the work.
6. Meet regularly with the other managers / service providers to review progress etc.
7. Be prepared to make constructive comment on other areas of responsibility. (As this can highlight issues specific to one discipline which may otherwise be missed.)
8. Be able to send, receive and act on e-mail communications (which is the IAP preferred method) and text messages.
9. Be fully committed and prepared to carry out part of the role daytime during weekdays as well as at weekends and in the evening.
Managers Responsibilities
1. Event / Operations Manager
Is the person with ultimate responsibility, “on the day”, for the whole event. He/she is the person in charge should an incident occur (prior to the arrival of emergency services). This person will not have any other responsibilities but would normally liaise with any outside contractors including site owners, security and ensure that the event is being run in accordance with the Operations Manual. (This document contains all the information for running the event.)
This person may have not been appointed at the feasibility stage but will be closely involved in all planning meetings afterwards. During the planning/ preparation stage this person will have liaised with all managers particularly the H&S Manager and Permissions Manager to ensure complete familiarity with the event modus operandi etc. Depending on the duration of the event, there should be a minimum of two assistants who could undertake this role as necessary. The Assistant Event Managers should be sufficiently competent to deal with H&S matters (acting as relief for the H&S Manager).
2. H&S Manager
Would liaise with and advise the other event managers on all health and safety matters. Close liaison with owners, council, fire & police etc on safety matters. Review all operations and prepare risk assessments for the event (excluding most of those relating to the building as these should already be in place). Preparation of the Operations Manual in collaboration with the Event and Permissions Managers. Depending on the duration of the event, the Event Managers and assistants should also be competent to deal with H&S matters at the event. Prior to the event, some administrative assistance may be required for this role.
3. Permissions Manager
Responsible for ensuring all necessary approvals, agreements, licences are obtained. This will include confirming with any outside contractors including the site owners to ensure that the event has the necessary licences for the event and premises. Consultation with all the authorities and anyone else concerned and completion / submission of licence etc documents. Close liaison with the Event and H&S Managers in the preparation of the Operations Manual.
An early task will be to ensure there is an agreement in place for the use of the premises. Prior to the event, some administrative assistance may be required but this role will probably be completed before the event starts. (Possibility of having to provide some further information for insurers / licensors).
4. Stage Manager
Responsible for producing the script, calculating timings for the trails and arranging craft activities. Recruiting sufficient front of stage personnel to fulfil all roles at all times throughout the event. (Excluding safety stewards who will undertake specific roles where recruitment will be in liaison with the Stewarding Manager). Training “actors” and close liaison with outside organisations ensuring they understand their roles within the event and are properly trained. Organising sufficient rehearsals both for individual groups and overall. Briefing and as necessary, training stewards who will be required to “play a part” in addition to their safety role.
On the day be responsible for ensuring there are sufficient trained actors and advise on any necessary script / timing changes. Depending on the duration of the event, there should be a minimum of two Assistant Stage Directors who could undertake this role as necessary.
5. Construction Manager
Responsible for, producing and erecting the structures needed for the event including transportation to / from construction or any storage facilities. This includes obtaining sufficient materials and accessories, but this aspect may in part be delegated to the Acquisitions Manager. Close liaison with outside organisations involved in making / finishing constructions and accessories. Recruiting sufficient personnel to design, manufacture, erect and dismantle the structures. Ensuring that these construction, erection and dismantling activities are carried out in a safe manner and in accordance with the agreed operation plans including working at night. Due to the varied nature of this role, it is anticipated that “team leaders” will be appointed by the Construction Manager to be responsible for specific areas of operation – e.g. Creative finishings; Site assembly & dismantling etc. This role does not require any on the day activity but it may be helpful to have a “maintenance person” available.
6. Technical Manager
Responsible for, obtaining and erecting the electrical equipment needed for the event including transportation to / from the site. Although this includes obtaining equipment, this aspect may in part be delegated to the Acquisitions Manager. Close liaison with outside organisations involved in providing on-site facilities. Recruiting sufficient personnel to design sound and lighting systems, install and dismantle the equipment. Ensuring that these installation and dismantling activities are carried out in a safe manner, in accordance with current legislation and the agreed operation plans including working at night. This role requires a competent person to be available on the day but this role may be combined with the “maintenance person”.
7. Steward Manager
Responsible for sourcing and hiring or buying props, construction materials & equipment required by other Managers of safety stewards. Recruiting sufficient stewards to fulfil all roles at all times throughout the event. These stewards may also be required to undertake specific roles (e.g. play a character, lead groups, assist in craft activities) and will be recruited in liaison with the Stage Manager. Close liaison with the Event and H&S Managers and the site security / safety manager. Prepare safety briefing notes for stewards’ duties and visitor safety. Obtain and issue radios other safety equipment; obtain and set up safety notices etc. (part of this aspect may be delegated to the Acquisitions Manager). Due to the varied nature of steward roles, it is anticipated that “team leaders” will be appointed by the Steward Manager to be responsible for specific areas (e.g. Trail, Entrance & Exit areas).
8. Acquisitions Manager
Responsible for sourcing and hiring or buying props, construction materials & equipment required by other Managers. Ensuring that items acquired are delivered to the appropriate place in a timely manner. In liaison with the H&S and Permissions Managers ensure, as appropriate, that all items comply with current legal requirements and that sufficient insurance is in place.
9. Costumes Manager
Responsible for all costumes and soft furnishing either by making, hiring or buying. Responsible for recruiting and managing suitably skilled workers to produce the items. As necessary, acquire sufficient and suitable materials to make the costumes etc. (Soft furnishings will include drapes / curtains which may require an element of construction – e.g. supporting poles). This role does not require any on the day activity but it may be helpful to have a suitably skilled person available.
10. Publicity Manager
Responsible for all event publicity, including liaison with site press officer to ensure appropriate and co-ordinated publicity. Production of press releases, pre-event notices, programmes, web site content etc in liaison with printers. Liaison with local media and arranging the dissemination of press releases, notices etc. Recruitment of a publicity team to assist with distribution of information (particularly notices).
11. Catering Manager
Responsible for ensuring light refreshments are available to participants throughout all stages of the event. Responsible for obtaining sufficient refreshments and catering equipment including liaison with site catering staff to ensure no conflict of interest. Responsible for recruiting sufficient workers to provide this service at all times including evenings and weekends.
12. Prayer Manager
Responsible for arranging prayer support for all aspects of the event, particularly beforehand. Liaison with prayer groups and issuing prayer guide lines.
13. First Aid / Lost Children Manager
Responsible for ensuring there is a suitably qualified and equipped first aid person on site at all times during the event. Responsible for recruiting sufficient people to provide this service at all times including evenings and weekends. (This may be one of the participants at times when the event is not open to the public). Liaison with site first aid officials and familiarity with site and event emergency procedures relating to accident / health matters. During the event ensure the First Aid person may be easily contacted / identified by members of the public. (This aspect in liaison with the Steward Manager).
14. Transport Manager
Responsible for ensuring there is sufficient and appropriate transport available throughout the event. Responsible for sourcing and hiring vehicles and liaison with site managers to ensure parking / loading space is available. Liaison with other managers so as to prepare appropriate timetables for personnel, equipment and materials transport
15. Finance Manager
Responsible for the financial control of the event, including making sure the necessary finances are in place for both premises hire and all other event costs. Preparation and submission of grant applications (with the assistance of a specialist if necessary/available). Preparation of a budget for the event and control of that budget on a day to day basis. Reporting the financial position to the management team and other reports as required (e.g. to funders).
This news item is from Redeeming our Communities - Sefton East
( http://roc.maghull.org.uk/news.php?extend.3 )