From the moment you decided that you wanted to organise an event, you have been making records, collating lists, collecting quotes and defining job descriptions and procedures. You have potentially researched and collected masses of information, some of which can be filed as background data and some of which has to be available to the event manager for the duration of the event.

Background material, such as quotes from failed bidders, should be retained to document the decisions that contributed to the delivery of the event, but they do not have to be available on site. This information can be in the appropriate files in the event manager’s filing cabinet.

Content

Some information must be readily available to the event manager and other interested parties during set up, while the event is open and running and during strip down and clear up. I propose that you should compile an ‘event manager’s manual’, which contains all of the information that is required by managers, staff and emergency services at the show.

All events are different, but as a guide I suggest that as a basis the event manager’s manual should contain the information listed below. For specialist shows there may well be additional information that you require – for example with an Olympic qualifying race, you may have international helicopter news coverage and so may hold details of the helicopter lease companies, radio frequencies, air traffic control, etc.

• Event title, objective, governing body; last amendment and re-issue date.
• Original letter/report/licence etc. giving formal approval for the event to run, from sports governing bodies, emergency services, local authorities, etc.
• Event manager’s name, address, phone, radio call sign.
• Chart showing event management structure and their responsibilities.
• Reference sheets including extended job descriptions for all roles.
• Table showing mobile phone number and radio call signs of key staff.
• Site map.
• Current (possibly recently amended or tweaked) event timetable and schedule.
• Risk analysis reports and schedule of control measures.
• Checklist to confirm that control measures are in place and functioning each day.
• Forms for reporting new risks.
• Forms for emergency radio log.
• Forms for reporting incidents where risk is identified.
• Forms for recording casualty details.
• Procedures for all significant and possible occurrences.
• Detailed cross-referenced index to procedures.