NZAEP Events Update July 2015

EventsUpdate JULY 2015

editorial@nzaep.co.nz ­— New Zealand Association of Event Professionals, c/o P O Box 3798, Auckland 1140 ISSN 1179-3678 — Subscription is a member exclusive event — contact info@nzaep.co.nz for details

Finalists announced in NZAEP Awards — See page 3

Great stats for Comedy Fest — See page 5

Full potential of major events not realised — See page 11

New Zealand 2015 hailed a resounding success SOURCE: Excerpts from FIFA.com Press Release, 20 June 2015 The FIFA U-20 World Cup New Zealand 2015 has been hailed a resounding success following 22 days of football, attended by over 300,000 people.

The Final which was won by Serbia who beat Brazil 2-1 after extra-time, was a fitting end to New Zealand’s hosting of FIFA’s second-largest male tournament with a sell-out crowd of over 25,000.

Dave Beeche, CEO of the FIFA U-20 World Cup Local Organising Committee, said he was delighted with how New Zealanders had embraced the tournament.

“Kiwi sports fans have been part of an incredible celebration of world football.

We’ve seen our own Junior All Whites make history going further than ever before in a FIFA tournament, we witnessed over 150 stunning goals, inspiring talent and amazing matches throughout every stage of the tournament.

“We have also been privileged to witness so many special moments through the engagement of our visiting teams and fans with our communities, that we will look back on fondly in years to come. Some examples that spring to mind were our 300 Myanmar refugees travelling

to the New Zealand-Myanmar game thanks to the generosity of the Wellington community and the German football team spending the day with our Sunshine Football team in Christchurch. Truly inspiring.”

Mr Beeche said that the long-term benefits from the tournament bodes well for the future of football in New Zealand.

“The legacy from this tournament will provide huge benefits the football community in New Zealand with over $5 million dollars of football infrastructure and equipment left in place to help grow and improve the standard and facilities for football in New Zealand.”

Mr Beeche also paid tribute to visiting fans and those from ex-pat communities who have turned out in force to support their teams.

“One of our aims was to create noise, colour and movement inside the stadiums, thereby bringing that unique football atmosphere that global football is renowned for. We have seen this across the tournament from so many of our local communities including Serbians, Malians, the Brazilians, the Ghanaians and the Colombians to name but a few.

IMAGE CREDIT: Getty Images “Their engagement in the tournament, also bodes well for the future of football in this country with many more keen to get involved at a local level.”

FIFA Director of Competitions, Colin Smith, reiterated Mr Beeche’s comments giving New Zealand a huge thumbs up for its successful hosting of the tournament.

“New Zealand has proved to be a fantastic host of the FIFA U-20 World Cup, it has been run by hugely dedicated individuals, passionate and enthusiastic volunteers and we are delighted with how well the tournament has been delivered across all seven host cities.”

Legacy benefits • 1,000 volunteers declared to get involved in local football after the tournament

• Nine FIFA international standard sand-based training pitches across New Zealand.

• Goals, team benches, dug-outs and training equipment worth $140,000 provided to Football Federations.

• Futsal court worth $50,000 provided to New Zealand Football.

• VIP seats worth $50,000 provided to stadiums • 20 new floodlights (Christchurch and Whangarei) • Over 500 schools signed up to the schools programme, learning about the tournament in the classroom • Over 8,000 young people took part in FIFA Grassroots Festivals over the last three months benefitting from world class training. ●

Notice of Annual General Meeting of New Zealand Association of Event Professionals (NZAEP) All members of NZAEP are invited to attend the AGM.

Thursday 23 July 1.20-1.45pm Mac’s Function Centre Wellington

Please RSVP to Lisa Dempsey, Association Administrator on info@nzaep.co.nz

July 22, Wellington Front Cover Photo: The Goat Adventure Run - Tongariro Credit www.photos4sale.co.nz Events Update, July 2015

For further info Page 2

Finalists Announced in NZAEP Event Awards!

Tarawera Ultramarathon

Twenty-six events that bring people and communities together as well as drive domestic and international tourism are being recognised in this year’s New Zealand Association of Event Professionals Awards.

Entries from across the country were received for nine different categories and the finalists are:

The awards aim to celebrate the country’s leading events and event professionals.

Best Event Professional

Best Partnership for an Event

Jamie Wilson

American Express

Trina Tamati

Judge spokesperson and CEO of Tourism New Zealand, Kevin Bowler, says the judges were impressed by the quality of this year’s applications.

Best Emerging Event

Queenstown Winter Festival

“The calibre and variety of events that New Zealand event professionals produce every year is phenomenal.”

“These events are being developed primarily to bring communities together and to drive tourism. The work of the event professionals being recognised is among the most socially and economically important to New Zealand.”

Bowler is judging the awards alongside Creative New Zealand’s Stephen Wainwright, award-winning journalist Amanda Millar, Brown Bread director Jo Blair and event consultant Chris Simpson.

Events Update, July 2015

Best Emerging Event Professional Award Emily Byrne Lucy Ryan

The Ohope Express The Press Summer Starter Fun Run and Walk Wellington New Years Eve Best Established Community Event Balloons over Waikato Meridian Gardens Magic Ports of Auckland Round the Bays Wanaka A&P Show Best Established Regional Event Armageddon Expo Auckland Lantern Festival Cemetery Circuit Tremains Art Deco Weekend Best New Zealand Owned Major Event

Linked In NZAEP Group

Tremains Art Deco Weekend Best New Zealand Hosted Major Event Volvo Ocean Race Auckland Stopover

Dick Smith NRL Auckland Nines

Over 200 members have already signed up to the Linked In exclusive NZAEP Group. Visit www.linkedin.com/ groups/nzaep-6934807 to get involved. ●

The Partners Life DUAL Motutapu Rangitoto Traverse TSB Bank Festival of Lights Best One Off event ASB/Auckland Council 175th Auckland Anniversary Event Christchurch Stands Tall The winners will be announced at the NZAEP Event Awards at Wellington’s Shed 6 on Wednesday, 22 July.

Tickets are available now.

Visit the NZAEP website to purchase your tickets today!

Tickets still available for the annual event awards which will be held at Shed 6, Wellington on Wednesday 22 July.

Dick Smith NRL Nines Contact Lake Taupo Cycle Challenge

Order your tickets HERE

Page 3

EVENTING THE FUTURE 22/23 JULY WELLINGTON 2015

OPENING EVENT WILL BE A MOVING EXPERIENCE

The Conference count down begins…. many of the major players in the event industry will be coming together – don’t miss your chance to be part of the gathering.

Learn more about brand sponsorship, audience engagement techniques, gain insights into lessons from events globally, tech trends and tools needed for success in the 21st century.

Check out the new speakers, industry updates that will impact the industry… and prepare for 2 days of extreme networking!

Check out the exciting 2 Day programme online at www.eventingthefuture.co.nz and register NOW!!

The conference opening function on Tuesday 21 July will provide an exclusive viewing of the very moving Gallipoli: The Scale of Our War exhibition. We will be able to dodge the queues with our own event. Start with a welcome drink, followed by a visit to this brilliant exhibition.

Following this, we will move out with colleagues for a

tasting of Wellington’s craft beers (and wines) Arrive in time to pre-register at Mac’s, then join us at Te Papa for the Conference Opening Function 6.00 – 8.00pm – this is the major networking event.

