The Event Manual

What is an Event Manual?

The Event Manual is a key tool that provides guidance and reference for all principal staff and advisors working on the event itself. It recounts final decisions taken by the project’s key planners on all operational aspects of the event and provides a practical operational guide.

Do I Need an Event Manual?

Our advice is ‘yes, you do’ because it will help you ensure that all the operational aspects that have been decided upon to date are logged in the one document. Therefore, when it comes to the event itself, the key decision makers in the event team and any outside agencies are all working from the same information. The information that follows may seem quite extensive but use it as a guide and include only what is relevant to your event. If your event is small and straightforward, your Event Manual should be pretty lean and it may have a very limited/internal distribution. If your event is more complex, for instance, if it is a large outdoor event or it takes in a number of venues, your Manual will feature more information and is likely to have a wider distribution list.

Who writes the Event Manual?

The event organisers should principally write the Event Manual. But if the operational aspects of your event have been planned with assistance and advice from outside agencies or partners who have an operational role, ensure that you reflect this in the way that you assemble the Manual. It’s important that all key planners and agencies agree to the Manual’s methods and recommendations before it is published and distributed.

Who should receive an Event Manual?

The Event Manual may contain sensitive information and so the distribution should be confined to key individuals, agencies or authorities that have a decision-making role at the event and those who have contributed and agreed to important safety information that is included in the Manual.

What’s in the Event Manual?

The Manual is essentially a ‘How To’ guide. It should contain all information that is relevant to the operational aspects of the event. Assemble your Manual with clear chapters or sections and make sure each page is numbered. A suggested format may include the following:

•  Front Cover – remember to state the event name and dates as well as the date of issue

• Contents Page – clearly set out the chapters/sections with page references. State who has prepared the Manual

• Distribution List – list all those who are to receive a Manual and who they represent

•  Contact Details – for each individual

• Roles and Responsibilities – of all key agencies involved in the project in operational terms

• Introduction and/or Statement of Intent – a message from the event manager about the Event Manual’s use

• The Event – a general overview

• Running Order – of the main event and any ancillary attractions

• Site/Venue Plans – the physical layout of the event site

• Method Statements – on all operational and safety aspects of the event. This section may include information on production, access & egress (of artists, competitors, staff and public), security and stewarding provisions, traffic, transport and parking arrangements and site facilities (such as toilets, medical provisions, lost persons, drinking water, etc). Ensure all Facilities mentioned are plotted on the site/venue plans. Order these sections in a logical manner.

•  Production Schedules – timed schedules for build-up, live event and take-down

• Event Communications – on all aspects of communication such as basic information about site contacts (where to find people and how to get in touch on site) and radio links (who has a radio, which channel are they on). A copy of the event permits and passes (i.e. parking passes, access all areas, staff, etc) could go in this section to inform everyone of what they look like and what they mean – but make sure the information cannot be duplicated. If the size or complexity of the event requires a Joint Agency Control Room, an explanation of its function and identification of those who will be present could be included in this section.

• Emergencies and Protocol – detail procedures for lost persons, medical emergencies, show stopping, evacuation and any other emergency announcements should also be included.

• Appendices – for ancillary and support information that may be required for reference during the operation of the event. Risk assessments, site rules, safety memos, staff briefing document, pre-event control measures, outside agency statements of intent, etc can all be included here as appropriate.

Look out for more!!!!