prices. Having a range of suppliers for the event for similar materials or supplies provides flexibility and contingency required. Relationships are cultivated through communication and involvement in the business to build trust and credibility. The suppliers can be open to offering credit terms for the events. This is a form of financing too, which is cheaper than borrowing.
Let us turn our focus on delivery now. This where most people think logistics come into play. Partly true – however, planning is the starting point. And we have tackled that already. The event requires materials to be delivered. These require transportation, storage and set up. This is handled as part of the event mobilisation. Further post event logistics involve demobilisation and transportation back to the vendors or in some instances, disposals and clean up. Some of the materials may be perishable and require specialised handling and storage. For example, foods must be fresh. Temperaturecontrolled storage facilities therefore may be a consideration.
All delivery assumes that the appropriate venue has been chosen. Other critical considerations include utilities like energy supply, water, and onsite communication network. All these require on site organisation with all work streams having leadership and clear decision points and clarity on timely escalation to the key decision makers and providers of resources in time. The delivery work plan must be cascaded to all staff involved in the event. It must be the point of reference for all.
Where inventories are a key component for the event success, close monitoring and management of inbound supplies is required. Delivery inspection is required for assurance of right quality and quantity, and in line with the orders placed. This should also align to
Event planning ensures an event happens in line with the expectations of the event owner and delivers great experience to all. Planning is the cornerstone for successful events; indeed, the anchor of event planning is the application of supply chain principles.
the contracted delivery time.
The event must comply with regulatory requirements and approvals. All permits must be in place. Depending on the event, this varies from the local administration permits, the police, quality standards bodies, industry regulators etc. Failure to comply may lead to event cancellation, disruption or legal suits and claims.
Most events tend to have outdoor engagements or even travel. It is critical that during planning and most importantly at execution time to have in place all health, safety and environmental considerations. These may be included as part of regulatory compliance. But whether that is not the case, it is a basic requirement that participants and all involved in the execution of the event are safe and not exposed to any safety risks, including physical harm.
Further, the event should never impact the environment negatively. The event should not pollute the environment. Examples of pollutants include garbage, smoke, noise etc. All environment mitigation actions should not only preserve the environment but must seek to leave it better. Social considerations may also come into play where the surrounding communities are involved. The event should not injure cultural, religious and social norms. Reputation risks must always be guarded. well. Demobilisation must be guided by health and safety considerations too. All equipment and supplies that have re-use capabilities must be preserved in working condition. Specialised staff who execute the demobilisation should be briefed and provided with guiding operations manual early. Transporters must be lined up to make any special moves that may be required. Packing and removal logistics are employed here just as they were used during the mobilisation and initial move to the site of the event.
In occasions where events are undertaken over many days, daily team debrief is necessary. This may also be tied to key milestones to ensure seamless progression of the event. At the end the of the event, it is important that the leadership undertakes overall event accounting and governance closures. This is necessary for closing financial transactions, contingencies and review of lessons from the organisation and execution of the event. Some events require formal audits, financial or otherwise. This is good practice.
Events may never be perfect. It is well to pick lessons, learn and grow for better experiences in the next one. With deployment of sound supply chain management and logistics guidelines, it is possible to deliver seamless and memorable events over time. Last minute chances do not help. Over to the next cycle of planning and executing memorable events to spruce up lives.
Logistics of the material day management are akin to shop floor management. The difference here is around real time communication and on the floor action and decision making for seamless execution. Communication is the backbone of effective execution.
Another dimension of effective event management is demobilisation. All structures, equipment and returnable supplies must be taken out of the venue of the event within the allowed time. This may have cost implications if not executed
CPA Michael Maithya Nzule is the Finance & Strategy Director of Mitchell Cotts Freight Kenya Limited. He holds an MBA in Accounting and a Bachelors of Commerce( Accounting Option Hons) from the University of Nairobi. He is a member of the Institute of Certified Public Accountants of Kenya( ICPAK). Views expressed here-in are personal. You can commune with him via mail at: Mikemaithyanz @ gmail. com.