Members’ Marketplace The Rock Factory: The Rock Factory in Auckland is an Event and Music Production Company who do Sound, Staging, Lighting, Backline, AV, Touring and Installations. We are especially great as a “one

stop hire shop” for the aspects of events where bands, DJs and musicians are part of the entertainment. We do outdoor and indoor community events, festivals, functions, balls, fairs, concerts, opening nights

as well as theatre and school productions. We LOVE music and can bring it to life at your event by taking care of all the technical aspects related to putting on a great show. www.therockfactory.net

Expandasign: Expandasign has built up a reputation as the leading portable event signage company in New Zealand. An extensive range, backed up by hardware warranties, gives organisers the assurance that they are buying equipment that will last. Most large and

many smaller events will have had Expandasign products on display at some point.

Recent events have been the Queenstown Marathon, Crankworx, Tarawera UltraMarathon and TRENZ in Rotorua. The expertise of the team at Expandasign

spans over 100 years so feel confident that the advice you are receiving is based on many years of trial and error! Let New Zealand’s Leading Portable Event Signage specialists make your EVENT visible. www.expandasign.co.nz

Schupepe Tents: Schupepe Tents are New Zealand’s premiere stretch tent and wedding-hire company offering stunning tents, canopies and equipment to the wedding and event

markets all year round. Our stunning tents provide a visually beautiful and practical cover solution anywhere and on any terrain. We also have you covered with a highquality selection of decorative

Events Update, July 2015

lighting, flooring, furniture hire, outdoor lounges and more. Let us help you create the wedding of your dreams – we are your wedding and event professionals. www.schupepetents.co.nz

Page 4

Survey Shows Support for Tauranga Events SOURCE: Excerpts from Bay of Plenty Times, 23 June 2015 A telephone survey of 400 people in April this year showed an 8 per cent and 7 per cent increase in Tauranga locals who are happier with the variety and number of events in Tauranga, respectively.

“The survey provides a highlevel view of how people feel about some key issues that Council is focussing on. This in turn helps us to see how well our efforts are carrying through to our residents,

where we could improve, and what we should be looking to include in our Annual Plan and Long Term Plan processes,” says Community Development Committee Chair Councillor Steve Morris.

The 2015-2025 Long Term Plan, which the Council adopted on 29 June, included a total investment of $7.725m over 10 years in the Major Events Fund, which will support current events and help create new local events.

Register your event in 3 easy steps! volunteernet.org.nz

Great Stats for 2015 Comedy Fest SOURCE: New Zealand Comedy Trust, 3 July 2015 The 2015 NZ International Comedy Festival in cahoots with Old Mout Cider had a successful 23rd year of bringing top quality international and local comedians to New Zealand; with just under 93,000 attending live comedy across Auckland, Wellington and the regional tours.

WE’LL SHOW YOU WHAT SUCCESS LOOKS LIKE. Experience everything the Wellington region has to offer at Show Me Wellington – a ‘one-stop-shop’ for conference and event organisers.

In this year’s Comedy Festival there were 216 shows on offer and a whooping total of 952 performances.

Highlights included the return of top Irish stand-up Ed Byrne who hosted the Old Mout Cider Comedy Gala; its

broadcast on TV3 rated #1 across the key demographics of 18 – 39, 18 – 49 & 25 – 54 years old. British comedian Nish Kumar won the Best International Show, with local favourite Dai Henwood winning this year’s FRED Award for Best New Zealand Show. Hamish Parkinson won the highly coveted Billy T Award. Emerging talent was celebrated with Chris Parker winning Best Newcomer Auckland, Abbey Howells was Best Newcomer in Wellington and and the Raw Comedy Quest had joint winners, Melanie Bracewell & Savanna Calton.

PWV.CO.NZ/SHOW-ME-WELLINGTON Events Update, July 2015

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Do you know your NZAEP Board?

While Queenstown is a very small community, the variety and caliber of events we get to stage is quite staggering.

What I enjoy most is working with a small number of very talented and creative people who are focused on driving the industry forward down here and delivering top quality events.

Simon Green, Deputy Chair of the NZAEP Board and Director of The Main Event, a Queenstown based full service event management, entertainment and technical services agency. Simon spent seven years as director of the Queenstown Winter Festival, has produced a variety of other events including theatre, major concert events and fundraisers including the charity boxing event Thriller in the Chiller. Simon joined the Board in 2013 and took on the deputy chair role from December 2014.

What else do you do in your business apart from event management?

My focus in the events industry is very much on the entertainment side of things these days which sees me designing and delivering various entertainment packages, a number of which I perform myself. I am doing an increasing amount of MC work at various events and more recently I’ve been involved in teaching modules on the CFEE programme. I’ve completed work on a contract basis developing the events strategy and an events funding model for the Queenstown Lakes District Council and recently undertook a full audit of the NZME Resource Bank.

What do you find really enjoyable about delivering events in Queenstown?

Events Update, July 2015

What’s one of the biggest issues for the industry this year?

An ongoing issue we face is building the grass roots experience and skill sets of aspiring young event managers. While there are a range of event management courses available in New Zealand now, it would be fantastic to see an internship programme established where young event professionals can apprentice within established organisations so they can truly learn the ropes. The faster we get the next generation of event managers properly engaged with events the sooner they will have the grounding they need to take the industry to another level.

What major event, that New Zealand has hosted, has been your favourite and why?

Challenge Wanaka is a stand out for me. This is what I call a complete event – top to bottom. It ticks all the big picture boxes as an event in its own right and from a media and marketing perspective, but it has also become part of the fabric of Wanaka and the local events landscape.

The entire town gets in behind the event. I hazard a guess to say that there isn’t an event anywhere that would have a higher per capita volunteer turn out and the atmosphere and buzz this generates for everyone involved is truly spectacular.

What community or regional event that you’ve attended has been a stand-out in your opinion?

My favourite community event remains the Queenstown Winter Festival. While it obviously has a large commercial element and delivers on a large scale as a marketing exercise for the town, the manner in which the Festival continues to bring the community together and celebrates what it is to be a Queenstowner will always have a special place for me.

Who in the New Zealand events industry is a star performer and why?

This industry is and should always be about pushing the envelope and I think over the past couple of years no one has pushed harder than Duco Events. The vision and drive that saw the Auckland Nines become such a sensation from year one is quite remarkable, but as an organisation these guys have been thinking big and delivering big for quite some time.

If you could give anybody starting out in events some advice, what would it be?

Get your feet on the ground and get as much experience as you can. Be hands on, do the doing, don’t be the person with the clipboard. Get alongside the people delivering the events as much as the people directing the events because that is where the detail is.

And look at every event with a critical eye – acknowledge the things done well – but always look for what you would improve or do differently.

What event, that you have been involved in, has been your stand-out favourite and why?

Thriller in the Chiller is the favourite event for me that I manage. For the past 6 years we’ve taken a group of unassuming locals and over 15 weeks have transformed them into accomplished boxers who then get in the ring in front of hundreds of their peers to help raise money for deserving local charities. The level of support the boxers get each year from our local audience has been superb and the atmosphere on the night makes it a truly special event to be a part of.

Why do you think anybody involved in events should join NZAEP? The events industry in New Zealand can be a lonely place at times – especially outside the major centres. NZAEP is the largest network of event professionals in the country and through the sharing of knowledge and experience and building relationships amongst the industry is not only bringing event professionals together but also building capability. ●

Need Volunteers for your

Event? volunteernet.org.nz

Page 6

Wellington Sevens shifting to Saturday and Sunday tournament SOURCE: Excerpts from Stuff.co.nz, 24 June 2015

Wellington biggest party is changing days as the battle to save the sevens begins.

