CHAPTER SIX

PROTOCOL AND STAGING

6.1 Protocol and Event Management
According to the Royal Academy of Spanish Language (RAE) the protocol is a set of rules
established by standard or custom for official or solemn ceremonies and acts. It is a set of
rules or a series of instructions that are established by tradition or by agreement.
The protocol tells us how to act in certain procedures. In this way, it gathers a series of
behaviors, actions and techniques that are considered suitable for certain situations. It is also
known as protocol the rules that define the proper behaviour in a social event of a certain
formality. In this way, the protocol is associated with what is known as etiquette: uses and
customs that must be kept in public acts. For example: ways of dressing, good manners,
greeting with reverence to an authority, respecting punctuality, etc…
In the organization of events, the protocol is a fundamental communication tool to achieve
the success of the event itself. Since taking care of the image and the values to be transmitted
is essential to differentiate itself from the competition and acquire the desired commercial
value in the realization of the event.
Any event is divided into three phases: the previous organization, the event itself, and the
post-event. Each of these parts has its own particularities.
Pre-organization protocol for an event
When organizing an event, the first basic rule is to decide the reason of the event we want
organize. Once we have defined the meaning and objective of the event and for what we want
to carry out, in this first phase we must take into account the following actions:
Place and time:
The events in outdoor spaces have a more informal air than any other event that takes place in
an interior space (room, in a congress center, theater, etc…) The protocol applied to each
event will be different. On the other hand, as far as the schedule is concerned, it is important
to maintain the initial punctuality and closing of the event, as well as, during the day
throughout the program of the event.
Infrastructure:
It is important not to neglect all the detail, as such we should not forget to make a list of all
the necessary material (audio, sound, video, lecterns, brochures, presentations, etc…) to carry
out the event and prevent us from forgetting something on the day of the event. We must
have everything requested and ready before the big day.

1 complied by Yohannes K. (MA)

Program:
Before the event takes place, it’s important to design and plan the event schedule. Make a
program with all the people who will talk and the intervention time of each. It is
recommended that the speech of each speaker should not exceed one hour so as not to lose
the public interest. On the other hand, and in order to avoid conflict between speakers, it is
important that everyone has the same duration for their interventions.
Guests:
It is important to know the audience that will attend the event and the number of guests. If it
is a particular event with few guests, about 20 people or less, it is not necessary to make the
invitation long in advance or send a formal invitation. For more formal, professional events
with more than 20 guests, it is important to formulate an official paper invitation and send it
well in advance.
Protocol during the event
The day of the event is the most important day. How this day will take place will mark the
event’s success or not. As such, to ensure that everything goes well during the event day it is
important not to neglect the following details:
Host:
The person responsible for the realization and organization of the event will be the main
figure during the event. As such, the protocol dictates that the host must receive each of the
guests upon arrival as well as say goodbye to each one when the event ends.
Reception of guests:
Guests must arrive around 30min to 1 hour before the start of the event/ceremony. This
allows you to welcome them and lead them to their place where the necessary material will
be delivered to accompany the development of the event.
Meals:
If the event includes a meal or dinner, there are two ways to distribute the tables according to
protocol. On one hand, the host sits at the head of the table (English method) or, on the other
hand, the host sits in the center of the table (French method). The other guests will sit
according to their rank or position. If you want to know more about the distribution of the
tables, I advise reading this article.
Post-event protocol
The work of an event organizer does not end with the end of the event. In the days following
the end of the event it is important to take care of the following functions:
Survey:

2 complied by Yohannes K. (MA)

Conduct a survey with the guests to find out if the event has been satisfactory or to the liking
of the attendees / guests or not and to understand if the objectives set were achieved.
Conclusions:
Make a dossier with the conclusions of the event and send it to all attendees.
Gratitude:
Send a thank you note to each guest for their attendance and participation in the event. As we
can understand, the protocol is always present in the planning and organization of an event
whether it’s an informal, personal event or a more professional formal event.
6.3 Event Management Automation Protocol (EMAP)
The Event Management Automation Protocol (EMAP) is a suite of interoperable
specifications designed to standardize the communication of event management data. EMAP
is an emerging protocol within the NIST Security Automation Program, and is a peer to
similar automation protocols such as the Security Content Automation Protocol (SCAP).
Where SCAP standardizes the data models of configuration and vulnerability management
domains, EMAP will focus on standardizing the data models relating to event and audit
management. At a high-level, the goal of EMAP is to enable standardized content,
representation, exchange, correlation, searching, storing, prioritization, and auditing of event
records within an organizational IT environment.
Community involvement is critical to the success of the EMAP initiative, because input from
the security automation community will ensure the broadest possible range of use cases is
reflected in EMAP functionality. This Web site is provided to support continued community
involvement. This site will be updated regularly and will serve as the primary resource for
finding EMAP related materials. You are invited to participate, whether monitoring
community dialog or leading more substantive activities like specification authorship.
6.4 Event Venue Selection
There are plenty of factors to consider when choosing a venue for an event. You need to
determine which of them will be given the utmost priority and which will be considered less
important. By doing so, you are guaranteed to obtain the most suitable venue for the
particular event you are planning. Here are some factors to consider in choose an event
venue.
- Location and Accessibility
- Parking
- Capacity of Space
- Services and Amenities

