Event Logistics: Which Actors for a Perfect Organization?

Event logistics is to be distinguished from traditional logistics by the unique nature of event management. It is a specific organization for time-limited services. This type of project requires mobilizing all the necessary resources for the smooth running of an event. It is the management of all these physical activities and these organizational activities that form the specifications of event logistics. Who then are the actors who ensure the proper functioning of various events?

Table of contents:

• Types of events
• Missions
• Actors and professions

Events can be of all scales and multiple forms. The event industry covers a large number of sectors and can therefore concern a wide range of professions.

We can first think of the cultural fields (concerts, shows, festivals), arts (theater, exhibitions) and audiovisual (reports, film shoots) which represent a large part of the needs supported by event logistics. Sporting events also require heavy organizational efforts.

Summits, trade shows, fairs, conventions and other thematic exhibitions are all events with an imposing set of specifications that involve countless trades. Finally, private events (weddings, receptions) also need the expertise of organization professionals.

Whatever the field among those mentioned, the workload required for the development of an event is of colossal scale. It is guided and directed by a specific professional body that ensures the success of an event project.

The event logistician is thus the qualified professional who is responsible for this organization. He is at the head of the project and operates in support of the work of participants (artists, guests, exhibitors, athletes) to relieve them of the material or administrative organization. He sets up the event specifications, inventories all the necessary resources and develops the action plan. He organizes, plans and supervises the routing operations of products, materials, equipment and participants to the event venue.

He is responsible for administrative tasks and organizes the management of infrastructure, equipment (acquisition, use), transport vehicles and resource stocks. He is also responsible for the security of installations and infrastructure, as well as the surveillance of the event venue. The logistician ensures compliance with deadlines, regulates logistics costs and supervises the information system management.

He has the key role being the professional who will be the first to arrive on site and the last to leave. All the ins and outs of an event are under his aegis, just as all the experts are under his responsibility.

As vast and varied as the fields covered by event logistics, the professions that contribute to the success of an event are diverse and numerous.

For all events that require the establishment of dedicated infrastructure (concerts and conventions among others), the assembly technicians, forklift operators and handlers are those who will give shape to event venues. Their task is to set up a functional and safe environment while respecting safety instructions with appropriate equipment, such as safety shoes and adequate attire. The technicians, machinists and specialized engineers are responsible for ensuring that all technological needs are delivered. This includes sound engineers, concert roadies, or electricians.

The prestige of the event venue is ensured by the roles of the decorators. A visual comfort that will go hand in hand with the quality of services offered. The reception hosts and servers, depending on the event, may wear tunics and shoes that are elegant and formal, or outfits that are more sober and relaxed, but customizable in the event's colors.

From the catering point of view, this can be the main theme of a trade show with multiple gastronomic exhibitors. It can also be a catering service specially dedicated, whether for a choice meal, or for a means of quick refreshment. The cooks and servers will wear the aprons most suited to efficiently handle the table service.

The unfolding of an event is also guided by the talents of entertainers, speakers and exhibitors. It will also be immortalized by dedicated photographers both to enhance a wedding and to document an important trade show.

To ensure impeccable hygiene, the maintenance staff and cleaning personnel will be the guarantors of a clean and welcoming venue before, during and after the event.

Finally, the crucial role of the security agents will be to ensure the safety of everyone, to regulate large crowds and to ensure that no incident escapes their vigilance. They will inspire respect and confidence with complete equipment.

The panel of professionals highlighted above is only a sample of the trades that can contribute to the success of an event. Depending on the domains of the events themselves and the type of infrastructure and services to be deployed, the various expertise of qualified technicians will always be required. Thus, despite the ephemeral aspect of events, this sector handles throughout the year a large number of professions in many fields.