Two of the cornerstone events on the capital’s events calendar are teaming up, as the organisers of the Wellington Sevens look to strengthen their claim to retain the event, for which the contract runs out next year.

On the back of two years of falling ticket sales, the sevens are being reinvented as part of a package including the Wellington Cup, and the tournament will shift from Friday and Saturday in early February to Saturday and Sunday at the end of January.

Under the new plan, three successive weekends of events will be held in Wellington, with crosspromotion and ticket packages available.

World Rugby is expected to make an announcement soon on which countries will be international sevens hosts beyond next year and, if New Zealand remains in the mix, the decision about which city hosts the event should be made later this year.

In an effort to cement Wellington’s grasp on the event, Sevens Wellington general manager Steve Dunbar said being able to demonstrate that organisers were reinventing the tournament would “absolutely help”.

The changes would build on previous work to make the event more family-friendly after drunken crowds in previous years drew criticism from police, he said.

Events Update, July 2015

CREDIT:ROSS GIBLIN/ FAIRFAX NZ CAPTION: New Zealand sevens player Lote Raikabula and Wellington Cup winning jockey Matt Cameron lead Patch the pony to the sevens trophy, watched by past costume winners. From left, Bernadette, Jack (9) and Finn (7) Sharkey-Burns, and Matthew Reading (Iron Man).

Switching the tournament to a Saturday and Sunday meant people would not need to take Friday off work, and the dates would coincide with Auckland Anniversary Weekend, making it easier to target out-oftowners.

“We want the sevens to be a party for everyone.”

The 2016 event would also be bigger and better in terms of the rugby, given many All Blacks would join the code in a bid to make the squad for the Rio Olympics, he said.

“We’re really motivated to reinvigorate the event for 2016.”

Pairing it with the Wellington Cup the previous weekend – Wellington Anniversary – offered the opportunity for joint ticketing. Prices would be announced in coming weeks.

Wellington Racing Club chief executive Al Robertson said the combined events, which would also include the Interislander Summer Festival Day of racing at Trentham, would help to market Wellington as a place to visit.

those who wanted to party still would. However, having the sevens on Saturday and Sunday would help reinforce the increasing emphasis on the family atmosphere.

“For us to have three events in two weeks is fantastic and something we can be really proud of.”

Fortnight of Festivities

The move was welcomed by Wellington Mayor Celia WadeBrown, who said it would help keep the sevens in Wellington.

“This is definitely part of the reinvention of the sevens – a big focus on the Olympic sport and the family environment, and it being part of a great fortnight for Wellington.”

“Hopefully it will work. We quite like the sevens.”

January 16: Tui Super Saturday at Trentham, featuring the J R & N Berkett Telegraph Handicap January 23: Golden Homes Wellington Cup, Trentham January 30 & 31: Sevens Wellington, Westpac Stadium January 30: The Interislander Summer Festival Day of racing at Trentham. ●

Inspector Brett Amas, of Wellington, agreed, and said

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INSPIRATION. NETWORKING. MOTIVATION. UPSKILLING.

“New Zealand’s premier conference for the event industry and the official conference of the New Zealand Association of Event Professionals”

EVENTING THE FUTURE Conference

July 22-23, 2015

Mac’s Function Centre, Wellington

Check out the exciting two day programme: www.eventingthefuture.org.nz/ programme Special offers include: 3 or more from the same organization & NZAEP members rate

5 REASONS TO ATTEND ETF2015 1

4

Keep up with the latest developments/ trends in the NZ & Global Events Industry.

Recharge your creativity & motivation.

2

5

Develop your professional & industry networks

Be inspired.

EXCITING LINE UP OF SPEAKERS

3

Gain insights into latest information and tools in: · Audience attraction & engagement · Commercial opportunities to fund events · Event marketing & production based on lessons learnt · Emerging tools & technology for the industry

Including a top line up of international and national speakers from within and outside the events industry

Peter Biggs

Prof. Gang-hoan Jeong

Former CEO of Clemenger BBDO/Melbourne & NZ and Multi International Award Winner

IFEA & Dean Graduate School Tourism & Festival Management & Director Boryeong Mud Festival

GET INSPIRED. GET NETWORKING. GET MOTIVATED. GET UPSKILLED. GET ONLINE & REGISTER NOW!

www.eventingthefuture.org.nz Events Update, July 2015

Page 8

Wellington Amenities ATEED Announces Funding Round Open Sponsorship Changes

SOURCE: Excerpts fromATEED Media Realse, 24 June 2015

SOURCE: Excerpts from Wellington City Council Press Release, 25 June 2015 The Wellington Amenities Fund is a partnership between Wellington City, Hutt City, Upper Hutt City, Masterton District, Kapiti Coast District and Porirua City Councils and is focused on arts, cultural and environmental attractions and events to support and add to the vitality of the Wellington region.

Mayor Celia Wade-Brown says the Wellington area is a vibrant region with art, culture and a stunning environment.

“Our local authorities collaborate to support activities including eco-culture and cultural festivals,” she says. “Acting regionally means we have significant funds to support projects that will attract visitors to Wellington.”

The fund was set up in 2012 to support organisations of regional significance with dayto-day operational expenses

and new innovative projects that will achieve identified priorities for the region.

In 2014 the Wellington Amenities Fund proudly supported some of the region’s much-loved organisations and events which included Wellington Zoo and Zealandia: $100,000 for Nature Connections, Te Papa: $130,000 toward supporting Matariki Wellington 2015, Wellington LUX Festival Trust: $100,000 for LUX 2015 and Mahara Gallery: $55,000 toward operational support.

The next Wellington Amenities Funding round (for 2015/16) opens on Wednesday 1 July and runs until midday on Friday 24 July.

Organisations seeking funding can go to wellington.govt. nz/ or contact Katie.TaylorDuke@wcc.govt.nz, Wellington Amenities Fund Manager.

Ten of Wellington region’s eco-attractions come together for Nature Connections Credit: Wellington City Council

Events Update, July 2015

Auckland Tourism, Events and Economic Development (ATEED) has announced changes to their major events sponsorship process that they say will result in a better events programme for Auckland.

All applications are assessed for their ability to generate GDP for Auckland (money that would not otherwise be spent in the region), increase domestic and international visitor nights, build awareness of Auckland internationally, and make Auckland an interesting and exciting place to live.

To improve the process for major event organisers, the application window will open significantly earlier, for a longer period of time, and will encourage applications for multi-year events and events planned beyond the 2016/17 financial year. The application criteria, evaluation and decision-making process, and approximate funding levels will not change.

ATEED Chief Executive, Brett O’Riley, says the changes aim to increase opportunities for Auckland by allowing longer-term planning that will enhance the quality of Auckland’s major events offering.

“We had an unprecedented line-up of major events over summer, including the ICC Cricket World Cup 2015, the Volvo Ocean Race Auckland Stopover and just-completed FIFA U-20 World Cup 2015 and it will be another huge year in 2017/18 with the World Masters Games. We have built a balanced, stable portfolio and a good understanding of the model in the events industry, so this year presents as the ideal time to fine-tune our sponsorship process,” says Mr. O’Riley.