3 complied by Yohannes K. (MA)

 - Layout
- Ambiance
Location and Accessibility
When looking for an event venue, make sure to consider the proximity of the attendees or
guests from the location. If you have no access to the guests’ addresses, you can opt to select
a location that is situated in easily accessible cities such as Pasay in Metro Manila. For an
event that expects guests coming from other countries, choose a venue near hotels. Before
finalizing the location, make sure it has minimal traffic and plenty of transportation options.
Take note, you must visit the venue so that you can gauge and observe the traffic situation of
the surrounding areas. With this, you can obtain insights that can help you avoid the pitfalls
of choosing a venue that is inaccessible and difficult to get to.
Parking
When you visit the venue, you should check the parking lot and inquire about its capacity.
For special events with esteemed guests, dry-clean parking might be necessary. If there is no
parking lot provided, see if there are any secure parking spaces near the venue.
Capacity of Space
Before you secure a venue, make sure to take note of the guests who have confirmed their
attendance. This way, it will be easier for you to determine the suitable room size for the
event. There are event space providers that offer 95 square meter function rooms that can
hold 70 banquet-style table arrangements. There are also those that provide spaces as large as
400 square meters that can accommodate 300 banquet-style table arrangements. It all depends
on what your event needs.
Services and Amenities
It is a huge plus if an event space provider can offer you special services and amenities. Here
are some questions you should consider:
- Are there any audio and video systems available?
- Will there be baby changing boards inside the female comfort room?
- Will there be a cleaning crew to make sure the event space is clean before and after
the occasion?
- Is there Wi-Fi at the venue?
- Is there a kitchen that can be utilized by catering services?
- Will there be adequate chairs and tables to accommodate the guests?
Learning more details about your guests can help you determine the right questions to ask
regarding the amenities and services offered by the event space provider. If there are guests
with disabilities, the venue must have a separate comfort room specifically for them.

4 complied by Yohannes K. (MA)

Layout
When planning for an event, a few of the things you first need to finalize are the activities
and the program flow. You must align the activities with the layout of the function room. As
an event coordinator or planner, you must be able to forecast the flow of foot traffic at the
registration desk, especially at a corporate event.
Conversely, if the event is a birthday celebration, it must have areas where photo booths and
other activity booths can be placed. Take note of the available sockets and their placements.
This way, you will know how to position certain equipment that requires a power outlet.
Ambiance
Whether you will have an ocular of the venue or simply scroll through pictures online, make
sure to pay attention to its decoration and theme. If you are holding a corporate meeting, the
theme of the venue should convey a professional message. Event space providers will be able
to provide you with a function room suitable for any occasion. They will most likely have a
venue that can accommodate everything you need.
6.5 Organizing and Staging a Special Event
A special event is a gathering of human beings, generally lasting from a few hours to a few
days, designed to celebrate, honor, discuss, sell, teach about, encourage, observe, or influence
human endeavours. To flesh this out a bit more, these characteristics are what turn an
ordinary event in a "special event:"
- Must be of limited and fixed duration, typically hours or days at most.
- Must be a one-off or infrequent occurrence, typically monthly or annually at most.
- If part of a regular series, they must be an unusual component of the series.
- Must be unique.
- Must require one or more organizers.
- Execution must be planned and controlled.
- Must conform to the definition of a special event.
- An audience other than the organizers present at the physical event location.
6.6 Essential Staging/Venue Presentation
An event venue can be any place your event is held. Venue Presentation is about clarifying
about the location of the venue, how appropriate it is to your audience and message, its
layout, and the facilities of the room are all elements that play a role in the successful
delivery of your presentation.

5 complied by Yohannes K. (MA)

 CHAPTER SEVEN
OPERATION, LOGISTICS, SAFETY AND SECURITY MANAGEMENT
7.1 Event Management: Operations and Logistics

Event Logistics is the science of planning, controlling and managing the transfer, storage and
other tangible and intangible operations performed in the process of event planning and
management. Event logistic is technical and logistical support provided by a professional
event organizer to ensure the smooth running of an event. Event organizers provide event
logistic support to their clients that include warehousing, event registration, venue selection,
and more.

