Event Logistics: What You Don't Know Can Hurt You

LOGISTICS:

KAREN SHOSTAK & NICHOLAS VINCENT | VMC 2017

WHAT YOU DON’T KNOW CAN HURT YOU

PRESENTERS

Head of Sales & Ticketing for

Piknic Electronik & Igloofest

NICHOLAS VINCENTDirector of Sales & CFEE

Riverbend Festival

KAREN SHOSTAK

VENDINI MEMBER VENDINI MEMBER

RIVERBEND• Annual nine-day music festival in

Chattanooga, TN

• Up to 100,000 people per day, half a million over nine days

• Held during summer with high heat and humidity

• Known as Tennessee Valley Family Reunion

• Five stages, nearly 100 artists

IGLOOFEST• Annual electronic music festival

in Montreal, Canada

• Up to 10,000 people per event

• Held during winter in

subzero temperatures

• One of the most

challenging festival environments

on Earth

OVERVIEW

PLANNING

EXECUTION

ANALYSIS

Q & A

AGENDA

OVERVIEW

RUNNING TICKETING,

OPERATIONS

AND LOGISTICS FIREFIGHTING=

CREATE THE BEST

PATRON & FAN

EXPERIENCE

NEVER OVERLOOK

OPERATIONS &

LOGISTICS

PLANNING

RULES TO LIVE BY

• Handle “paper” once

• Remove: “We’ll take it offline” from your vocabulary

PLANNING

Proper planning helps

avoid problems before they

occur—and gives

you more time to react

PROCESS

• Chronological thinking

• Think like a consumer

• Details

• Right staff

• Training, tools & team

EXECUTION

EXECUTION

• What does it take to

ensure your team is

ready to execute

according to plan?

• Events are not a one

man show

• Don’t be afraid of paper

COMMUNICATION TOOLS

• Walkie Talkies

• Group Texts

• Contact Cards

• Site and Venue Maps

• Direct line to fire department

and weather services for

alerts

ANALYSIS

DATA ON THE GO

• Mobile friendly = Access anywhere

• Quick sharing = Accelerated communication

• Quick decision making = Mobilizing staff

• Adjusting staff & expenses = Making the event

profitable

ANALYZE DATA

• Knowledge is Power

• Know how to use your

technology

• Determine the data you are

looking for

• Analyze the data to uncover

what you need

SUMMARY

SUMMARY• Deliver the best experience possible

• Be a patron for a day

• Empower your staff through training and information

• Make sure responsibilities and accountabilities are clear

• Leverage technology for planning and to

make quick adjustments

• Evaluate project management tools

• Do a data audit

QUESTIONS?

THANKS!KAREN SHOSTAK | KAREN@RIVERBENDFESTIVAL.COM

NICHOLAS VINCENT | NVINCENT@VENDINI.COM