“By making these changes we are hoping to provide event organisers with more time to fine-tune their applications and allow them more certainty in their planning. Considering events beyond the 2016/17 year gives ATEED time to work with event organisers and our event partners to maximise each opportunity to its full potential for Auckland.”

“All the events we sponsor on behalf of Auckland Council must align with the aspirations of Auckland’s Major Events Strategy – bringing new money into Auckland and enhancing the region’s liveability, helping to make Aucklanders proud of who they are and where they live by making Auckland more interesting and exciting,” says Mr. O’Riley.

The sponsorship application period for major events to be held in the Auckland region during the 2016/17 financial year onwards runs from Wednesday 8 July until Wednesday 2 September.

On 8 July, ATEED will notify event organisers, who are on the major events database, that the sponsorship window is open. The email will include the changes to the application process, and links to the online application form and key supporting documents.

Event organisers will also have the opportunity to attend an Auckland-based information session on Monday 20 July that will provide further details on the application process.

For further information, see http://www.aucklandnz. com/downloads/ MajorEventsStrategy.pdf or sponsorship@aucklandnz. com. ●

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NEWS BRIEFS V8s and Auckland Marathon in new hands The Long Run has been appointed to manage the ITM 500 V8 Supercars event at Pukekohe Park Raceway in November . The Long Run trio of Stephen Brown, Richard Lindroos and Scott Newman (former Athletics New Zealand CEO) are well known in the industry for building the ASB Auckland Marathon into a world-renown event on the marathon circuit. The Long Run sold the Auckland Marathon last year to IRONMAN, and were engaged to manage and deliver the 2014 event prior to a full handover being completed in March this year. The Long Run are currently also engaged in event feasibility work, but remain open to considering new projects and opportunities.

Hawke’s Bay Racing GM moves on Hawke’s Bay Racing general manager Jason Fleming is

resigning at the end of this month after a six-year stint.

The 41-year-old will remain in the Bay to become chief executive of non-profit casino trust Infinity Foundation, which administers gaming machines and distributes the proceeds to various organisations, from August 1.

He has a shortlist of national and international candidates to succeed him.

as international performer availability, has meant that changing the dates and times for the 2015 festival has not been possible at this late stage,”.

Diwali Festival dates not changing

Selwyn District Events Fund applications now open

ATEED are sticking with their dates for this year’s Diwali Festival of Lights despite complaints from the Hindu community that the dates are incorrect. To be held on October 17 & 18, the Auckland Diwali Festival will take place three weeks prior to the actual Diwali day.

ATEED external relations general manager Steve Armitage said the organisers had met with community leaders twice to discuss the timing of the festival.

“However, venue availability and suitability, logistical and budget implications, as well

ATEED affirmed a commitment to closer engagement with Auckland’s various Indian communities and organisations on scheduling and planning for future festivals.

Applications to Selwyn District Council’s Events Fund are open during July. $60,000 is available through the fund to support large events that are held in Selwyn which are open to the public.

Applications for funding for events planned over the next year must be received by 31 July 2015.

Applications are open from 1 July 2015 - information about the fund is available online at www.selwyn.govt.nz/ eventsfund.

New managers for Farmlands Horse of the Year Show SMC Events, headed by chief executive Dave Mee, will manage the Farmlands Horse of the Year Show from next year, replacing Kevin Hansen, long time frontman of the Hastings-based equestrian event.

SMC won a tender process for the contract to manage the annual event which attracts 80,000 people to Hastings.

The tender process was overseen by an independent committee, that attracted 12 expressions of interest.

SMC does not have previous equestrian experience but has a long background in managing large scale events such as the Weet-Bix Kids TRYathlon and Auckland’s ASB Polyfest, which attracts 90,000 spectators over four days. HOYL chairwoman Cynthia Bowers said “We were looking for an event manager with sound financial backing who had the resources to actually make an investment in the show,”

Cricket World Cup boosts New Zealand’s economy by $110 million SOURCE: Stuff.co.nz, 30 June 2015 The 2015 Cricket World Cup grew New Zealand’s economy by $110 million and created 2300 jobs in what was one of the most watched sporting events ever.

A report prepared by PWC shows the economic impact of co-hosting the Cricket World Cup with Australia created regional gross domestic product (GDP) growth of $40m in Wellington, $35m in Auckland and $15m in Christchurch.

Another $25m was added to the combined economies of Hamilton, Napier, Nelson and

Events Update, July 2015

Dunedin.

sporting events ever.

All of this was off the back of the Government investing $10.45m in the tournament.

“It provided invaluable marketing and promotional opportunities which will have ongoing benefits, strengthening our reputation as a tourist and business friendly destination and further encouraging travel to the region,” Joyce said.

In total A$1.10 billion (NZ$1.15b) was directly spent as a result of the Cricket World Cup, creating the equivalent of 8320 full-time jobs across Australia and New Zealand.

Economic Development Minister Steven Joyce said the report reinforces Government decisions to invest in major international events.

Joyce said a television audience of 1.56 billion and a high online audience made it one of the most watched

The tournament developed New Zealand’s event management capability which would be valuable when bidding for and hosting future major international events, he said.

The India versus Pakistan match in Adelaide was the most talked about match in digital history, the report said.

Sport and Recreation Minister Jonathan Coleman said more than 300,000 people attended matches in New Zealand, and more than 2000 people volunteered.

Credit: Peter Meecham Page 10

Full Potential Of Major Events Not Realised SOURCE: Excerpts from Computerworld New Zealand, 22 June 2015 Origin IT CEO Michael Russell believes the potential learning value of major events, such as the just completed FIFA U-20 World Cup 2015 tournament, to Kiwi businesses isn’t fully realised by government agencies tasked with pitching New Zealand as an event location.

New Zealand needs to do more to attract major international sporting events to improve Kiwi companies’ international competitive advantage, says Origin IT CEO Michael Russell.

Origin IT won a million dollar plus tender to provide information technology services for around New Zealand which wrapped up on 21 June.

Charged with providing IT communications and tech support in seven venues throughout the event, Russell says the Aucklandheadquartered company experienced a significant boost in revenue and was able to offer local employment opportunities as a result of the contract.

“There is a need to make our country more attractive to

these massive events in terms of our infrastructure, and for the government to partner with New Zealand businesses to offer a world class experience here,” he says.

“New Zealand needs to look beyond the pure financial outcomes of a specific event to recognise the inherent benefits in the learning and experience and that can be made from hosting these fixtures on our home soil.”

“Events like these demand international standards of service from local companies, and while it can be a challenge to meet those benchmarks, it’s one we should be embracing as it places New Zealand on an equal footing with globally recognised hosts of major events.

“As such, these events should not be seen as discrete sporting fixtures, but as opportunities for us to learn from some of the world’s best tournament promoters and showcase the New Zealand brand on the international stage.”

The experience gained by companies such as Origin will

Where can I get great Guidelines?

also help other local brands as they expand overseas, according to Russell.

“Origin has a growing number of clients which are setting up in new markets offshore,” he adds.

“We take the experience gained from projects such as the U-20 tournament, and apply the international learnings to our own systems and processes to help our customers move more seamlessly into foreign markets.”

Russell says over 2000 hours went into the U-20 tournament

by Origin from the tender pitch through to the end of the tournament, with 10 new staff and contractors employed as a direct result.

The fast-growing company provided planning and project management services; delivery and installation services; IT communications, cabling, wifi, power, backup, hardware and wireless supply; onsite support services at stadiums around New Zealand, and remote helpdesk support for all technology services throughout the event.