The objective of event logistics services is to plan an event with an effective way of
managing and supervising all the people involved and the materials needed for a particular
event. An efficient event logistics service for your event saves you from dealing with external
vendors all by yourself and provides a cost-effective preparation choice for your case.

What does event logistics service include?

A Professional event logistics service includes all aspects of the event needs for a client.
Event logistical support services include competent management for the flow of visitors on
the day of the event. Event logistical support is provided before, during, and after the event to
ensure the smooth running of your event.

Venue Selection

The venue is an important aspect of any kind of event. Event logistical service includes a
selection of a venue for your event and negotiating terms and conditions on behalf of the
client.

Venue Selection can break or make your event and it’s important to leave it to professional
event organizers. During selection, you have to consider key factors such as the estimated
attendance, duration of the event as well as your budget. You can read our blog on how to
find a suitable venue for your event

Transportation

When you are hosting an event for international guests transportation can be quite important
to improve the convenience of your guests. If your guests are new to the city where your

6 complied by Yohannes K. (MA)

event is hosted, arranging transportation for your attendees from the airport improves the
experience of your guest dramatically.

Accommodation

Event logistics also includes arranging accommodation for your attendees. A restful night
makes the difference for all your participants’ fruitful participation in the proceedings.
Considering your venue distance and budget is the way to go for the maximum satisfaction of
your guests.

Warehousing & Distribution

Event Logistical service also includes warehousing and distribution service that allows
storing an inventory to be used for your event. Warehousing & Distribution service gives you
more control over your event venue management and reduces the costs.

Event Registration Desk

Finally, the Event registration desk service offers an option to collect data about your event.
This event logistical support can be quite useful to help you understand how many attendees
come to an event you hosted, and after your event helps you to collect contact with those
interested in your event.

7.2 Safety and Security Related to Events

Event security entails far more than just dotting the venue with security personnel. The
process is quite complex and requires extensive coordination and communication. With the
right security practices, you'll ensure the safety of your guests and staff plus you'll prevent
damage to the venue and related property. A good security team will also help reduce the risk
of damage to the venue, keeping those all-important costs down. How much security you’ll
need depends on the type of event you’re planning.

7.3 Incident Reporting

Incident reporting is the process of recording worksite events, including near misses, injuries,
and accidents. It entails documenting all the facts related to incidents in the workplace.
Incidents are generally accidents or events that cause injuries to workers or damages to
property or equipment. Additionally, incidents also cover near misses events that have
enough potential to cause harm.

7 complied by Yohannes K. (MA)

Importance of incident reporting

Generally, an incident report is a necessary process for the success of any organization's
health and safety programs. The management should ensure that every worker knows how to
compile and submit an incident report form. Every workplace incident should be reported
with immediate effect.

Thus, the significant benefits of incident reporting include:

- It prevents severe accidents when safety issues are identified and fixed before they become
more significant problems.

- It saves time and resources that could otherwise be spent dealing with more severe
accidents.

- Boosts the overall well-being of every worker in the organization

- Protects the organization from non-compliance issues associated with health & safety.

- It helps the organization to keep track of the trends, patterns and discover variances.

- Improves other health and safety measures in the worksite, such as reporting potential
hazards and risk assessments.

- Creates a robust health and safety culture in the organization

- It helps the management know the significant problems in the workplace and develop
improved processes and safe procedures for workers.

7.3 State-of-the-Art Event Management Systems

An Event Management System (or Event Management Software) helps organizers plan,
execute and report on events, driving success for their business. A truly comprehensive event
management system will allow users and organizers to access and manage all aspects of an
event, including registration, marketing, engagement, integrations, physical planning and
preparation, reporting and analytics, and more. Event management software, simply put, is a
set of business solutions that covers the different aspects of organizing an event, from
planning to post-event stages. Some solutions are end-to-end systems that provide tools for
the entire event lifecycle, while other apps are focused on specific processes of event
organizing, which can include registration, ticketing, floor planning, schedulers, analytics and
surveys.

8 complied by Yohannes K. (MA)

An event management system allows you to:

 Minimize administration efforts

 Eliminate missed communications
 Digitize how your events are run
 Maximize your campus flexibility
 Save time planning future events
 Access detailed reports & analytics

Here are examples of event management software:

Eventbrite. An end-to-end event management software solution that covers the entire event
lifecycle. From planning to event to post-event, the solution features tools to streamline and
automate mundane processes like registration, badge printing and reporting. It is also easy to
promote your event utilizing the software’s integrated social marketing and Facebook
promotion. Key features include group registration, reserved seating,
fundraising/crowdfunding, online payments and audience polling.