“An estimated 3000m of additional cabling was installed in seven stadiums purely for this tournament, and Origin installed and managed 45,000 square inches of additional screens for press and conference areas,” Russell says.

“It was an incredibly exciting project for our team to work on, and financially it provided the business with a cash injection to help our growth, build our resources and increase our capability for the future.

“It was also a great draw card for local and international talent to get to work on a project like this, especially in the IT industry which is facing a skills shortage in New Zealand.”

Tenders for the tournament in numerous areas including catering, broadcasting, transport and accommodation were all pitched for by Kiwi businesses, which provided for the approximately 800-strong contingent of players and support staff who attended the competition.

Over 700 volunteers ready and waiting... volunteernet.org.nz

Events Update, July 2015

Page 11

Cricket World Cup Cost Council Less Than Expected

fortunate having those three games to ourselves because noone else had games being played those days, so the audience must have been massive.”

Having hosted the tournament successfully, Matheson said he now expected Nelson to have sponsors and other organisers “come on board” for other events that were put on in the city.

SOURCE: Stuff.co.nz , 26 June 2015.

“We got the seats and that was good because it was a little bit of a gap we had with seating.

“Now you’ve heard murmurs from Nelson Cricket of the possibility of an international or one day games, and it also argues well for other venues because you can now put the seating in as part of the package to attract other events.”

IMAGE CREDIT: Hagan Hopkins CAPTION: Ireland fans show their support during the 2015 ICC Cricket World Cup match between the West Indies and Ireland at Saxton Field The Cricket World Cup has ended up costing the Nelson City Council less than expected, proving the council’s ability to hold major international events, says deputy mayor Paul Matheson.

A report to the council’s audit, risk and finance committee shows the tournament cost Nelson ratepayers $787,127 $112,873 less than budgeted.

The council allocated $900,000 to hosting the event, which included 4000 hours of staff time totaling $305,000.

The total cost of hosting the three games at Saxton Oval earlier this year was $1.5 million, of which the

Events Update, July 2015

International Cricket Council and other funding bodies paid $729,299.

Matheson said coming in under budget and successfully hosting all the teams and games, along with successfully hosting the Rugby World Cup and a recent Super 15 game, showed the council was capable of holding major events and paved the way for more to come to Nelson.

“The game between Ireland and West Indies really set it alight and showed that places like Nelson could bring in some wonderful crowds and we can do it well.

“We now have a proven record

and people can look at that and say yes we can run an event in Nelson, they’re going to support it well and they’ve got the capacity to it. We must be on the radar list now.”

Matheson thought the council or Economic Development Agency would be conducting a review on the economic benefits the tournament brought to Nelson. He said he noticed a lot of overseas visitors during the tournament and having the teams here gave the city “colour”.

“We were hearing huge figures and that billions of people were watching little old Nelson. We were very

Earlier this year the council bought 6000 temporary seats at just under $115 a seat and had them installed at Trafalgar Park. Since they were installed the council has lost a bid for a Lions Tour game and found out no Super 15 games would be played at the park for a while.

Matheson said despite that the seats were “another tool in the toolbox”.

“They’ll be used. We can pick them up and take them to Saxton, for example.

“If you look at how many codes are out at Saxton Field, that’s the advantage of having extra seating, you can put in to another venue and cater to a national or international event whatever it may be.”

He said the council staff now had the skills to organise and manage big events and the council would continue to support getting more to the city.

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CFEE cfee Articles Participants in NZAEP’s Certified Festivals and Events Executive (CFEE) programme are required to produce an article for publishing focused on their area of interest and expertise for publication.

The following three articles are presented by Jason Cameron, Andrew Hansen and Drew Naika who will be graduating at this year’s Awards Dinner. Last month’s Events Update published articles by Jodi Preston-Thomas, and Kay Brake.

Choose Your Mountain and Run It. Exploring Off-Road Running Event Motivations in New Zealand

By Jason Cameron - Event Organiser of The Goat Adventure Run & Tussock Traverse events, former NZ distance running title holder, national representative and converted off road runner.

In June 2009, devoted Wellington off road runner Nick White was diagnosed with throat cancer that had invaded his lymphatic system entering his neck, jaw and tongue. Fit, healthy and running one day - imagine being told the next that you had to have cancer removed from your neck and lymph, cutting out half your tongue and replacing it with a muscle from your left forearm?

A matter of days after the diagnosis Nick faced eight hours of potentially life threatening surgery with significant risk and doubts about recovery that would include a period in intensive care followed by general hospital care. He would need to breathe through a pipe in his neck and be fed by nasal gastric tubes along with continuous radiation and chemotherapy treatment.

Uncertainty abounds for Nick

Events Update, July 2015

with an inexpressible fear of not waking up.

Nick’s life force through this wretched time were his friends and family; a yearning for his passion for off road running and a goal of making the start line of one of his favourite off road running events – The Goat Tongariro Adventure Run in early December that year.

Pre-surgery I received a phone call from Nick explaining his perilous predicament. Having met Nick three years earlier striking up an instant friendship, it was not hard not to be inspired by the determination in his voice so I agreed to support his goal albeit tempered with the reality that it might not happen.

Although successful, the post-surgery effects of radiation therapy hit hard during September and October when Nick can’t eat food or drink water but in a radical decision he is allowed to run with a stomach tube tucked under his running shirt to get back running again.

First walking, then jogging building back to up to 3km along Oriental Parade.

A few months later Nick achieved his extraordinary

goal completing the 2009 Goat Tongariro finishing 204th of 463 competitors in 3hours 23min.

Six years on and officially in remission he says he doesn’t enter off road running events to win his category or beat a time, although respectfully he has since placed in the top 20 and top 10 overall in the Goat Tongariro and Goat Kaimai events - amongst other national events.

“I’ve reached my own sense of what personal best means. What helped me to get through my own challenge was to dream of an experience that I truly loved and to understand the ingredients that underpinned its importance to me: adventure, nature and a great mix of positive people”, he says.

The embodiment of personal motivation is when adversity crystallises what matters most in life. Faced with extreme hardship - Nick White conquered his own mountain through an intense desire to get back doing one of the things giving him purpose and clarity.

So what’s your motivation for participating in off road running events? With an abundance of events to choose from annually in the land of the long white cloud what is it that’s motivating kiwis to take to the trails?

Anecdotally it’s thought that upwards of 30,000 New Zealanders are now out there participating in off road running events each year.

Running has come a long way from the jogging boom of the 1980’s when bitumen was king to the marathon renaissance of the 1990’s to the rise of off road running in the new millennium.

In New Zealand we are blessed with a bevy of off

road running opportunities including ultra-trail, mountain running, sky running and Xterra along with the more difficult, technical or extreme elements of adventure running events. Yet trail running and off road running events are accessible to anyone who wants to try something combining the simple act of running with nature.

Are you one of those highly motivated enthusiasts that gets the events calendar out at the start of the year actively planning all the events you’re going to run in or is it a more casual - that looks like a decent challenge, I’ll give that a crack - approach to event participation.

Motivations for off road running and events are wide ranging. Off road running seems to fit well with the kiwi psyche of getting out, exploring and doing new things. Six times World Mountain Running Champion, Jonothan Wyatt reckons one of the great things about off road running in New Zealand is the diversity of events on offer inspiring thinking of ‘gee I would love to do that’.

What exactly is motivation?

The term ‘motivation’ is defined by Manfredo et al.

(2004) as a specific force directing an individual’s behaviour in order to satisfy a goal. The term ‘satisfaction’, as used in the multiple satisfactions approach, also refers to motivational goals that the individual is aiming to meet.

Several international studies have examined the motivations and involvement in running, revealing the most important motivators to be physical benefits and challenge, or testing one’s limits. Improvements to mental health and selfesteem have also been cited as important motivators. For

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CFEE

Nick White runs the Goat Adventure Run - Kaimai CREDIT: www.photos4sale.co.nz a minority, competition and winning is less important.

Social benefits are also sought including egoenhancement, sociability and a feeling of belonging and sharing with people in their social worlds.

Little research exists on motivations for off road running, perhaps surprising, given the growth and popularity of the sport globally. In a recent Canadian study of amateur trail runners and endurance mountain bikers, within the sample frame of participants in two “destination events” – one an endurance mountain biking event; the other an endurance trail running event, the dominant motivation for both samples, and for both men and women, was personal challenge (Getz & McConnell, 2014).

Much of the recreation based motivations research in New Zealand has focused on recreational game hunting revealing environmental motivations, activity based motivations, physical motivations and social motivations to be most prevalent. “Being in

Events Update, July 2015

or experiencing nature has consistently been ranked the most important hunter based motivation, with the social aspect of time with family or hunting companions coming second. The third most important motivation is exiting civilisation, followed by solitude, challenge, sport and exercise” (Woods & Kerr 2010, p11).

Which brings me to motivations for off road running events in NZ, the intrigue of exploring this and seeing whether there are any differences in motivations for events that differ in distance and terrain prompted a research project earlier this year. The sample frame was collected through an online survey of people doing off road running events in New Zealand. I connected with fellow off road running organisers Paul Charteris of NZ Trail Runs in Rotorua (Tarawera Trail Marathon & 50K and Tarawera Ultra Marathon) and Adrian Bailey of Active QT in Queenstown (Shotover Moonlight Marathon) to request they promote the events motivation survey to their event audiences through their

social media platforms.

As the organisers of The Goat Adventure Run and Tussock Traverse events we also promoted through these event audiences. The survey also offered people who had participated in other off road running events to contribute.

The interconnectedness of potential respondents through different events was considered the optimal way to initiate engagement.

Motivation was explored by way of a set of thirty statements drawn from the organisers’ input and other research. Statements covered motivations and satisfactions intrinsic and extrinsic. In all, two hundred and thirty five people completed the survey over a four week period from mid-March to mid-April 2015.

This was purposefully done to capture the insights of people after the main summer season of off road running events.

The findings showed wide ranging off road event participation with 78% of respondents participating previously in events other than the Tarawera Ultra Marathon (44%), the Shotover

Moonlight Marathon (3%), Goat Original Tongariro (42%), Goat Goes Bush Kaimai (22%) and Tussock Traverse (22%) events. Consequently the research represents a broad range of people who participate in off road running events staged predominantly in the north island of New Zealand with a smaller number in the south island and even Australia. 89% of respondents were aged between 25 and 54 years with an even split between male and female respondents.

Over 90% of respondents identifying as NZ European or European indicating that the majority are New Zealand domiciled off road runners.

Tellingly, feeling physically fitter and healthier (99.55%) and experiencing the great outdoors (98.54%) and pushing personal boundaries (98.66%) were identified as the strongest motivations for participating in off road running events. Somewhat surprisingly there were no significant differences between men and women.

Running in new places and setting a goal to achieve (95.09%), getting out of one’s normal environment into the mountains/backcountry (94.64%) and trying new things in life (93.75%) also rated highly.

There was a small skew (less than 3%) towards men being more strongly motivated than women in the sample. The strongest motivations - a fusion of need to explore, need for escape and need for personal growth at the forefront of off road running event motivation.

Interestingly, there were not significant differences in the highest ranking motivations for events such as The Goat or the Tarawera Ultra.

Although event organisers do not have direct control over participant motivations,

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CFEE gaining an understanding is important because having a better understanding of these motivations can equip the event organiser to focus on the things that provide a more satisfying event experience.

Surprisingly, receiving prizes and giveaways was the least motivating factor (26%) in the sample adding weight to why for many people off road running is not a materialistic endeavour. This would suggest event organisers could focus their efforts and resources on ways to enhance the core experience delivering intrinsic benefits to participants.

Whilst personal performance was an important motivator (86%); less important were motivators surrounding competitiveness such as where people placed overall (51%), in their gender (53%) or in their age group (58%).

This lends credence to the notion that for the majority of off road running eventers it is more about achieving personal ambitions rather than measuring themselves against others.

Future New Zealand research in this area could focus the relevance of travel, involvement levels and destination events in motivations for off road running events.

CREDIT: www.photos4sale.co.nz

Events Update, July 2015

The off road running events landscape has changed markedly in the last fifteen years to the extent that off road running events are now as plentiful as traditional road running events, previously one of the foundations of the sport. Nowadays there is something for everyone. From mud running to trail running to alpine adventure running there are event challenges to appeal to a wide range of preferences.

Whilst attending a presentation in Wellington last November to profile the trail blazing surgical work of Dr Swee Tan, Nick White’s surgeon, I met Jennie Henton who, inspired by Nick and the sickness of her own sister, resolved to run the other Goat Goes Bush event in the Kaimai Mamaku Forest Park to raise awareness and funds for breast cancer.

With no off road running experience, Jen reached her goal in late March and supported many others, inspiring many others to follow their own paths and face their own mountains too.

The essence of life: doing things that fulfil us as human beings and that inspire others. Choose your mountain and run it.

The Heart And Soul Of The Event

By Andrew Hansen Your event would not be your event without the undertaking of a select few people that really are the heart and soul of your sporting event. When you look around and see what is happening, is it the bar manager that is employed to run the bar, the security guard who patrols the front of the gate or the volunteer who roams around talking to everyone and helping out with basic information that really makes your event successful?

The majority of the time, people acknowledge the role of the volunteer, but it’s a challenge for us, as event managers, to make sure that person running the bar, or the security officer that patrols the front gate has been given the tools to ensure that every person they interact with has an enjoyable and informative experience.

Volunteers in sporting events normally have an interest or a passion in that particular sport. If it’s a rugby game, then the volunteer will more than likely have a personal relationship with rugby or the people involved. Everyone with a passion is an asset to the event. Every event has that one volunteer which, when put in the right area or position, will normally exceed expectations. This is exemplified if the volunteer enjoys the experience.

One of the most important things that, in my opinion, needs to be looked at is the successfulness of the volunteer and to do this one needs to find out why they volunteered. What is their motivation and what drives them? Some of the answers will be straight forward, some of the answers will bamboozle

you while some of the answers will surprise you but all will help you understand why these people have volunteered. However, most of these answers will also help benefit your event.

Screen your volunteers just like you would screen an employee. Get them to fill out a short application form.

Include things like their own interests, reasons why they would like to volunteer, previous relevant experience and skills. This allows for volunteers to be put into an appropriate role that allows them to develop or help in their area, without them feeling overwhelmed, overworked or just totally out of their depth. Failing to do this, can lead to volunteer dissatisfaction and most likely they will not return.

Agree to a job description just like you would for an employee. Set out and be clear from both sides to make sure you both understand the roles and responsibilities.