Cvent. It’s one of the most comprehensive event management solutions, Cvent has feature
set specific to different users by industry, role or as third-party planners. Among others, the
solution helps you find the best venue that fits your need and budget, track expenses,
calculate ROI and improve overall efficiency of your event teams. It also features tools for
targeted email marketing, mainly a centralized guest list database that can be sorted by
different metrics. Likewise, Cvent makes badge printing and on-site check-ins faster and
smoother using consolidated data culled from online registration.

Eventzilla. Another popular event management software, Eventzilla covers your registration
and ticketing processes. The app features secure payment channels integrating with key
gateways like PayPal, Stripe Authorize.net and Braintree. Attendees can download their
tickets online, greatly reducing your team’s workload.

Ticket Tailor. The app focuses on ticketing aspect of event management. Unlike many
ticketing apps, Ticket Tailor doesn’t charge on a per-ticket fee; instead, it has fixed price
plans. That means you get your ticket sales intact. Events Frame. Events Frame is an event-
ticketing system with an intuitive interface. It supports unlimited free and paid events and is a
cost-effective application as it does not exact per ticket sale fees. This makes it an attractive
solution, especially for solo organizers and small organizations.

9 complied by Yohannes K. (MA)

OOOH.Events. This online ticket solution simplifies ticketing for both large events and
casual occasions. It also comes packed with tools designed to provide users with complete
control over their events, from marketing to post-event analysis. Basically, this software
allows users to effectively reach their target audiences, avoid chaos in admitting guests and
managing seats, and efficiently analyzes event performance. OOOH. Events utilizes a fuss-
free commission-based pricing scheme per ticket or ticket bundle, making it a quality choice
for businesses that are looking to employ a ticketing system for the short term.

7.4 Environmental Health and Safety Issues

Environmental health focuses on the relationships between people and their environment;
promotes human health and well-being; and fosters healthy and safe communities.
Environmental health is a key part of any comprehensive public health system.

Environmental Health

Environmental health involves evaluating and examining the effects of man-made chemicals
on human health or wildlife, impacts on ecological systems and spread of illnesses or
diseases. Insulation of environmental and human health systems entails grasping the effects
of human-made and environmental vulnerabilities or hazards. Increasing attention targeted on
the impact of environmental health extends to public healthcare and the health of the global
economy. Addressing and encompassing assessment and control of all external agents of
chemical, biological or physical origin and other related factors with behavioral impact that
potentially affect health is essential. The target remains on creating health-supportive
environment and disease prevention programs which excludes genetic behavior, social and
cultural environment.

Major Health Problems

All types of pollution and environmental concerns are interlinked to influence one another,
hence need to be tackled all together. Various stakeholders along with the community have to
work together to reduce the environmental impact on public health.

1) Climate change is caused by greenhouse gases that trap heat from the sun and warms the
surface of the earth; increase in oceanic temperatures that affects marine habitat and

10 complied by Yohannes K. (MA)

ecosystems; rise in global sea levels that accounts for shrinking land, mass floods and freak
weather incidents across the world.

2) Pollution is one of the primary causes for environmental concerns related to climatic
change and biodiversity. All types of water, air, soil, radioactive, noise, light and thermal
pollution affect the environment. Polluting and degrading air, soil and water quality along
with global warming and climatic change has detrimental effects on public health. Water and
air pollution is a huge concern causing financial strain and danger to human and marine life.
Implementation of laws and strict regulation along with educating people on the causes and
effects of pollution can avoid damage to valuable resources.

3) Deforestation involves destroying plants and trees which provide oxygen, food, water and
medicine to the public. Natural wildfires, illegal logging, agricultural practices and harvesting
of mass amount of timber for commercial use are decreasing forests, reducing oxygen supply
and increasing greenhouse gas emissions at an alarming rate. Biodiversity includes essentially
most complex and vital feature of ecosystem that makes up the environment which is in
danger with the increase in global warming, pollution and deforestation.

4) Disease: Mitigation and control is one main aspect affecting environmental health making
radio logical, occupational and industrial hygiene; safe drinking water; control of vector-
borne, communicable and non-communicable diseases necessary.

5) Hazardous waste management, hazardous material management, waste disposal systems,

contaminated site remediation, prevention of leakage of underground storage tanks,
emergency responses and prevention of release of hazardous materials into the environment
has become essential. Improving waste management systems can prevent the possibility of
polluting natural resources or triggering the spread of illnesses. Global industrialization is
revolutionizing public living standards that require proper hygiene and handling of waste
items. The techniques and materials related to industrial progress are often linked to
infectious diseases.

11 complied by Yohannes K. (MA)