This doesn’t have to be a long winded contract, but just a simple one pager setting out main roles, main responsibilities, reporting requirements and hours required.

Search far and wide for volunteers. There are many resources that you can use to advertise for volunteers. Use your local and specialised media to advertise. This has a three edge sword; promoting your event, adding value to your volunteer programme and increasing your data base.

Once a volunteer is on board, make sure you keep them in touch with what is happening.

Use newsletters and social

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CFEE networking to allow them to keep up to date with new initiatives, announcements and competitions. While this does not need to be time consuming, but it does have to be done on a regular basis (monthly up to the event, then a couple coming up to the event). The closer to the event the more detail you include, such as maps, directions etc etc.

RECOGNISE YOUR VOLUNTEER. One of the big challenges is how do you recognise your volunteer. International sporting events such as Rugby World Cup and Cricket World Cup have resulted in higher volunteer expectations.

The problem is that budgetary constraints often don’t allow for the extravagant expenditure such as the providing of full uniforms.

Give everyone name tags or swingers and organise a function for the volunteers.

This doesn’t need to be elaborate or expensive.

There are numerous other ways that a volunteer can be recognised.

• Employ a volunteer coordinator This volunteer coordinator can be paid or a volunteer themselves. Get them to go around and talk to the volunteers and make sure they are happy during an event. They are not there to make sure they are doing a good job, but just to be an ear and make sure that all volunteers have everything they need. In previous events, I have employed a celebrity volunteer to perform this role. Having a celebrity coming around and telling the volunteer that they are doing a great job did wonders for volunteer morale. An accidental by product of this was the effect that this had on social media, with volunteers

Events Update, July 2015

posting themselves with the volunteer coordinator.

• Gift As mentioned before budgets are always a thing to look at, but a small gift can be given to a volunteer, just so the volunteer remembers the situation. This can be a wine or beer glass, or as simple as a pin. Immense pride can be put into these gifts, so it is important to introduce a ritual to giving them.

• Saying thank You. Above all this is the most important and normally the thing that can be forgotten.

Send out a simple email or phone call after the event just to say thank you.

Accompany this by working with local media to highlight the volunteer impact on your event, including facts, figures and interviews. Again this is a double edge sword, which, while increasing volunteer satisfaction, also increases the awareness of your event.

SOCIAL IMPLICATIONS As an event manager, don’t underestimate the social implications that volunteers have. Events are based on social interaction. Volunteers want to be part of that social interaction, and as an event manager you need to satisfy these needs. These needs can be split into three different categories - catching up with friends that volunteer or work, meeting new people or being seen in certain situations.

There are many other tools that an event manager can use to increase the satisfaction of volunteersand the happier the volunteers, the better they are at their job and the higher the calibre of the volunteers that offer their services.

Volunteers are fantastic. But are the volunteers the ones that generally interact and

IMAGE CREDIT: Elizabeth Charleston CAPTION: Volunteers pose with Te Radar at the NRM Horse of the Year Show 2014. make the first impression to the customer? Are they the ones at the gate, parking, manning information centres, or on security? Depending on the scale of the event, but most likely not. Volunteers don’t normally bring that kind of skill to an event, so that is why security, catering, cash handling and ticketing contractors are brought in. These contractors are part of a company, and go from event to event (or an event to working in a totally unrelated industry, or an event to nothing). They turn up in the morning, and leave at night knowing that they are there for 8 hours. You, as an event organiser, don’t normally have a direct access to these people. How do you gain access and instil the same sort of dedication and emotional involvement that a volunteer does? The truth is, you probably can’t. But there are many things you can do to safe guard and help improve the chances.

booklet amongst these people. Include easy to find information that each person that deals with public can refer to. Have important things like maps, timetables, frequently asked questions, where to go for more indepth questions and prices.

Empower as many people as possible with this information

Make sure you ask the right questions when contracting the company. Discuss not only the logistics, but also how the staff is motivated

As an event manager, everyone is important.

It doesn’t matter if they are the cleaner, security officers, parking attendants, managers, supervisors or shop floor assistants. If you

Distribute an information

Make sure you attend other events. Note the contractor at the gate, etc, and how well they perform. Attend the events that employ the contractors you are planning to use. Attend it as a spectator, and in the mind-set of a spectator to see how they feel.

Make sure you have someone whose job it is to overview these contractors in the same vein as the volunteers.

Make it easy for people.

Simple, direct procedures with the correct information will make people feel empowered.

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CFEE are walking past people, make an effort to say hi and quickly introduce yourself. Make them feel important and empower them with confidence. This can be done at little or no cost, thus are not limited by budget constraints.

Resources Resources are always scarce, no matter whether its money, volunteer hours, skills etc.

All staff will do better if they are properly resourced. This may mean that the cheapest quote is not always the best.

It may mean you increase the number of staff from the minimum that is required.

While we all recognise that contractors need to work hard, overworked people do not work productively. With volunteers, make sure they are adequately resourced with the necessary equipment and staff numbers. Take pride

in the people resources you have at your event.

So in conclusion you need to value the heart of your event, but also value the people that are in contact with your customers. They vary in job description and payment.

They can have a long or a short interaction with your customer. Empower these people with information; get the right people in the right areas with the right amount of resources. Show your gratification to all these people and use your common sense. Be able to put yourself in their shoes. Satisfy their reason for being there and highlight the contribution that they have made to the event. All of this will help to make your customers more satisfied with the event, and both customers, volunteers and good contractors will keep coming back for more.

Managing Events: The Importance of Skilled and Professional People to Avoid Catastrophic Outcomes

By Drew Naika The idea of managing events for most people outside of our industry is that of a highly exciting and ever social role, that enables one to swan around from coffee meeting to cocktail function deciding on registration pack items, beverage lists and colour themes. The misconception that event things just ‘happen’ seems like a popular public understanding of our work –that is of course until something goes wrong.

What we know about our industry is by contrast quite

Events Update, July 2015

different and requires our attention to management of a complex project. Everything we do is for the most part a facilitated and intended activity or moment designed to enhance the fan experience that are all part of a big event project plan. Project management is an essential skillset that event managers need to be highly proficient at. Knowing who is involved in your project and what their role is, is critical to avoiding the unfathomable yet ever present risk of a catastrophic outcome.

In writing this article I put to

my Major Event colleagues; what is the difference between a catastrophe and a tragedy? They were all in agreement that although both are at the extreme negative end of the outcome spectrum and both can be of equal weighting in that respect, a tragedy implies loss of life and a more definitive result.

The Oxford English Dictionary definitions concur that a catastrophe is ‘an event causing great and usually sudden damage or suffering; a disaster: an environmental catastrophe’. It then defines tragedy as ‘an event causing great suffering, destruction, and distress, such as a serious accident, crime, or natural catastrophe: a tragedy that killed 95 people’.

international events industry, we can take best practice and lessons learned from events around the world. The benefit in theory is that we don’t make the same mistakes and errors. This applies across the many elements of project management including customer relations and fan engagement, stakeholder management, sponsorship relationship management, workforce management, programming and scheduling, financial management, health and safety, as well as risk and hazard management of the event itself - all of this on top of our passion for injecting creative flair and design to make the experience the most unique and memorable event of the century.

At this point it is important to note that whilst this article will identify some examples of catastrophic event outcomes in history, I won’t delve into what should or could have been done to avoid them, as the event’s and people involved have already faced their critics and in some cases judicial panels to make these judgements.

However I do, through this article, assert the greater expectations within New Zealand that event manager’s act with professionalism when managing an event.

What I do hope is that these catastrophes, tragedies or similar negative outcomes may never be repeated in the New Zealand event scene.

As an industry we are lucky that legislation already regulates many suppliers of infrastructure, logistics and technology. This covers these suppliers and their responsibilities and liabilities to ensure safe and healthy practices. In a similar way legislation is now putting greater emphasis on ‘responsibility’ across event organisational structures, and by default, an expectation of professionalism in actually managing an event as a project. For example, an event site build is now more akin to a construction site and is thus treated this way.

By global standards the New Zealand event industry is quite new, although with the regulations we now have we could argue we are more advanced than some countries. The Olympics are older than many nations. However the distinct advantage our emergent industry has is that, through the international relationships and ease of digital connectivity with the

To achieve these expectations of professionalism, event managers need workers and suppliers who bear the highly sought after, sensible and solution driven ‘can do’ event management attitude. Not just people, but strategic thinkers who consider the big picture and greater implications of ‘what if’ something happened as a result of this small action or decision. People who ‘get it’. An understanding that an event is an experience influenced by everything

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CFEE

1. Revellers rush up a hill after panic broke out during the Love Parade in Duisburg, western Germany / Source: AFP 2. The Rolling Stones at Altamont / Source: Time Magazine 3. Overcrowding at Hillsborough on 15 April 1989. Photograph: Rex Features / Source: The Guardian done (or not) in the lead up to, delivery of and reaction after the event. Sensibility starts well before the event gates open and continues well after the gates have closed. These thinkers are distinctly different to the ‘she’ll be right cowboys’ who fail to understand their responsibilities as event professionals. None more so has the integrity of our industry and our professionalism been under such scrutiny than when a catastrophic incident or even worse, a tragedy occurs.

So when have things gone catastrophically wrong for events in history? Global examples of avoidable tragedies over the decades are unfortunately not hard to find. In the earlier days most were events organised out of passion and not much management went into areas such as fan experience or duty of care. However even when management is present, poor decisions can be made and incidents do occur.

Love Parade and Festival, Germany: In 2010 at Duisburg Germany, 19 festival attendees were killed as a result of being trampled by other festival goers in a crowded access / egress point to the event site; Hillsborough Stadium Disaster, England:

Events Update, July 2015

At Sheffield England in 1989, during a football match between Liverpool and Nottingham Forrest, overcrowding of two areas of the stadium resulted in the deaths of 96 people and injuring 766 other spectators; Altamont Speedway Concert riot, USA: The Rolling Stones and The Living Dead billed concert in California 1969 resulted in the killing of one concert goer and accidental deaths of two others.

Closer to home, event catastrophes in NZ history include; Le Race, Christchurch: The fatal cycling accident involving a participant vs. car on a blind bend of the Port Hills during Le Race cycling event in Canterbury 2001; Sweetwaters, Ngaruawahia: The raft of compounding incidents surrounding, but particularly focused toward the build up to, the 1999 Sweetwaters music festival in Ngaruawahia left many entertainers and suppliers unpaid after the event; Sesqui 1990, Wellington: The mismanagement of Sesqui 1990 Carnival in Wellington meant it closed after only two weeks of its six week season and left some small businesses insolvent or

bankrupt.

I believe it’s fair to say that all of these events were organised by enthusiastic people who had a passion for success. Nobody goes into a project wanting it to fail especially if they have their own money in the event. The decision makers involved all had a desire to deliver the best event possible, and perhaps there may have been some conflicting opinions about what that success looked like. There may have been confusion about what role people played in the event – were they actually decision makers or not? It should also be acknowledged that for large events it is simply impossible for one person to coordinate every detail of the project. This is where the communication and communication flow becomes critical. These are elements of risk that are present when managing a project. They exist when making decisions and during communications.

One catastrophic risk that could happen is that the organisational structure could implode because roles and responsibilities or expectations are not clear from the events inception. This scenario is probably more evident when governance forms part of the organisational structure and confusion or conflict

occurs between governance and management levels. The negative result incubates over time and unless intercepted can be realised far too late, having great consequences.

The resultant damage may not be physical, as risk exists in the reputations of professionals and organisations involved. Like physical damage, reputational damage can have an equally destructive impact on an event or organisation.

Therefore a catastrophic outcome could be virtual rather than physical; reputational rather than environmental. Managing risk spans both realms and the rewards or damages have equally lasting impacts.

This highlights the importance of two key elements of project management; recruitment of people and the procurement of services of people; and communication and understanding of the organisational structure.

People need to know what their role is in the big picture and where they fit. They need to know their delegated authority to make decisions to a set level and that their actions or inactions can have consequences. Their decisions are important, of which the most important is recognising when they are out of their depth and need to seek advice or support.

Having the right people on

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CFEE

1.Banks Peninsula, New Zealand. Source: Wikipedia 2. ‘Rip It Up’s Sweetwaters issue for 1980’, Andrew Schmidt collection. Source URL: http://www.nzhistory.net.nz/media/photo/ rip-it-sweetwaters-issue, (Ministry for Culture and Heritage), updated 12-May-2014 3. Defaced banners advertising the failed Sesqui Carnival - Photographs taken by John Nicholson. Further negatives of the Evening Post newspaper. Ref: EP/1990/1122/31-F. Source: Alexander Turnbull Library, Wellington, New Zealand. http://natlib.govt. nz/records/22876380 the team is critical to the successful delivery of the event, and is an assertive strategy to manage risk.

Finding those ‘can do’ people who are dedicated and passionate about the event is the first step. Squeezing them through the trust / integrity filter is often the hardest part and we all know that when we find those people we do our best to keep them on board. Recruiting good people with high values; honesty and integrity; as well as who simply ‘get it’ can mean the make or break for an event. It can then also be said that if a catastrophe were to happen at the event, then there are reliable confident people who are solution driven, act swiftly and know their responsibilities to eliminate, minimise and isolate any incident.

Good communication is symptomatic of having good people. Communications around the organisational structure is most simply achieved visually through an Organisational Chart that

Events Update, July 2015

shows whose at the top and the pathways to escalating decisions. The people in that structure should be aware of the delegated authority of their role to make decisions impacting the event.

Having an Organisational Chart minimises the risk of implosion as roles and responsibilities are clearly visible via the chart.

Structural clarity empowers those that need to manage the event to actually manage the project, as well as manage the aforementioned people involved in the event delivery.

Our industry globally is now at a point where event organisers face far greater scrutiny for ensuring professionalism and due diligence in their work. Event organisers are required to have project management skills to ensure the safety of people and property, the financial and reputable success for their company, their investors and partners in the event, as well as the enjoyment and positive experiences of the workers,

customers and fans.

Investing energy into finding professionals, the right people with the right skills, is key to filling the foundations of a clear organisational structure.

A catastrophic outcome is always an ever present risk that cannot be totally eliminated as Acts of God may cause them. What we can control or easily minimise are the risks associated with the decisions made by people employed or services procured by the event - This is project management. To exercise our right to recruit people or procure services on the merits of their abilities, skills and professionalism is being duly diligent. Spending time to recruit professionals and articulate an organisational structure is an investment into the success of the event. The skill of project management in itself is a form of risk management that should never be underestimated when managing events and it goes a long way toward avoiding catastrophic outcomes.

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